Palmetto Sands Rental Policies
Palmetto Sands, LLC.
dba Palmetto Sands Vacation Rentals
GUEST RENTAL AGREEMENT
1. USE OF PROPERTY
All properties and furnishings are privately owned, with Palmetto Sands, LLC acting solely for the owner. Guest acknowledges that he is a licensee of the owner and not a tenant, and does not acquire any interest in the property under this rental agreement. Neither Palmetto Sands LLC, nor the property owner is responsible for any damage or personal injury which might occur at the property, nor for any articles lost, stolen or left on the property. Although seldom necessary, the rental address is subject to change, and Palmetto Sands, LLC will make every reasonable effort to provide comparable accommodations. If comparable accommodations are not available, Palmetto Sands, LLC will refund all advance monies paid.
2. CHECK-IN TIME
Check- in time is 4:00 PM or after; please ensure that you do not arrive before then as the property and its amenities will not be available prior. Every effort will be made to ensure your property is cleaned and ready by 4:00 PM but it is not guaranteed. After hours check–in is available with prior notification.
3. CHECK-OUT TIME
Check-out time is 10AM or before. There will not be any refunds given for early check out or for no shows. Please secure the property prior to your leaving!
4. GUEST WELCOME PACKETS, KEYS AND PASSES
Guest Welcome packets, plantation passes, and keys may be picked up at our office located at 17 New Orleans Rd, Suite B. Guests may pick up the keys and check-in package at 4:00 PM or later on the day of check-in. If the property is available earlier on the day of check-in, Guests may provide a mobile number and the office staff will contact you. The keys must be returned to the same location. If the keys are not returned to the Agent, a $50 charge will be made to the Guest’s credit card. During the guest stay if the guest incurs a lockout the guest will be charged $50.
5. DEPOSIT
A deposit of 50% of the rental rate, taxes and the 4% reservation fee is required to confirm the reservation. Deposits can be paid by check, Master Card or Visa. Guest authorizes Palmetto Sands, LLC to place the rental deposit in an insured interest-bearing account in a South Carolina bank. Guest understands and agrees that all interest earned will be retained by Palmetto Sands, LLC.
6. BALANCE
Your balance must be paid by check, money order, or credit card at least 60 days prior to your arrival for homes and 60 days for villas. If check or money order for the balance is not received 60 days (for homes) or 60 days (for villas) prior to arrival, the credit card listed herein will be charged the balance due. Upon paying the balance in full, a final confirmation will be sent via email, or fax, or US Mail.
7. CANCELLATION POLICY
If a reservation is cancelled more than 90 days (for homes) or 60 days (for villas) before the arrival date, a cancellation fee of 5% of the rental will be charged. If the cancellation occurs between 90 and 46 days from the arrival date the guest will forfeit the 50% deposit and the non-refundable reservation fee. If the cancellation is made 45 days or less from the arrival date the total rate, reservation fee & taxes will be forfeited. Changes in dates must be made at least 90 days before arrival date. Palmetto Sands LLC will not issue refunds or credits due to weather conditions. Travel insurance can be purchased for 6.95% of your total rental, and is recommended.
8. TRAVEL INSURANCE
Travel insurance is offered by Palmetto Sands LLC through CSA Travel Protection. When you purchase the insurance you are protecting your vacation investment if there is an unforeseen incident which requires cancellation of your vacation rental, or if there would be a mandatory hurricane evacuation. Trip cancellation insurance is 6.95 %. of your total fees; please call CSA at 866-298-6846 if you have questions.
9. GUEST SECURITY DEPOSIT FOR DAMAGES
Guest agrees to provide a valid credit card account to be held for the purposes of a Security Deposit. Guest agrees to indemnify Agent for any damage to the property, fixtures, and furnishings, (including attorney’s fees) caused by the Guest’s negligence, or any person in the Guest’s party, or their Guests during occupancy. Palmetto Sands shall conduct a Check-Out inspection of property after each guest departure. Should damages be evident during the inspection, Guest authorizes Agent to charge Guest’s credit card for any damages not covered by the CSA Security Deposit Protection Plan, including but not limited to excessive cleaning, or any unnecessary service calls that occur during the Guest’s occupancy. If the Guest’s credit card is charged, a receipt and documentation will be sent to Guest within 45 days of departure.
A Security Deposit Protection Plan is available for purchase by Guest for an additional charge of $ 19.95 and protects the Guest up to $1000.00 for accidental damages to the property during your stay. This Protection Plan is highly recommended to all Guests to protect your interests in the event of accidental damage to the property, fixtures, or furnishings during your stay. This protection plan does not cover damage caused by: pets chewing, pet urination stains, excess dander, hair or linen damage from allowing pets on the furniture or beds, spillage of food and beverages on upholstery, or carpet.
Guests choosing Palmetto Sands coverage must complete a Palmetto Sands damage report at the Palmetto Sands office prior to the Guest departure in accordance with Palmetto Sands Protection Plan provisions.
10. PETS
No pets are allowed in any property unless the property is designated “PET FRIENDLY”. A non-refundable pet fee of $150.00 must be paid with the balance due for any pet per dwelling. If a pet is found in an unauthorized property Guest and other occupants will be required to leave immediately without any refund, and an additional fee of $350.00 will be charged to pay for additional cleaning .
11. AGE REQUIREMENT
Guest represents, guest reserving and occupying the property must be at least 25 years of age. The person signing the contract must occupy the property the entire length of the reservation.
12. GUEST CAPACITY
The number of guest permitted to occupy the property is limited to the number of occupants indicated on the rental confirmation. Children under the age of 3 are not included in the total. Exceeding the maximum occupancy violates the terms of this contract, and may result in immediate termination of this agreement, and vacation of the property without any refund.
13. GUEST OCCUPANCY
House parties are strictly prohibited. Use of the property for any purpose other than residential vacation purposes must be approved in advance by the Agent. If the property is to be used for an event such as wedding or reception the Guest must have approval from Palmetto Sands, LLC. If approval is given an additional deposit of up to one thousand dollars ($1000.00) may be required. If Guest misrepresents an event or other use of the property to Palmetto Sands, LLC, Guest may be evicted immediately and forfeit all monies paid.
14. POOL HEAT
Pool and Spa heat is available at an additional charge and must be scheduled at least 14 days prior to arrival. As outside temperatures fluctuate throughout the year, and a variety of pool systems are used at each property, the cost for heating the pool \ spa can change by month and property. If you are vacationing in the late fall, or winter, and require pool \ spa heat please ensure you have contacted a Palmetto Sands representative to discuss the choice of property and costs for pool \ spa heat. Pool using Heat Pumps will not heat a pool adequately if the outside temperature is below 60 degree (F). Due to unforeseen problems with heating the pool or hot tub, we will refund unused heat, but there will not be a refund on the rental or move Guests to a new property.
15. FURNISHINGS
Furnishings in the property are not to be moved and or rearranged. There will be a minimum fee of $50 per room assessed to move the furnishings back into their original location.
16. MAINTENANCE
The property may require maintenance due to equipment failure. The situation will be handled in a timely manner by a professional. Guest agrees to give access for repair service and will not be given a credit if this situation arises.
17. VEHICLES
Vehicles are only permitted in designated parking. If vehicles are found on the property grass, Guest will be charged an additional fee of $150 to their credit card. Villa complexes and plantations do not permit boats, jet skis, motorcycles, trailers or RVs.
18. RATES
All rates are subject to change before confirmations. Please note holidays and Heritage weeks may be different than posted. All rates are quoted by the week with Check-In and Check-Out on Saturdays, unless indicated otherwise in the confirmation details. The rates are for property rental only and do not include SC or local taxes, reservations fees, or other optional service fees.
19. USE OF PROPERTY
Users of the property, including Guests and others on the property, must comply at all times with Town of Hilton Head ordinances and the covenants, rules and regulations applicable to the regime in which the property is located. Failure to comply with laws or rules and regulations may result in eviction with no refund. Please note there is a 10 P.M. ‘No Noise” ordinance in the Town of Hilton Head Island which applies to all properties rented by Palmetto Sands. Outdoor noise levels should be maintained at a level such that neighboring homes cannot hear them.