Managing Air Conditioning Usage in Vacation Rentals: 5 Tips for Property Owners

As a property manager specializing in vacation rentals in Mexico, we understand the concerns many owners have regarding the potential abuse of air conditioners by guests. Given the intense heat of the summer months, it’s crucial to find a balance between guest comfort and energy conservation. Here are some effective strategies to manage air conditioning usage without compromising guest satisfaction.

Set Clear Expectations

Communication is key to ensuring your guests use the air conditioning responsibly. Clearly state your house rules regarding AC usage in both the property guide and during the in-person check-in process. Here’s what we send to guests:

❄️ Air Conditioning:

• SETTINGS: Set the A/C to AUTO at 23°C (73°F) for best performance.
• IMPORTANT: Do not set the temperature below 20°C (68°F) to avoid freezing the evaporator, which can temporarily disable the unit.
• ECO-FRIENDLY TIP: Please turn off all lights and the A/C when leaving the property.

Explain the high cost of electricity in your area to help guests understand the importance of these rules. Highlight that the cost of electricity in Mexico can be significantly higher than what they might be used to, especially during the peak summer months. A few other tips for clear communication include:

• Pre-Arrival Communication: Include these guidelines in your pre-arrival emails or messages. Guests are more likely to comply if they are aware of the rules before they arrive.
• Welcome Guide: Make sure your welcome guide, both printed and digital versions, prominently features these AC usage instructions. You can even include a short explanation about the environmental and financial benefits of following these guidelines.
• Positive Framing: Frame these rules positively, emphasizing that following them helps maintain the property in good condition for future guests and supports eco-friendly practices.

Setting these expectations upfront can significantly reduce misuse and promote responsible energy consumption, ensuring a comfortable and enjoyable stay for your guests while also protecting your property and managing costs effectively.

Avoid Charging Guests Based on kWh Consumption

While it might seem logical to charge guests based on the kWh consumed during their stay, this approach is not recommended. Firstly, it can lead to a negative guest experience and poor reviews. Guests are likely to feel nickel-and-dimed, which detracts from their overall experience. Additionally, tracking and calculating these fees can be administratively burdensome. The Comisión Federal de Electricidad (CFE) has a complex fee structure that changes monthly, making it difficult to apply a consistent and fair charge.

Utilize Smart AC Controllers & Sensors

Smart AC controllers, such as Cuby or the Cielo Breez Plus, offer a practical solution to managing air conditioning usage. Here are some functionalities that may benefit your property:

• On/Off Functionality: Controllers with a simple on/off button can prevent guests from setting the temperature excessively low.
• Temperature Limits: Some controllers allow you to set a minimum temperature limit, ensuring that the AC is not set below a certain threshold.
• Remote Monitoring: These controllers allow you to monitor and control your AC units remotely, providing an additional layer of oversight on energy consumption.

However, there are cons to consider. These controllers typically cost around $60-100 USD each, and you would need one for every mini split AC unit in your property, which can become expensive. Additionally, monitoring usage through these controllers allows you to keep an eye on energy consumption. If you notice excessive use, you can remind guests of the house rules and, if necessary, charge a fine for non-compliance.

Installing sensors on doors and windows can be an effective way to prevent waste. These devices can automatically turn off the AC when doors or windows are open for an extended period, helping to conserve energy. However, finding a reliable technician to install high-quality products can be challenging. Many affordable options from China tend to have a shorter lifespan, and issues such as disconnection often require professional intervention, adding to the overall cost.

Here is an example cost for the Cuby Smart AC Controller Kit:

1. Cuby G4: An intelligent controller for AC units. It connects to the power supply like a cellphone charger, and communication between the Cuby and the AC is through infrared signals. It allows remote control and monitoring, scheduling, and rule-setting. Cost: $1,595 pesos
2. Aria: A wall-mounted control that lets you set temperature limits. Cost: $2,295 pesos
3. Sentry: A presence sensor that turns off the AC when no presence is detected in the room. Cost: $1,595 pesos
4. Bee: A door/window sensor that turns off the AC when a window or door is left open. Cost: $1,295 pesos

Invest in Quilts

Another simple yet effective strategy is to provide quality but thin quilts for the beds. These not only make the washing and drying process easier but also discourage guests from lowering the AC temperature too much at night. Thin quilts provide adequate warmth in our region without prompting guests to overuse the air conditioner.

Regular Maintenance and Cleaning

One of the most effective ways to ensure that your air conditioning units run efficiently is through regular maintenance and cleaning. This not only helps in reducing energy consumption but also prolongs the lifespan of the units, saving you money in the long run.

Managing air conditioning usage in vacation rentals requires a combination of technology, clear communication, and thoughtful amenities. By avoiding direct charges for kWh consumption, utilizing smart controllers, installing sensors, setting clear expectations, and investing in thin quilts, you can strike a balance between guest comfort and energy efficiency. Implementing these strategies will help maintain a positive guest experience while keeping energy costs under control.