Vacation Rental Agreement
This is your short-term vacation rental agreement. This agreement outlines everything you need to know about our rental policies for our property. Our goal is to ensure that your stay at our property is wonderful and meets all of your expectations. Please let us know if you have a technology or equipment issue during your stay and we will get it resolved. If you have any questions, please email or call us.
Rental Agreement: This Agreement (agreement) constitutes a contract between the Guest (you, your) and Owner (us, we, our or PM) of the Vacation Rental Property (property). By signing this agreement, you and your guests are agreeing to all terms and conditions listed in the rental agreement. Your vacation rental is a transient rental under state law. This means that your tenancy is temporary for the stated time period only. At no time is the property to be sublet or assigned to another individual. Please do not make any repairs, alterations, or improvements in or about the property.
Confirmation of Reservation: Your reservation is confirmed when we receive your electronically signed rental agreement and an advance payment equal to 50% of the rental rate. The name on this agreement must be an adult who is at least 25 years old, and will be the responsible party for the reservation and all rental obligations.
Payment: An advance payment equal to 50% of the rental rate is required at the time of booking. The advance payment will be applied toward the rent. Please make payments via credit or debit card. The advance payment is not a damage deposit. The balance of rent is due 60 days before your arrival date. Reservations made less than 60 days prior to arrival require full payment at the time of booking.
Cancellation: Cancellations made more than 60 days prior to your arrival will receive a total refund of any advance payments less a $250 cancellation fee.
Cancellations made within 60 days of the check-in date will receive no refund and you will forfeit any money paid in advance.
Cancellations of leases over 30 days will forfeit a cancellation charge of $1,000.
Severe Weather/Hurricanes/Tropical Storms: There are no refunds for severe weather including hurricanes, hurricane evacuations, and tropical storms. It is highly recommended, but not required, that you purchase travel insurance. It is up to you to purchase the insurance, it is not our responsibility.
Travel Insurance Provided by TRAVEL GUARD: Every year, snowstorms, hurricanes and other unexpected weather events cause travelers to delay, interrupt or even cancel their trips completely. A travel insurance plan can help cover your vacation investment. Specific coverage questions should be directed to Travel Guard (1.877.246.5376 or www.travelguard.com/astp). Please refer to product number 008573/008574 P1 & account # 97908.
Coverage is offered by Travel Guard Group, Inc., and limitations will apply. Please visit www.travelguard.com/disclaimer for full disclaimer.
Mail Delivery Policy / Fees
Should it be necessary to have something shipped to the property, please use a carrier that will deliver directly to the front door. We do not support USPS mail delivery (i.e, Amazon) as that requires someone to physically check the central community mailbox with a key. There will be a $50 service fee for each trip to the locked mailbox within the community.
System or Amenity Failure: In case of failure of a system or amenity during your stay, including but not limited to, water, sewer, heating, air-conditioning, electrical, mechanical, ventilating, structural systems, major appliances, or entertainment equipment, we shall repair them in a workmanlike manner. You agree to permit access to the unit to make repairs. We shall not be liable to TENANT in damages, and NO REBATE OR REFUND will be given for such temporary failure, provided we are making reasonable efforts to repair the system or amenity in a reasonable manner after having received notice from TENANT that repairs are needed. Absolutely no REBATE OR REFUND will be provided for a failure or the restricted access to an amenity outside of the unit (i.e. Pool, exercise room, beach service, etc.).
Insurance: You are expressly excluded from any insurance policy held by us. You understand that it is suggested that you carry renter's insurance to cover your personal belongings.
Minimum Stay: A minimum stay of 7 nights is required, unless other arrangements have been made with PM.
Maximum Occupancy: The maximum number of guests is 6. If you are found in breach of this contract, you will be evicted and no money will be refunded. Only people who have registered with us as a guest may stay overnight on the property.
Property Furnishings: We will provide you with a list of furnishings that come with the property. You agree to return all furniture items in a similar good condition, with normal wear and tear expected, as it was prior to the beginning of the lease term.
Getting Here: The confirmation email will state the timeframe in which we will send you details about the property, including: how to access the property, check-out procedures, community rules, and names/phone numbers of emergency contacts.
Arrival Inspections + Damages: Please complete an arrival inspection on your day of arrival and report any broken items, damage or issues to us immediately. Any damages that occur during your stay must be reported immediately to us. In the event that damage occurs to the property, whether reported by you or found after departure, the cost of repair and/or replacement will be held from the deposit. If the amount of repair and/or replacement exceeds the deposit amount, you will be responsible for any additional costs. Additional costs for repair or replacement will be charged to the credit card on file.
Arrival and Check-in: Check-in is 4 PM local time on your scheduled arrival date. Check-in before 4 PM is not guaranteed. Once we receive full payment and a signed rental agreement, we will send you detailed check-in instructions.
Departure and Check-out: Check-out is 10 AM local time on your scheduled departure date. Check-out is strictly at 10:00 AM. We will provide you with check-out procedures in advance of your arrival. A $100 per 1/2 hour fine will be assessed for late check-outs.
Cleaning Fee: A cleaning fee is required at our discretion.
Utilities: The cost of normal utilities usage is included with your stay.
Maintenance / Repairs: Even the best or newest equipment occasionally malfunctions and cannot be guaranteed 100% of the time. We have an excellent maintenance team who corrects problems as soon as possible. Authorized personnel may enter the premises during business hours for purposes connected with repairs, care, or maintenance of the premises. Expect lawn care personnel on property once a week.
Community Rules: You agree to abide by all rules governing the community where the property is located. The rules are posted inside the property and/or at the community office. These rules are subject to change at any time.
Parking: You must park in designated parking areas only. If parking passes are required, they will be located inside the property along with any additional instructions. Unit allows for 2 cars. Passes can also be obtained at the Leeward Key front desk.
No Smoking or Open Flame: No smoking is allowed inside the property. No candles or open flame of any kind are allowed inside the property. Upon departure, if the cleaning company detects any evidence of smoking and/or open flames, you will forfeit your deposit and additional fees may apply.
No Daily Housekeeping: There is no daily housekeeping service. While linens and bath towels are included with the property, daily maid service is not included in the rental rate.
Conditions Beyond Our Control: We are not liable for events beyond our control which interfere with your scheduled occupancy, including, but not limited to: acts of God, acts of governmental agencies, fire, strikes, war, tornado, hurricanes, tropical storms, ice storm, severe weather, inclement weather, ferry boat cancellation, loss of electricity, or loss of water. There will be no refund in these circumstances. We recommend you purchase travel insurance prior to arrival.
Criminal Activity: You agree to not engage in any criminal conduct on the property, including but not limited to the following: usage of illegal drugs, committing a felony, violating any law or ordinance, disturbing the peace, engaging in conduct for unlawful purposes. We are not liable for any damage or injury you cause to yourself or a 3rd party while engaging in criminal activity.
Indemnification: We shall not be liable for any damage or injury suffered by you, your family, guests, invitees, agents or employees or to any person entering the property. You agree to indemnify, defend and hold us harmless from any and all claims or assertions of every kind and nature.
Governing Law: This agreement shall be governed, construed, and interpreted under the Laws of the State chosen by us.
Severability: If any part of this agreement is held to be invalid, such invalidity shall not affect the validity or enforceability of the rest of this agreement. We reserve the exclusive right to prohibit and/or cancel reservations providing all payments received are returned to guest within 7 days of notification.
Falsified Reservations: If you provides false information concerning your identity or other aspects of the reservation, you will automatically forfeit the reservation and will not be granted access to the property. In addition, you will not be refunded any money paid in advance. We have a right to report the fraud to appropriate authorities.
Acknowledgement: You have read and agreed to the terms and conditions of this agreement including the vacation rental property rules, community rules, and weather/pet/smoking/cancellation policies. The credit card supplied at the time of reservation will be held for security purposes only.
- ACCIDENTAL DAMAGE WAIVER ADDENDUM -
All reservations require guests to pay a non-refundable Damage Waiver fee. Guests who have paid the non-refundable fee prior to checking in to a property will not be obligated to pay the first $1,500 in accidental damages, subject to the conditions and limitations set forth below. This accidental damage waiver is not insurance. It is a non-refundable, one-time charge per reservation that covers accidental damage reported by the guest prior to check-out for guests who have complied with the Agreement. In exchange for the payment of the Damage Waiver fee and the execution of this Agreement, which incorporates the terms of this limited waive clause, we hereby waive the right to charge the guest for any reported damages to the Property that result from the guests’ accidental or inadvertent acts or omissions during the duration of their stay for damages up to but not exceeding $1,500.
Guests are responsible for any damages or losses in excess of the Damage Limit Amount of $1,500, as well as any damages or losses excluded from the terms herein.
Conditions and Limitations
The Accidental Damage Waiver policy has certain conditions, limitations and exclusions. This Damage Waiver fee will not waive the guest’s liability for:
1. Intentional acts or omissions, abuse or neglect by a guest or a guest’s invitee.
2. Negligence or gross negligence. This includes any damages to the property caused by acts or omissions that could have been foreseen by a reasonable
person including damages resulting in any additional cleaning and/or maintenance costs.
3. Any damage which the guest does not report immediately to our staff prior to checking out of property.
4. Theft that results from guest’s failure to lock or secure the premises or property
5. Damages, additional cleaning costs or additional maintenance costs caused by an animal allowed on or in the property by guest or guest's invitee, including any service or emotional support animals (if not approved and paid for with the pet fee - See PET POLICY).
6. Damages resulting from unauthorized smoking on or in a property by guest or guest’s invitee.
7. Loss or Damage in excess of the Damage Limit Amount.
8. Loss or Damage to any personal property of guest or guest’s invitee.
The policy applies only to the direct physical loss or damage to covered property. It does not cover loss of use of such property. This waiver is not intended in any way to provide reimbursement or coverage for the following items, which shall remain the responsibility of the owner of the property:
1. Damages that constitute normal wear and tear.
2. Damages resulting from acts of God, including but not limited to acts resulting in fire, flood or other natural disasters.
3. Damages or losses to property which are unrelated to the actions of the guest.
4. Theft that occurs despite the guests’ reasonable efforts to secure the property and related items.
When a guest provides notice to us prior to check-out of accidental or inadvertent damage to the property, we will investigate the damage to determine whether the damage appears to have been caused by accidental or inadvertent actions, and to determine the nature and extent of the damages and the necessity for and costs of the repairs or replacements. Such determination shall be made in the sole and absolute discretion of our staff provided there is some reasonable basis for making such a determination. We have ultimate claim administration authority.
NO UNATTENDED CHILDREN ALLOWED ON BALCONY.
DO NOT OPEN FRONT DOOR WHEN SLIDING GLASS DOOR IS OPEN (Wind tunnel issue)
We look forward to your visit!