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How To Vacation the HomeExchange Way - October, 13 2009
Here's a little 'how to' so that members new to the luxury home exchange game can get an idea of things to do for a home exchange.
What is home exchange?
A home exchange is a temporary trade of houses between two parties for a predetermined amount of time.
Home Exchange, or house swapping as it also is known, began decades ago as a service for teachers who liked to swap homes while on their extended summer vacations. They listed their home information in printed catalogs, which were mailed for an annual fee.
Due to the advent of the internet, the idea of vacation home exchanging is spreading quickly. Supply of and demand for home exchanging is also on the rise due to the numbers of baby boomers who are retiring now. A lot of them have their equity tied up in their homes, and home exchanging is a perfect way to leverage that asset and allow them virtually unlimited travel opportunities.
Home exchange or house swap can be simultaneous or non-simultaneous. If you and your home exchange partner both have only one home, chances are you will be doing a simultaneous exchange where you go to his house while he comes to yours. A non-simultaneous exchange occurs when you and your exchange partner do not occupy each other’s homes at the same time.
The number one reason that people consider trying a vacation home exchange has to do with the great monetary savings that accompany taking this type of vacation. Not only do you have no lodging expenses, but you also save on restaurant bills, tipping, cleaning services and more. If a car exchange is included, you will save even more by not having to rent a vehicle for the duration of your stay. These economic advantages enable many people, especially those with children, to venture farther, stay longer, and travel much more frequently than they otherwise could.
Other advantages are less tangible. Many avid home exchangers cite the ability to ‘live like a local' to be an invaluable experience. Exchangers meet the local people in the neighborhood and are exposed to the culture in a more intimate way than a hotel stay would afford. When in a hotel room, no matter how nice, there is also an element of confinement. (especially for those traveling with children) You feel like you have to 'get out', play the tourist. With a home exchange, you can relax guilt-free in your 'home' away from home.
A simple way to put it would be that exchanging homes allows one to be a tourist, but live like a native.
Who exchanges homes? Nowadays, anybody. The majority of home exchangers are relatively educated, middle aged people who are interested in expanding their horizons.
The vacation home exchange concept may be just the ticket for your next holiday.
Is Vacation Home Exchanging For You?
Look (at yourself) before you leap! Home exchange is a good fit for some people, but it is not for everyone. You need to take a good look at yourself and your spouse to determine if you would like to give home swapping a try.
Some view their homes as a sanctuary and would simply not be comfortable letting anyone but family or friends into their homes. Others are far more comfortable with the idea and have very little hesitation. You need to put some thought into how comfortable the idea makes you and your spouse. It is perfectly normal to feel some hesitation: It does require a leap of faith to exchange homes with people you have never met before. Most people get over this hesitation after talking to their home exchange partners on the phone, or after their first house swap.
Your Listing
How to List
How you list your home can make or break your vacation home exchange experience. For those who have lovely homes in popular destinations, acquiring a home exchange can be a relatively easy transaction. For everyone else, and this is the majority of the home exchangers, you need to 'sell' your listing. Here are some things that you can do to increase the likelihood that you will get an acceptable home exchange:
First and foremost, be completely honest in your description of your home and neighborhood.
Upload as many photos as the site will allow. The photos should show the interior and exterior of your house, and any feature that makes your home attractive to possible exchangers, such as a pool, jacuzzi, lovely garden etc.
Most home exchangers look at your home as a base from which to sightsee. So while a luxury house might be a benefit, it is not a necessity for the majority of exchangers.
Location on the other hand, is the key factor that contributes to you home exchange success. A sparse or simple home anywhere on the Hawaiian Islands will get many exchange offers, for instance. The best thing you can do to increase your chances for home exchange success is to play up your location. Do you live in an area that has a popular seasonal festival? Play up that angle. Do you live within a days driving distance to a tourist attraction? What about the natural beauty nearby? Mountain ranges, rivers, lakes, beaches, desert? What activities are available near your home? Golf is an important one. So is skiing, swimming, hiking, biking, tennis, horseback riding, etc.
If you are gong to include a car in the exchange, be sure to list that prominently, as many exchangers will look only for listings that offer that.
If you have exchanged before, get an exchange testimonial from your previous exchange partner or partners and highlight that you have these references available upon request.
Conducting Your Search
There are certain things that you need to determine before you begin your search for your home swap:
- Where do you want or need to go?
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- Are you flexible about destinations?
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- Are you flexible with dates, or are you restricted to traveling during a certain time?
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- How attractive is your home in terms of amenities available or location? If you have a great home in a great destination, offers will likely be forthcoming and you can pick and chose where you want to go. If your home is simple or perhaps not in a popular destination, you may have to be willing to be list yourself as 'open to all offers' to make home exchanging work. You may also have to contact many more people to arrange a holiday home exchange.
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- What amenities do you absolutely require in your potential home exchange? For example: access to public transportation; access to children's activities; access to a pool or a beach; central air conditioning, etc.
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- Do you have conditions set about your home and the types of potential exchange partners who would be acceptable to you (i.e. no small children, non-smoker)?
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- Do you have conditions set about the type of home that you are willing to travel to? (i.e. no pets, non-smoking home, handicap accessible, etc)
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- Will you require a car exchange, or would that simply be an added benefit?
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- Will you be traveling with children? Will you need certain children's items to be available at the home? (i.e. crib, stroller, high chair)
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- Are there children's activities nearby? If you have young children, is there a pool at the home? Is this a good thing (my children can swim) or a bad thing (I will have to be on the lookout the entire time!)
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- Have you checked what the weather will be like in your potential destination at the time of travel?
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- Are you a home exchange purist or would you be happy renting for some of your vacation?
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- Will you be bringing your pets, or willing to watch other’s pets?
The manner in which you conduct your search can also influence how easily you may find a vacation home exchange:
- Your first and best bet is to conduct a 'reverse search’- that is a search that allows you to see who wants to come to where you live. Your likelihood of exchanging homes with these members is very high.
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- Your second best approach is to search for those who are ‘open to all offers' during the dates that you can travel. For those who truly are open to all offers, your home may be just what they are looking for in a holiday home swap. Many of these exchangers are happy to secure a home exchange early. Look to target homes similarly situated to yours.
The Exchange Process
You have received a response, and someone wants to exchange homes with you. If the potential vacation home exchange seems acceptable, it is time to get to know your potential home exchange partner and decide if they and their home are the right fit for you, and if you and your home are right for them:
- Now is the time to ask more detailed questions about their home to ensure you get what you absolutely need in your vacation home exchange. For example, if their listing said 'near the beach' now is the time to find out if 'near' means you can walk to it or if it means you have to drive. Perhaps you discover they have cats and your spouse is allergic.
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- Is a car essential to the exchange? If so, what is the cost of renting a car in the area? If not, how far a walk to public transportation?
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- Is a car exchange included?
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- Is the neighborhood safe?
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- What are the average temperatures at their location when you will be there? Central air is a luxury that not all homes have, so if it is likely to be very hot where you are going, is this something you would require?
The questions that you should ask should be specific to your needs and situation. Have a list of questions prepared and be ready to ask them of any potential holiday home swap partner. You should encourage them to ask questions of you, so that there are no surprises later on.
Getting to Know Your Exchange Partner
Because vacation home exchange involves a leap of faith, you must conduct due diligence in order to feel an acceptable level of trust in your exchange partners. After emails, schedule some calls, ask for some testimonials or references and provide some of your reference information to them. If they haven't provided photos on their listing, ask that they get access to photos and email them to you.
Talking on the telephone and emailing often are the best way to feel that you 'know' your exchange partner sufficiently to conduct an exchange. If your exchange is international, and you do not speak the language, see if you can find a family member, friend or neighbor who does speak the language. They can call your exchange partner for you and communicate with them so that you can 'learn' about them and they can learn about you.
Commitment
You've researched your potential partner, you've got a good feeling about them and their location, and what the trip will cost you. Your family is on board. Before the final commitment, be sure you have spelled out an agreement with your partner. This can be a compilation from your emails and conversations. It is time to commit. Before you do, you may want to discuss the possibility of cancellation on both parts, and what alternative plan will be made in case of an unforeseen cancellation. For example, you both may agree if one party cancels, they will be responsible for any fees that would arise from an airline ticket change. Perhaps they will also be responsible for providing alternate lodging nearby. Once you both have committed it is time to begin preparing for the holiday home swap.
Preparing for the Exchange
Preparing for the exchange is two pronged: First you must prepare your home for your exchange partners. Then, you must prepare for your trip.
Preparing your home for your guests involves a lot of work. Here are some things to do to help your visitors:
- Leave enough closet and drawer space for your guests
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- Leave clean linens and towels
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- Leave some local guidebooks for their stay (you can often obtain free tourist information for your area)
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- Get some local maps
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- Have enough staples in the kitchen and pantry for them to assemble a meal or two
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- Prepare a booklet on how your major appliances work. You may want to put this in a binder so that you can use it for your future vacation home exchanges. Provide detailed, easy to follow instructions as well as phone numbers for repairs. See our checklist section for handy printable lists that you can use.
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- Prepare a booklet on important information about your home.
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- Prepare a booklet on your neighborhood with information about local shopping centers, movie theaters, libraries, recreation, cultural centers etc. Again, phone numbers would be helpful.
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- Prepare a booklet on how to operate your automobile if there is to be a car exchange. Include even things you take for granted, like how to disengage the parking brake, or open the gas tank. Especially if it is an international exchange, the more detail you put the better, as less is left to chance.
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- You might want to provide a nice touch like a welcome basket or tickets to a local event to welcome you home exchange family
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- You may want to arrange for a neighbor to be their point of contact for help, to pop in when they arrive. This will help them, and help you feel more secure while you are gone
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- You may want to secure any guest privileges for a club to which you may belong for your guests
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- Put away all valuables that are dear to you, especially if your exchangers have children
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- Put away files and personal information
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- Put out of reach any cleaners or other liquids that could be harmful to young children
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- Post by the phone any emergency and other helpful phone numbers that your guests may need and list them exactly as they will need to be dialed
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- Get extra sets of house keys made and leave one with a neighbor or hidden outside somewhere in case your visitors lock themselves out
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- Get an extra set of car keys made and leave one with a neighbor or hidden outside
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- Mail your sets of house and car keys to your exchange partner well in advance of the exchange, and request signature upon receipt of the package- (do not specify your address inside the package with the keys)
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- Stop your mail or have a neighbor pick it up for you. Or, arrange for your exchange partner to collect it for you and place it in a bin that you have provided
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- Before you depart, clean your home to the best of your ability or have professional cleaners come in just before your departure
Preparing for your visit to your destination:
- Apply for local guidebooks or maps, or request the help of your exchange partner in this matter
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- Arrange for transportation to and from your airport
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- Arrange for transportation from and to your destination airport
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- Ensure that you have a current passport or visa, and any proper identification you will need
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- Get a language translation booklet
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- Change money or get travelers checks
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- Ascertain the location of ATM's in your destination
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- Get your exchange partner's telephone number and give to your family in case of emergency
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- If you are traveling with children, bring adequate items to entertain them during the transport
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- Does your exchange partner have adequate baby furniture such as a crib, high chair etc that you will nee? If not, can they acquire them from friends, or suggest a place that you can rent them from?
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- Lastly, you may want to make arrangements with your exchange partners to contact each other as soon as you arrive in each other's homes. Perhaps you would feel better if you stay in touch periodically, especially for long exchanges. The policy should be when in doubt about anything, just email or call.
Ready, Set, Go!
Your home is clean; you are ready for your new experience. Travel light, make sure you have your documents, leave adequate time for air travel, and go!
Arrival
You have arrived at your vacation home exchange. If you have traveled to a new country, arrival can be exciting and a little overwhelming, especially if there is a language barrier. Some tips to ease the transitions:
- Prior preparation should have been made to at least get you to your exchanger's home. From there, you can take your time and get started on your itinerary.
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- Get the shopping over with first so that supplies and food for your stay will be taken care of.
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- Look around your host's home. If you have children, you may want to put away fragile items. (Be sure to remember to put them back before you leave)
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- A great tip: one home exchanger with children always put an extra sheet over the couches that her children would be sitting on in order to protect them during their stay.
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- You will want to check all areas that children have access to and make sure there is nothing potentially dangerous to your child (cleaning fluids, large top heavy furniture that may tip, upstairs windows without window guards etc) and take necessary precautions.
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- If you use items that your host left behind, be sure to note what you use and replace them before you go.
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- Never use or consume anything without your hosts express approval.
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- Do not invite guests to your host's home without your host's approval.
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- Never allow pets into your host's home without their approval.
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- You may want to contact your exchange partner upon arrival and ask any questions you may have, and ensure that their arrival went smoothly. After this, any communication should be according to your agreement.
Making a Good Exit
Hopefully, you arrived to a clean and presentable home. Before leaving, wash linens and remake the beds. Do a good cleaning and leave it better than you found it, and hope that your exchangers are doing the same for you. If cleaning is not what you want to do on your vacation, you should make prior arrangements with your hosts as to what cleaning service they may use, and pay for that service to come and clean before your departure.
Home Sweet Home
Home at last. If you've had a good experience, be sure to offer to give your exchange partner a testimonial, and ask for one for yourself so that it will be easier for both of you to secure your next great home exchange!
CHECKLIST TAB
WELCOME BOOK
- Include previously agreed upon conditions of exchange.
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- Include your contact information: email and cell phone. number
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- List other information that you may want them to know: for example, help yourself to the food that we left in the fridge, etc.
HOME INFORMATION BOOK
- Location of the linen closet.
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- Location of pots and pans, pantry.
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- Location of cleaning supplies and directions for specific cleaning instructions.
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- The fuse box is…
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- The water main cut off is…
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- The extra key is…
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- Is there a burglar alarm? Yes/No It works this way…
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- Garbage pickup days are…and the garbage cans should be placed…
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- Any plant care necessary…
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- Any animal care necessary…
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- Computer use instructions….
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- Fax/Scanner instructions…
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- Appliance instructions: If a foreign exchange is taking place, make sure you spell out appliance how-to's and get their appliance how-to's spelled out for you
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- Washing machine is… operating instructions…
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- Dryer is…special instructions…
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- Dishwasher is…operating instructions…
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- Oven/stovetop operating instructions…
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- Barbeque grill instructions…
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- TV/VCR/DVD instructions…
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- The air conditioner unit controls are...and work this way…
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- The heater is…and works this way…
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- The thermostat is...
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- Important telephone numbers (with area codes)
- Police
- Fire
- Hospital (and directions to)
- Local medical clinic-walk-ins?
- Local pediatrician
- Local dentist
- Poison control
- Your plumber
- Your electric company
- Heating/air conditioning company
- Veterinarian
- Who to call in case of needed repair
- Telephone-how to make a local call
- Person to call in case of other emergency
- Person in charge of pet or house care
AUTO INFORMATION BOOK
- Is the insurance/registration in glove compartment/box?
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- Is the letter that authorizes the driver to operate your vehicle in glove compartment?
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- What type of gasoline should be put in your car?
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- Where is the spare tire and how do you change it?
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- Where is the parking brake and how to turn it off?
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- How to open the hood.
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- Where is the gas tank release?
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- Automatic headlights? Do they turn off after a delay?
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- Car alarm? How to turn it off.
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- Where are the spare car keys?
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- Phone number of your mechanic.
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- Phone number of roadside assistance available.
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- Any other helpful instructions about your car.
NEIGHBORHOOD BOOK
- Food market
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- Movie rental or theater
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- Other shopping centers
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- Local hotels for guests
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- Recreation
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- Culture (museums, points of interest)
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- Natural sights to see
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- Restaurants, take-out food
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- Neighborhood point of contact name and number
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- Local tour guides
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- Other information about your neighborhood that you'd like to share
*The Foregoing information contains guidelines only and is not to be considered a full or comprehensive instruction on successful home exchanging.
*This information has been compiled by Margaret Carr, founder of the luxury vacation home exchange <http://www.exclusiveexchanges.com> . She can be reached at: <mailto:Margaret@ExclusiveExchanges.com> She would like to credit the following books for part of her research: The Vacation Home Exchange and Hospitality Guide, by John Kimbrough; and, Vacation Home Exchanging, by Bill and Mary Barbour
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