Terms and Conditions
Terms and Conditions
As found in the Rental Agreement all Guests receive upon reserving a property.
CHECK IN IS AT 3 PM AT THE BEACH PROS REALTY OFFICE. You may check-in anytime between 3PM and 5PM. Our office closes at 5PM.
AFTER HOURS CHECK-IN:
If by design or due to unexpected delays, you need to check-in after 5PM, we've got you covered. Just call our office during business hours or BEFORE 5PM and let us know. Your packet and keys will be in the drop box just outside our office door. Our hours are Monday through Saturday 9AM - 5PM and Sundays 10AM - 4PM. We will go over a few details and tell how to get your keys and Check-in packet after hours. You will need a code, so please don't forget to call us! There are no refunds due to late occupancy. Please do not go to the property before checking in at our office as it delays cleaning, servicing, and inspection of the property and your check-in time.
Check-out is no later than 10 AM. You must vacate your property no later than 10 AM. We only have between 10 AM and 3PM to take care of all the cleaning and maintenance prior to the next guest's arrival at 3PM. Thank you for your understanding. Late check-outs will be billed an extra day's rent.
Upon check-out, please review the check-out list that you will be provided in your Check-in Packet. We only ask that anything you bring into the home be taken out when you depart, and that it be left in substantially the same condition as when you arrived. All food and perishables as well as all trash needs to be put in the large trash bins outside at beach homes or in the trash chutes or dumpsters at beach condos. Please put your dirty dishes in the dishwasher and start it before you leave. Pull your linens from the beds and pillows and leave in a pile. Leave mattress pads on the beds. We ask that you not rearrange the furniture, if you do, please make sure it is put back where it belongs before you leave. PLEASE make sure you have all your belongings. We cannot be responsible for items left behind. However, if something is turned into our office, we will contact you. You will need to pay a service fee along with cost of postage for returning any items left behind.
Due to the very short time frame we have to prepare the properties for the arriving guests, we cannot guarantee early check-in on houses or 4 bedroom condos. However, if you are renting a 2 - 3 bedroom condo, you may contact us AT LEAST 48 hours in advance of your arrival and we may be able to arrange it. Early Check-in is $100.
If you are paying by check, you must confirm your reservation by mailing your Reservation Deposit so that it arrives at our office within 3 business days of booking your reservation along with a signed copy of this Rental Agreement. If you booked your Reservation with a credit card, you still need to return a signed copy of this agreement to confirm your Reservation within five business days. One copy of the Rental Agreement must be signed and returned to our office, with a completed and signed copy of the Emergency Contact / Security form (below), along with copies of the driver's licenses of the booking tenant(s), or you will not be able to check-in. The balance of the rent, taxes, and fees may be paid by credit card, we accept Visa, MasterCard, and Discover. We cannot accept checks less than 30 days prior to your arrival, so if you plan on paying by check, please send it early.
Violation of this policy will result in immediate eviction. Non-returned lost or replacement keys will result in a $10 charge per key. A $25 fee will be assessed for lost or replacement Sanctuary Condominium Swipe Cards and Sandbridge Dunes Condominium Cards. All properties will be maintained in the same condition as found upon arrival with the exception of normal wear and tear. Stolen items from the properties will be billed to the credit card on file.
We are instructed by our owners to rent to Family Groups ONLY. Fraternity, Sorority, Student or Single Groups are asked not to apply for accommodations. The leaseholder must be at least 25 years of age and understands that he / she must personally occupy the property for the entire period. We lease homes without respect to the race, religion, sex, handicap or familial status of any renter. Parties are prohibited. A gathering exceeding maximum occupancy and or any disruptive behavior, as determined by BEACH PROS REALTY, INC., are strictly prohibited. Any event that would exceed the maximum occupancy on the property is deemed an “event.” Any unauthorized event will result in an event fee of $500 billed to the Reserving Guests’ credit card on file along with the cost to repair any damages to the property and any excessive cleaning fees and/ or stolen property. Violation of this policy may result in immediate eviction with no refund. Parking on the street in non designated areas or on private properties is prohibited by law. Trespassing on private properties is prohibited. BEACH PROS REALTY, INC., and / or the owner of the property shall not be held liable for any lost or stolen items or for any injury to persons resulting from any cause whatsoever associated with the rental of said property.
* For homes with a private pool or hot tub, check the property listing on www.beachprosrealty.com for availability dates, which generally range from May through September though vary according to our local weather.
*Condominium pools, hot tubs, community area and all on site facilities are managed by the individual condominium management association. For faster service please direct all questions or concerns to the management offices at the Condominium Development. All condominium rules and by laws must be followed by tenants.
* If the property allows dogs, include a $200.00 non-refundable pet fee for one dog and an additional $100.00 for a second dog (2 dog limit). NO CATS ALLOWED. Adult, house trained dogs only. Pet owner is responsible for the removal of all pet waste on premises, in the yard, and on the beach. Pet deposit does not cover the cost to clean pet waste inside or outside the home, excessive pet hair, or damages resulting from pets. Leaseholder will be assessed for excessive cleaning fees and / or cost of repairs and billed to the credit card on file.
* Due to possible changes in the bedding, amenities and pricing please check www.beachprosrealty.com for the most up-to-date information on the rental property prior to signing the Rental Agreement. * Federal Law prohibits any fires or open flames on sand dunes and beaches. Violations will result in personal fines or further legal actions.
* Saturday to Saturday 7 night stays only from Memorial Day through Labor Day. Three night minimum stays available in the off season except for holidays.
*ALL properties are strictly NON SMOKING. Each property is carefully inventoried and inspected after you check-out. Smoking anything indoors, including garages and game rooms will result in a $250 fee billed to your credit card on file.
* Bed-making is now included at no additional charge along with your complimentary linen package from Memorial Day through Labor Day. Again these services are provided at no cost to you From Memorial Day through Labor Day on seven night (or more) stays only. Linen packages and bed making are an additional and optional fee outside of those dates and for reservations shorter than a full seven night's stay.
*Vacation Rental Insurance
Vacation Rental Insurance reimburses for prepaid, non-refundable expenses due to certain unforeseeable circumstances that may jeopardize your vacation investment and force you to incur unplanned expenses. We offer a very affordable and inclusive package through CSA Travel Insurance. For specific details on coverage please visit www.vacationrentalinsurance.com. Or visit the FAQ page on www.BeachProsRealty.com. We strongly recommend you purchase this valuable protection. You can add it to your Reservation anytime up until you make your final payment. Please call our office for questions or to have it added 800-994-6760. However, if this insurance is not desired, it is optional at the time you book your reservation. You may add it to your reservation anytime prior to making your final payment. Your decision with respect to the purchase of travel insurance will affect your rights in the event of a mandatory evacuation. Travel Insurance is NON-REFUNDABLE and non-taxable.
By initialing the line below, you acknowledge you have read and understand our cancelation policy and choose not to purchase Vacation Rental Insurance. Initial Here: ______
We ask that you respect our property. Additional cleaning fees will be billed to you should you leave the property excessively dirty or with excessive debris on premises, without having used the Check-out list provided. Stolen items will be billed to the credit card on file.
All reservations require a valid credit card on file, regardless of your chosen method of payment. The credit card will only be billed for negligent damages, theft, smoking inside, missing / stolen items, and additional cleaning and / or removal fees for properties left unreasonably dirty or full of debris.
Our mailing and physical address is:
Beach Pros Realty, Inc.
1253 Nimmo Parkway
Virginia Beach, VA 23456
In consideration of the advance rent received and the mutual promise herein, the Owner of the subject property, through BEACH PROS REALTY, INC., his Agent, does hereby lease and rent to tenant the property described within for the following terms and conditions:
Please confirm your reservation by the indicated date with the required advance rent payment. Reservations cannot be booked without a valid credit card on file regardless of your chosen payment method only to be billed for reimbursement for missing items, negligent damages or vandalism, smoking inside, or extra cleaning fees and garbage or debris removal. 50% of your reservation total is required at the time of booking. One copy of the lease agreement must be signed and returned to the Agent with your payment along with a copy of your valid driver's license. The remaining 50% balance of your rent will be due 30 days prior to your check-in date. The balance of the rent, taxes, and fees may be paid by personal check, money order, credit card or cashier's check. Personal checks cannot be accepted less than 30 days prior to your arrival.
A. VALID CREDIT CARD
All reservations require a valid credit card on file, regardless of your chosen method of payment. Reservations made less than 30 days prior to arrival require payment in full by cashier's check, certified check or money order.
B. TAX: The 15.5% tax and all tax rates are governed by the Commonwealth of Virginia and the City of Virginia Beach and may change without notice.
C. ALL RENTS MUST BE PAID IN U.S. FUNDS BY PERSONAL CHECK, MONEY ORDER, CREDIT CARD, CASHIER'S CHECK. TENANT AGREES that if the Agent deposits rental money and / or damage deposit into escrow interest bearing account, all interest, which accrues with respect to such deposits, becomes the exclusive property of the Agent.
1. DAMAGE WAIVER FEE:
All reservations will require addition of the non-refundable Damage Waiver Fee included as part in the total fees in your Reservation. Please note: The Damage Waiver Fee covers up to $500 of unintentional, non-negligent, damages and any damage claims must be reported to us in writing prior to departure. Tenant agrees to be responsible for damages to the premises during the period of tenancy, including damages to the furnishings and household items resulting from the action or inaction of the tenant, excluding normal wear and tear. It is the tenant's responsibility to report to the office upon arrival any damages found or any repairs required. Tenant agrees to pay Beach Pros Realty for any negligent damage expenses, including vandalism, smoking inside, garbage / debris removal, and excessive dirtiness, including collection costs, if necessary, and reasonable attorney's fees. The credit card taken on file at the time of booking will be processed for those costs. The properties are carefully inspected after each rental.
2. RULES AND TENANT OBLIGATIONS
(Tenants must comply with all local, city and state ordinances)
A. ACCOMMODATIONS AND FURNISHINGS:
Each home is privately owned; furnished, and decorated to the Owner's taste. Kitchens come stocked with cookware and dinnerware, coffee cups, glasses, and utensils. Everything you need to make a meal. Beds have mattress pads, bedspreads or Quilts, and pillows. King, Queen, and Full size beds come with two pillows, Twin and Trundles come with one pillow. Please bring blankets and extra pillows if you need them.
1.) What to expect
Our properties are furnished; the beds come with pillows and basic bedding such as comforters or quilts. Please bring extra pillows and blankets if you need them.
Linens are delivered by linen service to your property and left near the front door in a large linen bag if you are renting before Memorial Day or after Labor Day. They are inventoried twice prior to delivery to ensure that you have exactly what you need. You will need to put your sheets on the beds unless otherwise noted in the amenities list of the property you have reserved, or if you have purchased bed-making service for a small fee. If you are renting with us between Memorial Day and Labor Day for 7 nights or more, your linens will be provided with free complimentary bed-making to all primary beds, with exception of bunks, trundles, and sleeper sofas, prior to your check-in at 3pm or later.
3.) ****Items you will need****
You will need to bring / buy food, drink, and condiments, as well as toilet paper, paper towels, and trash bags, as the kitchens are stocked with cookware, dishes, cups, plates, coffee pots, toasters, and utensils but not perishable foods or drinks or kitchen towels. King, Queen, and Full size beds come with two pillows, Twins and Trundle Beds come with one each. Don't forget to bring blankets and any extra pillows you want. You will need to bring all of your toiletries and your personal necessities including shampoo, conditioner, soaps, hair dryer, soap, tooth brush, tooth paste, razor, lotions, sunscreens, insect repellent, laundry detergent, fabric softener, dish soap, dish washing detergent, etc. Don't forget to bring your beach towels too!
Some properties provide access to a storage shed or garage with beach chairs and toys, some do not. Please refer to the property page on our website or ask one of our friendly reservationist about your property.
Leave something at home? Need something additional? The Sandbridge Market is right around the corner! Located at the intersection of Sandbridge Road and Sandpiper Road, they have a wide variety food, wine, beer, household items, gifts and more. There are also gift shops near that location that sell swim suits, beach towels, fishing gear, bait, and other items of interest. Visit www.BeachProsRealty.com and view the Local Area Guide!
There is also a Food Lion grocery store and a Super Wal-Mart just a few minutes away in the Red Mill shopping center. ***For a complete list of all the local shops, Restaurants, fun things to do and more, please visit www.BeachProsRealty.com and click on "Local Area and Attractions!"
4.) AFTER HOURS EMERGENCIES
Call 657-464-3574 (657-GO-HELP4). Our office hours are Monday through Saturday 9AM - 5PM and Sunday 10AM to 4PM . However, we are available for emergency response after hours via our emergency line, 657-GO-HELP4 (657-464-3574), this is for true rental emergency events only such as a busted pipe or water line, a nonworking A/C or heating unit, flooding, or other true emergency. For all other issues, contact our office during business hours. We will respond very quickly! If you are experiencing a life threatening emergency, dial 911. If you report an after hours emergency and we dispatch our on call maintenance and it is discovered that it is not an emergency, you will be charged a $75 fee.
A. FAMILY GROUPS ONLY AND MAXIMUM OCCUPANCY:
Tenancy is reserved for family groups only, as authorized by our contracts with the property Owners. No high school, college, civic, or other non-family groups allowed without prior approval. ID's must be furnished upon request. The occupancy limit, as stated in our advertising, cannot be exceeded. Occupancy count includes children. We do visit our properties actively and often. Violation of the above is grounds for immediate eviction with forfeiture of all rent paid. Certain gatherings may require Special Event Insurance; please contact our Reservations Department for details.
B. MAINTENANCE & REPAIR:
Every reasonable effort is made to keep each property and its equipment in good working order. Notify us promptly of any property difficulties. We will make every effort to correct problems as quickly as possible. Replacements cannot be guaranteed in every case. There will be NO REFUNDS given for inoperable appliances, malfunctioning mechanical systems, and faulty equipment, including HVAC systems. Owner and BEACH PROS REALTY, INC have the right to enter and inspect the property anytime during your occupancy and to make repairs to its fixtures, appliances, furnishings, and facilities during your rental period. False repair calls or repair calls made due to negligent damages made by tenant(s) will be billed to tenant.
Most rental properties do not allow pets. Vacation homes allowing pets accept no more than 2 household dogs. NO CATS ALLOWED. A non-refundable pet fee of $200 is charged for 1 dog. A second dog will be an additional $100. Adult house trained dogs only. Pets found on properties not allowing pets is grounds for immediate eviction without refund and a pet fee along with a cleaning fee will be billed to credit card on file. Local ordinance requires that dog Owners must use air-tight containers to remove and dispose of all dog droppings. Owners are responsible to picking up any dog waste on property and on the Beach. Pet Deposit does not cover urine damage and feces inside the property. Tenant is responsible for any additional costs of clean up and removal, or repairs from damage. Excessive amount of pet hair left in property may result in an additional cleaning fee billed to the credit card on file.
The property phone is for local calls only. If you make toll calls on the Owner' phone, a service fee in addition to the amount of your calls will be billed to you.
E. GRILLS: International Fire Code states that open-flamed cooking devices shall not be operated on combustible balconies or within 10 feet of combustible construction. Open-flamed cooking devices are not permitted on condominium decks at all due to condominium bylaws and rules. Tenant is responsible for damages occurring as a result of misuse. ALL condo communities have grilling stations on the grounds that are there for you to use and enjoy.
Off-Season use ONLY when they are not listed as decorative only. Only fireplaces specifically listed in the unit descriptions as non-decorative are for renters use. There will be NO REFUNDS for inoperable fireplaces.
G. OWNERS CLOSETS:
Locked closets or storage areas that you have not been given keys to, are not available to guests. The doors are checked after each rental departure. If the doors have been tampered with, you will be billed for missing and damaged items. This includes storage units in parking garages. Not all properties offer access to these areas.
Decks shall at no time during tenancy exceed the stated maximum property occupancy. This is extremely hazardous. DO NOT USE GRILLS ON DECKS. DO NOT MOVE GRILLS. Keep grills at least 4 feet away from home and siding or any structure.
Tenant may request a transfer from one week to another in the same unit, same year. All requests for transfers must be made in writing to BEACH PROS REALTY, INC., at least 30 days prior to original check-in. Transfers which occur from a higher rental rate season to a lower rental rate season will remain at the charge of the higher rental rate. A transfer fee will apply. Transfers to another rental unit will be treated as a cancelation (as noted in # 7 below). Transfers are only available if the desired period is available.
3. CANCELATION POLICY:
All cancelations must be writing. Every effort is made to re-rent the property to minimize your loss. If the property does not re-rent, NO REFUND of any kind will be issued. If the property is re-rented for the original rental period and the original rental rate, Tenant shall receive a refund of all monies paid less an 18% cancelation fee (based on gross rent) and less non-refundable items: reservation fee, damage waiver fee, pet fee and travel insurance premium. Refunds are payable to the Tenant within 30 days after the subsequent re-rent payment has cleared accounts. We highly recommend the purchase of Vacation Rental Insurance.
3. LIMITATIONS OF REMEDIES, DAMAGES, AND INDEMNITY:
In the event BEACH PROS REALTY, INC. or the Owner is unable to deliver said property to Tenant under this lease agreement because of Fire, Eminent Domain, Act of Nature, or Act of War or if the property is unavailable because of delay in construction or because of lack of water or sewer, or any other reason beyond Agent's control, Tenant hereby agrees that BEACH PROS REALTY, INC and Owner's sole liability as a result of any of these conditions is the full refund of all consideration previously rendered by Tenant pursuant to the terms of this lease.
After occupancy, Tenant shall not be entitled to any refund due to unfavorable weather, mandatory hurricane evacuation, disruption of utility service (including cable and internet), or sand replenishment. Tenant also agrees that in the case of a double booking Tenant will be entitled to full refund of all consideration previously tendered by Tenant. Tenant agrees to be responsible for any repairs necessary due to their negligence or destructive intent.
Tenant agrees to release and indemnify the Owner and his Agent from and against liability for injury to the person of the Tenant or to any member of his household or to anyone on said premises, whether invited or not invited by Tenant, resulting from any cause whatsoever, except only such a personal injury caused by the negligent or intentional acts of the Owner or his Agent. Tenant agrees that they will not publicly leave derogatory or defamatory remarks about our properties or Beach Pros Realty, in reference to items that we do not supply and are clearly covered in this Rental Agreement. Any false statements, defamatory or slanderous remarks published on the internet will be addressed legally.
A. This agreement shall not be binding unless and until Agent has received one-half of the gross rent and all payments have cleared. Tenant acknowledges that they may not have possession of the premises until full rental amount set forth herein has been paid and signed contract has been signed and returned.
B. Every effort has been made to assure that the information in this agreement and brochure and Internet listings is correct. BEACH PROS REALTY, INC cannot be held responsible for changes made by Owners or advertising errors. Taste, style, and quality vary. BEACH PROS REALTY, INC makes every effort to relay home information via pictures, descriptions, relative pricing, and website. There will be NO REFUNDS due to property advertising discrepancies.
C. AGENCY DISCLOSURE:
BEACH PROS REALTY, INC., is the Agent of the Owner and as such will lease property and provide information about property to tenants (customers).
D. IN WITNESS WHEREOF this agreement is executed in two counterparts being retained by each party hereto. NOTICE: This is a legally binding contract. If not understood, seek competent advice. Subject property may or may not be owned by a Real Estate Licensee.