Written byJack AbernethyFounder, Villa Vision Builders↗

The best website projects usually start with a well-organized folder, not a long design brief. When every property’s facts, original photos, rules and booking details are easy to find, your designer can spend more time shaping the site and less time asking where things are.

You do not need to arrive with a finished design. You do need one clear source for each property, the real guest journey and someone who can confirm the details. Here is the handoff I ask owners to prepare.

1. Put each property in its own shared folder

Create one main project folder in Google Drive, OneDrive or another shared service. Give each property its own folder, then group the files inside by what they are. For example:

• Villa name / Listing and facts
• Villa name / Original property photos
• Villa name / Personal photos
• Villa name / Rules, rates and seasonal details
• Brand and design preferences
• Website pages and booking flow

Use names that make sense to someone who has never visited the property. “Bedroom 2, balcony view” is easier to place than “IMG_4821.” Share access with the people who need it, and avoid putting passwords or private guest details in the project folder.

2. Share the live listing for every property

For each villa, send the current Airbnb or other listing link. When we build a site, we use the listing as our working source for the property’s amenities, guest capacity, room details and the way the stay is described. It gives us one place to start instead of a set of scattered notes.

Tell us what has changed or should be different on the new website. If the listing is out of date, mark the exact detail and give us the corrected information. A short note such as “the pool is now heated from November to March” is more useful than asking a designer to guess. For a portfolio, send one link per property so one villa’s details do not end up on another villa’s page.

3. Send original photos, sorted by property and room

Share the original-resolution files from the photographer or your camera. Avoid screenshots and images that have already been compressed several times. Even a beautiful image can look soft on a large screen if the only copy has been reduced or repeatedly saved.

Keep the originals intact and organize copies by property and space. Add a short note when it helps: “Villa A / Bedroom 2 / two twin beds” or “Villa B / terrace / sunset view.” Mark which photos are approved for the website and flag any use restrictions or details that have changed.

Personal photos are optional, but they can help guests see the people and care behind a property. If you have good photos of you, your family or your team enjoying the home, put them in a separate folder and say whether you are comfortable using them publicly. A designer should never assume that a private photo can go on a public site.

4. Write down the details a photo cannot explain

List the rules and exceptions that could change a guest’s decision or stay. That might include quiet hours, whether events are allowed, pool safety rules for young children, seasonal services, special rates, or how a bespoke stay is arranged. Tell the designer which details belong on the public site and which should only be shared after an enquiry.

Also map the real booking steps. Does a guest request dates, receive a quote, accept terms and then get confirmation? Or can they book immediately through a connected system? Note who handles each step and which system holds the live rates and availability. The site should describe the process you actually use.

5. Share your brand and the pages you need

If you already have a logo, brand guide, colors or other marketing materials, add them to the shared folder. If you do not, just say so. The design team can help establish a visual direction. You do not need to choose fonts or draw page layouts before the project begins.

List the pages or experiences the site needs to support. A villa focused on corporate retreats may need clear group-use details and photos of the spaces guests will use together. A family property may need room layouts, child-related rules and practical arrival information. Share the photos and facts that support those needs. Include one or two websites you like and point to the specific details you like, such as the property navigation or how the rooms are presented.

Copy this handoff into your project folder

For every property, include:

• Current listing link and the person who can confirm its facts
• Guest capacity, beds, bedrooms, bathrooms and amenities
• Original photos sorted by property and room, with website-use approval
• Personal photos, if available, with permission notes
• Rules, exceptions, seasonal services and rates
• Booking steps, availability source and the person who answers enquiries
• Details that have changed since the listing was updated

At the project level, include the website goal, the pages or guest uses that matter, any brand materials and one person who can approve the facts. Mark anything uncertain as “owner to confirm.”

From Jack: In my experience, this kind of clear handoff makes a design project easier to start because the property information, photos and decisions are all in one place. It also gives the designer room to do the design work without guessing about the villa or how it is run.

BUILD WITH VILLA VISION BUILDERS

Build a website that feels like your villa.

A clear handoff is a strong start. We design vacation rental websites around the property’s character, the details guests need and a straightforward path to booking.

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