As the holidays approach, so does the annual slowdown. While residents are preparing their homes for guests, property managers are facing a different challenge: vendor availability.
Many service providers reduce hours, pause operations, or operate on emergency-only schedules during late November through early January. If you’re not planning ahead, you risk getting stuck with no-shows, unanswered calls, and costly last-minute work.
Here’s how to get ahead of the holiday shutdown season—and avoid community disruptions when it matters most.
📅 1. Ask Every Vendor for Their Holiday Schedule
Why it matters: You can’t rely on normal business hours from Thanksgiving through New Year’s.
Action steps:
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Contact your vendors now (landscaping, janitorial, maintenance, security, etc.)
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Request written schedules showing holiday closures, limited service days, and emergency coverage options
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Confirm any blackout dates when no service will be available
Keep this list organized by community or region, and share it with your boards or internal teams.
⚠️ 2. Identify Critical Vendors & Services First
Why it matters: Not all services can afford to wait until January.
Focus on:
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Trash removal and bulk pickups
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Emergency plumbing or electrical
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Snow removal (if applicable)
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Fire and life safety inspections
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Holiday lighting vendors
If any of these services are scheduled during the last two weeks of the year, confirm or reschedule immediately.
🛠 3. Schedule Preventive Work Before Mid-November
Why it matters: The first few weeks of November are your last window for proactive work before vendors hit capacity.
What to consider:
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Final fall landscaping and cleanups
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HVAC inspections or seasonal system checks
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Holiday decoration installations
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Gutter cleaning or drainage inspections
The earlier you schedule, the more leverage you’ll have for date selection and pricing.
🧾 4. Clarify Emergency Protocols
Why it matters: Even the best-prepared communities can still experience a surprise pipe burst or electrical failure.
Best practices:
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Request after-hours/emergency contact info from each vendor
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Confirm response time expectations and any extra holiday fees
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Inform boards and residents who to call (and when) for different emergencies
If your vendors do not offer emergency service, now is the time to line up a backup.
📣 5. Communicate with Residents & Boards
Why it matters: Transparency builds trust—especially if something does go wrong.
What to share:
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Any changes to service schedules during the holidays
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Where to send urgent requests or non-emergency work orders
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Who to contact for gate, lighting, or amenity issues while offices are closed
Residents will be more understanding if they know what to expect and who to contact.
✅ Wrap Before You Unwrap
Don’t let vendor shutdowns catch you off guard. A little planning in early November goes a long way toward preventing major disruptions in late December. By confirming availability, scheduling early, and creating an emergency-ready plan, you’ll keep your communities safe, clean, and supported—even when everyone else is offline.