TERMS AND CONDITIONS
RESERVATIONS: Reservations are not considered confirmed until Guest receives a confirmation e-mail from the Company. Reservations made within 30 days of arrival require full payment at the time of booking. All other reservations require a deposit of 25% of the total cost of the reservation at the time of booking, with final payment coming due 30 days prior to arrival. If Guest would like to use different credit cards to split reservation costs, please advise the Company at time of booking. Guest will receive an e-mail notice approximately five (5) days prior to final payment coming due. Thereafter, full final payment will be charged to the credit card on file on the 30th day prior to arrival. For Guests electing to pay by check, the same rules regarding timing of deposits and final payments apply. Checks should be mailed to Palm Island Stays, LLC, P.O. Box 33, Placida, FL 33946. All advance deposits will be held in a non-interest-bearing escrow account until check-in date.
CHECK-IN: Check-in begins at 4:00 p.m. An arrival packet will be sent to the e-mail address on file in the reservation approximately seven (7) days prior to arrival date, which will contain specific information on the rented property. The arrival packet will be sent again to the e-mail address on file in the reservation approximately two (2) days prior to arrival date. Driving directions to the property will be included in both communications.
CHECK-OUT: Check-out on day of departure must occur no later than 10:00 a.m. Guests must strictly follow the designated check-out time to allow time for housekeepers to adequately prepare the rented property for the next guests. Any Guest who overstays check-out without approval will be charged a minimum late check-out fee of $50.00. A fee equal to one (1) day’s rent will be charged to unapproved check-outs occurring after 11:30 a.m.
CANCELLATION POLICY AND FEES: All cancellations must be executed in writing. Damage protection insurance plans are non-refundable. If cancellations are executed thirty (30) days or more prior to arrival, all funds on deposit will be refunded, less a cancellation fee of $200.00. If cancellations are executed less than thirty (30) days prior to arrival, no funds on deposit will be refunded. Additionally, no refunds will be issued for early departures, delayed arrivals, or for reducing the number of nights reserved if such change is executed less than thirty (30) days prior to arrival. The Company strongly encourages Guests to protect the investment in their vacation by purchasing either a standard Travel Insurance policy, or enhanced Cancel for Any Reason Trip Insurance policy. These two insurance options are offered at time of booking or can be purchased at www.rentalguardian.com, within certain time restrictions, after booking.
MECHANICAL FAILURE: The Company cannot guarantee against mechanical failure of heating systems, air conditioning systems, hot tubs, televisions, satellite receivers, internet service, appliances, or utilities. Please report any inoperative equipment to Company personnel immediately. The Company will make every reasonable effort to schedule repairs as quickly and efficiently as possible.
STORM POLICY: No refunds will be given for trip cancellations or interruptions that occur due to inclement weather. June through November is hurricane season in Southwest Florida, so having a major storm threaten your vacation is a possibility. In the event Federal, state, or local governmental officials order a mandatory evacuation of the area due to an impending natural disaster, including, but not limited to hurricanes, floods, or tornadoes, Guests must evacuate their rental property immediately upon order. The Company strongly encourages all Guests to purchase either a standard Travel Insurance policy, or enhanced Cancel for Any Reason Trip Insurance policy at the time of booking. No refunds will be given for interrupted vacations due to natural disasters or mandatory evacuation orders that occur during your stay.
OCCUPANCY: Occupancy limits are outlined on each property listing. The Company has a “No Group” policy, which includes, but is not limited to spring break, college graduation parties, proms, wedding receptions, and other like functions. There are to be no house parties, events, or receptions without prior approval from the Company. By signing this Rental Agreement, Guests certify they are aware of the occupancy and age limits associated with their rental property and agree to property limitations. If at any time during the rental period the Company is made aware of any overcrowding situations or group gatherings, the Company reserves the right to terminate this Rental Agreement, with the Guest forfeiting the reservation and all funds on deposit.
AGE REQUIREMENTS: The Company only rents to responsible adults who are at least 25 years of age. Guests under the age of 25 who are not accompanied by a parent or legal guardian will not be permitted. Any reservations made under false pretenses will result in loss of advance payments and possible removal of Guest from the rental property.
PET POLICY: Cats are not permitted on any of our rental properties at any time. Other pets are allowed in select rental units when stated in the rental property listing. In rental properties that allow pets, one and only one pet is allowed. Certain breeds of dogs are prohibited in rental properties in the State of Florida. Those breeds include, but are not limited to Pit Bull Terriers, Staffordshire Terriers, Rottweilers, German Shepherds, Presa Canarios, Chow Chows, Doberman Pinschers, Akitas, Wolf-hybrids, Mastiffs, Cane Corsos, Great Danes, Alaskan Malamutes, and Siberian Huskies. Rental properties designated as “no pet” properties do not allow pets anywhere on or about the premises. If you choose to bring a pet, you will be required to pay a non-refundable pet fee, which varies by rental property. Guests are responsible for cleaning all areas around the property of all pet waste and any pet hair left inside the property or on the furnishings prior to departure. In the event pets cause damage or additional cleaning or laundering services are required due to pet hair, the Company will charge Guest for additional housekeeping services and/or repairs. Pets are not allowed on furniture or bedding at any time and should not be left unattended. Rental Guardian damage waiver policies do not cover any damages or flea infestations caused by pets. These expenses will be the sole responsibility of the Guest. IMPORTANT: If Company personnel discover a pet in or around a rental property without permission and/or no pet fee has been collected at time of booking, Guest will forfeit all funds paid for the reservation and/or a non-declared pet fee of $250.00 per pet will be charged, in addition to any repair costs.
PARKING: Each rental property offers a limited number of guest vehicle parking spaces. Please confirm the number of vehicles allowed before making your reservation. Only passenger vehicles are allowed at rental properties.
NOISE ORDINANCE: Local municipalities and the Company prohibit amplified music or other loud noises between the hours of 10:00 p.m. and 8:00 a.m. We ask that you remain respectful of your neighbors on the island at all times.
TRASH PICK-UP: Trash pick-up on Palm Island occurs on Monday morning each week. Guests are responsible for rolling trash bins to the street for trash pick-up where applicable. Trash bins must be removed from the street area within 24 hours of trash pick-up.
LINENS: Each individual property managed by the Company includes a basic supply of bed and bath linens, including sheets on each bed and one (1) set of towels per person up to the stated property occupancy limit. If additional linens are required, please make plans to bring them with you, or you can launder linens provided during your stay.
POSTED RULES: Guests must honor all posted property-specific rules. Further, Guests must abide by the NO SMOKING rule in all rental properties. Guest agrees to pay for any and all expenses if evidence of smoking on the rented premises is found, including, but not limited to deodorizing, cleaning, and costs of relocating succeeding guests if the subject property cannot be adequately prepared for such succeeding guest.
RIGHT OF ACCESS: The Company reserves the right to inspect all rental premises at any time during a Guest stay, without prior notice, to enforce the terms of this Rental Agreement. If the rented property is listed on the “market for sale”, the rented property may be shown to qualified prospective buyers during the Guest stay. Every effort will be made to schedule any property showing at a convenient time. Guests shall allow reasonable viewings of the rented property between the hours of 9:00 a.m. and 6:00 p.m., whether or not the Guest is present at the time of showing.
RENTAL ASSIGNMENT CHANGE: The Company reserves the right to change rental assignments without prior notice or liability in the event of a sale of a previously rented property, or if the unit becomes unavailable due to required maintenance or other reasons. When comparable accommodations are not available, Guest will have the option of selecting from other available rental properties or receive a refund of funds on deposit.
LISTING AND PRICING: Information regarding individual listings is believed to be accurate but cannot be guaranteed. The Company has made every effort to ensure all information listed on its website and other third-party websites is current and accurate. Rates, furnishings, fees, and taxes are subject to change without notice. The Company reserves the right to cancel or deny any reservation request.
LOST AND FOUND: Neither the Company, housekeepers, maintenance personnel, nor Property Owners will be responsible for Guest’s personal property left behind or lost during a stay. If we are able to recover any item(s) left behind, the Company is willing to ship the item(s) to the registered agent upon request. All shipping charges will be charged to the Guest to the credit card on file. Unclaimed items will be held for a maximum of 14 days, at which time the Company reserves the right to dispose or donate the items to a local charity.
DAMAGE PROTECTION: The Company has partnered with Rental Guardian to provide protection to travelers in the event any accidental damage occurs to rented properties during the term of the rental. Damage protection insurance is mandatory for all short-term rentals. The charge is based on the number of nights secured in each reservation, basically in 30-day increments. Under the provisions of the damage waiver purchased, Guests will not be required to pay for reported accidental damage to the rented property, including Property Owner personal property contained within the rented premises up to an aggregate amount of $1,500.00. In order to take advantage of the coverage, Guests are required to disclose any damages to the Company prior to check-out. Any damage exceeding the stated coverage maximum or damages not disclosed prior to check-out will be the responsibility of the Guest and charged to the credit card on file. Rental Guardian coverage provided to the Guest, as well as the exclusions contained therein, shall extend to all members of the Guest’s party and visitors thereof. Exclusions stipulated by Rental Guardian specifically limit the Guest’s coverage and do not release Guest from liability or damage due to the following:
- Unreported damage;
- Intentional, willful, reckless, or malicious acts of Guest or others on the premises;
- Acts of God;
- Damage or loss caused by a pet, whether approved or not approved;
- Theft from the rented premises of property owned by the Property Owner;
- Theft from the rented premises of property owned by the Guest;
- Negligence of Guest or intentional misuse of furnishings, appliances, equipment, or other amenities provided with the rented property;
- Damage caused while under the influence of alcohol or drugs;
- Damage to real property resulting from operation of any vehicle by Guest;
- Damage or deodorizing caused by smoking. All units are NON-SMOKING;
- Personal injury;
- Reservation made under false pretenses by an underage guest;
- Lost or misplaced keys. Guest is responsible for lock-out or re-keying charges;
- Loss of use of covered property. If damages make the property unrentable, Guests are responsible for any relocation costs of succeeding guests; and
- Any additional charges for excess cleaning required.
In cases of abuse or malicious damage to rented property, Guest will reimburse the Company and/or Property Owner for all damages, including attorney’s fees, if warranted.
TRAVEL INSURANCE: The Company strongly encourages Guests to protect the investment in their vacation by purchasing either a standard Travel Insurance policy, or enhanced Cancel for Any Reason Trip Insurance policy. The Company offers these additional travel insurance offerings at the time of booking to protect Guests against a number of situations, including trip cancellation. Standard Travel Insurance policies and enhanced Cancel for Any Reason Trip Insurance policies are available for purchase at time of booking, or within certain time restrictions after initial booking. All policies are available through Rental Guardian. Further information is available at www.rentalguardian.com.
CREDIT CARD AGREEMENT: Guest understands and acknowledges he or she is providing his or her credit card information as a guarantee of payment to the Company. Guest agrees to pay all rent, taxes, fees, and additional charges related to the rented property according to the terms of this Rental Agreement. Guest hereby accepts all terms of this Rental Agreement and accepts all liability for rent, taxes, fees, and additional charges related to the property rental, as well as any charges for damages not covered by the mandatory damage waiver purchased at time of booking. Guest understands these costs will be charged to the credit card provided at time of booking. In the absence of another payment arrangement, Guest hereby authorizes the Company to charge Guest’s credit card on file for payment of all required charges.
GOOD NEIGHBOR POLICY: Many of our rental properties are located in mixed-use neighborhoods that include both short-term guests and full-time, year-round residents. Guests are required to conform to all rules and regulations of rental properties. Violators are subject to immediate termination of this Rental Agreement and eviction.
TERMINATION: Any violations of this Rental Agreement can result in termination of this Rental Agreement and result in Company personnel entering the rented premises. Upon notice of termination of this Rental Agreement, Guest shall promptly vacate the premises. In the event the Company or a Property Owner is forced to resort to a legal process to enforce its rights under this Rental Agreement, Guest shall be responsible for reasonable attorney’s fees and other costs associated with such process. Guest agrees this Rental Agreement is entered into under the jurisdiction of the courts of Charlotte County, Florida, and consents to the personal jurisdiction of any court of competent jurisdiction located therein.
AGENCY DISCLOSURE: The Company serves as Agent and representative of the Property Owner of each rental property it its rental program and is acting, at all times, in and for the best interests of said Property Owner.
INDEMNIFICATION AND HOLD HARMLESS: Guest hereby agrees to INDEMNIFY AND HOLD HARMLESS the Company, the Company’s property manager(s), its employees, housekeepers, maintenance personnel, other service personnel, and the Property Owner for any and all liabilities, theft, damages, costs, or expenses whatsoever that arise from, or related to, any claim or litigation which may arise out of, or in connection with, Guest use or occupancy of the rented premises, including, but not limited to any claim or liability for personal injury, damage, or theft of property which is made, incurred, or sustained by Guests. By accepting this reservation and signing this Rental Agreement it is agreed that Guest expressly accepts and assumes the risk of harm or death arising from Guest’s use of the rented premises, including all members of Guest’s party or others whom Guest invites onto the rental premises.