Beachaven Villas — Call Guide

Click an answer for each question and add any notes. Everything saves automatically. The quote at the bottom updates live based on what you select. When you're done, tap Send to Stephanie.

How to frame this at the top

"I'm bringing in my daughter Stephanie — she runs a web design and development studio in Vienna and has been doing this for years. She's already had a look at your current site. We talked through it together and I think she can help you put my photos and videos in the right setting. Before she puts a proposal together, I just have a handful of questions so she knows exactly what you need."

What we already know

22 units across two driveways. Three main floor plans: studios, 1BR/1BA, 2BR/2BA — plus a couple of variants.
Content depth: ~440–660 photos (20–30 × 22 units) plus a YouTube slideshow video for every unit. This is the secret weapon — it's what keeps guests on the site and clicking through units instead of bouncing to Airbnb.
Current site: SiteBuilder.com — gallery + contact form, no per-unit pages, no booking.
Competition they named: turtlebeachresort.com (WordPress + RezStream PMS).

The questions

Question 1

"How do you handle bookings today?"

Phone calls + paper or Excel calendar. They run it by hand. Stephanie may recommend a simple booking system. Sweet spot for upsell.

Each owner lists their unit on Airbnb / VRBO / Booking.com. 22 separate calendars. iCal sync into the new marketing site.

"We use a PMS" — Hostfully, Guesty, OwnerRez, Streamline, Hospitable, Lodgify, Track… Site integrates with their PMS. Get the name written down in notes below.

"The office handles it centrally." Likely same as A with a slightly homegrown system.

"Are owners going to fill in their own unit details, or does the office handle all of that centrally?"

Notes (PMS name, anything they said about how it works today)

Question 2 · the big scope driver

"When a guest lands on a unit page, what do you want them to be able to do?"

"Just send us an inquiry — we'll get back to them." Inquiry-only site. Cheapest. Their current model.+ $0

"See live availability and then call/email to book." Calendar sync (iCal pull from their existing calendars), inquiry to convert. + $2–3k

"Book the unit and pay right there on the site." Skin their PMS's direct-booking widget into the site design. + $4–5k

"How much business do you think you currently lose to Airbnb/VRBO that you could keep if guests booked direct?"

Notes

Question 3

"Who's going to write the description for each unit?"

"We have descriptions already." No extra cost. + $0

"We'll write them ourselves / owners will." Stephanie does a light editing pass. + $0

"Can you help with the writing?" Two-pass approach: I (Christina) draft from the units I've shot — I'll know every detail — and Stephanie's team polishes for the web (SEO, conversion, consistency across all 22 units). + $2–3k

Notes

Question 4

"Happy with the Beachaven name and look, or want to refresh the brand at the same time?"

"Keep what we have." No extra cost. + $0

"We're open to a refresh." Logo, color, type pass. + $2–3k

Notes — do they have a logo file? Brand colors? Anything from Madison Ave we can use?

Question 5 · competitive edge

"Would you like real guest reviews pulled in from TripAdvisor / Google / Airbnb and shown on each unit's page?"

Yes — pull reviews into each unit page. Big trust signal. Beats Turtle Beach's static testimonials. + $2–3k

No / not now. Save for Phase 2. + $0

Which platforms do they have reviews on?

Question 6 · risk mitigation

"Florida has the highest rate of ADA web-accessibility lawsuits in the US — should we build to WCAG 2.1 AA standards and include an accessibility statement + 3rd-party audit?"

Yes — full WCAG 2.1 AA + audit + statement. Significantly reduces lawsuit exposure. + $1.5–2k

Build it accessibly but skip the formal audit/statement. Baseline care is included in Foundation. + $0

Notes (they have a wheelchair-accessible unit — Unit 59 — worth mentioning)

Question 7

"There's an Owners section on the current site — what's that for, and what should it do on the new site?"

Passworded portal? Statements? Calendar updates? Just gather info — could be in scope or Phase 2.

Their answer

Question 8 · governance — timeline driver

"Who signs off on website decisions — one person, or do we need approval from a board?"

Owner-operated — one person decides. Fast feedback cycles. Standard timeline applies.

HOA board sign-off. Adds 2–4 weeks per major decision cycle. Need monthly meeting dates.

Property management company in the middle. Need to know who, and who's signing the contract.

Who's the primary point of contact? Name, role, email.

Question 9 · housekeeping

"Your current office email is Beachaven@verizon.net — Verizon is sunsetting that service. Want to move to a real domain email (office@siestakeybeachaven.net) while we're at it?"

Yes — set up domain email + migrate. Google Workspace ~$7/user/mo (their cost). Setup & migration. + $400 flat

Keep verizon.net for now. Risky — Verizon is winding it down. Flag for follow-up. + $0

Notes — do they own the domain? Where's it registered?

Question 10 · timeline

"When do you need this live?"

Standard build — 6 to 8 weeks from kickoff. Lines up nicely with photo + slideshow delivery. + $0

Rush — under 4 weeks. Tighter timeline = +20% rush fee on whatever tier.

Specific date or window

Question 11 · price anchor

"What are you spending on the current site each month — and what did the original build cost?"

No selection needed — just capture what they say. Useful for anchoring.

Their answer

Live quote — updates as you select

What's included by tier

Foundation $11,000 – $13,000

Custom-designed site built around your 440–660 photos + 22 slideshow videos — three polished unit-page templates (studio, 1BR, 2BR) populated with all 22 units · full photo gallery + embedded YouTube slideshow on every unit page · amenities · rates · area guide · inquiry forms · custom CMS so the office can update any unit in 5 minutes · mobile-first, fast.

+ Live availability + $2,000 – $3,000

Everything above, plus a real availability calendar pulled from your existing booking system (or Airbnb/VRBO iCal feeds) and displayed on each unit page.

+ Direct booking + $4,000 – $5,000

Everything above, plus a direct-booking widget from your PMS (Lodgify / Hostfully / OwnerRez / RezStream etc.) skinned into the site so guests book + pay without leaving — and you keep the OTA commission.

Ongoing care — hosting, updates, content additions, image management: $250–450/month retainer or hourly.

How to close the call