Everything We Covered at Our Ottawa Airbnb Host Meetup
On June 17, I had the opportunity to host our virtual Ottawa Airbnb Host Meetup, where local hosts came together to discuss practical ways to improve their listings, create better guest experiences, and simplify the day-to-day challenges of managing a short-term rental.
First, I want to thank everyone who attended. It was great meeting new hosts, reconnecting with familiar faces, and having so many thoughtful discussions throughout the evening. Whether you've been hosting for years or are just getting started, I appreciate everyone who took the time to join.
Unfortunately, the video recording became corrupted and couldn't be recovered. Thankfully, I still have the complete transcript, so I wanted to put together this article covering the biggest takeaways from the meetup. My hope is that it becomes a useful resource not only for those who attended, but for anyone looking to improve their Airbnb business.
Creating a Great First Impression
Before a guest ever reads your description or checks your amenities, they've already formed an opinion about your property.
Your photos, title, and thumbnail are often the deciding factor in whether someone clicks on your listing or continues scrolling.
During the meetup, we discussed several ways hosts can improve their first impression, including:
Choosing a strong hero photo that immediately grabs attention.
Writing titles that highlight what makes the property unique.
Using professional photography whenever possible.
Organizing photos so guests naturally "walk through" the property.
Adding captions that explain important features and amenities.
Many hosts invest thousands of dollars renovating and furnishing their properties, but overlook one of the highest-return investments they can make: showcasing those improvements with high-quality photography.
Professional Photography
Wide-angle lens, balanced lighting, and professional editing.
iPhone 15 Pro (No Editing)
Same room, photographed using an iPhone without professional editing.
Both photos were taken of the exact same room. The only difference is the equipment, lighting, composition, and post-processing.
Professional photography doesn't change the property. It helps present it the way guests experience it in person. Since your photos are often the first thing potential guests see, investing in professional photography can be one of the highest-return improvements you make to your listing.
Organizing Your Listing Photos
One topic we discussed during the meetup was Airbnb's automatic room-by-room photo organization.
For a typical one or two-bedroom apartment, I think Airbnb's automatic organization works perfectly well. It keeps your photos organized and requires very little effort.
However, if your property has standout features like a hot tub, games room, theatre room, waterfront views, sauna, or other unique amenities, I personally prefer organizing my photos manually.
The reason is simple: I want guests to see what makes the property special within the first few photos, rather than having those features buried later in the gallery.
Airbnb will initially encourage you to organize your photos by room, and you'll need to complete that step first. If you'd rather customize the order yourself, you can remove photos from those room categories. Once enough photos have been removed, Airbnb allows you to arrange your gallery however you'd like.
I recommend:
Starting with a strong hero photo.
Showcasing your biggest selling points within the first few images.
Guiding guests through the property in a natural order.
Using captions to highlight important features.
Avoiding unnecessary duplicate photos.
Being intentional about your photo order helps guests better understand your property, keeps them engaged while browsing, and ensures your most impressive features receive the attention they deserve.
Here's a few examples of our properties:
Below are a few of our listings where we've chosen to manually organize the photo gallery. Rather than simply grouping photos by room, we focus on showcasing the property's most compelling features first before naturally walking guests through the rest of the home.
Creating a Five-Star Guest Experience
One of the biggest themes throughout the meetup was that great guest experiences are built through dozens of small details, not one big feature.
Many hosts focus on expensive upgrades, but it's often the small conveniences that guests remember most. The goal is to eliminate little frustrations before they ever happen.
Some examples we discussed included:
Providing bedside charging stations so guests don't have to search for an outlet.
Creating a welcome basket with a few thoughtful items or local treats.
Leaving a guidebook with nearby restaurants, attractions, grocery stores, and emergency information.
Offering a dedicated workspace for guests travelling for business or working remotely.
Providing enough storage space for longer stays, such as dressers, luggage racks, or closet organizers.
During the meetup, I also encouraged hosts to think about their property from the guest's perspective.
Ask yourself:
"If I were staying here for the first time, what questions would I have?"
Then answer those questions before the guest ever needs to ask them.
Every small inconvenience you remove improves the overall experience. While guests may not always mention these details in their reviews, they'll almost certainly notice when they're missing.
Over time, those small improvements often translate into better reviews, more repeat guests, and a stronger reputation.
Examples From Our Properties
Here are a few simple additions we've made that have consistently improved the guest experience:
Bedside charging stations with USB ports.
Welcome baskets for arriving guests.
Local guidebooks with restaurant recommendations and nearby attractions.
Dedicated workspaces for business travellers.
Thoughtfully staged living spaces that feel welcoming from the moment guests arrive.
Welcome Basket
A simple welcome basket is an inexpensive way to make guests feel appreciated from the moment they arrive. It's also a great place to include a printed guidebook, important property information, and recommendations for local restaurants and attractions.
Guest Screening & Setting Clear Expectations
One topic that generated a lot of discussion during the meetup was guest screening and setting clear expectations before a reservation begins.
While the vast majority of Airbnb guests are respectful, taking a few extra minutes to review a reservation can help prevent many common issues.
One of the easiest ways to do this is by ensuring your listing clearly communicates your expectations before a guest books.
For example, your listing should clearly explain:
House rules.
Check-in and check-out procedures.
Pet policies.
Parking information.
Occupancy limits.
Any unique aspects of the property guests should know before arriving.
The more information guests have upfront, the fewer surprises there are later.
We also discussed the importance of reviewing guest profiles and reading previous reviews whenever possible. While reviews don't tell the whole story, they can provide valuable insight into how previous hosts experienced that guest.
For newer guests without reviews, don't be afraid to ask a few friendly questions before confirming the reservation. A simple conversation can often answer any concerns you may have while helping guests feel more comfortable about their stay.
Remember, guest screening isn't about declining reservations unnecessarily. It's about making sure both you and your guests have clear expectations from the beginning.
Good communication before arrival often leads to a smoother stay, fewer misunderstandings, and better reviews for everyone involved.
Click here to see an example of our "Other Details to Note"
Every property is different, but here's an example of the "Other Details to Note" section from one of our listings. This section helps set expectations before guests arrive and answers many common questions upfront.
The goal isn't to create a long list of rules. It's to communicate expectations clearly so guests know what to expect before they book, which often leads to smoother stays and fewer misunderstandings.
Pricing Considerations & Revenue Management
Pricing is one of the most important aspects of running a successful short-term rental, but it's also one of the most dynamic.
Rather than setting one nightly rate and leaving it unchanged throughout the year, successful pricing often considers factors such as:
Seasonality
Local events
Market demand
Booking windows
Length of stay
Day of the week
Occupancy trends
No two properties are exactly alike, so pricing should reflect your property's location, amenities, guest demand, and your own hosting goals.
One of the tools I use to help manage pricing is PriceLabs. Rather than replacing your judgment, it provides valuable market data and recommendations that help you make more informed pricing decisions.
Some of the information I regularly review includes:
Historical occupancy trends.
Average booking windows.
Average daily rates (ADR).
Competitor pricing.
Market demand.
Custom pricing recommendations for each listing.
Below is a small peek at how I use PriceLabs to help manage our Ottawa portfolio.
Click here to see behind the curtain
The Pricing Dashboard allows me to review multiple listings at once, monitor occupancy, and quickly identify listings that may need a pricing review.
Market History is one of the features I find most valuable. It provides historical insights into market occupancy, booking windows, average length of stay, and average daily rates. Looking at historical trends helps me better understand how the market changes throughout the year and provides valuable context when reviewing pricing.
Another helpful tool is the Competitor Map, which lets you compare your listing against nearby properties. This provides valuable context for understanding the local market and identifying comparable listings.
Finally, the Competitor Calendar makes it easy to compare nightly rates across similar properties. While I don't copy competitor pricing, I do use it to better understand what's happening in the market and to ensure my pricing remains competitive based on demand and the unique features of each property.
Interested in Trying PriceLabs?
If you're looking for a dynamic pricing tool, I've had a great experience using PriceLabs.
If you'd like to give it a try, you can sign up using my referral link below.
Streamlining Your Operations
As your hosting business grows, so does the amount of time required to keep everything running smoothly.
One of the biggest lessons I've learned over the years is that success isn't just about having a beautiful property. It's about building systems that create a consistent experience for every guest.
Whether you're managing one property or twenty-five, having repeatable processes makes your business more efficient and significantly reduces stress.
During the meetup, we discussed several ways hosts can streamline their day-to-day operations, including:
Using property management software to centralize reservations and guest communication.
Creating standardized cleaning checklists to ensure every turnover is completed consistently.
Building relationships with reliable cleaners, contractors, and maintenance professionals before emergencies happen.
Automating repetitive guest messages, such as check-in instructions and check-out reminders.
Keeping an inventory of supplies and restocking before they become an issue.
Documenting your processes so tasks can be delegated as your business grows.
One of the biggest mindset shifts for me was realizing that every recurring problem should eventually become a documented process.
If you find yourself answering the same question repeatedly or solving the same issue over and over again, there's usually an opportunity to improve your systems.
The goal isn't to remove the personal touch from hosting. It's to spend less time on repetitive administrative tasks so you can focus on creating a better experience for your guests.
Final Thoughts
Thank you again to everyone who attended our Ottawa Airbnb Host Meetup. It was great connecting with both new and experienced hosts, hearing your questions, and sharing ideas that can help us all become better hosts.
While every property is different, one thing remains the same: great hosting is built through continuous improvement.
Whether it's investing in better photography, refining your listing, improving your guest communication, optimizing your pricing, or building better systems, every small improvement contributes to a better guest experience.
No property is ever perfect, and that's okay. The goal isn't perfection. It's making your listing a little better than it was yesterday.
Unfortunately, the video recording became corrupted and couldn't be recovered, but I'm glad I was still able to put together this written guide using the transcript from the meetup. My hope is that it becomes a resource you can revisit whenever you're looking for ideas to improve your own listing.
I'm already looking forward to hosting future meetups, and I'd love to hear what topics you'd like to see covered next. If you have any suggestions, feel free to reach out.
Happy hosting!
About the Author
Hi, I'm Sean Ingham, founder of Stellar Stays and the Airbnb Community Leader for Ottawa.
Over the past five years, I've helped manage more than 50 short-term rental properties across multiple Canadian and U.S. markets, generating over $4 million in booking revenue.
Along the way, I've worked with first-time hosts launching their very first listing, experienced hosts looking to improve performance, and property owners who simply wanted a more hands-off approach to hosting.
Not every host is looking for full-service property management, and that's completely okay.
Some hosts simply need help getting started, want a second opinion on their listing, or are looking for support with a specific part of their business.
That's why we also offer:
Airbnb Consulting – Personalized guidance for new and experienced hosts.
Listing Optimization – Improve your listing's presentation, guest experience, and overall performance.
Revenue Management – We manage your pricing, market analysis, and revenue optimization while you continue managing your guests.
Full-Service Property Management – A hands-off solution for owners who want us to handle every aspect of their short-term rental.
Whether you're launching your first Airbnb or looking to take an existing property to the next level, I'd be happy to have a conversation.
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