*Take, Edit, & Post Pictures (Free) *Take, Edit, & Post 3D Virtual Tours (Free) *Take, Edit & Post Drone Pictures (Free) *Setup your property on all websites (BT Website, Vrbo, Homeaway, AirBnb, Etc.) *Book Reservations *Handle all calls *Handle all guest issues (by phone / in person) *Create & display all cabin instructions *Schedule & be present for repairs *Yearly / Monthly inventory & maintenance inspections *Promote your cabin on social media sites *Shop for items you need (you only pay the cost of the items) *Coordinate activities for guest *Reply to guest reviews *Provide our own cleaning company “Grime Evictors” *Provide guests with starter pack (toilet paper, paper towels, soap, etc..) *We provide standard light bulbs, batteries and air filters at no additional charge to you.
Papa Bear Members
Papa Bear Program
If you are an owner that needs a Full Time management team to handle everything for you...then we can do that for you.
We spent months researching how other cabin rental companies operate. We also talked to many owners about percentages taken, compared to services rendered and it seemed to be a very lucrative business for the rental companies! The standard rate of 40% compounded with various fees, repairs etc. actually came closer to a 50/50 split. We ask only 20% of the nightly rental rate, not the “gross amount” of the reservation (after fees, cleaning, taxes, etc.). We feel this is a more fair percentage for our services, since you as the cabin owner, have other expenses associated with owning a rental cabin. We want your property to thrive as a vacation rental, instead of being a burden and an unprofitable debt.
Where your Property will be Posted
In the rental business success is measured by rental frequency and income.. Advertisement is the key in both! Bear Tootin has went above and beyond to make sure your property is well seen and known. Below are the listing sites your cabin will be advertised on: *VRBO/Homeaway *AirBnB *Trip Advisor *Flipkey *Holiday Letting *HouseTrip *Red Awning *Booking.com *Vacation Home Rentals *For Getaway.com *Hotels.com *Agoda *Perplaces.com *Travel Pro Rentals *Trivago *Expedia *Tripz *Facebook *Instagram *Pinterest *Travelocity *Cheap Tickets *Orbitz *Kayak
Start Up Cost
Bear Tootin does not have any mandatory start up cost. However, we do make recommendations that will help you maximize income, cut down on bad reviews, and guest complaints (such as bear proof trash cans, kitchen items, cabin inventory, etc.) Also, as mentioned above, you have a yearly fee of $499 for VRBO/Homeaway that will be purchased when we first put your cabin online and is renewed once a year. (Highly Recommended)
Properties by State
Our goal is to advertise your property on as may sites as possible to book more reservations. So we have teamed up with other property owners & management companies & they post your property on their sites and in return we post their properties on our website.
We signed up with Beyond Pricing which is a dynamic pricing system with an algorithm that calculates the perfect price for your property and market while continually keeping Airbnb, VRBO, and your PMS up to date. We only set the minimum price you are comfortable with and the system takes it from there.
All inside & outside pictures are taken for free by Bear Tootin but the owners are welcome to take their own or pay for professional ones.
360 Virtual Tours
Virtual vacay home tours allow potential your guest to check out every room and corner with a few mouse clicks. Compared to photos and videos, this technology offers a more accurate and immersive experience.
We have our own Drone that we use to sometimes take aerial photo when need to show the best angle of the property.
Damage by Guest
$1,500 per Resv.
Our Vacay Protection Plan covers intentional or unintentional accidents to the property by guests. We will cover up to $1500 per reservation (any damages that exceed the $1,500, intentional or unintentional, will be the owners responsibility). The owner will still be responsible to replace major wear & tear items, repairs or breakdowns. We put this fee in place as a protection plan for you. We do not want to have to bother you for every little pool stick tip or coffee pot that gets broken. We will simply purchase and replace damaged items. Please see the “Protect My Bear Den” sheet for more details.
NO Monthly Maintenance Fees If there becomes a major issue concerning plumbing, HVAC, electrical, etc. We have 24 hour maintenance guys that are certified to handle these kinds of situations. *You are always contacted for approval before any major repairs are made. (if we cannot reach you in case of an emergency, we will take necessary steps to protect your property)
All of your light bulbs, batteries & air filters will be changed at NO cost.
Wear & Tear
Bear Tootin will replace certain worn items for your property without charge
Rebooks or Pays Out
Our Vacay Protection Plan offers Cancellation Guarantee which allows guests to cancel their reservation for any reason up to 7 days prior to check in and receive a full refund (minus the vacay protection fee). This will encourage guests to book without hesitation, leading to more reservations and revenue. It also benefits you, as the owner, because if we fail to rebook the dates that the guests cancel, we will pay you ½ of your 80% on that reservation.
Credit Card Fee
Credit card fees are one expense that our owners are responsible for.. With our management being so low already, we cannot take on the cost of the credit card fees. To help you out, we did search and negotiate a low set rate of 2.5%. This is 2.5% of the gross total and is taken out automatically when a payment is made.
When you sign up with Bear Tootin we provide all linens and towels. We understand that you already have a list of things you would rather spend your money on to make improvements in your cabin. We appreciate and encourage that for the benefit of your guests. We purchase top quality linens and beautiful brown towels from walmart & amazon. We have found that the colored linens & towels are more efficient and match the cabin decor perfectly.
Cleaning After Guest
*We have created our own cleaning company. We feel that it’s best if we have full control of everything instead of contracting out cleaners. *Our cleaning crews are only allowed to clean 2-4 cabins a day mainly because they are in each cabin 2-5 hours depending on size. We feel that the cabin cleanliness should be top priority. This eliminates upset guests, bad reviews, and we want your cabin to be showcased at its best quality.
We know that it’s frustrating for the owners to get their statement at the end of the month to find out all kinds of fees & surprise charges have been taken out. This is how most cabin rental companies operate, but not Bear Tootin. We want to earn your trust and your business by being open and honest with what we charge from the beginning. You will never be charged for something we have not previously discussed.
You will be given a login & password to keep track of your cabin's records. From your login you can view all past & future reservations, accounting records, maintenance reports, etc.
What We Do For You
In the rental business success is measured by rental frequency and income.. Advertisement is the key in both! Bear Tootin has went above and beyond to make sure your property is well seen and known. Below are the listing sites your cabin will be advertised on: *VRBO/Homeaway (this is the ONLY one you pay for $499 a year) *AirBnB *Trip Advisor *Flipkey *Holiday Letting *HouseTrip *Red Awning *Booking.com *Vacation Home Rentals *For Getaway.com *Hotels.com *Agoda *Perplaces.com *Travel Pro Rentals *Trivago *Expedia *Tripz *Facebook *Instagram *Pinterest *Travelocity *Cheap Tickets *Orbitz *Kayak
Owner’s Stay Policy
We do not have a maximum amount of nights that you can stay. It is your property and we feel that you should be able to enjoy it when you please. The only fee we require the owner to pay is the cleaning fee (if we clean it). Bear Tootin Cleans: Two cleaning fee options $65 - if one bedroom and bathroom is used Full price (what the guest pays) if any more is used Owner Cleans: You do have the option to clean it yourself. However, if the guest complains about cleaning issues, the owner is responsible to refund the cleaning fee or pay the cleaners to go back and clean it.
*When we first take on a new cabin, we carefully inspect to see if a deep clean is necessary prior to renting so that we can get the cabin up to our strict standards. *Different areas in the mountains get dustier than others. If you or we feel it is necessary to perform another deep clean, or partial deep clean, we will agree upon a price at that time.
Hot Tub Services
*After each guest the hot tub will be tested, cleaned, and the necessary chemicals added. *The owner never has to pay for the hot tub service after the guest leaves. This cost is included in the cleaning fee that the guests pay. *If there is something electrical or internal wrong with the hot tub, upon your approval, we have several independent contractors we can send to repair or diagnose the problem.
*Each owner can choose their own lawn care provider but if you do not have one in mind, we can recommend one for you. *They will put your cabin on a schedule & you will pay them directly.
*Each owner can choose their own pest control provider but if you do not have one in mind, we can recommend one for you. *They will put your cabin on a schedule & you will pay them directly. *The companies we deal with, will give you a better rate for being with Bear Tootin. The packages range from $25-$45 (We highly recommend the $45 package. It covers bed bug treatments which can easily cost several thousands)
Bear Tootin has come up with a new “damage fee” to benefit us both called "Vacay Protection". The guest will pay a non-refundable damage fee per reservation. This money will be held by Bear Tootin to be used to replace broken or damaged items by the guest. Bear Tootin will cover up to $1500 per reservation. The owner will still be responsible to replace major wear & tear items, repairs or breakdowns. We put this fee in place as a protection plan for you. We do not want to have to bother you for every little pool tip or coffee pot that gets broken. We will simply purchase and replace damaged items. Please see the “Vacay Protection” sheet for more details.
This cost is included in the cleaning fee the guest pays per reservation. We buy our supplies from A&W Supply to make sure we get top quality products. This keeps the guests happy & helps in eliminating guest complaints. We provide a starter pack of: toilet paper / paper towels / bar soap (for each shower) / liquid dish soap / dishwasher powder / trash bags / laundry powder. Since we don’t have the convenience of being in close quarters like a hotel, if the guest runs out, it is up to them to buy more.
*For guest that book directly through us or VRBO: *other listing sites have their own listing guideline and cancellation policies that we have no control over. We have to abide by these guidelines in order to advertise on their sites.
This allows guests to cancel their reservation for any reason up to 7 days prior to check in and receive a full refund (minus the vacay protection fee). This will encourage guests to book without hesitation, leading to more reservations and revenue. It also benefits you, as the owner, because if we fail to rebook the dates that the guests cancel, we will pay you ½ of your 80% on that reservation.
Reviews are extremely important! All reviews that are posted online by a guest, cannot be changed or removed. Just like anything else, you will get the good with the bad. This is always kept in the back of our minds, so everything that we do we try to do A++. We respond to all reviews that get posted. If any issue has been brought to our attention thru reviews, we make necessary work orders or pass suggestions on to you.
In our personal opinion, we would prefer not to have a contact that binds you to continue renting with our company. We do not want our owners to feel like they are “trapped” with us. We want to earn your trust each day! We are taking on a big responsibility by managing your property. If you feel we are not providing the best service, or if you feel another rental company can suit your needs better, we want you to be free to make the best decision for your investment. The only agreement that we have states what we are responsible for and what you, the owner are responsible for in this relationship.
Because we pay you, we send you a 1099 at the end of the year.
Steps to switch rental companies
1st: Find out from your current rental company how many days notice they require. (Usually 30 days but there are some that require longer.) 2nd: Once you have a final date with your current rental company you will notify us. We will start scheduling when to post your cabin, take pictures, inspections, etc. 3rd: We can list your cabin online as soon as the current rental company has formal notification.This way we can start booking dates for the future (we’ll block your cabin off online until your official start day with us) which means you’ll start getting money from us before you even leave the other company.
Steps with a brand new rental
1st: If buying, the transaction should be completely closed before we can post online. 2nd: We will schedule inspection & inventory 3rd: We will let you know the requirements for your cabin to be a rental and make suggestions of how to make it more successful. 4th: Schedule pictures and cleaning. 5th: Get your cabin posted online to start booking reservations.