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[apple]

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[Giddy Goat]

Personally, no, I just rely on trust - having said that, we had a group stay for three weeks recently and they had loads of people coming and going so I wouldn't be surprised if there was occasional over-occupancy. Our new caretaker is very good at giving me useful feedback if he's there and sees something out of the ordinary, but he only comes routinely once a week.

We did have guests abuse our trust once that I know of and they were already acquaintances, so that was disappointing.

It will be interesting to see what others say (it has been discussed before) but I would hesitate to insist on seeing copies of the travel papers of everyone who has booked. In any case, plans can change between reserving and arriving!

[apple]

Hi GG, i thought about it when i was looking at HR and there were others on there from our complex. There was one (or maybe more cant remember) that had an extra bedroom and was more expensive-of course- and that got me thinking. If someone fancied our complex and saw the price for an extra bedroom, they might think that sleeping on the settee or in sleeping bags might be a cheaper option.Also because we dont allow children whats to stop them bring kids with them.
Do you think it would be reasonable to ask for photocopies of their passports to accomapny their booking form? or is that going to far?
I suppose i could always say that out caretaker will pop round after a day or two to make sure everything is ok or is that not a good idea.

[olive]

You're not being over cautious: this happens a lot, especially with absent owners. Make sure your booking form includes a penalty clause for over-occupancy and let visitors know asap (before they've booked flights) that your manager is very helpful, keeps an eye on the property and will assist them if necessary. They should get the message.

[olive]

ps What do you gain from asking for photocopies of their passports? They'll only send you the number of passports corresponding to the number declared in the booking form.
This summer we had an Australian.American family whose father/father-in-law from Sydney just happened to be in our tiny village (pop:400)in deepest Provence '"on business" - and, naturally, he was leaving the next day. He was "staying in one of the hotels" nearby but nobody knew which one, since nobody had accompanied him. He must have walked several km with his suitcase. There and back.
I asked them all to leave, by 3pm on the day I discovered this (their second day). I could have kept their rent (penalty clause)but to save any hassle I returned the remaining 13 days and just kept ther security deposit. I was out of pocket by nearly 2 weeks rent but I ensured that the other family staying in our property next to this one enjoyed a peaceful holiday. (The family who left couldn't fit all the bottles in their car: they left a crate of beer and some bottles of vodka. No respect for the contract means no respect for the property and I would rather lose money than have them there.)

[Moliere]

Well, I always ask the make-up of the party, and my contract stipulates that if they exceed allowable numbers they can be evicted immediately without compensation. My local manager usually calls round in the first couple of days, to make sure all is well (ie kosher), but (thankfully) have not had this problem yet.

Mols

[The Olive Grove]

We're on site, and our guests know when they book that we are on site, so the problem doesn't arise.

[apple]

Thats the thing olive grove, when you live on site you dont have these concerns. I never gave it a thought when we had the gite and lived next door but being so far away with this is a whole new ball game.

[Giddy Goat]

You're not being over cautious: this happens a lot, especially with absent owners. Make sure your booking form includes a penalty clause for over-occupancy

Apple, ours reads "The maximum occupancy permissible at Au Chicot is 8, plus a baby, for whom a cot is provided. Numbers of occupants in excess of this, subletting or sharing of the property is not accepted in any circumstances. Violation of this clause will result in immediate termination of your tenancy, and forfeiture of all payments."

and let visitors know asap (before they've booked flights) that your manager is very helpful, keeps an eye on the property and will assist them if necessary. They should get the message.

This is definitely a crafty move, and be vague about when to expect the manager to swing by!

As you possibly found in the past, numbers can change over time, (even without exceeding the original.) To be absolutely sure, I ask guests to reconfirm the numbers in their groups when the balance is due, plus any changes in their contact details (eg mobiles,) and their travel plans as the latter helps us work out more accurately when to expect them - and also to give them the relevant instructions on how to find the property.

[Mouse]

To be absolutely sure, I ask guests to reconfirm the numbers in their groups when the balance is due, plus any changes in their contact details (eg mobiles,)

Oh nice one GG! I will instigate that immediately.
Like others I also have a clause in the T&Cs, I've only had it happen once when someone turned up at the airport unexpectantly (!) the group didn't know I was on site but when I met them they told me straight away and asked how much extra she should pay for the 3 days the additional guest was stopping.

The most difficult aspect I find is 'overnight' guests. I'm onsite but can't see the guests. So when Mr M spotted a guy lounging in our pool at 9pm (he was walking the dog past our place) it raised doubts as it was an all girl group. They insisted he hadn't stayed...but how do we know? They can come in from the clubs at 8am...they said he had come back with them to 'chill'. Same happened the next morning and I spoke with them again, same story.......but how can you be sure. As it was relations broke down that night between us and the next day I threatened them they were out unless they stopped the back chat to us and noise etc.

I think if I was at a distance I would ask the make up of the party, confirm the no's, have the clause in the T&Cs and advise that your caretaker will be checking all is fine throughout their stay. That should stop anyone I would think.

Mouse
x

[Christine Kenyon]

We live on site or close by so don't generally have this problem. The problem we are starting to encounter is with regular visitors who, for example, stay in a "cottage for 5 people + cot". They have now been coming back for 3 or 4 years. Only the occupant of the cot is now 4/5 years old and no longer occupies the cot . So there are now really 6 people in a cottage for 5!

Must admit that I tend to turn a blind eye as the booking is really for 2 adults for all week, plus 3 adults and toddler for a couple of days, and they love the place. And leave it clean and tidy. Have even washed the bed linen and put it on the line in the past. That's worth loads of brownie points in my book .

[Topcat]

It's very difficult, and I don't think there is a definitive answer to this. The house next door to us in Aldeburgh is a holiday home, and the owners stipulate no children under 12, and also that it sleeps 6. But I've been driven mad by loads of kids and relatives and grannies coming and going by some groups of tenants. On one occasion I spotted 5 adults and 4 teenagers + 1 small boy who appeared to be staying there, plus every day granny came shouting 'Cooeee!!' at the window. They also parked in my parking space and were very aggressive when I asked them to move their car.

I complained to the owners, who were quite distressed, but felt they couldn't do much as their agent had taken the booking. They promised not to let these same people back again, and certainly they were the worst, but for all that several people brought children under 12 (including, I have to say, some very nice ones, but that's not really the point.)

So it's difficult.

TC

[A-two]

They have now been coming back for 3 or 4 years. Only the occupant of the cot is now 4/5 years old and no longer occupies the cot . So there are now really 6 people in a cottage for 5!

Christine,
We had that situation and like you, overlooked it. Not only did baby grow up, two more children were born! After 5 years, I knew jolly well they were now 10, but that was the year they decided they had outgrown our place and reluctantly moved on. We never said a word.

GG:
To be absolutely sure, I ask guests to reconfirm the numbers in their groups when the balance is due, plus any changes in their contact details (eg mobiles,)

This is an excellent suggestion. Thanks!

[apple]

Yes good suggestion, i will do this also. Plus, i will let them know before they book that my caretaker will pop along to see them to make sure everything is ok. When she will call round will be a suprise.

[catherinedonegal]

but if your rental is for the property does it matter if they have 1 or 2 extras? you know, it doesn't cost you (the renter) anything extra if the electricty/fuel etc. is an extra.

my husband is kinda freaking out about more than the 10 we can accommodate arriving or that if we let for one week to, say 6 people and we have room for 10 that the six use up all the bedrooms. my opinion is: so what? we have the rental for the house and it would be the same if it were 10 or 6 so even if the 6 sleep in all the beds in the house then that (might indeed be greedy) is fair enough.

well, just my opinion.