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Guest Services

Policies & Procedures

Check-In (4:00pm EST/ 3:00pm CST): All efforts will be made to have your vacation home cleaned and ready by check-in time, but sometimes we cannot guarantee the exact time of occupancy due to unforeseen circumstances. Housekeeping and maintenance personnel must provide services between occupancies for every property.

Check-Out (11:00am EST / 10:00am CST): Check-out time must be met to allow cleaning to be completed for the next guest(s). Guests occupying the property beyond the checkout time without prior approval from GCVR will be charged an unapproved late check-out fee equivalent to one day's rent. This provision shall not be construed to permit the Tenant to stay an additional night or stay beyond the check-out time.

Late Arrivals/Emergency Issues: Guests arriving after hours should call our office prior to arrival so that arrangements can be made to leave your keys and directions to the property in the outside key drop box. In the event of an afterhours emergency please call (850) 340-1903. Please remember this line is for emergencies only and will be responded to as soon as possible. There will be a minimum charge of $50.00 for after-hours lock-out or non-emergency service.

Suggested Items To Bring: Toilet Paper, Paper Towels, Napkins, Toiletries, and all other Paper Products, Soap, Detergent, Cleaning Supplies, etc., Beach Towels & Beach Equipment, Baby Equipment (Cribs, Pack'n Play, Baby Gates, etc.), Ethernet Cord for Internet. All linens are provided by Gulf Coast Vacation Rentals, Inc. and are included in the reservation cost. Agent and owner can assume no responsibility for any articles left on the premises by tenant. Any items requesting to be returned are subject to all shipping costs paid by the guest or a $25.00 service fee, whichever is greater.

Pets: Only homes that are designated "pet friendly" will allow pets. Otherwise, pets are not permitted in the rental property or on the premises. No exceptions will be made. A non-refundable pet fee of $100 plus tax per pet, with a limit of two pets per rental property, will be charged at time of booking. Guests must have pet occupancy approved at the time of reservation or prior to arrival. Tenants with undeclared or unauthorized pets will be asked to vacate immediately with no refund and be charged a $150 non-declared pet fee. If evidence of pets is found on the property without prior approval, the nonrefundable pet fee will be charged to the credit card on file without notice. Damages caused by pets will be subject to the terms and conditions of the Accidental Rental Damage Insurance or your Refundable Damage Deposit.

Housekeeping: Your unit will be thoroughly cleaned before your arrival. If you are not satisfied with the condition upon check-in, please contact our office immediately and GCVR will dispatch a housekeeping representative. If you are a late arrival, please notify us by the following morning. If you have not called within 24 hours of your arrival, we will assume you found your unit in acceptable condition. We would ask that you leave your property in the order that you found it; this includes, but is not limited to, the placement of interior and exterior furniture. Please insure that no dirty dishes are left in the sink, dishwasher, and after cleaning are returned to the cabinets.

Linens: An initial linen supply (one set of towels including one bath towel, one hand towel, and one wash cloth per number of persons the property sleeps and one set of sheets per bed) will be provided for each reservation. All beds will be made with the exception of sleeper sofas, futons, and trundles. Kitchen linens include one dish towel and one dish cloth.

Smoking: Smoking is strictly prohibited inside all rental units. You will incur additional charges for carpet cleaning and deodorizing if any evidence of smoking is found in your unit. Also please be considerate of the environment and property you're occupying by cleaning up discarded cigarette, cigar, and etc trash before departure. Additional cleaning charges may occur for those that do not leave the property and grounds of the property as they found it. There are no exceptions to this policy.

Repairs and Service Calls: Please report any problems, needed repairs/services, or inoperative equipment to our office promptly. We will make every effort to have repairs done quickly and efficiently. All homes will be fully functional at check-in but we cannot guarantee appliances, TV's, air conditioners, fireplaces, etc. and refund or rate adjustments cannot be made for any mechanical failure.

Property or Guest Amenities: All efforts will be made to accommodate property amenities or guest amenities advertised or offered. However under no circumstances can GCVR guarantee or warrant any one property or guest amenity. Please report any issues with property or guest amenities immediately to either of GCVR's offices. No refund or rate adjustment will be given.

Utilities: No compensation will be given for temporary outage of electricity, gas, water, cable, satellite, internet, or telephone service. Utility service outages should be reported immediately and all efforts will be made to have them restored as soon as possible. In the event an outage cannot be restored GCVR has the right to substitute rental properties (see Right to Change Rental Assignments below) for the remainder of the reservation or until the utilities are fully restored, whichever occurs first.

Minimum Stay: Most rentals require a minimum advance reservation of seven days during the Summer Season but may be available for shorter periods of less than seven days during the Spring, Fall and Winter Seasons. Reservations may be made at any time for available unreserved units for less than the minimum day requirement only if reserved within one week or less in advance to arrival.

Age Requirements: We do not rent to anyone under the age of 25 (legal photo ID required upon request). Any reservation made under false pretenses will be subject to forfeiture of advance payment, deposit and/or rental money. Violators will be evicted.

Maximum Occupancy: The maximum number of guests per unit is based on the individual unit's ability to comfortably and safely accommodate our guests. Occupancy limits are in accordance with rules of the State Fire Marshal's Office. No exceptions will be made. Guest exceeding maximum occupancy will be subject to forfeiture of advance payment, deposit and/or rental money, and will be evicted.

Reservation & Confirmation Deposits: Reservations are taken by phone, in person or online. To confirm, we must receive your confirmation deposit and signed lease within ten (10) days or the reservation is subject to cancellation without notice. The confirmation deposit for Short Term Reservations (28 days or less) is one half (50%) of your total reservation cost. The confirmation deposit for Long Term Reservations (28 days or more) is one half (50%) of the first month's total reservation cost plus $250.00 for each additional month. All reservations must be confirmed with an acceptable form of payment. After receiving your deposit your confirmation will be emailed and/or mailed out to you. Final payment for Short Term Reservations is due in full 30 days prior to arrival. Long Term Reservations are to be paid in full 30 days prior to each month's occupancy. If you make a reservation within the 30 days prior to arrival, the full amount will be due immediately and will be subject to the cancellation policy as stated herein.

Payment: Accepted forms of payment are as follows: cash, personal check (must be received 30 days prior to your arrival), all major credit cards, money orders, cashier's checks, and certified checks. All rentals are subject to Florida sales tax and local city and/or county taxes. All payments are to be made to Gulf Coast Vacation Rentals, Inc. and any payments not received 10 days after the reservation was made may result in loss of deposit and/or cancellation of reservation without notice. Please make sure that your reservation number or name on the reservation is on any remittance so that we can be sure your payment is accounted for correctly. Returned checks are subject to a $50.00 check handling charge.

Cancellation/Refunds: If you should have to cancel your reservation or reschedule, please call our office immediately. Without the purchase of Trip Insurance, we can give no refunds. Any monies paid, less the cancellation fee of $150.00 and less the optional Travel Insurance, will be refunded only if the property is re-rented for the same rate and time. If the property is not re-rented the guest forfeits all deposits and/or money paid.

Travel Insurance/Refunds: Vacation Rental Insurance is available and provides coverage to protect guests from a wide array of unexpected events such as, but not limited to, unpredictable weather, a medical or family emergency. We strongly encourage you to purchase this coverage to protect your vacation investment, as no refunds will be offered, even in the event of a mandatory evacuation. Information about the optional insurance can be viewed on insurance provider's website. This insurance is non-refundable and is subject to the policies and procedures of the insurance provider. If you choose not to purchase this coverage, the cancellation policy will prevail and no automatic refunds will be given. The terms and conditions are of insurance carrier and NOT Gulf Coast Vacation Rentals, Inc.

Damage Deposit: As a part of your stay, you may purchase a Vacation Rental Damage Protection plan designed to cover unintentional damages to the rental unit interior that occur during your stay provided they are disclosed to management prior to check-out. If purchased, the policy will pay a maximum benefit of $1,500.00. Any damages that exceed [$1,500.00] or are not covered under the plan will be charged to the credit card on file. If, during your stay at one of our rental properties, an insured person causes any damage to real or personal property of the unit as a result of inadvertent acts or omissions, the Insurer will reimburse the Insured for the cost of repair or actual cash value of such property up to a maximum benefit of $1,500.00. Certain terms and conditions apply. Full details of the Vacation Rental Damage coverage are contained in the Description of Coverage or Insurance Policy, www.vacationrentalinsurance.com/g10vrd. The Vacation Rental Damage plan can be purchased up to, and including at, check-in. By submitting payment for this plan, you authorize and request CSA Travel Protection and Insurance Services to pay directly Gulf Coast Vacation Rentals, Inc. any amount payable under the terms and conditions of the Vacation Rental Damage. If you do not wish to purchase the Vacation Rental Damage Protection you may add $500.00 for a damage deposit.

Sight Unseen: Our vacation rental units are individually owned and furnished. We try to accommodate our renters, but we will not give refunds or adjustments if you find the decor or furnishings unacceptable to your preferences. We manage privately owned vacation homes which are furnished to the owner's tastes, but no two properties are the same. Rates, descriptions, bed sizes, inventories, and furnishings are subject to change without notice. Neither the rental agent nor the owner will be obligated to neither provide replacements nor give refunds for failure or absence of any items.

Right to Change Rental Accommodations (Substitution): We reserve the right to substitute comparable accommodations without prior notice or liability in the event of a sale of the rental property, or if the property becomes unavailable due to maintenance or other problems. We cannot absolutely guarantee a specific rental property in the event of unforeseen circumstances which could render the property to be unsafe or uninhabitable. We will make every effort to contact you should this happen. When comparable accommodations are not available, guests will have the option of selecting from available properties at the comparable published rate or receiving a complete refund.

Rental Homes for Sale: Rental units may be on the market for sale. In the event a request to show the unit is made, owners reserve the right to allow showings accompanied by themselves or by Real Estate agents to qualified buyers by appointment only. Guests will be notified in advance and every effort will be made not to disrupt your vacation.

Construction: The Forgotten Coast is a growing area and is becoming most desirable. Some areas along the beaches are currently involved in re-nourishment projects, and there is the possibility that construction projects may be in progress near-by during the time of your stay. GCVR cannot predict when or where these jobs will begin or how long they will last. Therefore, we have no control in these situations and no compensation or substitutions to other properties will be considered.

Disclaimer: Tenant(s) shall rely only upon any statements or representations made by Gulf Coast Vacation Rentals, Inc. or its agents with respect to the property's level of suitability for a specific use or with respect to property condition. Every effort has been made to assure the accuracy of this information. However, Gulf Coast Vacation Rentals, Inc. cannot assume responsibility for errors or omissions; rental data, rates, terms, and conditions are subject to change without notice.

Limitations: Premises shall be used for recreational purposes only in a non-offensive manner. No use shall be made thereof which is unlawful, improper, noisy, or offensive, or contrary to the State of Florida laws and ordinances, or of local town ordinances. No large gatherings for games of chance, clubs, or other organizations for activities open to the public, no campfires may be kindled, no tents, trailers, campers, motor homes, nor mobile homes, will be allowed on the premises. Upon expiration of the rental period, tenants agree to give peaceable possession of the said premises to GCVR in as good a condition as they now are, usual wear accepted.

Indemnification: Tenant(s) agree to indemnify and save harmless the Owner(s) and Agent(s) 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 Tenant(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 Tenant(s). The terms "Agent(s)" and "Owner(s)" as used in this Agreement shall include their heirs, successors in interest, assigns, employees, agents, and representatives where the context requires or permits. The term "Tenant(s)", "You", and "Your" as used in this Agreement shall include Tenant(s) heirs, successors, assigns, guests, invitees, representatives and other persons on the rental property during Tenant(s) occupancy (without regard to whether such persons have authority under this Agreement to be upon the rental property), where the context requires or permits.

Termination: Gulf Coast Vacation Rentals, Inc. may terminate this Agreement upon the breach of any of the terms hereof by Tenant. Tenant shall not be entitled to the return of any rental paid under the terms of this Agreement and shall be evicted.