Booked back-to-back and wondering how you’ll show your place without upsetting guests or risking fines? You’re not alone. Selling a short-term rental in Vail Village can be smooth when you plan around local rules, guest rights, and peak-season realities. In this guide, you’ll get a practical, step-by-step plan to keep revenue coming while you market and show safely. Let’s dive in.
Know Vail’s STR rules first
Before you schedule a single showing, make sure your property is compliant with the Town of Vail’s short-term rental program. Vail requires an approved STR license before you advertise or operate for stays under 30 days, and your registration number may need to appear in marketing and MLS remarks. You can confirm license requirements and current details on the town’s short-term rental page at the Town of Vail website. (Town of Vail STR program)
Vail also requires a designated local representative who can respond to complaints quickly. The town’s 24/7 STR Complaint Hotline is 970-479-2135, and the local rep must address issues within 60 minutes during the day, or 30 minutes overnight. Plan your showings so your local rep is on alert and ready to respond if a guest raises a concern. (Complaint response rules and hotline)
Taxes apply to short stays in Vail, including combined sales tax and a separate local lodging tax. As published by the town, the combined sales tax is 9.4 percent and the Vail Local Marketing District lodging tax is 1.4 percent. Always verify the rate for your transaction date. (Town of Vail sales and lodging tax)
Vail’s market is active, with thousands of licensed STRs concentrated in Vail Village, Lionshead and nearby areas, and policy discussions continue. Staying current helps you avoid last-minute surprises. (Local context and policy discussion)
Not in the Town of Vail?
Vail Village is within the Town of Vail. Nearby Red Cliff is a separate municipality with its own rules and taxes. If you are unsure which jurisdiction your property sits in, confirm before you list or advertise. (Vail overview)
Before you list: compliance checklist
- Confirm your STR license status and registration number, and keep a copy ready for buyer agents. Include the registration number in advertising if required. (Town of Vail STR program)
- Verify your most recent fire and life-safety inspection and gather safety documentation for buyer due diligence. (Town of Vail STR program)
- Keep proof of liability insurance that meets the town’s STR expectations ready for review. (Town of Vail STR program)
- Review your HOA or condo documents to understand any restrictions on rentals, showings, signage, or guest rules. (Colorado DRE HOA FAQ, CC&R enforcement overview)
- Assemble a clean STR due diligence packet: license, inspection, insurance, 12–24 months of rental revenue reports, house rules, HOA covenants, and a calendar of upcoming bookings. (Town of Vail STR program)
Scheduling showings while booked
Your guests have rights during their stay, and platform terms matter. Airbnb and similar platforms treat a reservation as a limited license to occupy, which means you should not enter for showings without permission. Always get written guest consent in the platform message thread or by email before any entry during an active stay. (Airbnb Terms)
When possible, schedule showings during checkout and cleaning windows or natural gaps in the calendar. If you need extra flexibility, your property manager can offer a small incentive for an earlier checkout or a brief window when the guest is out. Put any incentive in writing. (Coordinating with occupants)
Let your designated local representative know your showing schedule and authorize them to respond to any guest concerns in real time. This protects your license and helps you avoid complaint-related fines. (Complaint response rules and hotline)
Access, privacy and safety
- Use agent-only electronic lockboxes or temporary keyless codes and log every entry. This creates controlled, auditable access when occupancy is high. (Controlled access best practice)
- Keep occupied-bedroom access to a minimum and only with explicit guest permission.
- Ask buyer agents to avoid touching personal items and to respect house rules posted for guests.
- If security is a concern, require ID for in-person showings while occupied and apply the policy evenly.
Marketing to the right buyers
Be clear in your MLS and marketing: “Occupied short-term rental. Showings by appointment only. Coordinate with property manager/local representative.” Include your STR registration number if required by the town. (Town of Vail STR program)
Market to two likely buyer profiles:
- Investors seeking turnkey revenue. Highlight rental performance, occupancy, upcoming bookings, and operating documents.
- Buyers who plan to occupy. Clarify the earliest vacancy timing, transferability of future bookings, and any HOA rules that affect their plans.
Offer high-quality virtual tours and live video previews to reduce in-person traffic during stays. This keeps guest disruption low and maintains showing momentum.
Contracts, taxes and handoffs
Be transparent about existing bookings. Decide which reservations will convey and which may be canceled with guest agreement, and reflect that in your contract. If a buyer plans to continue STR operations, they must follow Town of Vail registration rules and any HOA requirements.
On taxes, platforms may collect some taxes for you, but you remain responsible for correct remittance. Confirm what is collected by the platform and file any remainder using the town’s tax portals. (Vail sales and lodging tax overview, Town tax payment portal info)
A simple timeline that works
- Week 1: Verify license, inspection, insurance, HOA rules, and assemble the STR due diligence packet.
- Week 2: Shoot media and virtual tour, draft investor and owner-occupant marketing, and publish showing windows.
- Week 3: Launch listing. Schedule showings during turnover windows and obtain written guest consents as needed.
- Under contract: Deliver complete STR documents, booking calendar, and transfer instructions. Keep the local rep on standby for any access or noise concerns.
Selling a booked STR in Vail Village is absolutely doable with the right plan. If you want a calm, concierge process that protects your income and reputation while you sell, we can coordinate the details from guest communication to access control and investor-ready marketing. Reach out to Gardner & Gardner Resort Real Estate for a custom showing plan and hands-on execution.
FAQs
Can you ask Vail Village STR guests to leave early for a buyer showing?
- Only with the guest’s agreement or if your booking terms allow it; get written consent in the platform thread and offer any incentive in writing. (Airbnb Terms)
What if a guest complains during a showing in the Town of Vail?
- Your designated local representative must address STR complaints quickly, within 60 minutes by day and 30 minutes overnight; the town’s hotline is 970-479-2135. (Complaint response rules and hotline)
Do you have to include the STR registration number in advertising?
- Vail’s STR regulations require specific information in advertising, which can include your registration number; confirm the current rule and include it where required. (Town of Vail STR program)
How do STR taxes work on bookings while you sell in Vail?
- Sales and lodging taxes apply to short stays; platforms may collect some taxes, but you are responsible for proper remittance to the town. (Vail sales and lodging tax overview, Town tax payment portal info)
Can your HOA limit or prohibit short-term rentals in Vail Village?
- Yes, if the recorded covenants allow it; review HOA documents to confirm rental rules and showing protocols before you list. (Colorado DRE HOA FAQ, CC&R enforcement overview)
Will listing while booked scare off buyers?
- It may limit access for some owner-occupants, but it often attracts investors who value existing bookings; share a clean revenue history and clear showing windows to keep demand strong. (Coordinating with occupants)
