Introduction
Launching a new short-term rental (STR) property can feel overwhelming, especially if it’s your first. At Vacarya, we’ve developed a proven setup and design process that transforms your new unit into a fully furnished, guest-ready space with hotel-quality design and all the technology needed for smooth operations.
This article explains what to expect at every stage, from lease acceptance to your listing going live on Airbnb.
Why This Matters
Our process is designed to:
Take the guesswork out of furnishing and design.
Ensure your property is consistent, professional, and appealing to guests.
Save you time by handling ordering, logistics, assembly, and photography.
Equip your unit with all the technology and systems you’ll need to succeed.
Guide you through launch so your listing is optimized from day one.
You can rest easy knowing every step is handled by our team of specialists.
Step 1: Lease Opportunity
We’ll present you with a lease opportunity (apartment, townhome, or house).
You’ll confirm how many units you want, including configurations (1-bed, 2-bed, home) and layouts.
Once confirmed, we move into the setup process.
Step 2: Deposit Payment
Before setup begins, you’ll pay your deposit:
$12,000 for a 1-bed apartment
$15,000 for a 2-bed apartment
$30,000 for a home
This deposit covers everything needed to launch your unit, including:
Furniture, décor, and consumables
Equipment and tech setup
Paint and design
Storage and assembly
Cleaning and professional photography
Security deposit and first month’s rent
Transparency on Costs:
At the end of every project, you’ll receive a full breakdown of expenses.
If required for tax purposes, we can also provide receipts for all purchases. (Please note: because we often purchase multiple units at once, receipts will need to be divided by the total number of units and multiplied by the number of units you received.)
If we don’t use the entirety of your setup deposit, you will receive a refund of the difference along with your final invoice.
In the rare event that a project goes over budget, we’ll provide a clear explanation.
Step 3: Design Mockup
Our design team will create a moodboard and mockup for your unit(s). This includes paint colors, furniture, and art inspiration.
Think of each building like a hotel; designs will be cohesive across units.
Please understand that this is a presentation, not a collaboration. It is done this way to avoid delays and conflicting changes.
Step 4: Ordering & Storage
We arrange a storage unit and order all required furniture, items, and consumables.
Everything is staged and ready for assembly once the lease officially begins.
Step 5: Setup & Assembly
When we have keys, our team moves everything into your unit and begins assembly.
Timeline: typically 5–6 days, but may take up to 2 weeks if maintenance issues, delivery problems, or broken furniture cause delays.
During this time, we may also be letting you know of other accounts you may need to set up. Each property is different, but on occasion, you may need to register an account for Utilities, Internet, or other services. It's best to do this before the lease starts, so that any technicians can come during setup while our assemblers are there.
Step 6: Pre-Launch Call
As setup nears completion, our Customer Success team will schedule a mandatory Pre-Launch group call with all partners operating in the new building.
On this call, we’ll:
Share best practices for operating your units.
Walk through the property sheet for the building and your units.
Answer any outstanding questions before launch.
Step 7: Professional Photography
We take high-quality photos of each unique floor plan (not every single unit, to reduce costs).
You’ll receive your photos in a shared Google Drive folder.
Use these images directly in your Airbnb listing to ensure accuracy and guest appeal.
Step 8: Technology Activation
Our Support team will activate the standard technology for your unit, including:
Alertify (smoke and noise monitoring – billed annually through AppFolio).
Blink Doorbell Camera (subscribed via your own Amazon account, recommended).
Amazon Fire Smart TV (guests can log into their own streaming services).
If your building allows smart locks, we’ll help set up Schlage or existing systems, including static codes for maintenance access.
During this tech activation process, please do not update the master Wifi passwords, or it will break all the tech. If you want to, you can create a Guest network on your router with an easier SSID for your guests to log in.
Step 9: Airbnb Listing Setup
Once everything is ready, you’ll set up your Airbnb listing.
Use your professional photos and refer to our Skool MasterClass: Airbnb Listing Mastery to optimize your listing for success.
Add Vacarya as a co-host before publishing your listing. How to add us as a co-host
Apply Airbnb’s 20% new-listing discount for your first 3 bookings (a standard setting within Airbnb).
Step 10: Go Live!
Once your listing is connected to our systems and optimized, you’re ready to launch. Our team will monitor performance and ensure your unit is fully integrated into your tech stack so you can start welcoming guests and generating revenue.
Final Thoughts
Our Setup & Design process is built to give you confidence and peace of mind. From design and assembly to tech integration and listing optimization, every detail is handled by our team so you can focus on building your portfolio, not worrying about setup logistics.