Find a Vacation Rental

Palmetto Sands Vacation Rentals Policies

Palmetto Sands, LLC
dba Palmetto Sands Vacation Rentals

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 or acceptable Palmetto Sands, LLC will refund all advance monies paid immediately

Check-in time is 4:00 PM or after; please do not arrive before then as the property and its amenities may not be available prior. After hours check-in is available with prior notification, there is an after hours box located at the Palmetto Sands Office to the right of the front door of the entry to the building.  Please note that all the bed linens and towels are provided for guests, there are no beach towels or beach chairs provided. Each property has a “starter supply” of paper towels (1 roll), tissue paper per bath (1 roll), one trash bag per container, 1 packet of dish soap (1 load of dishes) and 1 mini bar of soap per bathroom. These items are sufficient for one day and guest must purchase items as needed for the remainder of the stay. The staff at Palmetto Sands does not have an inventory of supplies as these items are provided by the cleaners upon the guest arrival. We also highly suggest bringing additional dishcloths, dish towels and hot pads/oven mitts to remove items from the oven.

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 and return all keys to our office prior to 10am upon departure date.  If items are left behind upon your departure a Palmetto Sands member will attempt to collect the item(s) on the behalf of the guest.  The item will be sent from the Island Postal Center, the guest credit card will be charged the cost of shipping plus an additional cost of $20 for courier services.

Guest Welcome packets, plantation passes, and keys may be picked up at our office located at 22 New Orleans Road on Hilton Head Island. 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, the Palmetto Sands staff member will call the cell number provided by the guest on the reservation as soon as the property is available. Neither the check-in package nor the car passes are given until the property is ready for guest arrival, there are no exceptions. The keys must be returned to the Palmetto Sands office, if the keys are not returned to the Agent, a $75 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 per trip and the charge will be made to the guest’s credit card on file.

A deposit equal to 50% of the base rental rate is required to confirm the reservation.  Deposits can be paid by Master Card, Discover 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.

Payment by check, e-check or money order is required for the remaining balance and is due no later than 60 days prior to the “Check-In” date for your rental period. Checks are to be made out to Palmetto Sands, LLC and mailed to 22 New Orleans Road Suite 2, Hilton Head Island, SC 29928. Upon paying the balance in full, a final receipt will be sent via email.

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 total rental will be charged. If the cancellation occurs between 89 and 46 days from the arrival date the guest will forfeit the total 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. If you have any questions regarding travel insurance please call CSA Travel Insurance at 866-298-6846.I_Inital_3]

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.  The fee for Travel Insurance is 6.95 % of your total fees. Please call CSA, the insurance carrier providing the insurance at 866-298-6846 if you have questions.

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, 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.


An Accident Protection Plan is available for purchase by Guest for an additional charge of $24.95. This Accident Protection Plan covers the Guest or persons identified in your reservation information as members of your rental party for accidental damage to the property of $500.00 or less for accidental damages during your stay. This protection plan does not cover damage caused by the following: pets chewing, pet urination stains, excess pet dander, pet hair or linen damage from allowing pets on the furniture or beds, spillage of food and beverages on upholstery, linens or carpet, using the appliances and furnishings without reasonable care and consideration, or  general neglect or abuse of the property.The Accidental Protection Plan requires any damage must be reported to Palmetto Sands office prior to your “Check-Out” time. The Accidental Protection Plan does not provide coverage for damage of any kind after your departure.

No pets are allowed in any property unless the property is designated “PET FRIENDLY”.  A non-refundable pet fee of $150.00 which covers up to two dogs per rental plus tax of 10% 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 cleaning the property. Bringing your dog is a privilege and dogs are not permitted to lay on the furnishings or bed linens to avoid damage to the cloth or leather or the collection of excessive dog hair requiring profession treatment or laundry services.  If excessive dog hair is found by our inspectors on the linens or furnishings, any urine on flooring, bedding or furnishings upon the guest departure the guest will be responsible for all expenditures and the credit card on file will be charged and a receipt will be provided. Guests are responsible to pickup and properly dispose of all dog feces prior to departure.  If the inspector finds feces in the yard or surrounding area of the home upon your departure the guest will be charged a minimum fee of $50 but will not exceed $100 and will be charged automatically to the credit card on file, a receipt will be sent.

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. Where this “Age Requirement” policy is violated and the majority of unrelated Guests occupying a home are found to be under 25 years of age they may be evicted and all monies paid will be forfeited.

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, guests must vacate the property immediately without any refund.

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.

Pool and Spa heat is available at an additional charge and must be scheduled at least 14 days prior to arrival. Please note if a property has a hot tub it will not be heated without a cost to the guests. 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.  Pools and or hot tubs using Heat Pumps will not heat properly 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.

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 and the guest credit card will be charged and a receipt will be sent.

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 are not required to be at the property when the maintenance company arrives. There will not be a credit given to the guest if this situation arises.

Vehicles are only permitted in designated parking, either in the parking garage, parking space, the driveway, a hard surface parking pad or the private garage.  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.

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 posted are for property rental only and do not include SC or local taxes, reservations fees, or other optional service fees which will be on the contract.

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.

ALL PROPERTIES are designated as non-smoking.  If we find that a guest has smoked in the property or on the porch/patio or balcony the guest will be charged for any cost pertaining to the removal of the smell to the property (ie: carpet cleaning, upholstery cleaning, drapery cleaning, ozone machine rental and any other items found necessary).  These charges will be billed to the credit card on file for the reservation and a receipt will be sent immediately.

Palmetto Sands LLC cannot guarantee against mechanical failure of heating, air conditioning, Hot Tubs, TVs, Cable and Internet Services, washers, dryers, grills, pool equipment, or other appliances. Please report any inoperative equipment to our office immediately. Palmetto Sands will make every reasonable effort to have repairs done quickly and efficiently by local Service companies. No refunds, compensation, or rent reductions will be made due to failure of appliances, Services, or equipment. No refunds for early departures (less days than reserved). No refunds will be given for delayed arrival. No refunds for reducing the number of nights reserved.
Guest(s) agree to indemnify and hold harmless the Owner and Agent for any liabilities, theft, damage, cost or expense whatsoever arising from or related to any claim or litigation which may arise out of or in connection with Guest(s) use and occupancy of the rental property including but not limited to any claim or liability for personal injury or damage or theft of property which is made, incurred or sustained by Guest(s).