Vacation rental welcome book: printed binder or QR page?
Almost every rental has a welcome book. Most are a binder on the kitchen table that guests flick through once, if at all. The information inside is usually good. The format is the problem.
Three formats, compared
| Printed binder | QR guest page | ||
|---|---|---|---|
| Cost to set up | Printing, a binder | Free | Usually a subscription |
| Time to update | Reprint every change | Edit and re-send | Edit once, live everywhere |
| Guest sees it before arrival | No | Only if sent and found | Yes, by link |
| Readable on a phone | — | Poorly | Yes |
| Private codes protected | Visible to anyone in the flat | Anyone with the file | Can be limited to the guest |
| Local tips stay current | Go stale | Go stale | Can refresh |
| Looks like your brand | If you design it | If you design it | Depends on the tool |
The short version: a binder is fine for one flat that never changes. Once you update details often, host more than one place, or want guests to plan ahead, a page wins.
What every welcome book should contain
- Welcome. Two or three lines in your own voice.
- Arrival. Address, entry steps, parking or transport.
- The home. WiFi, heating, appliances, where things are.
- House rules. Short and polite.
- Neighbourhood. Your favourite places, practical spots, what's on.
- Emergencies. Local emergency number, nearest pharmacy and hospital, your contact.
- Checkout. Time, keys, what to leave where.
Keeping it yours
Guests remember a stay, not a software brand. Whatever format you choose, use your own name, your own photos and your own tone. A welcome book that sounds like you does more for a review than one that sounds like a manual.
Where Bemgu fits
Bemgu turns the welcome book into a branded page on one QR code, with the host's name and colours. It adds a guide generated for the apartment's exact street, live local events and bookable tours and tickets, on top of the host's own picks. Pricing is a flat tier, not per property — the tier depends on how many properties you host, and current prices are on the pricing page. see Bemgu pricing
FAQ
Do I still need a printed welcome book if I have a digital one?
Keep one printed card with a QR code and the emergency number. That covers guests with a flat battery or no data.
What's the difference between a welcome book and a house manual?
Usually none. Some hosts use "house manual" for the appliances and rules, and "welcome book" for the whole thing including local tips.
How often should I update it?
Whenever a detail changes, and check the local tips at least each season. Places close; new ones open.