*This is a generic example of our rental contract. Once reserved, you will receive a customized contract specific to your home which would need to be filled out and signed*
Beach Reunion Rental Policies
This agreement is between Beach Reunion, LLC (Company) and ____________________________ (Renter)
** Reservations/pricing/dates are not confirmed until reviewed by a member of the Beach Reunion staff. Beach Reunion reserves the right to notify you should there be a fault in the software preventing a proper reservation (i.e. nightly/weekly rates not being properly applied via the online software) or with any issues/questions regarding your reservation.
**If this is an online booking, no reservation is official until it has been reviewed and approved by a Beach Reunion staff member. An email from a Beach Reunion staff member will be sent to you within 24 hours of time of booking with an approval notice. If you do not receive an email within 24 hours please call our office for approval.
Check In - Check-in time begins at 3 pm central time or any time after. Please do not attempt to enter the home before 3pm. NO early check ins or late check outs are permitted during peak/holiday seasons. A fine will be assessed for guests who attempt to enter the property before 3pm. Tenants may not go to the property (including driveways, outside showers and pools) prior to check-in, as this will delay the cleaning and maintenance process.
Check out - Check out time is no later than 9:00 am central time. Guests who have not vacated the property by 9:00am will be subjected to a half-day rent charge. NO early check ins or late check outs are permitted during peak/holiday seasons. We ask that guests load and start the dishwasher(s), clean the outdoor grill, and place all trash in the outdoor trash receptacles upon departure. If the interior or exterior of a property is left excessively dirty, the guest will be responsible for all additional cleaning fees.
Reservations - When you book your reservation, the unit of your choice will be assigned but cannot be guaranteed when there are circumstances beyond our control. Although rare, examples are a house that is sold, or a house that has storm damage and is not rental ready. We will make every effort to relocate you to a similar property. Rates are subject to change based on season/availability. Rates will not be adjusted once a reservation has been confirmed by a member of our staff. Exact bedding/décor/amenities are not guaranteed the same as pictured as owners will often change items within the home.
Age Requirement – No reservations will be made for students or singles under the age of twenty-five (25). Underage drinking and/or partying are not allowed in any of the rental units. Restrictions may apply regarding the number of people that may accompany a parent or legal guardian. Non-compliance of these rules and regulations will result in immediate eviction with no return of all payments made.
Pets - Many Beach Reunion homes are pet-friendly; however pets are not permitted in rental homes unless agreed upon at time of booking. A $500 fee will be assessed if a pet is found to have been in the rental home without pre-authorization. Homes that are pet friendly require an additional non-refundable fee of $250.00 per pet. A maximum of 2 dogs are allowed at a maximum of 25lbs each. Please note that pets are not allowed on private or public beaches in Okaloosa/Walton/Bay counties.
*Service Animals: Beach Reunion is committed to providing accommodation to those with physical/emotional disabilities requiring a service or emotional-support animal. We operate under the terms of the Fair Housing Amendments Act of 1988, Section 504 of the Rehabilitation Act of 1973, and Title II of the Americans with Disabilities Act. If a guest requires the assistance of a service animal, he/she must request this at the time of booking in written form along with a note from the service provider, doctor or therapist verifying the need for the support animal. If this policy is violated, it may result in a fine up to $500 and possible eviction from the property with forfeiture of rent.
Smoking - All Beach Reunion properties are NON-SMOKING properties. Smoking is permitted outside or on balconies if the windows/doors remain shut. A minimum cleaning fee of $350 will be assessed if evidence of smoking is present. Guests are responsible for the disposal of all cigarette butts. If cigarette butts are found improperly disposed of on the property the guest will be subjected to stiff fines.
Weddings/Events – All weddings and/or events must be pre-approved by Beach Reunion, LLC. A $500 event fee will be assessed for any weddings or events. All events must meet local restrictions, HOA rules and follow noise restrictions. The guests are responsible for any permits necessary for beach weddings. Non-compliance of these rules and regulations may result in immediate eviction with no return of all payments made. Some counties required event permits. Please check with the county your home is in to determine if one is required. This would be separate from any permits required from Beach Reunion.
Damage Insurance – This Damage Insurance plan covers unintentional damages to the rental unit interior that occur during your stay, provided they are reported to management at the time of the incident. The policy will pay up to $3,000.00. Any damages that exceed $3,000.00 will be charged to the payment method on file. The Damage Insurance does not cover soiled, damaged or lost linens, theft or leaving the house excessively dirty. The Damage Insurance is built into the reservation at a $99.00 fee and is optional. If you choose not to purchase the damage insurance, Beach Reunion reserves the right to charge the credit card on file for damages found within the home.
Payment and Payment Methods – At the time of booking, a down payment of 1/3rd the total cost will be required by credit card, debit card, or electronic check. Visa, Mastercard, Discover and American Express are accepted. The down payment must be made at the time of booking.
Final Payment - Future payments along with the final payment must be made with an electronic check, check by mail, money order or cashier’s check only. If you are booking within 60 days of the arrival date, we must receive payment in full via credit card, debit card or electronic check at the time the reservation is made.
**If booking within 2 weeks prior to arrival, an electronic check will not be accepted. Payment must be made in full with a credit/debit card to ensure immediate verification of funds.
Cancelations – A minimum 90-day notice is required for cancelation. Cancelations that are made outside of 90 days prior to the arrival date will receive a full refund of rent, less the Damage Insurance ($99) and Administration Fees ($95). If canceled within 90-60 days prior to the arrival date, there will be a complete loss of the1/3rd down payment. Cancelations of less than 60 days will result in a 100% loss of the full amount of rent, including all tax and fees. Beach Reunion reserves the right to charge the card on file if canceled within 60 days prior to your arrival date if the final payment has not yet been made at the time of cancelation. If canceled and payment has not been received, Beach Reunion legally retains the right to seek remaining payment.
*Loss of money may be avoided by purchasing traveler’s insurance through Red Sky Travel, depending on circumstances.
Hurricane or Storm Policy – No refunds will be given unless the National Weather Service orders mandatory evacuations in a “Tropical Storm/Hurricane Warning area”
Travel Insurance – Travel Protection Insurance is available through Red Sky Travel which covers cancelation or interruption of your stay, travel delay, baggage delay, rental car damage, and emergency/medical expense. The plan is optional but we strongly recommend it.
*If traveler's insurance has been purchased, the policy is non-refundable after 14 days of purchase and will not be refunded if reservation is canceled. This is a policy of Red Sky Travel. *
If you choose not to purchase this coverage, no refunds will be given inside the 90 Day Period. The insurance premium, 7% of the total, is non-refundable and non-transferable. View more information: http://www.trippreserver.com
Cleaning Fee – A housekeeping fee will be included on all reservations. This fee will vary in price based on the size of the property. The house is professionally cleaned prior to your arrival. Please inspect it at check in and call housekeeping at 850-650-4544 in the event something is unsatisfactory. As we will send housekeeping back to the property to re-clean the reported areas, no refunds will be given for housekeeping issues. There is no fee within the first 24 hours to return and address the issue. Additional fees apply if housekeeping is called after the first day of $50.00 per hour.
**No Daily Housekeeping – Daily housekeeping service is not included in the rental rate however is available for an additional cost and can be discussed directly with housekeeping. Beach Reunion will provide bath towels, hand towels and wash clothes. Beach towels are not provided. Beach Reunion’s towels and linens are not the be removed from the home.
Supplies – You will be provided with a startup supply of hand soap, toilet tissue, dish detergent, paper towels and trash bags. Once this supply is used, you are responsible for providing your own items. Bed and bath linens, blankets and pillows are also provided. All kitchens are fully equipped. Please bring your own beach towels and do not use the bath towels at the pool or the beach.
Service and Maintenance Calls – While issues are unfortunate, they are a reality when dealing with any form of real estate. If an issue is reported, it will be scheduled based on the level of severity of each issue. We do guarantee response within 24 hours. Our goal is to ensure every guest is taken care of, however below are some guidelines to help make your stay more enjoyable:
- Air Conditioner: Please do not leave doors open while the a/c units are running. This will cause the a/c unit to freeze up which can require up 24 hours to thaw. Requests for air conditioner service must be made by 7pm central in order to be addressed the same day due to vendor restraints. All calls after 7pm will be addressed the next morning. Please do not set thermostats below 72 degrees to prevent the unit from freezing.
- Refrigerator: One of our most common service calls is for the fridge not cooling shortly after check in. Please allow 24 hours for the fridge to cool back down after filling it with groceries. If after 24 hours the temperature has still not gone down, please call to request a member of our maintenance team to assess the situation.
- Hours of Operation: Maintenance is available from 9am-5pm central. Please report all maintenance issues before 4pm. Issues reported after 4pm will be addressed the following day.
- Emergency Line: We have a member of our staff on call 24/7 for MAJOR emergencies. Emergencies include gas leaks, fire, lock out and whole-house power outages. Service calls such as pools, pool heat, appliances, TVs, internet, showers/toilets, etc are not considered emergencies and need to be reported to the office during business hours.
We pride ourselves on guest satisfaction and will address all issues in a timely manner. If the issue is not able to be rectified by a member of our maintenance team, we will schedule an outside vendor to address the issue. As we do address all issues, refunds will not be offered for any maintenance issues which arise during your stay.
Pool/Spa Policy – Diving or jumping into the pool or hot tub may result in head, neck, or spinal injuries. As the renter, you accept the risk of the pool and specifically agree that no minor will swim in the pool unaccompanied by an adult.
Part A) Pool/Spa heat is ONLY offered seasonally between October 1st and May 1st for an additional fee, however, please note that if the temperature falls below (52) degrees, we cannot guarantee the heater to run at full capacity. A fee is required to heat private pools and or spas and must be added at least 7 days prior to your arrival date. *Pool Heat must be purchased for duration of stay and will be billed at the time of request. During times of inclement weather, the chilly rain will possibly cool down the pool. Please allow time for the pool to recirculate and rise in temperature once the rain has passed. No refunds will be issued due to weather-related decreases in the water's temperature. Please contact a Beach Reunion representative for details about the additional cost. Allow forty-eight (48) hours for pool heater to heat the pool water to the set temperature. Tampering with pool equipment may result in injury and/or a fine of up to $350. *Hot tubs in most rental homes are not automatically heated. Homes offering a hot tub as an amenity may have restrictive times and additional fees associated. Please contact a Beach Reunion Representative for additional information. Spas which overflow into the pool cannot be individually heated without heating the pool as well. For this reason, they will not have the option to be heated between May 1 – October 1st.
Part B) Pools and hot tubs have electrical/mechanical components. These components can sometimes malfunction. Beach Reunion and the Homeowner cannot be held responsible for any malfunctioning pool or hot tub. Please inform us as soon as possible if your pool or hot tub is not working properly. No compensation will be given for a malfunctioning pool/spa. Beach Reunion will do everything in its power to rectify any problems with malfunctioning equipment as quickly as possible. All pool equipment must be operated by a licensed professional. Community or condominium pools are not controlled or maintained by Beach Reunion, LLC, and Beach Reunion, LLC cannot be held responsible for any inconvenience resulting from the pool. If you feel your pool's heater is not working properly, please call the office during normal business hours, 9am-5pm. This is NOT considered an emergency.
Noise Ordinance – Quiet time for all properties is 10:00 P.M. until 7:00 A.M. This is the ordinance enforced by the county. Please be considerate of your neighbors. Radios, stereos, and all other entertainment devices will be played in compliance with the decibel level. The decibel levels cannot exceed fifty (50) decibels between the hours of 10:00 P.M. and 7:00 A.M. outdoors. Music played inside may not be heard outside of the property with the doors and windows closed.
Beach Nourishment & Construction - Some areas along the beaches may be involved in beach nourishment projects or construction projects during your stay. You may experience some inconvenience due to these endeavors. Beach Reunion cannot predict when or where these jobs will begin or how long they will last. Since we have no control over these situations, no compensation or moves to other properties are permitted.
Beach Service - Beach service availability is seasonal only and only for designated homes as noted in the descriptions. Beach service is not guaranteed to be available. This is a service provided by an outside vendor and not in Beach Reunion’s control. Please contact a reservationist to determine beach service availability dates.
Owner Closets - Many of our homeowners maintain a locked closet and or utility room in their home for storage of personal items. Please respect these locked closets and storage rooms and do not attempt to open them. Any damage to this area of the rental property will be billed directly to the guest, since this type of damage is willful and not covered under the Security Deposit Waiver Fee.
Lost and Found - Beach Reunion will not be responsible for any items that you leave in your rental home. Lost items will be held for two (2) weeks. After that time, all unclaimed items will be donated to a local charitable organization. If requested, items left behind will be returned via UPS at guest’s expense
a) Owners and Managers of this property are not liable for loss, damage of property, injury to me or my guests during my stay on the premises.
b) I hereby release, waive, discharge and covenant not to sue the owners of this property, its officers, staff, agents, or employees for any liability, claim and or cause of action arising out of or related to any loss, damage or injury, including death that may be sustained by me or to any property belonging to me arising out of use of the house or property.
Total rent is due (60 days) 2 months prior to rental date. (due date)
For any payment made after your initial down payment, a check, electronic check or money order is required. Credit/Debit cards are only permissible for the initial payment made to Beach Reunion, LLC.
If you choose to mail your payment(s), please remit to:
Beach Reunion, LLC
136 South Holiday Rd
Miramar Beach, FL 32550
Preparation of rent agreement: This document serves as an agreement to rent for the specified property. All parties will execute the rental agreement no later than 48 hours of contract issuance.
Other Agreement: No modification or changes to this Contract will be valid or binding unless in writing and signed by both Parties.
Landlord: Beach Reunion, LLC