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Streamlining Procurement: The Secret to Consistent Vacation Rental Experiences

Updated: Mar 26

Managing a vacation rental property involves a symphony of tasks to ensure each guest's stay is memorable. To harmonize your operations and enhance efficiency, a standardized procurement process is not just beneficial—it's imperative. Consistency is key; the experience of a guest in one unit should be indistinguishable from that of another guest in a different unit, or at another time.

person looking through cabinet pantry

With guest expectations on the rise, you have to create uniformity by employing the same trusted vendors and time-tested processes. This approach simplifies setup, turnover, and maintenance, offering a seamless experience for both guests and managers.

In this blog post, we will explore how you can refine your procurement strategy using our brand partner, HostGPO, to make running your business as efficient as possible.

Meet Our STR Hero, HostGPO

hostgpo logo

Let's talk about our brand partner, HostGPO. All Vacation Rental Design Collective members are automatically enrolled in HostGPO.

HostGPO is a group purchasing organization, which means they use the power of the group to score deals and discounts for everyone. GPOs are traditionally in healthcare and the hotel industry, but HostGPO is the first one just for vacation rentals.

We consider them an essential STR resource, not just because they are experts at outfitting short-term vacation rentals, but because they're hosts, too! In fact, Jeff Iloulian, HostGPO's Chief Executive Officer, is a previous vacation rental operator managing over 250 properties, from apartments to luxury mansions. He found buying furniture and supplies to be extremely challenging, so he helped create a platform to make operating a rental easier and continue to unify a fragmented industry.

HostGPO partners with industry leaders whose products they use in their own properties. Membership grants you exclusive access to hospitality-grade products typically unavailable to the retail market, as well as the opportunity to engage in wholesale purchasing—a privilege generally afforded only to large-scale corporations. You will benefit from advantageous terms, including expedited shipping options and dedicated customer service representatives.

hostgpo partners

Their seasoned team of expert hosts is also available to offer you complimentary business support, providing guidance to ensure you select the most suitable products to meet the unique requirements of your business.

While we can't reveal exactly what the discounts are until you're a VRDCollective (and automatic HostGPO member), we can divulge that the discounts usually range from 30-75%, and on average, members save roughly $12,292 each year. What's more, HostGPO guarantees that you won't find a better deal in any other group in the STR industry!

man and woman on patio furniture with laptops

Tip 1: Select reliable brands for long-term consistency

When you're picking out furnishings for your rental, stick with brands known for their staying power. That way, you can keep stocking up on quality stuff year after year. It's a real time-saver, not having to hunt down new suppliers every season, and your guests get what they're expecting from the pics they've clicked on online.

Tip 2: Buy nice, not twice

While sticking to a budget is important, here's a little nugget of advice. Think of your furniture as more than just a purchase—it's an investment. Yes, you might pay a bit more upfront for something that's solid and crafted with care, but it's gonna save you a bundle down the line since you won't be constantly fixing or ditching pieces.

Our motto is, buy nice, not twice. We recommend using HostGPO's furniture suppliers, including trusted brands like Article, CB2, Crate&Barrel, Gibson Home, Pottery Barn, Rejuvenation, West Elm, Williams-Sonoma, just to name a few.

bedroom with colorful pillows and artwork

Tip 3: Choose hotel-quality materials

Linens are a cornerstone of the guest experience and pivotal for securing positive ratings. To manage your linen inventory effectively, it's crucial to consider the number of beds and guests your property can accommodate. Aim for at least three extra sets of bedding per bed and towels per guest to cover turnovers and unexpected mishaps.

Purchasing linens in bulk is advisable over individual sets. Although there might be a higher initial cost, the long-term savings are significant for your budget. If you choose a general bulk retailer like Costco, linens will require laundering upon arrival. We avoid this hassle by using HostGPO's hospitality supplier, Standard Textile, because they offer pre-laundered linens for immediate use.

Standard Textile is the largest linen provider, supplying hotels like Hilton, Hyatt, and the Ritz. Now they have partnered with HostGPO to bring these linens to vacation rental hosts. Their products boast the comfort and resilience of hotel-quality materials, ensuring they remain in top condition, even after numerous washes. They believe that textiles which offer both coziness and durability ought to set the benchmark for vacation rental accommodations.

If you're not sure where to start, HostGPO's BedBOX by Standard Textile takes the guesswork out of getting your property ready to rent. Just tell them how many of each size bed you have, and get all the linens you need for every bed in your home, including extras for laundry and turnover! They can be customized for your needs to include extras like blankets, extra pillow protectors, extra pillow cases, and more!

bunk beds with colorful blankets

Tip 4: Streamline your restocking process

Avoid the cycle of reinvention with each restock or new furniture purchase. Create a detailed inventory for your property, categorize items by priority, and adhere to a regular auditing schedule to stay current. When it's time to reorder, a standardized procedure with your chosen vendors will make the process smooth and predictable.

With HostGPO and Public Goods' BasicsBOX, you can save the hassle of outfitting your property with all the personal care, pantry and cleaning supplies that you need; they can be reordered again and again. Each BasicsBOX includes body-care basics like organic shampoo, conditioner, body wash, and lotion, a selection of eco-friendly soaps, detergents, and cleaning products, as well as pantry staples like pink Himalayan salt, whole black peppercorns, balsamic vinegar, extra virgin olive oil, ground coffee, a variety of teas, and more!

laundry detergent and cleaning supplies from public goods and hostgpo

While it may seem monotonous, adhering to established processes and providing consistent amenities is the foundation of a uniform guest experience. It also optimizes your time and financial resources. Efficient procurement is the gateway to elevating your short-term rental business to new heights.

Join the Vacation Rental Designers Collective

Are you prepared to advance your vacation rental design business? The Vacation Rental Designers Collective is a community of property owners, investors, hosts, interior designers, and realtors, all sharing their expertise and contributing to the growth of their businesses.

Gain access to exclusive insights, strategies, and the support of our Brand Partners. As a VRDCollective member, you'll be automatically enrolled in HostGPO. Learn how to manage a thriving vacation rental, secure five-star reviews, and network with industry peers.

Find your tribe, attract new clients, and watch your business thrive.

Join us in redefining the vacation rental industry—one beautifully profitable space at a time.

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