VICENZA, Italy -- Remember when you lived in a town where faraway family and friends could never get around to coming for a visit? Well, for better or worse, times have changed. You now live in Italy, and visitors almost always come with the territory.
Even if you have a low-stress personality and your guests are low maintenance, hosting people in your home is work. Not unpleasant work, but there is much to do to prepare for houseguests, and many people exhaust themselves getting from one place to another during the visit. Over the years, I have had the opportunity to be host to out-of-town visitors and would like to share a few tips that may help when the time comes for you.
Check dates
Once someone tells you he or she would like to visit, take a look at the calendar. Make sure there are no conflicts before flights are booked. A change after the fact could incur extra fees. Check deployment and TDY schedules, big projects or deadlines at work, and trip plans. Make sure to tell your future guest(s) if dates are flexible; when they're booking, it may be cheaper to book a flight a day or two before/after the dates agreed upon.
Have a real conversation
It is important to have an oral conversation. Texting can leave room for miscommunication, as there are typically many questions from both parties. Get ready to talk it all out -- with notepad and pen in hand. Some things to discuss are: How long are they staying? Who is expected to make travel plans and do the driving? Will they be with you the entire time, or will they be in and out, and you'll drop off/pick up at the train station as they bustle across Italy/Europe? What do they want to see?
If it is the case that guests will be in and out, it is helpful to arm them with some tools for success, especially if they are not seasoned travelers. If you have them, loan out maps, guide books and Italian language cheat sheet. It might be handy to teach them how to read a bus schedule, and smart to take at least one trip by train to show how to read a train schedule, validate a ticket and where to go for help if needed.
The phone conversation is vital so all parties know what the expectations are, and so friends who come here to see you are still friends when they leave.
Vehicle situation
What do you drive, and how many people can fit in your car? These questions should be answered before airport pickup. Consider ahead of time whether or not you have enough room in the vehicle to fit everyone and their luggage, or whether a rental vehicle is needed.
Allergies
When someone wants to visit, remind them about your pets. If potential guests aren't comfortable with pets in the home or have severe allergies to them, other accommodations may be required. It may just be that guests need to bring along some extra allergy medication. Allergies also pertain to food. Make sure you know what the allergies are, if any, so you won't accidentally make someone ill. No one wants to put hospital photos from their vacation on their Facebook page.
Coffee or tea?
Are your houseguests coffee or tea drinkers? For coffee or tea drinkers who are used to a cup first thing in the morning, life can get a little uncomfortable without it. This certainly doesn't mean hosts have to run out and purchase a coffee maker. Obtaining a small supply of instant coffee to tide someone over may be all that is needed until you can get your guests to a caffè -- which is part of the Italian experience, after all.
Lighten the load
Products such as shampoo, conditioner and shower gel can weigh down a suitcase. It may be helpful to guests if they don't have to bring those items at all. Have such products available, and guests will thank you for the extra space in their suitcase for all of the souvenirs they buy.
Stock up
A few weeks ahead of time, visit the commissary or local grocery store to pick up items that tend to go quickly with more people in the house. Items such as toilet paper, laundry soap, toothpaste, bottled water, cereal and coffee are easy to stock without much worry of expiration dates. Get a little bit at a time, and you'll hardly feel a pinch in your wallet.
Consider down time
Down time is essential during a vacation and vital to recharging oneself for more sightseeing. If possible, sprinkle in some time at home to sleep in a little or have an early night. Keep in mind the time change, age of guests, and the amount of physical activity you'll be doing.
Because you've had a conversation with your guests, you know where they want to go and probably will create an itinerary -- which days you're going where. To help alleviate exhaustion, alternate faraway and nearby places. For example, if you plan a day trip to Pisa on Monday and will return late that evening, plan a leisurely day visiting the ceramic shops of Nove on Tuesday. Down time also gives everyone time to digest all they've seen -- and write a few postcards.
Be flexible
A friend of mine who has had many visitors is usually off and running the day after arrival. This is a fantastic way to optimize time and fit in as much sightseeing as possible. I have tried this, however, and it hasn't worked as well for me. On two different occasions, I've made next-day, out-of-town plans, only for guests to arrive without luggage because their layover airport couldn't get the luggage on the same flight. With luggage arriving late the next day, we had to revamp our plans.
So stay flexible, and consider having a few activities in mind for when something you've planned doesn't work out. Whether it's lost luggage or something is closed that you thought would be open, if you have a few ideas handy, everyone can make a decision and move on without skipping a beat.
There are many things to consider when hosting guests. Most important, though: relax and have fun. Many people save money for a lifetime to visit Italy. Revel in the opportunity that you are a conduit for your family and friends to be able to take that trip. Happy hosting!
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