We love new homes! But let’s be honest — getting a vacation rental up and running is always a mix of excitement, fun, nerves, and a little chaos. From the very first day we sign a contract, our team feels the pressure (in the best way possible) to show the homeowner that we’re reliable, professional, and on top of our game. We want them to feel confident from day one. And, of course, we want to start making them money as quickly as possible.
This is what it looks like behind the scenes when PMI Mountain Collection, a local leader in Park City vacation rental management, brings a new property into our portfolio.
Step One: The Paperwork & Walkthrough
Once that contract hits our inbox, the magic begins. The first order of business in our short-term rental onboarding process is making sure all the paperwork is squared away — insurance, W9s, HOA addendums, ACH forms, you name it.
Then comes one of our favorite parts: the team walkthrough of the Park City home. This is where we get to step into the property with fresh eyes. We take notes on what’s already wonderful, what needs fixing, and what upgrades or finishing touches could elevate the property to meet our standards. Sometimes it’s as simple as swapping out dated light fixtures, and other times it’s suggesting upgrades like a hot tub, fire pit, or a ski rack to capture the “mountain lifestyle” that guests are searching for in Deer Valley vacation rentals.
The goal here is simple: set the foundation for a rental that feels special and stands out among the hundreds of listings in the Park City short-term rental market.
Step Two: Owner Relations & Welcome Packet
Next, our Owner Relations Manager makes an introduction and sends out a welcome packet. This is where communication with the owner really begins. We talk through everything we saw during the walkthrough, outline suggested fixes, and explain how each step impacts the success of their vacation rental property.
This is more than just a checklist. We want the owner to know that we’re a partner, not just a property manager. Maybe we suggest a smart lock upgrade for guest convenience, or adding board games for families, or luxury bedding for couples. These touches not only make the home more inviting but also increase nightly rates and guest satisfaction.
And because Park City and Deer Valley attract such a wide range of travelers — ski families, Sundance visitors, summer hikers, and even corporate retreats — we tailor our suggestions to the audience the home will appeal to most.
Step Three: Maintenance, Licensing & Prep
Once plans are in place, our maintenance team gets to work. Whether it’s tightening loose railings, repairing appliances, or swapping out smoke detectors, they’re the boots on the ground making sure the property is guest-ready. At the same time, our Owner Relations Manager schedules a deep clean and checks on every task to ensure it’s done right.
We also handle the important but often overlooked side of things: inspections and licensing for short-term rentals in Park City. Summit County and the city itself have specific rules, and we make sure every home is compliant before it ever goes live.
And while all this is happening, I (Linda!) get to dive into one of my favorite jobs: naming the home. Yes, every property gets its own name — and it’s always a fun, interactive event. I usually come up with three creative options, and the team votes on the one we think best captures the spirit of the home. Sometimes the names highlight location (“Main Street Hideaway”), sometimes it’s about the vibe (“Alpenglow Chalet”), but no matter what, it gives the home personality before guests even walk through the door.
Step Four: Revenue Management (Our Secret Sauce)
This is where we separate ourselves from a lot of other Park City property management companies. Many managers rely only on automated dynamic pricing tools — but we believe that’s not enough in a competitive market like ours.
Instead, we have a dedicated revenue analyst who works with us daily. They study market trends, compare local occupancy, check competitor pricing, and adjust our homes’ rates accordingly. The goal is to find that “sweet spot” where we’re getting maximum revenue without scaring off potential bookings.
This balance is especially important here in Park City, where demand shifts drastically depending on ski season, Sundance Film Festival, spring off-season, or summer mountain biking. Our owners love knowing someone is actively fine-tuning their vacation rental revenue strategy every single day.
Step Five: Deep Clean & Inventory
After maintenance wraps up, it’s time for the deep clean — and we mean deep. Our housekeeping crew goes all-in:
- Cabinets and drawers are emptied and sanitized
- Stoves and fridges are pulled out to clean underneath
- Carpets, tile, and stone get refreshed
- Hard water spots are tackled (a Utah specialty!)
- Windows and high corners are dusted until the home sparkles
Once the deep clean is complete, we do an inventory check. Do we have enough wine glasses? Are there cutting boards and extra blankets? Is there a first-aid kit? These small details are what separate a “nice” stay from a “five-star review” stay. If anything is missing, we order and install it right away so the home is fully equipped for Airbnb or VRBO guests.
Step Six: Photography & Marketing
With the home shining and fully stocked, we stage it for photos. Props in place, lights adjusted, fireplace glowing, TV set to a scenic background. Our professional photographer takes 50+ still shots plus drone footage, showcasing both the property and its Park City surroundings. Even better — we usually get the photos back within 24 hours.
Now it’s time for marketing. We list the property on all the major platforms: Airbnb, VRBO, Booking.com, and, when eligible, Marriott Homes & Villas. Not every home qualifies for Marriott — it’s a prestigious platform that requires higher standards — but many of ours make the cut.
Because we’re part of the PMI family, we also list homes on the PMI Global Travel Network, giving even more visibility. This broad reach ensures the home doesn’t just sit on one site waiting for bookings — it’s everywhere travelers are searching for Park City and Deer Valley vacation rentals.
Step Seven: Going Live!
With inspections passed, permits approved, photos uploaded, and marketing complete, our Owner Relations Manager does a final walkthrough. And then, the big moment:
Lights. Camera. Action. The home goes live.
And when that first DING DING DING booking comes in, we get to call the owner and share the excitement. It never gets old.
The Big Picture
Onboarding a vacation rental isn’t just about cleaning or filling out paperwork. It’s about creating an experience that works for both the homeowner and the guest. Every detail — from the name of the home to the number of wine glasses in the cupboard — adds up to success.
At PMI Mountain Collection, we treat each home like it’s our own. We’re not just checking boxes; we’re making sure the home shines, the owner feels confident, and the guests can’t wait to book again.
Because at the end of the day, this is more than property management — it’s about helping homeowners thrive in the Park City vacation rental market and making sure guests leave with unforgettable memories.
👉 Thinking about renting out your home in Park City or Deer Valley? Contact us here. We’d love to show you how our onboarding process can set your property up for long-term success.
