Services for Hotels Villas Resorts Suites
Services
Scope of Services
Our company provides comprehensive operational management for short-term rental properties, including:
• Booking acquisition through professional channel management and partnerships with leading booking platforms (OTAs such as Booking.com, Vrbo, Airbnb, Hotels.com).
• Guest support (pre-sales, during stay & after-sales) with prompt responses to all inquiries.
• Check-in and check-out coordination, providing guests with all necessary instructions and information.
• Departure cleaning, following our standardized hospitality cleaning procedures.
• Collection & delivery of linens to and from our cooperating laundry provider.
• Restocking of consumables (bathroom amenities, coffee facilities) for every guest arrival.
Owner Responsibilities & Maintenance
The Owner is responsible for ensuring the smooth and uninterrupted operation of the leased premises, its installations, and its equipment, and therefore undertakes to:
- Utility Settlement: Settle in a timely manner and without undue delay all utility expenses associated with the property (electricity, water, internet, and any applicable communal charges).
- Maintenance & Repairs: During the operational season (May – September), our company undertakes the coordination and resolution of any damage or deterioration arising from regular use. The cost of all such repairs and maintenance shall be borne exclusively by the Owner.
- Approval Threshold: In the event of an isolated repair or damage resolution where the estimated cost exceeds €1,000, prior written confirmation and approval from the Owner is required before our company proceeds with the restoration.
Proposed Agreement Structure – Percentage-Based Lease
We propose a collaboration model based on a lease calculated as a percentage of the net seasonal revenue.
Key Contract Terms
- Contract duration: 3 years.
- Rental period: 15 May – 30 September each year.
- Season preparation period: 15 – 25 May.
- Linens: All properties must use standardized linen sets.
- Initial linen cost per property: €250 for 1-bedroom properties, €350 for 2-bedroom properties, and €450 for 3+ bedroom properties. (This fee will be deducted from the 1st year’s lease payment).
- Annual linen replacement fee (due to normal wear): €80, €120, and €150 respectively. (This fee will be deducted from each subsequent year’s lease payment, excluding the 1st year of collaboration).
Items to Be Provided by the Owner
The owner must provide:
- Keys: 4 sets of property keys.
- Photography: Professional high-resolution photographs. If professional photographs are not already available, our company will undertake the property photoshoot. Please note that these photographs constitute the exclusive intellectual property of our company. Upon termination or expiration of the collaboration, the Owner may acquire the rights to these photographs for an additional transfer fee of €400 + VAT.
- Fact Sheet: A completed document containing detailed information regarding the property’s contents, equipment, and operating instructions (appliances, Wi-Fi, safety information, special features, etc.).
Operational Continuity & Penalty Clauses
To ensure a seamless guest experience and protect the company’s operational viability, the following continuity terms apply:
- Uninterrupted Operation: The Owner guarantees the absolute and uninterrupted availability of the property during the rental period (May – September). The Owner may not suspend operations, block calendar dates for personal use, or initiate non-emergency renovations during this period.
- Penalties for Disruption: If the Owner breaches the above term, or if the property becomes uninhabitable during the season due to the Owner’s negligence (e.g., failure to pay utilities, structural failures), the Owner will be held exclusively liable for all resulting costs. This includes, but is not limited to: guest relocation expenses to equivalent accommodations, OTA cancellation penalties, and the management company’s lost revenue for the affected bookings.
Liability & Indemnification
- Legal & Civil Liability: The Owner assumes all civil, legal, and criminal liability regarding the structural integrity, safety, and legal zoning compliance of the property.
- Energy Performance Certificate (EPC): The Owner is strictly required to hold a valid Energy Performance Certificate (Πιστοποιητικό Ενεργειακής Απόδοσης – ΠΕΑ) in full compliance with local laws, which must remain active and in effect throughout the entire duration of the collaboration.
- Indemnification: The Owner shall indemnify and hold the management company harmless against any claims, lawsuits, or damages initiated by guests, neighbors, or third parties resulting from property defects, safety hazards, or failure to comply with local regulations (e.g., building codes, mandatory fire safety equipment, urban planning laws).
Payment of Rent & Termination Rights
- Payment Timeline: The annual rental payment from our company to the owner will be made between 15 and 30 October.
- Penalty-Free Withdrawal: The owner may withdraw from the agreement without penalty strictly between 15 October and 15 November, by notifying us in writing.
- Early Termination Penalty: Withdrawal outside of this specified period significantly disrupts operational planning and incurs a termination fee of €2,500 + VAT, payable by the Owner to our company.
Rent Calculation Method
The rent paid to the Owner is based on the net seasonal revenue: (Gross revenue – channel commissions – VAT – Tourist Tax – Statutory Short-Term Rental Costs = Net Revenue) Statutory costs include: pest control, civil liability insurance, smoke detectors, and inspected fire extinguishers.
The payout is calculated as follows:
- 64% for 1-bedroom properties (3+ guests)
- 66% for 2-bedroom properties (5+ guests)
- 68% for 3-bedroom and larger properties (6+ guests)
- 70% for 2+ bedroom properties with a private pool
Simple Example: If a 2-bedroom property generates €15,000 gross revenue for the season: Gross revenue: €15,000 – OTA commissions, VAT, Tourist Tax, Statutory Costs = Approximately €11,000 Net Revenue The rent due to the Owner will then be: €11,000 × 66% = €7,260 (The rent amount paid to the Owner includes the applicable legal stamp duty).
Expression of Interest & Minimum Property Requirement
Property owners interested in joining our management program are kindly requested to declare their interest by 31 January of each year. For the project to remain operationally and financially viable, our company requires a minimum of 20 properties in each area for the upcoming season.
Property Location & Operations Fee Structure
The commercial terms outlined in this proposal apply under the condition that the property is located within a residential complex (συγκρότημα κατοικιών) where our company already manages at least one (1) additional property.
- Standalone Property Fee: In the event that the property is, or becomes, the sole unit managed by our company within that specific complex, an annual operational fee of €600 applies to cover the logistical overhead of a new, independent operational location.
- Special Promotion (Years 2026 – 2027): For properties integrated into our network during the 2026 and 2027 seasons, this location-based operational fee is reduced to €300 per year.
- Fee Waiver Clause: If at any point during the contract term additional properties within the same residential complex are added to our company’s portfolio, this fee shall be completely waived and reduced to €0 for the remainder of the shared operational period.