The Responsible Party for this reservation is the guest(s) specifically named on the reservation.
The Occupant(s) of the property include the Responsible Party along with all other guests staying at or visiting the rental property during the term of the rental. (does not extend to subcontractors hired by Beachside for servicing the property)
The physical location of the home or condo rented, including the structure and real property (land) extending out to the official property lines per local tax records.
The time between the specified arrival & departure days on the reservation confirmation
Credit Card or E-Check on File:
The last credit card or e-check entered or used in association with the reservation which is stored on file for incidentals
Abbreviation for Beachside Properties of Hilton Head Island LLC DBA Beachside Hilton Head Island (property management company)
Property Use & Occupancy
All properties on our program are personal residences which are privately owned and decorated. Owners have graciously opened their island residences for others to enjoy; therefore, it’s important all guests treat them with care & respect.
The Property is not “baby-proofed”. The Responsible Party and Occupant(s) have rented the Property knowing & accepting the possible dangers associated with having small children at the Property which has not been child or baby proofed.
The Responsible Party and Occupant(s) must abide by the Sea Pines community & Town of Hilton Head Island rules & ordinances and are financially responsible for any levied fines due to their actions or lack of actions during the Rental Stay. These rules & ordinances can be reviewed on the following websites: Sea Pines: https://www.seapinesliving.com/property-owners/services/covenants-rules-regulations/ Town of Hilton Head Island: http://www.hiltonheadislandsc.gov/
Check-in time: 4pm EST on the contracted arrival date
Check-out time: 10am EST on the contracted departure date
Fines may apply for unapproved early arrivals and/or late departures
Early departure or no-shows does not warrant any refund of rent or deposit
The following uses of the Property are strictly prohibited:
Use as a venue for any public or private function or gathering which results in more people than the maximum occupancy of the house is not permitted
- Criminal activity, illegal downloading, commercial photography & filming
- Improper use of furniture, such as use of couch for additional sleeping accommodations, use of bed as a trampoline, use of a chair or stool as a ladder
The following are not permitted at the Property:
- Drone usage (prohibited by Sea Pines covenants)
Violation of this Use Restrictions will result in immediate eviction of the Responsible Party and all Occupant(s) from the Property and fines will be assessed equaling the clean-up, damage or fine associated with the mis-use of the Property. No refunds will apply for the unused portion of the Rental Stay. Any fines levied to the Property Owner as a result of the use, actions or lack of action of the Responsible Party and/or Occupant(s) during their Rental Stay will be the financial responsibility of the Responsible Party.
Occupancy & Age Requirement:
A maximum occupancy applies (see page 1 of agreement) which is regardless of age. Exceeding this maximum occupancy is not permitted under any circumstance due to fire & safety hazards. If more than the approved number of occupants resides at the property, the Responsible Party and all Occupant(s) will be required to vacate the property and no refund will be given for the unused portion of the Rental Stay.
The Responsible Party must meet the minimum age requirement of 25 years and occupy the Property the entire length of the rental Stay. Proof of age may be required.
Noise & Construction:
Sea Pines community allows for construction, repair and renovation work Monday – Saturday from 7am – 7pm. Noise from neighboring construction, repairs & renovation is unavoidable and out of our control. No refunds or discounts will be issued due to discomfort, noise, or inconveniences arising from construction, repairs or renovations around the Property. This term extends to discomfort, noise or inconveniences resulting from the ongoing maintenance of surrounding properties (landscape work, pool cleaning, etc).
Property Damage & Guest Verification:
Beachside requires a VISA, Discover, MasterCard, or e-check on file for incidental charges. The Property will be inspected after departure. See FAQs page below for fine sample.
Guests of Beachside will have peace of mind for accidental damage during their Rental Stay. We understand accidents can happen; therefore, the following limits will be included in your reservation:
Villa reservations- $100 accidental damage coverage
Home reservations- $350 accidental damage coverage
The Responsible Party will be held accountable to pay for any expenses in excess of the limits listed above. Malicious or intentional damage, as solely determined by Beachside, will not be covered by the accident damage coverage and therefore the full cost of the damage will be charged to the Responsible Party. The Responsible Party and Occupant(s) agrees to indemnify Beachside for any damage to the Property, grounds, and furnishing, including attorney’s fees, caused by the the Responsible Party, or any other Occupant or guest, which occurs during their Rental Stay. Additional coverage can be purchased from a third party provider, please inquire for rates and coverage details.
Access & Parking:
Sea Pines community does not permit the operation of motorcycles/motorized scooters, except for approved handicapped conveyances, within the community. (for approval, call Security directly at 843-671-7170) No oversized transport vehicles or vans, trailers or commercially marked vehicles are permitted in residential areas, including driveways, overnight. For more details on restricted vehicles, please visit https://www.seapinesliving.com/visitors/on-island-rules-policies/
Parking is restricted to the property’s driveway, carports (where applicable), garage spaces (where applicable & approved) and parking spots only. Any damage to the lawn, irrigation or landscaping due to Occupant(s) vehicles will be at the Responsible Party’s expense.
1 complimentary gate pass is included with the reservation and mailed to the Responsible Party at the address provided prior to arrival.
All additional gate passes needed are purchasable upon arrival at either entrance to the community. A gate pass or code is required to enter Sea Pines via leisure path. The gate code is located on the inside of the leisure gate. A gate pass is required for re-entry via uber, taxi or driver.
Payment, Fee & Cancellation Terms
50% Initial Payment due upon contract signing
Final Balance due 45 days prior to the specified Arrival Date*
Payment due via US currency.
*Last Minute Reservations: Reservations placed within 14 days of arrival will require final payment in the form of certified funds (bank check), money order or cash at arrival.
Forms of Payment:
Initial payment: Due upon e-signing the rental agreement, charged to the credit card on file
Final Balance: personal check, e-check, bank check or money order
Payment in full, last minute reservations: certified funds (bank check), money order or cash upon arrival
Payments are held in an interest bearing checking account and guest waives right to the interest earned.
Fees & Taxes:
5% non-refundable reservation fee and 11% tax applies to all reservations. 11% State and Local accommodation taxes applies to add reservation for stays less than 90 consecutive days. If the state or local tax amount changes after the reservation has been confirmed and the new tax has gone into effect prior to the end of the Rental Stay, the Rental Agreement will be updated accordingly, and the Responsible Party agrees to pay the new tax amount. A service fee equal will be charged for returned checks. See FAQ’s page for fee amount.
Written cancellation requests are required. Requests received greater than 120 days prior to arrival date: full refund of paid rental fees & taxes, less the non-refundable fee. Requests received less than 120 days prior to arrival date: forfeiture of the 50% initial payment amount. Requests received less than 30 days prior to arrival date: forfeiture of the total rental. Exception: Beachside will make every attempt to secure a replacement rental at the same rate. If successful, a refund of the refundable portion of the forfeited amount will be issued to the Responsible Party. If a replacement rental is secured at a lower rate, the difference in price will be forfeited and the remaining balance of the refundable portion will be refunded. Refunds are made payable and mailed to the Responsible Party at the address listed on the reservation after the contracted departure date. Travel Insurance is offered through CSA Travel Protection and may apply if purchased.
Maintenance & Property Oversight
Please report all maintenance concerns regarding the Property immediately to Beachside. Unknown issues cannot be resolved. It is our pledge to address maintenance issues as quickly as possible. Technicians may not be available on Sundays, holidays or after normal business hours. Refunds will not be given for issues resolved within 24 business hours of being reported. Refunds will not be considered if maintenance issues are unreported.
Management Office Hours & Authority:
Open: Monday – Friday: 10am – 6pm (times may vary based on season), Saturdays: mid-March – mid-October, open but physically out of the office conducting arrival and departure inspections until 3-4pm Closed: Sundays and holidays, except for emergencies (an employee or representative of Beachside is on call for emergencies 7 days a week, 365 days a year)
Beachside, and/or assigned vendors, have the right to enter the Property during the Rental Stay to investigate a mis-use of the property, address a reported concern/issue/emergency or to prevent damage to the Property at any point during the Rental Stay.
Securing the Property:
The Responsible Party and Occupant(s) are responsible for properly securing the Property during their Rental Stay.
Any damage or theft to the Property, furnishing or personal belongings incurred due to not properly securing the property is the responsibility of the Responsible Party.
Examples include, but are not limited to, not locking exterior doors, not closing the garage door, leaving doors or windows open when unoccupied or during heavy rain, leaving vehicle doors unlocked with valuables inside. Although Sea Pines community is a gated community with 24 hour patrol service, thefts and break-in do occur.
Pool Heat (Houses Only):
Pool heat, and spa heat where applicable, is available at an additional charge with a minimum notice of 14 days prior the specified arrival date.
Heaters will be activated prior to guest arrival, so long as payment has been received. When unforeseen mechanical issues arise with the pool or spa equipment, which prevents the heater from working as determined by a professional pool company, and cannot be repaired within 24 business hours a refund equal to the unused portion of the pool heat fee will be issued. No adjustments will be made to the rental rate. See FAQs section for more details regarding pool & spa heat.
Catastrophic Losses & Property Substitutions
Property Sale & Property Substitutions:
Prompt notification will be given to the Responsible Party of a pending real estate sale for the Property which will impact the Rental Stay. The State of South Carolina Vacation Rental Act requires all reservations for 90 days post closing be honored. After the 90 days protection period, reservations must be moved or cancelled unless otherwise specified. Beachside reserves the right to substitute the Property with another similar property due to a real estate sale, unresolved damage to the Property, or unresolved hazards to the Property, as determined by Beachside. The Responsible Party will be given the opportunity to approve the Property substitution. If not approved by the Responsible Party, Beachside will provide the Responsible Party a full refund of paid rental fees plus tax, less the 5% non-refundable reservation fee.
Catastrophic Events or Emergency Evacuations:
In the case of a catastrophic event impairing the Property, as determined by Beachside:
Beachside will not be held responsible for securing alternate lodging & additional transportation for the Responsible Party or Occupants
Beachside will not be responsible for the financial losses related to the alternate lodging and transportation
Refunds or credits will not be issued
Once a mandatory evacuation is issued by the state or local authorities:
The Responsible Party and all Occupants must vacate the Property within 24 hours of the evacuation order
Occupying the property after the 24 hour timeframe to vacate constitutes trespassing and will be treated as such
See Hurricane FAQs below for more details
Whether you own property, run a business, or rent a condo in Hilton Head Island, the threat of a hurricane or flood is always present during certain months of the year, and we all assume this risk. Therefore, we highly recommend purchasing Travel Protection Insurance to secure your vacation investment and eliminate your financial risk. There will be no refunds of any kind for evacuations.
Limitation of Liability:
Under no circumstances shall Beachside be responsible for any loss, expense, damages, claims or injury direct, indirect, consequential or otherwise whatsoever, howsoever caused or incurred whether arising in contract or otherwise in law or equity as a result of rendering of the services or accommodations as described or substituted and including, without restricting the generality of the foregoing as a result of any delay(s), substitution(s), rescheduling(s) or change(s) in the provision of services, including concierge style services, or land accommodations by Beachside or by reason of military actions, revolution or acts of God, government agencies, or unforeseen circumstances or events, by any agents, owners, employees, subcontractors, servants or services as substituted; Beachside will act in good faith at all times and use its best efforts to substitute with accommodations or services of a type as comparable as possible to those contracted. Beachside will not be liable under any circumstances, including substitutions, to refund any unused portion of booked accommodations or services. Some activities in which The Responsible Party & Occupant(s) engage, are especially dangerous and include parasailing, deep-sea fishing, boating, golfing, swimming, boogie boarding, surfing, hiking and biking. This list is not all-inclusive, but indicates some of the hazards of vacationing in Hilton Head Island. The Responsible Party & Occupant(s) may also encounter the following risks: slippery floors and stairs, especially when wet, lanais with spaces between rails (dangerous for little children), precipitous drop-offs on ocean floor, unfenced pools, faulty electrical or plumbing systems, gas BBQ grills, clean/clear sliding glass doors, and dangerous stairs or pathways, Therefore, the Responsible Party and Occupant(s) agrees that he/she is voluntarily participating in any and all activities, whether or not recommended or arranged by Beachside, risks, and use of the accommodations, and hereby assumes all risk of injury, illness, damage or loss to person and property that might result, including, without limitation, any loss or theft of personal property. By booking The Property, you acknowledge that in all events and circumstances, Beachside, its officers and employees shall not be liable. Beachside reserves the right to cancel or rescind any rental agreement if it is found that the guests are conducting unlawful activities, not abiding by the homeowner association or town ordinances and rules, disturbing others by playing loud music, percussion, audio or instruments, or cause any loud or offensive noises, have made any misrepresentations about the nature or size of the group or use of the group or the use of the property or any other misrepresentations or any other way in breach of the rental agreement. The Responsible Party & Occupant(s) understand that Beachside & the property owner’s insurance does not cover his/her belongings or damage that he/she cause. The Responsible Party & Occupant(s) agree that Beachside & the property owner are not responsible for any loss or damage during the term of the rental agreement and therefore agree to carry insurance covering all of your personal property located in the unit or bear full responsibility for its damage including damage from fire, water, theft, or any cause.