Things to Think About for Sundance Short-Term Rentals

Legal Disclosure and Warning: This information is intended to provide general guidance regarding the Sundance Film Festival and related matters. You must consult your own attorney for specific legal guidance on whether or not subleasing is appropriate for your individual circumstances. Subleasing a property has significant financial and legal consequences that require legal counsel to fully appreciate. The Boulder Area Rental Housing Association (BARHA) is not providing you with legal advice.

Before opting into the program, create a clear operational and legal plan. Protect yourself and your property by confirming that you have appropriate insurance, legal authority, safety procedures, and rental documentation in place before participating in festival-related short-term rentals.

1. Insurance Coverage

• Confirm with your insurance carrier whether your current policy covers short-term rentals.
• Determine whether you need:
• Short-term rental coverage
• Commercial liability coverage
• Rider/endorsement coverage for festival rentals
• Verify coverage limits for:
• Property damage
• Guest injury/liability
• Loss of income
• Personal property/vandalism
• If using a rental platform, review what protection or host insurance the platform provides and what exclusions apply.

2. HOA / Condominium Restrictions

• Confirm that your HOA, condominium association, master lease, or governing documents permit short-term rentals.
• Review:
• Minimum stay requirements
• Registration requirements
• Parking restrictions
• Noise and nuisance rules
• Guest access limitations
• Determine whether HOA approval or notice is required before listing.

3. Local Licensing and Regulatory Compliance

• Confirm compliance with:
• Occupancy limits
• Fire/safety requirements
• Parking regulations
• Tax collection/remittance requirements

4. Occupancy Limits

• Set clear occupancy limits for the property.
• The City of Boulder occupancy limits are governed by the International Property Maintenance Code (IPMC) and are based on the number and size of bedrooms in the dwelling unit. You can find more information about city occupancy requirements here.
• You may impose stricter occupancy limits than those allowed by the city.
• Clearly communicate:
• Maximum overnight guests
• Limits on unrelated occupants
• Restrictions on parties/events

5. Tenant Screening Procedures

• Determine how prospective guests will be screened.
• If using a platform, review the platform’s verification and screening procedures.
• Ensure all screening standards are applied consistently to avoid potential fair housing issues.

6. Lease / Rental Agreement

• Require all short-term guests to sign a written lease or rental agreement.
• Use the BARHA provided lease addendum

7. Security Deposit and Damage Protection

• Determine whether you will:
• Collect a refundable security deposit, or
• Require guests to purchase damage protection insurance
• Clearly document:
• Deposit amount
• Conditions for deductions
• Timeline for return
• Verify compliance with applicable state or local laws regarding handling and return of deposits.

8. Rent Collection and Payment Flow

• Determine:
• Payment methods accepted
• Due dates
• Whether full payment is required upfront
• Clarify:
• Refund timing
• Chargeback procedures
• Platform payment timelines
• If using a third-party platform, understand:
• Host payout timing
• Fees and commissions
• Tax withholding/reporting obligations

9. Cancellation Policy

• Establish a written cancellation policy.
• Address:
• Guest cancellations
• Owner cancellations
• Force majeure/weather issues
• Festival schedule changes
• Determine refund deadlines and non-refundable amounts.

10. Property Access and Security

• Create a plan for distributing and recovering keys, fobs, parking passes, and access credentials.
• Track:
• Number of keys issued
• Access codes provided
• Require prompt return of all access devices.
• Change smart-lock or gate codes between stays.

11. Communication and Emergency Plan

• Create a communication and emergency response plan – see BARHA template.
• Designate a local emergency contact or property manager if you will not be nearby.

12. Property Preparation and Documentation

• Conduct a pre-rental inspection.
• Photograph and document:
• Existing damage
• Furnishings
• Appliances
• Artwork/valuable items
• Remove or secure:
• Personal documents
• Valuables
• Prescription medications
• Confirm:
• Smoke detectors functioning
• Carbon monoxide detectors functioning
• Fire extinguishers accessible

13. Neighbor Relations

• Inform neighbors or building management, if appropriate.
• Provide a contact number for complaints or emergencies.
• Establish quiet hours and guest conduct rules to minimize disruptions.

14. Cut-Off Date for Participation

• Establish a firm deadline for tenant-occupied units to notify management/ownership that they intend to participate in festival rentals.
• After the deadline, no additional festival rental requests will be approved.

15. Tax and Financial Reporting

• Consult with a tax professional regarding:
• Short-term rental income reporting
• Local lodging/accommodations taxes
• Deductible expenses
• Business license obligations
• Maintain records of:
• Rental income
• Deposits
• Fees
• Repairs/damages    

Before you opt in to allow short term rentals, be sure to consider the "Before You Begin" Check List

1. Opt in to allow short-term rentals (less than 29 days) for your property here Important: If you choose to opt in, the decision applies to ALL units covered by that rental license—both tenant-occupied and vacant, meaning you cannot opt in for a multifamily asset and prohibit your tenants from opting in too.
2. Complete the festival license application here: https://bouldercolorado.gov/rental-housing-licensing-festival-lodging-application 

• Choose - Tenant Licensee for a unit with a valid long-term rental license (including mobile homes with a lot lease) 
• You will need the number of smoke detectors and Carbon Monoxide Alarms for your unit

1. License Approval: Once your application is complete and submitted to the city of Boulder, they will inform you via email within 1-2 weeks to let you know if you have been approved or denied.
2. License Fees: Upon approval, the landlord will pay the $75 license fee (and the $25 business license fee, it is added and invoiced at the same time)
3. Taxes: The landlord will be responsible for paying city tax for the short-term lodging stay.  Accommodations tax for the city of Boulder is 12.835%.  This tax is paid quarterly.  Sundance is in the first quarter of the year so you will only be prompted to pay after the first quarter.  For more information on tax obligations please visit the city’s business license website or contact salestax@bouldercolorado.gov

Before you opt in to allow short term rentals, be sure to consider the "Before You Begin" Check List

Legal Disclosure and Warning: This information is intended to provide general guidance regarding the Sundance Film Festival and related matters. You must consult your own attorney for specific legal guidance on whether or not subleasing is appropriate for your individual circumstances. Subleasing a property has significant financial and legal consequences that require legal counsel to fully appreciate. The Boulder Area Rental Housing Association (BARHA) is not providing you with legal advice.



1. Opt in to allow short-term rentals (less than 29 days) for your property for your property here. If you choose to opt in, the decision applies to ALL units covered by that rental license—both tenant-occupied and vacant
2. Tenant Communication: Be sure to let your tenants know what the expectation is if they participate – revenue share, lease addendum, etc.  See BARHA resources.
3. Tenant(s) will complete the festival license application here: https://bouldercolorado.gov/rental-housing-licensing-festival-lodging-application.  Applications will only be approved if the landlord has opted in to the program.

• Be sure your tenant has the correct property owner’s name and email address.  
• Be sure your tenant has the correct property manager name and email address
• Determine who will be the two local contacts for emergency: This can be the owner or property manager, but not the applicant
• The tenant will need the number of smoke detectors and Carbon Monoxide Alarms for your property

1. Application Notification: When a tenant submits their initial application, you will get an automatic notification.   Ensure your tenants have the correct contact information for you, so you can get this information earlier in the process.   If they submit the incorrect information on their application above, you will not be aware until approval or denial below.
2. Application Approval: Once the tenant’s application is complete and submitted to the city of Boulder, they will inform the landlord and the tenant via email within 1-2 weeks to let you know if you have been approved or denied.
3. License Fees: Upon approval, The tenant will pay the $75 license (and a $25 business license fee, it is added and invoiced at the same time)
4. Taxes: The tenant will be responsible for paying city tax for the short-term lodging stay.  Accommodations tax for the city of Boulder is 12.835%.  This is tax is paid quarterly.  

Listing Your Property

Legal Disclosure and Warning: This information is intended to provide general guidance regarding the Sundance Film Festival and related matters. You must consult your own attorney for specific legal guidance on whether or not subleasing is appropriate for your individual circumstances. Subleasing a property has significant financial and legal consequences that require legal counsel to fully appreciate. The Boulder Area Rental Housing Association (BARHA) is not providing you with legal advice.

1. Furnish the unit for short-term guest stays.  Be sure to include linens and housewares.  Some options include:

• Housing Helpers - housinghelperscolorado.com 
• Cort - cort.com 
• HostGPO - hostgpo.com 
• Ivy Lane Home Staging - ivylanehomestaging.com 

1. Utilities: Be sure all utilities are on and working, as well as wifi and other necessary services.
2. Photograph the space – use natural light, declutter, and capture every room. Airbnb’s photo guidelines recommend wide-angle shots with lights on, beds made, and surfaces clear. Professional photography can significantly increase bookings.
3. Set competitive pricing. Use AirDNA for data-driven comps. Most attendees are drive-market visitors from Colorado who are price-aware.

• AirDNA (Pricing Data): airdna.co
• Visit Boulder is also offering pricing ideas: https://assets.simpleviewinc.com/simpleview/image/upload/v1/clients/boulder/Festival_Lodging_STR_Pricing_Guidelines_dfcb0890-d374-43d7-89b0-40140ea12f73.pdf

1. Create your listing* on Airbnb, VRBO or your chosen platform. Include your festival license number, maximum occupancy, accurate bedroom descriptions, high-quality photos, house rules, and transparent pricing. Airbnb listings integrate with Visit Boulder and the Sundance website.

• Airbnb Hosting: airbnb.com/host
• VRBO: https://www.vrbo.com/p/pm-intake

1. Move In Inspection: Video the pre-move in space prior to guest arrival to record status of unit.
2. Prepare for guests: 

• Check health and safety items in the unit – smoke and CO2 detectors, etc
• Stock essentials
• Set up clear check-in/check-out instructions
• Post the house rules
• Provide a 24/7 local contact number & emergency list
• Share local ordinances and restrictions related to noise, nuisance, etc.
• Share occupancy limits of property

1. Guest Arrival

• Record how many keys were issued
• Require keys returned at end

1. Guest Departure

• Collect Keys/Change smart lock codes
• Reissue parking passes
• Move Out Inspection

1. Cleaning and/or damage.  Document all excess cleaning and damages via photos, receipts for repair materials and invoices for vendors utilized to complete repairs.  

*Use of Airbnb for posting your rental eliminates some of the additional necessary processes – screening, payment collection, insurance, etc.

TALK WITH YOUR TENANT:  Subleasing

Legal Disclosure and Warning: This information is intended to provide general guidance regarding the Sundance Film Festival and related matters. You must consult your own attorney for specific legal guidance on whether or not subleasing is appropriate for your individual circumstances. Subleasing a property has significant financial and legal consequences that require legal counsel to fully appreciate. The Boulder Area Rental Housing Association (BARHA) is not providing you with legal advice.



Subletting involves a tenant (the sublessor) renting out their rental unit to another person (the subtenant) while maintaining their original lease agreement with the landlord. The sublessor remains responsible for the rent and any damages, even though the subtenant is occupying the space.

A Sublease Agreement involves a transfer of less than all of the lease. The main parties involved in a sublease are:

1. the original tenant , also known as the sublessor, who is the person who first rented the property and plans to rent the space to a new renter, and

2. the subtenant (the person that you short-term rent it to during Sundance), also known as the sublessee, who is the person who rents their property from the sublessor.

Steps to a successful subleasing process during the Sundance Film Festival:

Before You Begin

1. Talk with your tenant about whether or not you are permitting short-term rentals during the Sundance Festival.  
2. If you are permitting tenants to short -term rent, be sure to communicate with your tenant about any requirements in addition to the city license.  
3. Discuss profit sharing and come to an agreement on terms of profit sharing for short term rent collected.
4. It is important to be aware that while a tenant festival permit may be allowed under City ordinance, individual properties may impose additional requirements. These may include, but are not limited to, lease addenda, written agreements, insurance requirements, and access (key) or parking restrictions.  Some common responsibilities are covered in this document but please be sure to check with your landlord if they have additional and/or different requirements.  
5. Set clear expectations and keep open lines of communication with both your subtenant and tenant. 
6. Work with your tenant to create “house” rules for the sublessee(s) including contact information in the event of an emergency.

How to Apply For the Festival License:

Legal Disclosure and Warning: This information is intended to provide general guidance regarding the Sundance Film Festival and related matters. You must consult your own attorney for specific legal guidance on whether or not subleasing is appropriate for your individual circumstances. Subleasing a property has significant financial and legal consequences that require legal counsel to fully appreciate. The Boulder Area Rental Housing Association (BARHA) is not providing you with legal advice.

1. Authorize Your Unit: If you are within the city of Boulder, you need to opt in to the program so that your tenant can lease the unit. Opt in here:
2. Have Your Tenant Obtain the necessary Festival License: : https://bouldercolorado.gov/rental-housing-licensing-festival-lodging-application.  Applications will only be approved if the landlord (long term license holder) has opted in to the program.

• Be sure your tenant has the correct property owner’s name and email address.  
• Be sure your tenant has the correct property manager name and email address
• Determine who will be the two local contacts for emergency: This can be the owner or property manager, but not the applicant
• You will need the number of smoke detectors and Carbon Monoxide Alarms for your property

1. Application Notification: When the tenant submits the initial application, you will get an automatic notification.   Please be sure the correct contact information for the landlord listed. 
2. Application Approval: Once your application is complete and submitted to the city of Boulder, they will inform the landlord and tenant via email within 1-2 weeks to let you know if you have been approved or denied.
3. License Fees: Upon approval, the tenant will pay the $75 license (and a $25 business license fee, it is added and invoiced at the same time)
4. Taxes: The tenant will be responsible for paying city tax for the short-term lodging stay.  Accommodations tax for the city of Boulder is 12.835%.  This is tax is paid quarterly.  

Tenant responsibilities:

Legal Disclosure and Warning: This information is intended to provide general guidance regarding the Sundance Film Festival and related matters. You must consult your own attorney for specific legal guidance on whether or not subleasing is appropriate for your individual circumstances. Subleasing a property has significant financial and legal consequences that require legal counsel to fully appreciate. The Boulder Area Rental Housing Association (BARHA) is not providing you with legal advice.

1. The original tenant remains responsible for making sure the rent gets paid
2. The original tenant is financially responsible for any damage the subtenant causes. The landlord will look to the original tenant for repair costs, not the subtenant, since the subletting agreement is between the original tenant and the subtenant. This makes it important for the original tenant to collect a security deposit from the subtenant.  
3. The terms of the original agreement between the original tenant and the Landlord remain in full force and effect. 

Ensure that you have obtained the necessary and required licenses or permits before you advertise the unit for rent.