Coastal Key Vacation, LLC
Rental Terms & Conditions for All Managed Vacation Homes
1. Guest Responsibilities
Treat the house, furnishings, appliances, and all facilities with respect.
Immediately report any loss or damage to the management company.
Any loss, damage, or breakages during your stay must be paid for or replaced by the applicant.
Coastal Key Vacation, LLC and the property owners reserve the right to deduct from your security deposit and, if necessary, charge additional costs for any losses or damages caused by guests.
The group leader must sign the booking form and accept these terms on behalf of all accompanying guests.
Your booking is confirmed upon written acceptance and confirmation after deposit payment.
2. Check-in & Check-out
Standard check-in: from 4:00 pm local time (unless otherwise confirmed in writing).
Check-out: by 10:00 am on departure day. Late departures are charged as an additional rental day.
Early check-in may be possible by prior arrangement.
3. Cancellation & Changes
All cancellations or changes must be made in writing.
60 days or more before arrival: $200 cancellation fee.
Less than 60 days: 100% of the rental fee.
Strongly recommended: travel insurance to cover unforeseen cancellations.
Booking changes (when possible): $100 administration fee.
Airbnb Rentals: Refer to Airbnb’s own cancellation terms on airbnb.com.
4. Force Majeure
No refunds or liability for cancellations, losses, or delays due to events beyond our control (e.g., strikes, weather, political unrest, war, terrorism, transport or airport shutdowns, illness, etc.).
Travel insurance is highly recommended.
5. Security Deposit
A $250 security deposit is held two to four weeks after departure for the property owners and Coastal Key Vacation, LLC.
Deductions may cover losses, damages, late check-outs, excessive cleaning, waste disposal, etc.
You are liable for all costs exceeding $250 if losses/damages exceed the deposit amount.
6. Pools & Pool Safety
Use the pool at your own risk; no liability accepted for injuries.
Children must be supervised at all times in pool areas.
Houses with pool alarms: The alarm must be used at all times; improper use is your responsibility.
Do not change pool settings.
No glass permitted in pool/spa area—costs incurred for glass removal are charged to guests.
7. Personal Property & Insurance
No liability is accepted for personal belongings, injuries, or property damage.
Guests are strongly advised to maintain comprehensive travel/holiday insurance.
8. Cleaning Responsibilities
Cleaning before check-in and after check-out is included.
For extra cleaning during your stay, special arrangements and extra fees apply.
On departure, please:
Strip beds and bring linens/towels to laundry.
Start a wash cycle if possible.
Dispose of all trash properly.
Remove all food.
Return moved furniture to its original place.
Leave pool area tidy, with the safety fence in place.
Wash all kitchen utensils.
Excessive cleaning or trash: Additional $100 charged from deposit.
Coastal Key Vacation, LLC decides what is “excessive” based on normal standards.
9. Problems & Complaints
Report all complaints or problems within 24 hours in writing to in**@***kv.com.
Failure to do so may discharge Coastal Key Vacation, LLC and the property owners from liability.
10. Construction & Disturbances
Construction may occur in some areas; no liability for construction inconvenience or noise.
No responsibility for losses or delays due to conditions beyond our control, including neighbor noise.
Quiet hours: 9:00 pm – 8:00 am (or as posted).
Guests causing disturbances may be evicted with no refund.
11. Local Climate & Pests
Florida is tropical; insects and pests may enter homes despite regular pest control.
Spray with appropriate products if needed and contact us for assistance.
No refunds for pest/insect issues.
12. Pool & Spa Heating
Pool heating is optional and not guaranteed above 82°F.
Pool covers must be used overnight or when not in use.
Pool heating unavailable below outdoor temps of 55°F.
Failures in pool heating: Only remaining days of pool heating are refunded.
Not all pools are heatable; check when booking.
13. Pool Spa & Whirlpool Use
Many vacation homes feature spa-pools (listed in the property description). Please note: a “spa” refers to a whirlpool, which is typically heated to the same temperature as the main pool and not as hot as standard hot tubs. Pool heater temperatures are preset and cannot be changed. Use pool covers to maintain heat.
14. Glass Policy in Pool/Spa Areas
Glassware is strictly forbidden in all pool and spa areas. Any costs required to remove broken glass will be charged to the guest.
15. Pets
No pets allowed unless specified otherwise.
Pets on property: Immediate eviction with no refund, plus cleaning/damage fees.
16. Maximum Occupancy
Each house has a strict maximum occupancy:
4-bedroom: max 8 (10 w/ sofa bed)
5-bedroom: max 10 (12 w/ sofa bed)
3-bedroom: max 6 (8 w/ sofa bed)
Exceeding maximum occupancy: Immediate eviction, no refund.
17. Smoking Policy
No smoking or vaping in homes.
Smoke odor removal: Minimum $150 fee.
Additional charges for removal of cigarette butts.
18. Parking
Do not park on lawns or grass—damage to irrigation systems incurs extra fees.
Leave parking permits on the kitchen table when departing.
19. House Guide/Information Folder
Please read and follow all house rules in the provided information folder.
Violation of these rules may result in cancellation of your rental without refund.
20. Rental Basis
All homes are self-catering, short-term vacation rentals.
21. Access & Maintenance
Guests must allow reasonable access to the property for maintenance or emergencies.
We will give notice if possible.
22. Subletting & Age Restrictions
No subletting or sharing with anyone except named guests.
Minimum rental age: 21 (except when otherwise specified).
Under 21s must be accompanied by an adult.
23. Emergency Issues
Coastal Key Vacation, LLC will respond promptly to true emergencies.
No refunds for non-functioning appliances, A/C, pools, spas, or other issues beyond our control.
24. Children’s Supervision
Children under 18 must be supervised at all times and never left unattended.
25. Gated Community Rules
Many homes are in gated communities with restrictions on RVs, trailers, and large vans.
Obtain written permission before parking such vehicles.
26. Compliance
Violation of these terms may result in immediate eviction without compensation.
27. Payment Terms
Full payment is due 60 days prior to check-in.
Strongly recommended: trip insurance for cancellation/interruption.
28. Payments, Deposits & Fees
Rental Fee & Payment Schedule:
The total rental fee, payment schedule, and accepted payment methods will be clearly disclosed at the time of booking.Security/Damage Deposit:
All terms related to the security and damage deposit will be explicitly stated in your booking confirmation and handled in accordance with Florida law.Processing Fee Policy:
If a booking is canceled and a refund is issued, the original Stripe payment processing fee incurred at the time of payment will be deducted from the refund amount. Stripe’s payment processing fees are non-refundable to the Guest.Additional Fees:
Any required additional fees (such as cleaning, pet, HOA, or resort fees) will be clearly itemized and specified in your rental agreement, as applicable.
29. Cancellations & Refunds
The specific cancellation policy, deadlines, refundable amounts, and applicable fee deductions (including the non-refundable Stripe processing fee as described above) will be stated in each rental agreement.
No-shows, early departures, and other refund scenarios are governed strictly by the terms and conditions provided for your individual reservation.
30. Risk & Liability
Use of the home and amenities is at your own risk.
No owner or management liability for guest injuries, losses, or damages.
Adherence to all local and state laws is required.
31. Barbecues/Grills
Guests must clean grills after use. $50 fee for uncleaned grills.
Use grills outside of the pool screen and away from the house.
32. House Availability
If the reserved house becomes unavailable due to uncontrollable circumstances, a comparable option will be offered or all monies refunded before check-in.
33. Locks, Keys, and Security
Lock all windows and doors when away (except homes with electronic locks).
Lost keys: $150 lock replacement fee.
Callout for lockout: Minimum $150 fee.
Guests are responsible for property security at all times.
If items belonging to the rental are stolen due to failure to secure the property, guests are responsible for the full replacement cost.
34. Breach of Contract
Exceeding occupancy or altering property use results in immediate eviction with loss of all payments.
35. Indemnity and Liability Waiver
Owners, agents, and Coastal Key Vacation, LLC are not liable for damages, losses, or injuries to guests, their families, invitees, or belongings under any circumstances (including injuries caused by animals, lack or failure of fencing). By paying your deposit, you agree to hold harmless all parties from all claims for damages or injuries.
36. Jurisdiction
These terms and your contract are governed exclusively by the laws of Florida and the US court system.
By confirming your booking and/or paying your deposit, you acknowledge and accept these Terms & Conditions in full on behalf of all members of your party.