DESTINATION AMELIA TERMS & CONDITIONS AND RENTAL AGREEMENT
Please read the Terms & Conditions and Rental Agreement thoroughly. Your signature, payment of money, or taking possession of the property after receipt of this agreement, is evidence of your acceptance of the agreement and your intent to use the property in accordance to the following guidelines. Please take a few minutes to make certain that you understand what we provide and what is expected of you, our tenant, and that of your guest(s).
ACCOMMODATIONS: Each property is individually owned, furnished, and decorated according to each Owner’s tastes. Specialty items will vary. All properties come standard with linens for all beds and towels for bathrooms at no additional charge. For your convenience, you will find a starter supply of paper towels, toilet paper, laundry detergent, dish soap and detergent, trash bags, and bath soaps already in the property. You will be responsible for additional supplies during your stay.
STANDARD AMENITIES: All rental properties include heating & air conditioning, refrigerator, dishwasher, microwave, washer/dryer, and TV(s). All of our rental properties provide high-speed WiFi Internet access, although no guarantees can be made on signal strength. TV and WiFi services are provided as a convenience only and are not integral to this agreement. Grills are provided at select properties based on association rules and Owner preference. Property specific amenities vary and will be included on the property listing. Some complexes do have community pools and private tennis courts, but please note these are managed by the individual associations and access can be limited under rare circumstances. If you are staying in one of our properties at Omni Amelia Island Plantation, please be aware that certain amenities at the resort are not available to our guests. Please ask if you have specific questions regarding the amenities.
RESERVATION POLICIES: Most properties have a three (3) night minimum requirement per reservation. However, minimum requirements may vary and are indicated on the property listing. After making a reservation, you will receive the Destination Amelia Rental Agreement. In order to confirm your reservation, this agreement must be read, signed, and returned to us within 48 hours (unless other arrangements are made) from when the agreement is sent, along with your initial payment. The reservation is subject to cancellation if not received within this time period.
TERMS OF PAYMENT: Preferred payment is by Visa, MasterCard, Discover, or American Express. Personal checks may be accepted, but a credit card is still required to be on file. For reservations made more than thirty (30) days before arrival date, an initial deposit is required (typically 25% of the total rate) along with a signed copy of the Rental Agreement. The balance of the rental payment is due 30 days prior to arrival date. For reservations made less than 30 days before arrival date, the full amount is due at the time of making the reservation. Once the final balance is paid, the final details for your stay are sent via email two (2) weeks before your check-in date, including directions to the property and check-in instructions. (Note: For our properties that allow ONLY monthly rentals, the balance is due 60 days before your arrival date)
TAXES: All prices are subject to a 7% Florida Sales Tax. A 5% Nassau County Tourist Development Tax is assessed on each reservation as well.
RESERVATION PROCESSING FEE: All reservations are subject to a processing fee of $50. This fee helps to cover the software costs and other fees associated with taking reservations. This amount and the 12% tax are non-refundable.
CREDIT CARD AUTHORIZATIONS: Your signature on the Rental Agreement confirms authorization for Destination Amelia to debit your credit card account (Visa, MasterCard, Discover or American Express) for the initial deposit, balance of rental charges due upon arrival and/or to reimburse Destination Amelia for costs incurred to repair/replace damaged or lost items. Charges to the credit card may include, but are not limited to: damages over and above normal wear and tear, theft, smoking violation, phone & TV charges, excessive cleaning, excessive trash, unauthorized pets, unreturned keys & pool cards, unauthorized early check-in or late checkout, and/or exceeding occupancy limits. If a fee is required, we will notify you to explain the reason for the additional charges.
OCCUPANCY: We maintain a family atmosphere to assure maximum enjoyment for all of our guests. We rent only to family groups, couples, and responsible adults 25 or older. Any reservations made under false pretenses will result in the loss of advance payments and possible removal of guest(s) from the rental unit. Our occupancy limits are determined by local laws and must be adhered. In the description of each property, the maximum number of people the property will accommodate is stated (excluding children under 2 years of age). Any violation of the maximum occupancy may be grounds for immediate eviction and subject to an additional fee.
NO PARTIES: All of our rentals are in residential areas and may not be used for parties, weddings, receptions, or other large gatherings. Any disruptive events may result in the eviction and forfeiture of entire rental amount.
PETS: We do offer a few “pet friendly” or “pets considered” properties for rental. For some properties, we must know the size and breed of your pet before granting approval. A nonrefundable pet fee will apply and that amount varies based on the property and the length of your stay. Also, the Pet Agreement must be reviewed, signed, and returned along with the Rental Agreement. For anyone allergic to pet dander, please be aware that although cleaned thoroughly, there will likely be some pet dander present in properties that allow pets. If a guest is found to have brought a pet without prior approval, additional fees will be administered and guests may be required to vacate the property immediately.
SMOKING: You and your guest(s) understand that smoking and vaping is prohibited in all properties, sunrooms, porches, balconies, patios, garages, and common spaces. We reserve the right to cancel occupancy, plus charge an additional fee if smoking is discovered in the property. Guests can expect a minimum charge of $500 if evidence of smoking or vaping is discovered in the unit.
CHECK-IN: Check-in time is 4:00 p.m. (Eastern Time). Occasionally, there is the opportunity for an earlier check-in, but an additional fee may apply. Please contact our office prior to arrival for early check-in requests. Guests will not have to come by our office prior to check-in. We will provide directions to the property and an electronic lock code, or keys will be available in a lock box at the property. The final details email sent two weeks prior to your arrival will outline these check-in instructions.
CHECK-OUT: Checkout time is 10:00 a.m. (Eastern Time). To avoid any late checkout fees, all units must be vacated by this time or earlier on your departure date. A late checkout is sometimes available with an additional fee. Please contact our office for late checkout requests. Upon checkout, the guest is responsible for completing the “Check-out Guidelines” posted in the property. We reserve the right to charge an additional fee if the property is not left in an acceptable manner.
CANCELLATION POLICY: For cancellations made 30 days or more before the arrival date, a full refund will be given, less the Reservation Processing Fee. For cancellations made between 14 and 29 days before the arrival date, a 50% refund will be given, less the Reservation Processing Fee. For any cancellation made less than 14 days before the arrival date, no refund can be guaranteed. In this situation, we will attempt to rebook the property for your previously booked dates and refund any amount that is applicable. Refunds offered on last minute cancellations will be given at management’s discretion. For our properties that allow ONLY monthly rentals, cancellations made 60 days or more before the arrival date will receive a full refund, less the Reservation Processing Fee. For cancellations made between 30 and 59 days before arrival date, a 50% refund will be given, less the Reservation Processing Fee. For any cancellations made less than 30 days before arrival date, no refund can be guaranteed. There will be no refunds for no-shows, late arrivals, early departures, or for leaving the home due to mechanical failure of non-essential items. In the event of a mandatory evacuation for a tropical storm or hurricane, you will be given a refund covering the days that the area is under the evacuation. For COVID-19 related cancellations, guests with positive diagnosis will be asked to provide test results from a professional healthcare provider. Guests will be offered a full credit on a future stay to be made no sooner than one month from the original reservation date, and no later than one year. This will only apply to guests within 30 days of their arrival date. In the event of a COVID-19 exposure, we will work with guests on a case by case basis.
REFUNDS: We cannot guarantee against mechanical failure of heating, air conditioning, TV/Internet, or appliances. Please report any inoperative equipment to our office immediately. We will make every reasonable effort to have repairs done quickly and efficiently. No refunds or rent reductions can be guaranteed due to failure of appliances or equipment. No refunds for early departures or delayed arrivals. There are no refunds because of tenant dissatisfaction with unit’s décor, any equipment malfunction or for errors in advertisement of property.
UNFORESEEN OCCURRENCES: It is highly recommended that guests consider travel and/or rental insurance as management does not assume liability for any loss, damage, or inconvenience caused by, but not limited to the following: weather conditions, natural disasters, pests, construction, acts of God, or other reasons beyond its control. There shall be no refunds available, as such instances are beyond the control of management.
TRAVEL INSURANCE: If you believe that there is a possibility that other events could jeopardize your vacation as planned, you may consider purchasing trip insurance. We offer standard travel insurance and “Cancel for Any Reason” coverage through Rental Guardian. Please inquire for more details.
CLEANING: Daily maid service is not included in the rental. All rentals will include a mandatory cleaning fee upon departure, which prepares the property for the next rental. You and your guest are required to follow the “Check-out Guidelines” upon departure and this information will be posted in the property. Guests may be charged an additional amount if more extensive cleaning is required. We greatly appreciate you helping take care of the property.
DAMAGES: Guest assumes full responsibility for any items damaged due to misuse or negligence or action on guest’s part, except in the case of normal wear-and tear. Guest is responsible for notifying Destination Amelia upon check-in if the property is found in less than desirable condition or any damage is noted. If management is not notified within a timely manner, then guests cannot expect management to quickly resolve any issues. If damages occur during your stay, please notify us. If damage is found following departure, we will access guest responsibility and charge accordingly.
DISTURBANCES: You and your guest(s) will be required to vacate the premises and forfeit the rental fee for any of the following reasons: A) Using the premises for any illegal activity including, alcoholic beverages by or to persons less than 21 years of age. B) Causing damage to premises rented or to any of the neighbor’s properties. C) Any other acts which interfere with the neighbors’ right to quiet enjoyment of their property. Guests should adhere to local noise ordinances which generally restrict loud noises, music, and unloading/loading vehicles between the hours of 10:00 p.m. and 7:00 a.m.
CONSTRUCTION: Construction or renovation work may take place at different times of the year in the vicinity of where you are staying. Depending on the work, we are sometimes given advance notice and will provide this information to our guests. We will do our best to notify you in advance if your stay may be impacted. In some cases, we are not given advance notice of scheduled work, or unexpected work may arise during your stay. If your rental property is near construction activity, please be understanding. No refunds or moves can be guaranteed.
KEYS: The majority of our properties have electronic door locks that use a pre-programmed and unique code for each guest. For select properties without electronic lock access, keys will be found in a lock box at the property location. The lock box combination or electronic lock code will not be issued with a balance remaining, or without a signed Rental Agreement and credit card on file. This information will be sent two weeks before your check-in date. Upon departure, please return keys, remote controls, and garage door openers to their original locations. A replacement fee will be charged for each lost door key ($50), pool key ($100), or garage opener ($100).
MAINTENANCE/REPAIRS: All equipment in each property should be in working order. Please report any inoperable equipment to our office promptly. We will make every reasonable effort to have the problem corrected as soon as possible. Reasonable wear and tear is the responsibility of the property owner. However, if you do cause damage in the property, you must report the issue and pay for the repairs. While rare, all pools/hot tubs are subject to temporary closings due to extenuating circumstances. No refunds or rent reduction can be guaranteed if this occurs.
LOST & FOUND: Owners and Management Company are not responsible for personal property lost, stolen, or abandoned during your stay. If we are able to find an item left behind, we will ship it to the registered guest upon request. Shipping charges and a $25 handling fee are the responsibility of the guest and will be processed at management’s discretion. Management shall not be held liable for the condition of shipped items. Any items not claimed for longer than 30 days shall be donated or disposed of.
MAIL SERVICES: You may ship directly to the property you are staying in using FedEx or UPS. However, we cannot guarantee delivery or security of the package. This will be up to the shipping client and the shipping receiver to arrange. We are not responsible for any lost, damaged, or delayed deliveries. Returning late deliveries after a guest has departed will incur shipping and handling fees. *For our monthly guests, please inquire about forwarding mail through the U.S. Postal Service.
SUBSTITUTION AND NON-AVAILABILITY: We reserve the right to substitute properties. Should the property you reserved become unavailable for any reason whatsoever, Destination Amelia will inform you when non-availability is absolutely certain. Every attempt will be made to relocate you and your guest(s) to a comparable property. If you wish to upgrade to another property, you are responsible for costs associated with the rental upgrade.
PROPERTY FOR SALE: In the event the property you are renting is on the market for sale, there may be requests to show the property during your visit. We will make every effort to schedule the showing at a convenient time and not interrupt your visit. Should the unit change ownership prior to the date of your reservation, you will be notified as soon as possible and guests have the right to cancel. Otherwise, Destination Amelia will make every attempt to find a comparable property. When comparable accommodations are not available, guest(s) will have the option of selection from available properties or receiving a full refund.
RIGHT OF ENTRY: Our staff, the owner(s), and/or our approved representatives have the right to enter premises during tenancy to inspect, to make necessary property repairs, and in cases of emergency. We will notify guests if any entry is needed and will give proper notice when possible.
LISTINGS AND PRICING: Information regarding individual listings is believed to be accurate, but cannot be guaranteed. We have made every effort to ensure all the information we provide via print or online is current and accurate. Rates, fees, taxes, furnishings, and amenities are subject to change without notice.
ERRORS & OMISSIONS: Every effort has been made to ensure the accuracy of all information provided. Destination Amelia will not be responsible for errors in information and reserves the right to make any necessary changes.
ASSUMPTION OR RISK, RELEASE & INDEMNIFICATION: The signer and his/her guests agree to assume all risk for injury, death, or damage to persons or property in any way arising from this rental. Further, said parties hereby release Destination Amelia, Inc., its employees and representatives, and the Homeowner from any and all liability for such injuries and/or damages in any way arising out of their use of the premises and related facilities and agree to indemnify and hold them harmless from any claims, demands, losses or causes of action arising out of said use. Signer and his/her guests also agree to be responsible for any and all damage to the property owned or leased by Destination Amelia, Inc., which in any way arises out of the use of the premises and related facilities by said parties.