Rental Policies for Hilton Head Vacation Rentals
The following terms and conditions apply to any and all reservations made by guests with Hilton Head Vacation Rentals to rent accommodations as provided per contract:
OFFICE HOURS: The office is open Monday thru Saturday from 9:00am to 5:00pm. You are able to make reservations 24 hours a day online at our website: www.800beachme.com.
CHECK-IN TIME IS 4:00 - 6:00 PM: Occupancy is not available until property is declared ready by agent. No exceptions to this policy will be made. We will make every effort to have all properties prepared for your arrival but we cannot guarantee it.
CHECK-INS: At the Agent's discretion, we will be mailing out your complete check-in package to you 2-3 weeks prior to your arrival (*Full balance must be paid 30 days prior to arrival and rental agreement signed and returned). Arrival packages not mailed will be available for pickup between 2pm and 5pm. Arrivals after 5pm will need to call the office for late arrival instructions.
CHECK-OUT TIME IS BY 10:00 AM: Guest not departing as agreed is subject to additional charge.
ADVANCE RESERVATIONS: Current guests have the first option to rebook the same property for the following year if the property is available. The advance reservation must be made within 1 week after the current year's departure.
RATES: We act as an agent for individual property owners; hence prices may change from the published rates. We are not responsible for typographical errors in any printed literature or on the Internet. Published rates are weekly (Saturday to Saturday) and reflect payments made by cash/check. A 2.95% Convenience Fee will be added for all other payment types. All rates, taxes and fees are subject to change without notice. While most of our properties rent on a weekly basis (Saturday to Saturday), select units are available for partial weeks.
PAYMENT POLICY: A deposit of 40% of the total price is required for all reservations. If making payment by check, the deposit must be received within 10 days of making the reservation. Final payment is due 30 days prior to arrival. No personal checks will be accepted after this date **Exception: Reservations made within 30 days of arrival must be paid in full by credit card at the time of booking and all monies paid are non-refundable at that time.
CANCELLATION POLICY: All cancellations must be in writing. For cancellations made prior to 91 days of arrival, there will be a cancellation fee of 4% of the full contracted amount. Cancellations made between 90 days and 31 days of arrival will result in a *forfeiture of the 40% deposit. Cancellations within 30 days of arrival will result in a *forfeiture of full contracted amount. Cancellation Insurance is available for an additional fee. (This insurance is available only to guests who reside in the U.S. and Canada. Third party reservations are also not eligible.) No refunds will be given for early check-outs or no-shows. (*unless time period is able to be re-rented equal to the same amount of the contract)
TRAVEL INSURANCE: Travel Insurance is available to all guests residing in the United States. You may purchase travel insurance up to the final payment; however, coverage may be limited when insurance is purchased outside of the guidelines listed in the Description of Coverage. Once insurance is purchased you have 10 days from the purchase date to cancel (providing you have not left on your trip). After that date, the insurance is non-refundable. Please note, you must be able to travel at the time you purchase coverage.
The cost of the insurance plan is 6.95% plus tax of your total rental, including all taxes and fees. Should you have questions about coverage you can call CSA Travel Protection at 866-999-4018, mention Plan Code 330CSA, or visit their website at www.vacationrentalinsurance.com.
The following are highlights of the Vacation Rental Insurance brochure from CSA. You may request a free copy of the brochure, or visit their website for full details.
Schedule of Benefits
|Trip Cancellation||100% of Reservation Cost (Maximum Limit $50,000)|
|Trip Interruption||100% of Reservation Cost (Maximum Limit $50,000)|
|Travel Delay||$600 ($200 Daily Limit Applies)|
|Baggage and Personal Effects||$1000|
|Travel Accident||$100,000 (Accidental Death & Dismemberment)|
|Emergency Assistance||$500,000 (Emergency Medical Transportation)|
|Medical or Dental Expense||$25,000|
|Rental Car Damage||$25,000 (Not available to residents of TX and OR)|
The following coverage and benefits are a sample of the listed coverage and are described on a general basis.
- Trip Cancellation or Interruption due to Sickness, Injury or death of you, your Family Member or Traveling Companion.
- Mandatory Evacuation at your destination due to adverse weather or natural disaster. In order to cancel or interrupt your Covered Trip, you must have 4 days or 50% of your total Covered trip length or less remaining at the time the mandatory evacuation ends. Benefits for this coverage are NOT payable if a hurricane is named on or before the Effective Date of the Insured's Trip Cancellation Coverage. (Effective Date is 12:01AM Standard Time on the day after your premium is received.)
- Being directly involved in a documented traffic accident while en route to your vacation rental.
- Military Leave involuntarily revoked (within 30 days of your departure date).
- Termination of Employment or Layoff that occurs more that 15 days after your effective date and was not under your control. You must have been with the same employer for 5 years prior to termination or layoff.
- A transfer of Employment of 250 miles or more
- Common Carrier delays resulting from inclement weather, mechanical breakdown, or organized labor strikes
MONTHLY RENTALS: A deposit of 20% of the rental amount is due within 10 days of booking the reservation. An additional 20% is due 120 days before arrival. Final payment is due 60 days prior to arrival. Mark your calendar as no reminders will be sent out. No personal checks will be accepted after this date **Exception: Reservations made within 60 days of arrival must be paid in full by credit card at the time of booking and all monies paid are non-refundable at that time.
MONTHLY RENTAL CANCELLATION POLICY: The original 20% deposit plus reservation fee is non refundable. Any date changes or cancellations after 120 days prior to date of arrival will result in all deposit monies being forfeited. After 60 days prior to arrival, any change or cancellation will result in a forfeiture of full contracted amount. Any rental exceeding 28 days will be considered one reservation for cancellation purposes.
TAX: A Town and State tax totaling 10% is added to all reservations unless guest stays over 90 consecutive days.
RESERVATION FEE: A reservation fee will be added to each reservation and the cost varies based on the specific property and the time of year.
ADMINISTRATION FEE: Up to an 8% Fee is charged on all reservations, cost varies based on the specific property and the time of year. The administration fee includes:
- Peace of Mind Damage Plan covers all "reported" accidental damage that occurs with a maximum limit of coverage** Coverage Limits. If the cost of the damage exceeds these limits, the guest is fully responsible and will be billed for the additional damage.
- Guest Services - Express Check In : At Agent's Discretion, we will be mailing out your complete check-in package to you 2-3 weeks prior to your arrival (*Full balance must be paid 30 days prior to arrival and rental agreement signed and returned). **At all other times, check in packages will be available for pickup between 2pm and 5pm. All Arrivals after 5pm will need to call the office for late arrival instructions Please note: All Oceanfront high rise villas at Turtle Lane will need to check in with the office. All Island Club guests will check in through the onsite reception office
- Property preparation - Pre arrival inspections and Departure inspections During stay assistance including 24 hour availability
- Concierge Services -Golf tee times, tennis, water activity rentals, bike rentals, baby needs etc.
- Guest ID Card that offers discount for golf, restaurants, shopping, portraits and lots more!
SECURITY DEPOSIT: A Security Deposit is required for all rentals. In lieu of a CASH deposit, an accepted credit card will be acceptable. The amount of a CASH deposit is at the discretion of the Agent; however, the minimum suggested deposit amount is EQUAL to the rental rate or $500, whichever is greater. Guest acknowledges Agent's authority to charge Guest's credit card for damages to the unit occupied by the guest and/or his/her guest.
PEACE OF MIND DAMAGE PLAN: The Accidental Damage Plan covers all "reported" accidental damage that occurs with a maximum limit of coverage** See Below for Coverage Limits. If the cost of the damage exceeds these limits, the guest is fully responsible and will be billed for the additional damage.
**This plan does not apply to all reservations, please contact our office to find out if your reservation applies**
Accidental Damage Plan Does Not Cover:
- Intentional acts that result in damage
- Gross negligence or willful and wanton conduct
- Acts of God
- If the guest does not report the damage to Resort Rentals of Hilton Head Island staff by the time they check-out of the property
- Property/Complex Keys- All keys must be returned to the rental office upon departure or the guest will be charged the cost of re-keying the property plus replacement of complex security keys/ pool/ tennis keys.
- Normal Wear and Tear
- Damage or loss caused by a pet brought onto the premises
- Loss of use of the covered property - If damage makes the property unrentable, guest responsible for any relocation cost of incoming guests.
- Theft, loss or damage of any property owned or brought onto the premises by a covered guest
- Personal injury
- Any reservation made under false pretenses by an underage guest
In the case of abuse and malicious damage to rental property, guest will reimburse Resort Rentals of Hilton Head Island and/or owner the amount of all damage including attorney's fees if warranted.
Any damage must be promptly reported to Resort Rentals of Hilton Head Island. When reporting or before departure date, you will need to call or stop at the rental office to let the front desk know. The Staff of Resort Rentals of Hilton Head Island will have ultimate authority on determining the extent of damage, repairs necessary and Plan eligibility.
Effective Dates of Coverage: Arrival Date to Departure Date
The plan will take effect upon your arrival and will continue to cover you until your departure date.
1 or 2 Bedroom Villa $500
3 or 4 Bedroom Villa $1250
2 to 4 Bedroom Home $1500
5 to 6 Bedroom Home $2000
7 to 8 Bedroom Home $3000
CHECK POLICIES: A $35.00 service charge will be incurred for any returned checks. Foreign Travelers: Your checks must be issued in U.S. funds and drawn on a bank that operates within the U.S. Federal Reserve System.
WEATHER REFUNDS: NO Refunds will be given for Cancellation or Interruption that occurs due to inclement weather. Travel Insurance is available for an additional fee (**Restrictions Apply). For more information visit www.vacationrentalinsurance.com.
WEBSITE/AFTER HOURS RESERVATIONS: Once you have made your reservations, a vacation specialist will contact you to confirm and finalize your rental within 48 hours. The reservation is not final until approved by agent. Once approved, the reservation is subject to all terms, conditions and policies.
OCCUPANCY: Rental Guest understands that we will accept families, married couples and responsible adults over the age of 25 ONLY with the exception of married couples where at least one of the individuals is over the age of 21. (Non-family rentals that meet these requirements will be required to pay a CASH security deposit). Resort Rentals of Hilton Head Island does not rent to high school or college groups. House parties are prohibited. You certify that you have read carefully the limitations placed on the number of persons permitted to occupy the premises, and agree to abide by such limitations: if not, you will be asked to leave with no refund. Any complaints will be dealt with on an individual basis with additional Security Deposit required if situation warrants.
USE: Any use of the rental property for a purpose other than residential use for a family vacation must be approved by the Agent. A request must be submitted for use for any event such as weddings, receptions, family reunions or other large gatherings. If the event is approved, the Guest will be required to pay an additional deposit to be determined by the Agent and abide by Agent's determination on the requested event. The Agent reserves the right to cancel your rental reservation and occupancy of rental with no refund if Guest misrepresents an event.
REPAIRS AND MAINTENANCE: Guest understands that Dwelling is a privately owned home or villa and is being made available for rent. Should the dwelling be undergoing any major repairs, Agent may provide guest with substitute comparable accommodations. In the event of a failure in heating or air conditioning or a major appliance and the Agent is unable to secure timely repair after notice of failure, a rate adjustment may be made at the discretion of the Agent as a rate not to exceed 10% of the basic daily rate. Agent also reserves the right to move guest to comparable accommodations, if deemed necessary by rental agent, with no rate reduction.
DAMAGE: Guest agrees to indemnify Owner & Agent for any damages to the Dwelling, grounds, furnishings, and household items, which is a result of your occupancy, excluding normal wear and tear. In the event that damages result from a guest's occupancy, Agent is authorized to utilize the "Security Deposit" to reimburse the Owner for said damages.
Exception: Issues/damages reported to Resort Rentals of Hilton Head Island that are covered by the Peace of mind damage plan.
Agent & Owner will not be liable for any damages to property nor liable for any accident that may occur to you during your occupancy in or on the property. Owner & Agent are not responsible for articles left on premises. There will be a $10.00 charge in addition to shipping charges for handling the return of any articles.
KEYS: Some properties have keyless entry locks, if not you are issued 2 sets of keys. As these are privately owned properties, you are responsible for lost keys. The unit must be rekeyed in the event that keys are lost, misplaced, or non-returned keys. Complex security keys and pools keys subject to a charge of $50.00 or more based on the replacement cost. The guest will be responsible for the cost of this procedure. Guest is responsible for keeping the property locked. Neither the Owner nor the Agent will be held responsible or liable for theft or loss.
CAR PASSES: Car Passes (where applicable) are limited to the number of bedrooms in the property. Please make arrangements to meet guest outside of the plantation gates. Additional fees may be charged if duplicate passes have to be provided.
PLANTATION/COMPLEXES: Please be aware that the Plantations and Condominium Complexes do not allow trailers, commercial vehicles, motor homes, motorcycles and/or recreational vehicles and rooftop cargo (i.e. Kayaks, Canoes etc.) other than Cartop Carriers.
PHONE SERVICE AND INTERNET ACCESS: Nationwide long distance is provided during your stay at no additional charge. For calls to Alaska, Hawaii, Puerto Rico and Canada, please use either a cell phone, calling card or credit card. All properties are equipped with wireless internet.
PETS: While some of our properties are "DOG Friendly", (we do not allow Cats, Rabbits, Guinea Pigs, Snakes, Birds, etc.) pets are not permitted in our homes or villas or on the premises - unless prior approval from agent. This policy will be STRICTLY ENFORCED. The Agent reserves the right to cancel your rental reservation and occupancy of rental with no refund plus charge $200.00 to treat the property for fleas.
POSTED RULES: All rental guests will honor posted rules and use of the rental property. It is further agreed that all guests will abide by the NO SMOKING ban at all homes and villas. Guest agrees to pay for any or all expenses (deodorizing, cleaning and if property cannot be prepared for the next guest, the cost to relocate said guest) if evidence of smoking is found.
AVAILABILITY OF PROPERTY: In the event that the Owner of this privately-owned dwelling elects to remove his property from the management responsibility of Resort Rentals of Hilton Head Island or elects to use the property for their personal use, Agent shall be held harmless by Guest. Agent will attempt to provide comparable accommodations at the original rate. If a comparable property is not available, company's sole responsibility will be to refund full guest payment. In addition, if the property is not available for use because of an Act of God, cancellation policy will still apply to all monies held in escrow by Resort Rentals of Hilton Head Island.
LIABILTY: Guest agrees to indemnify and save Agent, its employees and agents, free and harmless from any claim or liability for any loss or damage whatsoever arising from, related to, or in connection with the rental of the above premises, including but not limited to any claim or liability for personal injury or damage or loss of property which is made, incurred or sustained by guest or any guest invitees. This also includes any rental equipment ordered through Resort Rentals of Hilton Head Island for guest use. Agent or an authorized employee or repairman may enter the Premises during business hours for any purpose connected with the repair, care or maintenance of the premises.
PRIVATE POOLS/JACUZZIS: May be heated at an additional charge at prevailing seasonal rates*. Arrangements for Pool/Jacuzzi Heat must be made two weeks prior to arrival. There will be an additional $50 administrative fee after this period. Due to unforeseen mechanical problems with heating pools/Jacuzzis, we will refund the unused portion of the pool/Jacuzzi charge, but no adjustment will be made to rental rate. (*Note - Pools/Jacuzzis cannot be heated separately and Jacuzzi jets will NOT operate unless payment for heat has been made.)
RESORT/COMPLEX AMENITIES: Resort Rentals of Hilton Head Island does not control, nor is responsible for resort/complex amenities, including but not limited to Pool/Spa Closures, Elevators, Health Facilities, Pest Control, etc.
FIREPLACES/GARAGES/ELEVATORS/GRILLS: Fireplace and garage use varies from home to villa. Most fireplaces are decorative and not for rental guest usage, while some of the garages are used for owner storage. Some homes have elevators; however, they are not for use by rental guests. Grills may be available at individual homes (check descriptions) but as a rule they are not allowed at individual condos/villas.
OWNER CLOSETS: Some properties have closets and cabinets that are designated for Owner Storage. These locked areas are not accessible to rental guests.
CONSTRUCTION: Because tourism is the largest industry on Hilton Head Island, construction and remodeling are always being done. Our reservation agents are not expected to be aware of construction projects, homes or villas. Should you find yourself near construction, please exercise patience and understanding. In the event it becomes intolerable, we'll do our best to talk to the contractors, but no refunds or moves will be made.
REAL ESTATE SALES: Some of the properties we manage will be available for sale during your stay. If you are staying in a property that is for sale, every effort will be made to schedule any showings on a turnover day so as not to intrude on your vacation. If a request is made to show the property during your stay, you will be contacted by our property management staff.
TERMINATION: If guest violates any conditions of this agreement, Agent may terminate this agreement and enter premises. Upon notice of termination of this agreement, Guest shall vacate the premises immediately. In the event Owner and/or Agent have to resort to legal process to enforce rights under this Agreement, Guest shall be responsible for reasonable Attorney fees and costs. Guest agrees this contract is entered into in Beaufort County, South Carolina and consents to the personal jurisdiction of any proper court located therein.
ESCROW DEPOSIT AGREEMENT: I have been advised that my reservation deposit must be placed in a S.C. Escrow Account as required by S.C. Real Estate Law. I, the undersigned, so hereby authorize Resort Rentals of Hilton Head Island, a duly authorized corporation of South Carolina, to receive any and all interest that might be earned from the Resort Rentals of Hilton Head Island Escrow Account monies that are being held for my benefit.