Contacting Members and Answering Offers
Allow plenty of time to arrange your exchange and be as flexible as possible about destinations. Take the initiative and contact members directly. It is easy to send out offers by email, so contact all those members whose listings really interest you. You are not making any commitment at this stage. Introduce your family - the ages and interests of any children plus a little information about your own hobbies and work. Describe your home and neighbourhood in the best possible light without exaggerating. You can expect the same from your exchange partner.
Prepare your information sheet so that it is ready to send out to any future listings added to the site which appeal to you. You may send out as many offers as you like, but do send these individually to personalise your offer to that particular member. You will receive offers from members of Green Theme International Home Exchange; please answer all enquiries - a brief message will suffice if you are unable to consider the offer. Then the member can continue looking for suitable partners, instead of waiting in vain for your response. Answer all offers which interest you - it will increase your chances of finding something suitable.
Each exchange is unique based on a relationship of trust which should develop as you discuss exchange arrangements between you. At a later stage you may wish to make contact by telephone. When calling members, especially those in other countries, you should consider the following: most phone numbers provided in the listings are local country numbers and you will have to use the International Country Code to access the local number. Do also consider time zone differences before calling out of the area.
Photos
Although the majority of members publish photos of their exchange offer on the web-site to attract offers, when finalising your exchange you may wish to send more photos to your exchange partners to reassure them that your offer is compatible with their expectations. Ask for photos of kitchens and bathrooms if very clean is a priority. These are two areas of the house that the definition of clean varies. We do not have a check box for cleanliness level, like "eat off floor" since someone may honestly select it because in their mind it is, but to another it is far from that.
References
When the exchange is more definite, offer your exchange partner one or two references. Don't hesitate to ask for these - it will serve to foster mutual trust.
Before you leave for your holiday
Check with your household insurance company whether your policy will carry the same cover while your home is occupied by your guests. Most companies will continue cover for a short term stay as if you were still in residence, provided that you inform them of the name of your guests and the duration of the stay. They do, however, make a distinction between "guests" and "paying guests". Make the same checks about your car insurance if you contemplate exchanging your car. It is particularly important for British members planning to exchange with Americans to ensure that their guests will be covered as some British motor insurance companies refuse to cover Americans.
The terms for telephone usage and the cost of consumables (electricity, gas) should be agreed. It is better to determine these matters beforehand to avoid misunderstandings later. Most home exchangers agree to continue to pay their household bills as usual (unless it is a long-term exchange to different hemispheres where climatic conditions could be considerably different). It is usual to reciprocate local telephone calls, but you may wish to request an itemised bill from the telephone company to avoid the cost of long distance calls. Repairs to household appliances - you may agree to reimburse your partners for small, emergency repairs but ask them to consult with you before arranging major repairs.
Arrival and settling in
Help your guests to find their way around your home. Leave a small stock of basic food stuffs in the house, maybe even a bottle of wine as a welcome gift. Clean and prepare your home for your guests making sure that they have enough room for their personal belongings (in the kitchen, the bedroom etc). Make sure that your partner is informed about any peculiarities of your house - this guarantees both parties carefree holidays and avoids misunderstandings. Compile a list of instructions for your house, briefly describing where to find what, and how to operate the various appliances - especially the more temperamental ones! Leave a list of the most important telephone numbers in case of emergency (doctor, police, fire, plumber, neighbours etc). If you arranged to exchange your car, leave some petrol in the tank so that your guests have enough fuel to familiarise themselves with your local area and reach the nearest garage.
Items of material or sentimental value
Exchangers are expected to allow use of most of their household equipment by their exchange partners but if you have anything of value which you don't want used, make certain your exchange partners are aware of this; ideally lock up any especially valuable items in a separate room or cupboard. These include fragile, irreplaceable items of sentimental value.
Local and Tourist Information
Compile a collection of tips and tourist information: which public transport you would recommend to your foreign guests (rail- and buspasses); where to buy bus and train tickets; what attractions in the area should not be missed; what to do when the weather is bad; which restaurants you recommend .... A map of your local area would be useful to your visitors.
Keys
If you can arrange to meet your exchange partners and welcome them into your home before your leave for your holiday, this is, of course, ideal. But in most cases it will not be possible. Do not forget to make exact arrangements about handing over keys! Whatever you do, don't leave them in an obvious «hiding place» - burglars are unfortunately all too aware of these. Ask a friend or relative to hand over the key and to collect it again at the end of your guests' stay. Maybe the same person would also be prepared to offer advice about anything in your home which they still find puzzling (despite your clear usage instructions) or to expand on the local information your have left about your neighbourhood.
Exchange Confirmation
Members are encouraged to complete and exchange a Home Exchange Agreement with their exchange partners in order to confirm the terms of their exchange. Sign and send/fax two copies to your exchange partner. Ask him to return a signed copy if he is happy with the agreement. All members will have received information similar to these guidelines from their own agency but the form may vary slightly. If your exchange partner sends you a slightly different confirmation form, that's fine. If any aspects of your exchange arrangements don't appear to be covered, just add these before returning a copy to your exchange partner.
Cancellations
...... spoil not only your holidays, but those of your exchange partner! They are acceptable only under extreme crisis situations, especially if with short notice. Try to arrange another exchange/place to stay for your guests.