During the process of setting up your exchange you will get to know the other family pretty well; an average of 5 letters per family are written, plus 2 or 3 telephone calls. You will learn the other family's profession(s) and will establish a very clear idea of their lifestyle and the home they live in.

Q: How Do I Arrange An Exchange?

A: Look for listings in the areas you have selected as desired destinations. Or you may see an interesting listing in an area you hadn't considered. Preferred destinations and available dates of members are indicated in the listings to help narrow the possibilities.

To give yourself the best opportunity for a successful exchange, contact a number of possible exchange partners, expressing interest in a trade and describing your home, area, family, and preferred dates.

Meanwhile, you will probably be getting inquiries from your listing (it's so nice to get mail from so many wonderful places around the world!), offering even more choices. From these initial contacts, select those that are the most interesting. Continued correspondence with those potential exchangers can lead to that special vacation home of your dreams.

Q: Who pays the bills?

A: Pay all mortgage and utility bills as you normally would, and agree in advance who should pay the phone bills - each exchange party normally pays for their own telephone calls. The home owner continues to pay for any regular cleaning help, gardeners, pool service etc. However, if the exchange party hires a maid, etc., payment is their responsibility.

Q: Will my home owner's insurance remain in force?

A: Usually home owner's insurance remains in force to cover guests in your home, and because no financial transaction is involved, your exchange partners are your guests. However, you should advise your insurers that guests will be staying in your home and the duration of their stay. Sometimes there is a limit of 30 days, but this is the only restriction we have come across. Actually, insurance companies admit that they prefer you to leave your home occupied by guests rather than unoccupied - it's safer!

Q: Should we exchange official contracts?

A: Legally drawn up contracts are not necessary. However you may feel that you wish to use an Exchange Agreement which can establish responsibilities, limitations, and how to deal with unexpected problems, etc. Sample Exchange Agreements may be found by clicking on the link 'Exchange Guidelines' in the righthand menu under the Members Area heading. The first example is adequate for short term exchanges, but if you are contemplating a longer term swap, you would be well advised to use a more in depth agreement similar to the example provided, but obviously relating to your particular circumstances. It can also be reassuring to obtain references from your potential exchange partners, and if they have exchanged before, the best references come from their previous exchange partners.

When you have arranged your exchange, for maximum protection please mail a copy of your Exchange Agreement to GTI so that it may be kept on file and used as evidence from an independent third party of an exchange having been arranged, should the need ever arise.

Q: What if my exchange partner cancels at the last minute?

A: Once you are sure your arrangements have been finalized, book your tickets (airline, etc.). Make copies of these tickets and send them to your exchange partner. Once significant amounts of money have been invested, it is extremely unlikely that either side will cancel.

Q: What about damage to my home or property?

A: The responsibility lies with whoever caused the damage to either pay to have it repaired, or to reimburse you.

Q: Will my car insurance cover my exchange partner?

A: Fully comprehensive insurance normally remains in force for 30 days, covering anyone driving with your permission. However, check with your agent. If it makes you more comfortable, do not hesitate to set up restrictions i.e. restrict drivers to those aged 25+, indicate the maximum amount of miles to be driven during the period of the exchange, and make it clear if you do not wish your car to be driven abroad or out of state. In the case of North America definitely stipulate that you do not want your car driven into Mexico because only insurance written by a Mexican company is valid once the car crosses the border. Please also note that many car insurance companies in the UK, even the short term insurance options, will not insure drivers with Canadian or U.S. drivers lincenses.

Q: What about my pets?

A: For a lot of families, looking after their exchange partner's pets is a task they enjoy. However, NEVER impose your pets upon a family which clearly does not want the responsibility. Many exchangers will use your home as a base for daily sightseeing trips and will not want to be tied down by pet care.

Q: If we exchange cars, how do I get from the airport to my exchange home

A: A common arrangement is for both parties to arrange for a friend or another family member to meet the exchange family at the airport and drive them to the exchange address. If this is not possible, send them very clear instructions as to what public transport they should take. Then maybe a friend could pick them up from the train station or bus terminal close to your home.

Q: My home is very modest; can I expect to get an exchange?

A: Yes. Be completely honest in the description of your home and its amenities. Stress all the advantages (every home has some!). You will be surprised to find that many people will be willing to exchange their much grander residence just for the privilege and convenience of not having to stay in a hotel.

Q: How Do I Help Prevent A Mismatch?

A: There is enough information in the listings to weed out some obvious mismatches. For example, an exchange family with four children may not be ideal for your antique-filled home. Or your family of five may not be appropriate for a trade with a studio apartment in New York City.

Q: How Do I Finalise Arrangements?

A: After agreeing to an exchange, you and your exchange partner will wish to exchange calls and letters finalising dates and details about cars, responsibilities and other pertinent items. Keep and file copies of all the correspondence between you. Good communication will lead to a satisfying, successful exchange!