Rental Policies and Conditions
1. Check-In / Check-Out Times.
Check-in begins at 4:00 PM (CST). Check-out time is 10:00 AM (CST). Late check-outs require special arrangements, and they may be subject to an additional fee of $175. Refunds will not be given for late arrivals or early departures.
2. Advance Reservations and Rates.
We accept reservations up to one year in advance. We reserve the right to correct or adjust rates to the published rates at the time of the reservation in the event that they have been misquoted due to human and/or computer error.
3. Reservation Deposit
A reservation deposit equal to 50% of the total booking charges is due at the time of reservation, along with full payment for CSA Travel Protection unless declined. This deposit will be applied towards the total booking charges due. It is not a damage deposit.
4. Payment of Rent
The balance of the rental fee is due 30 days prior to the Check-In date. For stays longer than 30 days the balance of the rental fee is due ninety (90) days prior to the Check-In date. We accept electronic checks and credit cards (Master Card, Visa, Discover and American Express). Credit cards, however, are only accepted for short-term rentals (stays of less than 30 days).
5. Travel Protection Insurance
Travel insurance is available through CSA Travel Protection. In case of certain unforeseen events, this insurance may help protect your vacation investment. It is automatically calculated and added to your rental rate upon booking.
The plan is optional, and the service can be declined if you so choose. Details about the coverage and questions concerning CSA Travel Protection can be obtained by reviewing the certificate of insurance on their website www.vacationrentalinsurance.com () or by calling CSA at 866-999- 4018.
6. Cancellations and Changes.
Cancellations made more than 30 days prior to arrival will result in a loss equal to the advance payment and/or security deposit payment. Guests covered under CSA’s travel insurance program may be exempt from this loss if the reason for cancellation is covered under the policy. The travel insurance fee is always non-refundable. Cancellations within 30 days of arrival, no shows or early departures after check-in will result in a loss of full payment. The loss can be avoided if CSA travel insurance was purchased and the reason for cancellation is covered under the travel insurance policy. If guest has to shorten their stay or change their unit within 30 days of arrival, normal cancellation penalties may apply. Rental Homes, Monthly stays, and certain locations may have different minimum-stay, advance payment, final payment and cancellation policies, which will be reviewed at the time of booking.
7. Peace of Mind Protection Plan – Damage Protection.
Included within your rental fee is coverage under our Peace of Mind Protection Plan. This damage protection plan or ‘peace of mind’ coverage provides you and your guests with coverage for accidental damage that may take place at the property during your stay for up to a total of $3,000.00 in damages. The damage protection plan or coverage only applies to accidental damages that are reported prior to checkout. Damages in excess of $3,000, as well as damages or losses excluded from or otherwise not covered by the damage protection clause, will be charged to the guest. The full terms of the Accidental Damage Protection Clause are attached, and fully incorporated herein as an express term of this rental agreement.
8. Accommodation Selections.
Live The Gulf Coast appreciates that its luxury accommodations offer different designs and layouts, and that reservation holders want the peace of mind that they will stay in the specific units they selected. Accordingly, we will reserve for you the specific unit selected at the time of your reservation upon the receipt of your deposit and signed contract. Subject to availability for maintenance, owner usage, or other issues that may render the accommodations unsuitable for rental, and/or subject to the property remaining as a Live The Gulf Coast accommodation at the time of the stay, guests will be placed in the specific unit set forth in their reservation agreement, or otherwise provided with a full refund or an opportunity to stay in an equivalently priced accommodation if available. Notwithstanding Live The Gulf Coast’s efforts, if the specific unit reserved is unavailable for any reason, guests will be limited to a full refund or similar accommodation at their election. In no event will Live The Gulf Coast be responsible for any direct or indirect costs, expenses, fees or other consequential damages resulting from the unavailability of a specific accommodation.
9. No Pets
Pets are only permitted in designated Live The Gulf Coast accommodations. The manager must approve all pets and a $100 per pet non-refundable pet fee will be added to the reservation. Guests who violate this policy will be charged an additional $500, plus the expense of any necessary cleaning. Violations may also results in immediate eviction and forfeiture of rent.
10. No Smoking.
Smoking is not permitted in any Live The Gulf Coast accommodations. Guests who violate this policy will be charged an additional $500, plus the expense of any necessary cleaning. Violations may also results in immediate eviction and forfeiture of rent.
11. Minimum stay requirements
Most of our properties require a minimum stay of three (3) nights. Longer stays may be required during peak seasons and holidays. One week or five night minimum stays apply at some properties during peak and holiday periods, with Saturday arrival and Saturday departure.
12. Maximum Number of Guests.
The maximum numbers of guests per accommodation is based on the individual accommodation’s ability to comfortably and safely house our guests. If the maximum occupancy is exceeded at any time, you may be asked to vacate the property and forfeit any rental payments.
13. Age Requirements.
All of our vacation accommodations are family rentals only absent exception being explicitly granted by Live The Gulf Coast. No units will be rented to vacationing students or young adults (under 21) unaccompanied by a responsible pa rent or guardian at a ratio of five (5) children to one (1) adult over the age of 25. A parent or guardian must be staying in the unit at all times. Guests who violate this policy are subject to immediate eviction and forfeiture of all rental payments. In accordance with Florida State Statute 509.41, reservations made under false pretense are null and void and check-in will not be allowed or guests will be asked to vacate the accommodations. This policy includes reservations made by parents or guardians who do not check in, and/or who leave overnight during the length of the stay.
14. Housekeeping.
Your vacation accommodations will be cleaned to quality standards prior to your arrival and after your departure. You will be responsible for the cleaning of your unit during your stay and for leaving the unit in good condition at check-out. We respectfully request that you remember that you are staying in someone’s home during your vacation; please treat it with the care you would your own. If units are found abnormally dirty at check-out, additional charges will be charged to your credit ca rd to assist in performing a deep cleaning of the unit.
Your unit should have an initial supply of trash liners, toilet pa per, bath soap, towels etc. These items are a starter set and you will probably need to purchase additional supplies to last the remainder of your stay. All stays will be subject to a cleaning fee. We would be happy to provide additional cleanings during your stay for an additional fee.
15. Beach & Pool Towels.
Please bring beach and/or pool towels, as we do not permit bath towels or linens to be taken from the unit except for laundering.
16. Maintenance.
During your stay, promptly report any maintenance problems to your Rental Manager. No refund or rate adjustment will be made for unforeseen failures such as the supply of electricity, water, pool filtration systems, air conditioning, telephone, television or cable service, appliances, etc.
17. Damage Policy.
Guests are responsible for the property, its contents, and themselves during occupancy. Guests must lock windows and doors securely when not in the premises. Rearranging the furniture or removing any items from the unit is prohibited. After Check-Out, the Rental Manager will inspect the unit for damage, missing items, and abnormally dirty appearance. If the Rental Manager determines that damage is present, items are missing, or the unit is abnormally dirty, the Rental Manager will repair the damage, replace the missing items, and/or perform a deep clean of the unit at Renter’s expense. Renter authorizes Rental Manager to charge the credit card on file to reimburse the Rental Manager for any such expenses.
18. Hurricanes and Severe Weather
Guests covered by CSA Travel Protection may be entitled to a refund or partial refund in the event that the National Hurricane Center and our local governing officials issue a “Mandatory Evacuation” order for the location of your rental property, provided that you have purchased coverage before the storm was named. Any such refunds shall be subject to the terms, conditions and restrictions of the CSA Travel Protection policy. Details about the coverage and can be obtained by reviewing the certificate of insurance on their website
www.vacationrentalinsurance.com/330CERT (http://www .vacationrentalinsurance.com/330CERT) or by calling CSA at 866-999-4018. Rental Manager will not issue refunds for cancellations or shortened stays due to actual or anticipated hurricanes, tropical storms or other inclement weather under any circumstances.
19. Security of Personal Property.
We are not responsible for any acts of theft or vandalism, or other damages to any persona l property or for personal items left by guest in the accommodation at departure.
20. Payment Method
Please provide payment directly with one of our vacation planners over the phone or via the online payment system if making a booking online. Payment must be via Credit Card or Electronic Check. The final payment will be automatically charged 60 days prior to your arrival using the same credit ca rd or electronic check you use to process the booking deposit.
21. No Subletting.
The rental property may not be sublet. Your reservation is not transferable to any other party.
22. Good Neighbor Policy.
Please remember you are staying in someone’s home during your vacation. Please treat it with care and leave it in good condition at checkout.
23. Property Rules and Regulations.
Please observe all rules and regulations governing the use of the property you are occupying. These rules apply to both owners and guests, and failure to comply can result in eviction.
24. Golf Cart and Bike Liability.
By signing the Rental Agreement electronically and accepting the terms and conditions attached thereto, Guests who rent units that provide complementary Golf Carts and/or bikes further consent to the express terms, conditions and waivers set forth in the attached Golf Cart Waiver and Damage Addendum and Bike Waiver and Damage Addendum, the terms and conditions of which are expressly incorporated herein.
Property Damage.
In order to provide Guests with the best possible vacation experience, Live the Gulf Coast.com, Inc. asks to be notified of all damages to the Property upon arrival. Any damage noticed by Guests upon arrival should be reported immediately to Live the Gulf Coast.com, Inc to avoid being erroneously charged for repair. An active credit card on file is required to maintain both the reservation and the integrity of the Property. By accepting Live the Gulf Coast.com, Inc Rental Terms and Conditions, Guests waive their right to dispute any charges that are made to their credit card regarding this policy. Guests become financially responsible for any and all damage to the Property and its contents from the date and time of Check‐In to the date and time of Check‐Out.
Damage Waiver or Security Deposit.
When Guests’ reservation is made online, the Damage Waiver is automatically charge. If Guests choose to purchase a Security Deposit in lieu of the waiver, they may contact Live the Gulf Coast.com, Inc and the applicable adjustments will be made to their booking.
Guests must select between 2 options when booking a Rental Property:
If a non‐refundable limited Damage Waiver (which is defined as a sudden and accidental event that causes property damage) is selected then a property and duration specific fee is added to the total reservation charge. This is a non‐insured product and protects the Guests from being charged for a portion of accidental loss or damage that may occur during their occupancy. This does not include damage to the Vacation Property that is intentional, deliberate or as a result of negligent and/or illegal behavior. The Damage Waiver does not replace or negate Guests’ responsibility for all members of their party and visiting guest as the primary renter. The Damage Waiver is forfeited if the Guests fail to comply with the Terms of this Rental agreement; such as have an unauthorized pet, exceed maximum occupancy of the Property, non‐compliance to Property specific parking limits or fail to notify Live the Gulf Coast.com, Inc of damage PRIOR to their departure. Any fees attributable to damages and/or expenses not covered under Damage Waiver that are discovered after departure will be charged to Guests’ credit card. Such damages and/or expense not covered by waiver include damage due to misuse, excess laundry charge, additional cleaning charge if Property left excessively dirty, long distance telephone charges, linens that are damaged or missing, charges resulting from eviction of the Guest by Live the Gulf Coast.com, Inc, the local law enforcement and/or Security Company and any additional services requested during occupancy. With this selection, the original Reservation Down‐Payment is applied to the balance due when the final reservation payment is made by Guests.
In the event that the Guests accidentally damages any real or personal property, the Damage Waiver will reimburse the private rental property owner for up to $2,000. Guests remain responsible for any accidental damage in excess of $2,000 and hereby agree that any amounts over $2,000 will be charged to their credit card. At this point it is best for Guests to make a claim on their home insurance policy under the coverage “Damage To Property Of Others” and the coverage is usually up to $2,000. Once again, note that Damage Waiver does not include intentional damage. We require notification of any damages PRIOR to Guest’s departure. The Damage Waiver is offered, administered, and funded by Live the Gulf Coast.com, Inc and we are solely authorized to determine the nature, extent, and expense associated with any damage.
Effective Dates: The Damage Waiver will take effect on the date and time Guests Check‐In as registered Guests at the Rental Property, provided the appropriate waiver has been paid by Check‐In. Termination Dates: The Damage Waiver will end on the normal Check‐Out time on Guests’ scheduled Check‐Out date from the Rental Property. In no event will protection be provided for a Stay longer than 180 days from the date of Check‐In as a registered guest at a Rental Property.
GENERAL EXCLUSIONS
Damage Waiver benefits will not be provided for any damage due to:
(a)Natural Disaster; (b) intentional acts of Guests or guest of Guests; (c) negligence, willful and wanton conduct by Guests or guest of Guests; (d) any cause, if Guests does not report the damage to the Live the Gulf Coast.com, Inc staff PRIOR to the Termination Date; (e) normal wear and tear of the Rental Property unit; (f) loss of use of the Rental Property unit; (g) theft or damage to any property owned by or brought by Guests onto the Rental Property premises; (h) theft or damage caused by anyone visiting other than rental Guests; (i) theft without a valid police report; (j) damage without a valid police report unless the damage is caused by Guests; (k) damage or theft in a Rental Property if the number of persons
occupying the unit exceeds that unit’s occupancy limit; (l) damage due pet brought on premises during Guests’ occupancy.
Guests may elect to post a $500 Security Deposit will be retained for approximately fifteen days from their departure from Rental Property. Release of the deposit to Guests shall be subject to Rental Property inspection for damages. Guests are financially responsible for any and all damage to the Rental Property and its contents from the date and time they Check‐In to the date and time they Check‐Out. Guests are required to notify us BEFORE their departure of any damages that may have occurred. Guests hereby authorizes Live the Gulf Coast.com, Inc. to charge the credit card on file for the expenses related to replacement, repairs, associated services, excess laundry charge, extra cleaning charge, long distance telephone charges, linens that are damaged or missing, charges resulting from eviction of the Guest by Live the Gulf Coast.com, Inc., the local law enforcement and/or Security Company, any additional services requested during occupancy and ALL damage, breakage and/or loss incurred during Guests’ stay. The Guest who uses their credit card for the Reservation Down‐Payment is considered the responsible party, and all necessary charges associated with their rental will be charged to their credit card on file for the Rental Property, regardless of who in the Guest’s party caused the damages. In the event of damage to the Property and property on its premises (such as its equipment, furniture or carpeting); Guests shall be responsible for damage costs exceeding the $500 Security Deposit, including any associated collection costs and attorney’s fees. Guests will be provided with Documentation detailing damages and charges. If repairs are required or other fees due as a result of a Guests’ stay, all or a portion of the Security Deposit will be forfeited and/or the Guests’ credit card will be charged for the required amount. It is further agreed that Guests’ liability shall not be limited to the loss of the $500 Security Deposit in the event damages for which Guests and/or their assigns are responsible for and which exceed the dollar amount of the $500 Security Deposit.
Personal Property. Live the Gulf Coast.com, INC will not be held responsible for any personal property left within the Rental Property. Booking Fee. A non‐refundable Booking Fee will be added to each reservation (price differs for each Property). Additional Fees. In the event that Guests’ check is returned for insufficient funds or closed account, an additional $50 Return Check Fee will be added to total charges. If Guests enter an invalid ABA number (9 digit code) or account number or Guests have insufficient funds when paying by eCheck, there is a $25 Returned eCheck Fee. Excessive Laundry Loads will incur an additional $20 per load charge added to the quoted cleaning charge (standard cleaning fee includes laundering of one sheet set for each bed and towel bath sets equivalent to maximum occupancy of the property). All beach towels should be washed and dried prior to Guests’ departure. Failure to do so will incur a $50 beach towel laundering charge. Note that Guests are not limited to the amount of wash done during their stay only to the amount left for the Cleaning Crew. All dishes must be left clean either in the dishwasher or beside the sink (if no dishwasher) and CLEAN. They do not have to be put up but must be clean. If any dirty dishes are left there is a $20 Charge. Guests are staying in a privately-owned residence and are asked to treat it as they would want someone to treat their own home. If Guests leave the property in poor condition, Live the Gulf Coast.com, Inc. reserves the right to charge Guests’ credit card for any additional cleaning deemed necessary by Cleaning Crew. Guests will be supplied pictures for review.
Frivolous Repair Calls.
Live the Gulf Coast.com, Inc. experiences repeated calls for repairs that are due to guest misuse or unfamiliarity with amenities and understanding of operating equipment such as cable TV, Internet router, keyless entry lock and key LockBox. Often the problem can be solved by following the phone instructions of our staff. If Guests represent that the problem persists after being given instructions, repair or maintenance personnel will be dispatched. If the personnel discover that the problem is due to user error, Guests’ abuse, misuse, or negligence; Guests will be responsible for the service bill. Live the Gulf Coast.com, Inc. is not responsible for Guests’ inability to operate equipment.
Transfer Fee. When Guests book a Rental Property, the property’s calendar is updated online and the time period of the reservation is blocked off. The Rental Property owner is notified of the reservation, counts on the rental revenue and gives up any future potential guest since their property is now listed as unavailable. When Guests request to move their existing reservation to another Rental Property, the original property may not get rented again. Therefore, we charge Guests a $199 Transfer Fee to move to another property. Transfer requests must be made at least 90 days prior to arrival for 4 Weeks or longer stays and 30 days prior to arrival for reservations of less than a month. After that time period transfer requests cannot be honored.
Hurricane Policy.
Live the Gulf Coast.com, Inc. is not held responsible for events out of our control, such as inclement weather, maintenance issues, and general Acts of God. Live the Gulf Coast.com, Inc. has partnered with CSA Travel Insurance to provide our Guests with trip protection, which protects Guests against trip cancellation or trip interruption when a hurricane causes Guests to lose 4 days or 50% or their trip length. Coverage is also provided if the roadways are closed due to a natural disaster preventing Guests from reaching their destination. All paying reservations are automatically included in the travel insurance program at a nominal charge (calculated as a percentage of the total rental amount). The travel insurance fee is non‐refundable and highly recommended by Live the Gulf Coast.com, Inc. Should Guests opt not to purchase travel insurance, they should be aware that no refunds will be available for unforeseen developments such as illnesses, mandatory hurricane evacuations and the like. Please note that without Travel Insurance Guests’ trip investment could be lost.
Travel Insurance. Although this protection plan is optional, it is strongly recommended by Live the Gulf Coast.com, Inc. The Travel Insurance is offered and administered by CSA Travel Insurance and covers a variety of travel problems. Guests acknowledge receipt of the Description of Coverage. Guests acknowledge trip insurance provided by CSA Travel Insurance is the only method for compensation for vacation interruption/cancellation and is limited to covered events. Guests acknowledge that Live the Gulf Coast.com, Inc will not provide refunds, compensation, alternate accommodations, or discounts for vacation interruption or cancellation for any reason including but not limited to hurricane evacuations, inclement weather, natural disasters, or sickness.
Procedures
When a guest provides notice to the Company prior to check-out of accidental or inadvertent damage to the Property, the Company 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 the Company provided there is some reasonable basis for making such a determination. The Company has ultimate claim administration authority, and in the event of any dispute relating to this waiver Guests agrees to submit to binding arbitration in Walton County, Florida and/or Bay County, Florida.
Bike Liability Waiver & Damage Addendum
The following terms apply to the use of any complementary bicycles and related biking equipment provided at one of Live The Gulf Coast’s Rental Properties:
1. The person responsible for renting through Live The Gulf Coast (who executes this Rental Agreement via their electronic signature) (hereinafter “Operator”) assumes complete liability for the care of and use of any complimentary bicycles provided during their stay, and assumes full liability and responsibility for ensuring adherence to the rules and safety information provided herein.
2. The operator expressly acknowledges and agrees that operating a bicycle involves the risk of serious bodily injury or death, and/or property damage and hereby assumes such risk knowingly and voluntarily.
3. In consideration of being permitted to ride the bicycles provided, Operator does for themselves, their guests, their heirs, executors, administrators and assigns, hereby release and forever discharge Live The Gulf Coast owners, agents, employees and assigns, as well as the Owners of the rental property and their assigns, from any and every claim, demand, action or right or action of whatever kind or nature, either in law or in equity, arising from or by reason of any bodily injury or personal injuries, known or unknown, death or property damage resulting, or to result, from any accident that may occur and any activities in the operation of the bicycles whether by negligence or otherwise that result in injury or damage.
4. The operator also hereby indemnifies and holds harmless Live The Gulf Coast, its owners, agents, employees and assigns, as well as the Owners of the rental property and their assigns, from and against any claims or suits made or filed by anyone who rides the bicycles provided to Operator through this Rental Agreement.
5. Rules of the road apply when bicycles are being ridden. Guests will obey all local, state and federal regulations regarding the operation of this equipment on public traffic ways, parking lots, and in public areas, including but not limited to:
a. A bicycle rider or passenger (including a child who is riding in a trailer or semitrailer attached to a bicycle) who is under 16 years of age must wear a bicycle helmet that is properly fitted and is fastened securely upon the passenger’s head. Each property is outfitted with free helmets for the number of adult and children’s bicycles provided. If you do not have enough helmets upon your arrival, call Live The Gulf Coast’s office and we will deliver additional helmets immediately.
b. Children under 4 years of age, or who weigh 40 pounds or less, must be in a seat or carrier that is designed to carry a child of that age or size and that secures and protects the child from the moving parts of the bicycle.
c. A bicycle rider may not allow a passenger to remain in a child seat or carrier on a bicycle when the rider is not in immediate control of the bicycle.
d. Please always ride in the lane marked for bicycle use if one is available.
e. Because the bicycles provided are not equipped with the statutorily required lighting sufficient to allow riding in the dark, no riding between sunset and sunrise is permitted.
6. Parents and guardians are responsible for ensuring that your minor children are in compliance with these safety guidelines.
7. Operator agrees to properly secure the bicycles at all times to avoid theft, damage or unauthorized use. This includes ensuring that all bikes are locked and properly secured when they are ridden to another location. Every bike should come with a lock. In the event you don’t have sufficient locks to secure the bikes, please let us know immediately. If a bike is lost during your stay or stolen while bike is not secured with a lock, your credit card or checking account on file will be charged for the replacement cost of each lost or stolen bike which is currently $450.00.
8. The operator agrees that the bicycles will only be left at his/her rental property overnight and not at any other location.
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