Pre Check-In List for Snowbirds

Avoid Surprises and Hassles by Verifying in Advance of Arrival

As both an owner and a guest, I've seen the good, bad and ugly for check in procedures and expectations. For example, a couple years ago our newest neighbors were standing in the hallway quite awhile with their adorable dog, Cookie. I learned they were waiting on an agent of the local rental company to come and unlock the door so they could unpack their loaded vehicle. Why? A keyless entry doesn't need anyone to let a guest in, especially if they are checking in within the allotted time. Every management company is different and you'll want to be very prepared for how you will get into the property, especially if it's before or after hours. Things happen and don't always go according to plan.

Personally, I love the road trip, the process of transitioning from our Northern home to our Southern home. It's a time for adjusting to new and letting go of the old. Part of the journey involves finding the charm along the way. A huge part of that is planning the stops, including the small town road side stands as well as the super travel centers and interstate highway attractions such as Peach Park in Clanton, Alabama.

Below is a list of useful topics that take a little time to think about and prepare for, but are worth the effort to save time and hassles later.

Locate and Review Your Contract

I thought I had just about everything figured out for our upcoming snowbird season until a couple days ago and realized I have no idea where the contract is. It's not in the usual places and we need to verify our payment information with the property manager. The amusing thing is, we are the property owners. But we need a contract and payment just like everybody else.

At least 30 days' prior to departure, locate and review your contract for policies, check in and departure times, access codes, pet fees or other fees and anything else you might need to refresh in advance. If your rental includes a golf cart, verify details that information as well.

Plan Your Route and Tolls

Maybe you're super fortunate there's only one way to get to your destination. Not so much for us. Even though we spend a lot of time on I-65, there's always lane changes, river tolls, "Sunpass" tolls and construction or lane and road closures. Weather and accidents are another unpredictable problem on the interstate.

Once we exit the interstate, there's a myriad of route options that take us through the beautiful back country of Southern Alabama. We have found Waze to be a huge help to get us to our home in Northwest Florida because there are many variables with routes, fuel centers, food and more. Road trips are already stressful and anything you can do to know when, where and how you're traveling is a life saver.

Make your Hotel Reservations In Advance

By reserving and paying for your hotel as far in advance as possible, you will likely not only save money, you'll also be promised the type of room you prefer. For us, pet friendly and convenience to I-65 is most important, followed by a King bed, in-room microwave and refrigerator, reasonable price and located in Athens, Alabama, our favorite stopping point. Other considerations include ADA access, cancellation policy, proximity to restaurants and fuel centers as well as in an area not plagued by crime. During busy season, such as holidays and the start of Spring Break, snowbirds and spring breakers are intersecting at the hotels and you'll want to get your room booked before they do. Other competition includes long term hotel guests who may be in the area for their trades or special events such as weddings and celebrations. By reserving in advance, you'll dodge many of the unknowns by waiting too long to book. 

Know Your Codes

Be sure to know your codes! We have a code for the gated complex, access to the beach gate, fitness center and yet another code for our property's keyless entry. Our vehicle also has a convenient keyless code that I use quite often. If I'm walking by, I don't need to

bring my keys if I need to get something out of there. We use the cargo space as a "mini garage," and store our utility bags, boxes, tools and much more.

Log your codes into your phone or somewhere that you can easily retrieve them in a hurry. At home we have a ton of codes too, but I use them more often than I do in the gaps between time in our winter home. Usually we update our snowbird codes prior to departure because they change about 4 or 5 times a year. As we drive up to the gated entry, it's less stressful to have them ready.

Check Out Any Planned or Ongoing Changes

Never ever assume that just because you've stayed in the same place multiple seasons that nothing will change for the better or worse for your next stay. It's wise to ask your property manager or owner for any possibilities of the following:

--Planned maintenance/closure of pools, hot tubs/spas, fitness centers, sports courts, elevators, etc

--New amenities such as covered BBQ grill areas, volleyball, pickleball, tennis courts, etc

--Activities, social events and local festivals and events

--Construction or renovation of the individual unit/home where you will be staying for the season

--Construction/renovation of the complex where you will be. This could include closure of your balcony or patio area; closure of walkways and parking spaces, loud noise, dust and other unpleasant issues.

--Local businesses that may change their seasonal hours of operation. Some close for the entire month of January for various reasons, so if your heart is set on frequenting a favorite coffee shop or establishment, you'll want to know in advance if it's going to be open when you plan your morning coffee run or evening stroll to the local winery or pub.

A cautionary tale:

I met a lovely Arkansas family who selected their winter rental because it was located directly across from the elevator. They knew their elderly mother would be staying for a couple of weeks and were pleased to get a top floor unit right by the elevator. Their joy was ruined when they arrived on site to find the elevator was closed for at least a week due to being upgraded and replaced. There were other working elevators, but they were too far for the mother, who had mobility issues. So the family had no choice and went home. I felt terrible for them, but it just didn't work out. Guests with ADA needs or elderly dogs may experience a similar situation. By checking in advance, problems can be identified and hopefully rectified prior to arrival.