Main Guest/Booker cannot longer go [USA]

[u/Savings_Towel2100]

Hey everyone, I posted this on the host subreddit because I did not know i had to put the country on the title. Anyways this is my situation

We booked an Airbnb well in advance for a trip with friends because the place gets really busy during that weekend. The Airbnb is managed by a Superhost, but it's actually a rental company that lists multiple properties on Airbnb. When we booked, they required us to fill out an additional responsibility form from their company (separate from Airbnb). This form asked for a "main guest" (the responsible person for the stay).

Now, here’s the issue: The friend who originally booked the Airbnb can no longer go due to an emergency. He messaged the host (without mentioning that he can’t go) and asked if we could change the main guest. The host just sent us the rental company’s form again and said we could change the name there—but not on the Airbnb app.

From what I’ve read, Airbnb doesn’t allow changing the main guest on the app. The only official way would be to cancel and rebook, which could be risky since prices might be higher now or the listing could be unavailable.

So, here’s my dilemma:

• On Airbnb, the main guest is still my friend who can’t go.
• On the rental company’s form, we’ve listed another friend who is going.
• The Airbnb has self check-in, so we technically have access.
• Everyone else is invited to the trip and appears on the Airbnb app.

Should we just check in as planned since we have someone listed on the rental company’s form? Or should we tell the host that the original booker isn’t coming, even though that might risk them canceling on us?

Has anyone dealt with this before? What would you do?

We honestly have no plans on doing something wrong or bad to the house

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[u/Affectionate_Dot6402]

I have been in a similar situation, and I wouldn't tell them. Rental management companies are notorious for doing anything they can to cancel a stay without refunding you, and they'll take this opportunity. It seems like you already did this, but make sure at least one person who is going is on the reservations you can get correspondence. Just be respectful guests and you shouldn't have a problem.

[u/stellarlun → u/Affectionate_Dot6402]

Agreeing with this. Management companies SUCK. You have done everything right and as long as the original person trusts you all to be respectful- I don’t see a problem.

[u/Comfortable_Map6887 → u/Affectionate_Dot6402]

Agree

[u/jrossetti → u/Affectionate_Dot6402]

People like you are why I personally check in every single guest. I can't afford to put my livelihood in the hands of some schmuck lying about things. You think it's no big deal but this can be a huge issue for places where we are flat out required to know exactly who is in our space at any given time.

Besides the form of responsibility that they're signing outside of Airbnb is still a legal contract. That means friend can check in. Hosts are definitely allowed to waive that requirement and take the risk in themselves for this situation. They won't help if something goes wrong though

[u/Affectionate_Dot6402 → u/jrossetti]

My answer would have been very different if this were a personally run Airbnb. When it comes to a person running a business themselves, I think honest is the best policy here. As an Airbnb host myself, I would have helped them correct the booking without costing them to do so.

Management companies do not think like that. They put profits over people. I’ve hired them and I’ve booked through them and I’ve always regretted it. This is an extremely simple situation that shouldn’t cost this guest anything, but most management companies would not see it that way.

They’re aware they’re signing a legal contact and have adjusted the responsibility accurately. It sounds like they have the correct people on the additional waiver and have everyone added to the listing. There really isn’t much of a legal issue here.

[u/SandyHillstone]

Your friend who booked the trip can add additional guests to the reservation. Have one or two of the other guests create Airbnb profiles or if they have one already the booking guest can add them. The benefits are that these additional guests can view the reservation and get all messages and message back to the host. Note that all added Airbnb profiles will get the same review as the original booking guest. An easy way to get reviews on your profile.

[u/Savings_Towel2100 → u/SandyHillstone]

Everyone that is going is on the reservation with their Airbnb profiles and everything

[u/SandyHillstone → u/Savings_Towel2100]

Good, as a host I mostly care about communicating and having access to the information I put in the listing. If you fill out the forms I think everything should be fine.

[u/jrossetti → u/SandyHillstone]

Exactly. The kind of host who's having people sign forms off platform has experience dealing with places other than Airbnb. They're protecting themselves above and beyond Airbnb.

[u/jrossetti]

Just ask them. If they're giving you permission then you shouldn't have any issues because that rental contract that you signed outside of Airbnb is still a legal document. They're essentially waiving The ability to block your friend from checking in due to not being the primary guest on Airbnb.

[u/throw65755]

The only issue I can think of is that the person who is not going will be liable if anything goes wrong.

Whoever signed the second responsibility form is irrelevant to Airbnb, that’s just local paperwork for the place you are staying.

[u/oldmayan]

So, to be safe, you really should communicate wth the host and see about canceling and re booking at the same rate. It actually violates airbnb policy to book for others. If the account holder who made the reservation doesn't show up. They can remove everyone from the property or cancel access until the primary shows up. Unfortunately, this is the result of scammers, partiers, and stolen identities. I would hate for you to travel all that way to then find out you can't access the unit. We have gone through that where the guest cancels, and we dont release the funds until they have rescheduled. But this all has to be done with very active communication and is difficult.

[u/jrossetti → u/oldmayan]

Normally you would be right but that signed contract and form that they're doing outside of Airbnb is also legally enforceable.

So if the rental company is saying it's okay and they have that document saying it's okay..

[u/oldmayan → u/jrossetti]

It is possible that it's binding. Without seeing it, it's hard to know. But for sure, it would be a violation of airbnb's side of things. So they (airbnb) could cancel it in their system or drop coverage since it violates their terms. That would leave the payment in limbo until they make a decision. It is a lot of risk on both sides, owner and tenant. Unfortunately, they will have to either risk their accounts or trust each other to do it the right way.