Relocating to a seasonal home for the winter months is a common practice among UHNW families. Whether the destination is a mountain retreat or a southern estate, the transition involves more than just packing suitcases and booking flights. Estate Managers play a crucial role in ensuring these homes are prepared, comfortable, and fully operational upon the family’s arrival. 

As keepers of the household’s standards, Estate Managers are responsible for overseeing every aspect of the home’s readiness, from safety checks to aesthetic presentation. Their efforts help to ensure a seamless transition, allowing the family to immediately enjoy their seasonal residence.

Preparing a luxury home for the season is a detailed process that goes far beyond a basic cleaning or maintenance checklist. Estate Managers must coordinate with staff, vendors, and service providers to address the property’s specific needs, considering everything from weatherproofing to stocking the pantry with the family’s preferences. Each step ensures that the home not only meets but exceeds the family’s expectations, providing a sanctuary that reflects their lifestyle and preferences.

Checklist for Opening a Winter Home

• Conduct Safety and Security Checks

• • Test security alarms, cameras, and access control systems; update codes as necessary.
  • Check all smoke detectors, carbon monoxide detectors, and fire extinguishers.
  • Confirm that all exterior lights, especially entryways and driveways, are operational.
  • Verify monitoring service contracts are active

• Assess Exterior and Grounds

• • Inspect roofs, gutters, and drainage systems for debris; clean and repair as needed.
  • Winterize pools, fountains, and outdoor water features.
  • Evaluate landscaping needs and schedule maintenance
  • Test outdoor lighting and audio visual systems

• Inspect and Test Utilities and Major Systems

• • Turn on water main and check for leaks
  • Test all plumbing fixtures
  • Inspect electrical systems and replace any faulty fixtures
  • Test backup generators
  • Schedule professional inspections for complex systems (e.g., elevators, smart home technology)

• Activate and Prepare HVAC Systems

• • Schedule maintenance for heating systems; ensure filters are clean and components are functioning.
  • Verify operation of fireplaces, including wood, gas, and electric options.
  • Test underfloor heating systems and humidifiers, if applicable.

• Test and Update Home Technology

• • Check all Wi-Fi networks, smart home systems, and entertainment technology for connectivity and updates.
  • Inspect lighting systems, ensuring that all bulbs and controls function correctly.
  • Prepare any specialty equipment or technology the family prefers to use during the season.

• Interior Preparation

• • Deep clean all rooms, including windows and carpets
  • Air out the house to eliminate stale odors
  • Check for signs of pest infestation and address if necessary
  • Inspect for water damage or mold growth
  • Test all appliances and schedule repairs as needed
  • Deep clean all rooms; focus on areas that have been unused for extended periods.
  • Stock firewood, pantry essentials, and any seasonal items requested by the family.

•   Review Linens and Stock Supplies
  • Inventory bed and bath linens; replace or launder items as required.
  • Ensure that seasonal wardrobes are pressed, cleaned, and placed appropriately.
  • Restock personal care items, kitchen staples, and any special requests from the family.

• Kitchen and Pantry

• • Clean and sanitize all kitchen surfaces and appliances, including hoods / vents
  • Turn on and test gas appliances; relight pilots as needed
  • Stock pantry with non-perishable items as per owner’s preferences
  • Arrange for fresh grocery delivery prior to owner’s arrival

• Amenities and Entertainment

• • Prepare and test entertainment systems (TVs, sound systems, gaming consoles)
  • Ensure pool, hot tub, and sauna are clean and operational
  • Stock and organize wine cellars or bars
  • Prepare outdoor entertainment areas (grills, fire pits, outdoor kitchens)

• Check and Service Vehicles

• • Inspect and service all vehicles, including oil changes, tire checks, and battery tests.
  • Ensure vehicles are clean, fueled, and ready for use.
  • Verify that registration, insurance, and roadside assistance information are up to date.
  • Test run watercraft or specialty vehicles and make sure safety gear (helmets, life jackets etc..) are in good condition
  • Have dock electrical and lifts inspected   

• Vendor Coordination and Scheduling

• • Confirm scheduled visits from service providers such as cleaners, chefs, and maintenance personnel.
  • Arrange for any necessary pest control treatments prior to arrival.
  • Set up a schedule for regular check-ins with security and groundskeeping teams.

• Documentation and Communication

• • Update the property manual with any new information or changes.
  • Prepare a brief report on the property’s condition for the owners.
  • Establish communication protocols for the duration of the stay, including emergency contacts and routine check-ins.

• Pre-Arrival Coordination

• • Review property owner’s arrival schedule and specific requests
  • Conduct a comprehensive walkthrough of the property to check for any last-minute adjustments.
  • Ensure all windows and doors are secure and that the home is visually pristine.
  • Review the estate’s emergency protocols and ensure that all staff are briefed and prepared.
  • Alert local vendors and purveyors of the family’s return

When opening a winter home, Estate Managers should be mindful of any recent changes in the family’s preferences or requirements, adapting their approach accordingly. Whether it’s adjusting room temperatures to align with individual comfort levels, filling the air with a signature scent, or ensuring favorite cozy blankets are cleaned and smelling fresh, it’s the little details that make the family feel like they have returned home.

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