Guidelines for a Successful Holiday Exchange

A Holiday Exchange is a mutual exchange of holiday homes, usually at the same time. Your exchange partner may live across the country or across the world. Your homes may be similar in size and type or totally different - all that matters is that you are both happy with the exchange arrangements you have agreed and both know fully what to expect before you arrive at your holiday destination.

Each exchange is unique; a relationship of trust should develop as you get to know your exchange partners through e-mail and phone calls. These guidelines are meant to act as a check list to help you plan your exchange from the initial inquiry stage, exchanging information, agreeing an exchange to the final preparations before your holiday.

Step One: Contacting other Members

Try to be as open minded as possible to other holiday experiences. The aim of Holiday Exchange Club is to allow members to experience holidays which they may not have necessarily considered previously.

Attempt to contact as many members as possible well in advance of the time you wish to actually take your holiday. In doing this you are giving yourself a wider choice of location and also establishing relationships with other members. Remember that if you do not choose to exchange with a particular member this year you may well want to in the future.

Property/Location Description

Please exercise a degree of common sense when describing your property and the location in which it is situated. The property listing template will dictate some of the details that you must enter.

However, if your property is situated at the top of a steep hill please ensure that the member enquiring about your property is fully aware of this fact as they may be travelling with disabled family members or friends. Likewise, if it is situated in quiet surroundings and the member enquiring about your property informs you that they have 3 children then this is information which must be relayed to them.

If your property is particularly not suited to children, disabled people, smokers or non-smokers, or any other group that you know would not find your property suitable then please let them know in your initial contacts.

Step Two: Finalise Your Plans

• Ensure that you know what to expect when you arrive at your holiday destination by asking your exchange partner for any additional photographs and information that you feel you need. They will probably be asking the same of you and this will help both parties feel at ease with each other and their pending holiday.
  
• Make sure that all details, no matter how small, have been understood. For instance, is any additional insurance required to allow people to stay in your holiday accommodation?
  
• Bills – this should not be an issue and the vast majority of Holiday Exchange Club members will continue to pay their own bills throughout the exchange. However, if you wish to make alternative arrangements then please ensure that your exchange partner is fully aware of your wish to do so.

Step Three: Exchange Confirmation

• Both parties should sign some form of agreement that can be written by either party and amended if necessary by the other. This agreement will state exactly what each party will expect from their holiday exchange and helps to put minds at ease. Each member can sign one copy and send it to the other member who will sign and return it so each member has a copy. This will ensure that there are no misunderstandings. This signature will also act as confirmation of your desire to exchange properties.
  
• Please do not purchase and arrange travel insurance, flights and transfers etc until the exchange has been confirmed.

SAMPLE EXCHANGE CONFIRMATION - TBC

Step Four: Enjoy your Holiday Exchange Club Experience

• Enjoy your exchange holiday, treat the accommodation as you would your own and leave it in the same state of tidiness that you found it in. Follow agreed instructions for returning keys, dealing with laundry, etc.
  
• On your return from your Holiday Exchange please contact your exchange partner and let them know how your holiday went. The Holiday Exchange Club would also love to hear about your experiences and would warmly welcome any suggestions and comments you may have.