PO Box 7842 | Hilton Head Island, SC 29938
843-983-6620 | beachsidehhi.com
Payment & Cancellation Term Summary: 20% due at signing, 50% due 180 days prior to arrival (30% additional), balance due 60 days prior to arrival. Reservation fully refundable 61 days prior to arrival. Within 60 days of arrival, rent is non-refundable under the Cancellation Policy; only certain fees and taxes may be refundable in limited circumstances described below.
Responsible Party: The Responsible Party for this reservation is the guest(s) specifically named on the reservation.
Occupant(s): 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)
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.
Rental Stay: 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.
Beachside: Abbreviation for Greenwood Oaks Property Management LLC DBA Beachside Hilton Head Island (property management company).
A 7-day grace period is provided for receipt and processing of the final payment after the stated due date. During this time, Beachside will make reasonable efforts to contact the Responsible Party using the contact information on file. If payment has still not been received after the grace period, Beachside may, at its discretion, treat the reservation as cancelled for non-payment and apply the Cancellation Policy in effect at that time; however, Beachside also reserves the right to extend the payment deadline or arrange alternative payment timing on a case-by-case basis.
State and local accommodations taxes apply to all reservations for stays of 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, this Rental Agreement will be updated accordingly, and the Responsible Party agrees to pay the new tax amount. A service fee equal to the bank fee charged to Beachside will be added to the reservation for any returned checks.
You may cancel your reservation without penalty and receive a 100% refund of all amounts paid up to 61 days prior to arrival. At 60 days prior to arrival, your reservation becomes due in full and completely non-refundable, and the reservation is considered a firm commitment to the Property for the dates booked. Once the Rental Stay has commenced (check-in date has arrived), no refunds of rent will be given for unused nights.
Even within this non-refundable 60-day window, Beachside aims to treat guests fairly and reasonably for pre-arrival cancellations only:
The Property is a privately owned and decorated personal residence. The owners have graciously opened their island home for others to enjoy; therefore, all guests must treat the Property with care and respect. The Property is not “baby-proofed.” The Responsible Party and Occupant(s) accept all risks associated with having infants or small children at a Property that has not been child- or baby-proofed.
The Responsible Party and Occupant(s) must abide by all Sea Pines community and Town of Hilton Head Island rules and ordinances and are financially responsible for any fines or penalties levied as a result of their actions or inactions during the Rental Stay.
Check-in time: Specified arrival date. Check-out time: Specified departure date. Unapproved early arrivals and/or late departures may result in additional fees. Early departure or no-shows do not warrant a refund.
A maximum occupancy applies to the Property, which is inclusive of all adults and children, but excludes infants under 2 years old for head-count purposes. Exceeding this maximum occupancy is not permitted under any circumstance due to fire and safety regulations. If more than the approved number of occupants reside at the Property, the Responsible Party and all Occupant(s) may be required to vacate the Property, and no refund will be given for any unused portion of the Rental Stay. The Responsible Party must be at least 25 years of age and must occupy the Property for the entire length of the Rental Stay.
To comply with Town of Hilton Head Island regulations, it is unlawful to unreasonably disturb the peace and quiet of neighbors. Quiet hours are from 10:00 p.m. to 7:00 a.m., during which time all outdoor and indoor noise must be kept at a level that is not audible beyond the Property line. Repeated or serious noise violations may result in fines, intervention by security, and/or early termination of the Rental Stay without refund.
Sea Pines and the surrounding Hilton Head Island communities allow construction, repair, and infrastructure work during designated daytime hours (commonly 7:00 a.m. to 7:00 p.m., Monday through Saturday). Noise and activity from nearby construction projects, landscaping, pool service, and other routine maintenance are outside of Beachside’s control. No refunds or discounts will be issued due to discomfort or noise arising from construction or ongoing maintenance around the Property.
Beachside strives to provide advertised amenities on a best-effort basis. If the Responsible Party discovers any missing or malfunctioning amenity, they must promptly notify Beachside so that Beachside has an opportunity to address the concern during the stay. Unknown issues cannot be resolved and will be taken into account when evaluating any post-stay requests.
Certain amenities are supplied by independent third parties. Beachside cannot and does not guarantee continuous or uninterrupted operation of services such as electricity, water, cable, or internet and Wi-Fi service. Beachside’s obligation is limited to making reasonable efforts to assist in reporting and facilitating restoration of service.
Pool and/or spa heat is available at select properties for an additional charge, with a minimum notice of 7 days prior to arrival. For homes where the spa is part of the main pool system, spa heat is generally available on demand and typically takes 30–60 minutes to reach temperature. If an unforeseen mechanical issue with the pool/spa heater arises and cannot be repaired within 24 business hours, Beachside will, for paid pool/spa heat, issue a refund equal to the unused portion of the pool/spa heat fee. No adjustments will be made to the base rental rate.
Emotional support animals (ESAs) are not service animals under South Carolina law or the ADA. For purposes of this Rental Agreement, ESAs are treated as pets. ESAs are only permitted at Properties designated as pet-friendly and only when registered as a pet with all applicable fees paid.
Beachside welcomes bona fide service animals as required by law. Service animals are not considered pets. Responsible Party remains liable for any damage or injury caused by a service animal.
If an Unapproved Pet is brought to the Property, Beachside may impose an Unapproved Pet fine of 1,000 dollars per stay, charge for all related cleaning/damage, and/or terminate the Rental Stay without refund.
Beachside requires a valid payment method on file for incidental charges. Up to $500 of accidental damage to the Property and its furnishings is covered under Beachside’s included accidental damage protection, provided the damage is reported before departure. Malicious, intentional, or reckless damage (including damage caused by smoking or unapproved pets) is not covered, and the full cost of repair will be charged to the Responsible Party.
Permissible Vehicles: Sea Pines does not permit motorcycles, motorized scooters (except approved handicapped conveyances), oversized transport vehicles, trailers, or commercially marked vehicles in residential areas overnight.
Parking: Restricted to the property’s driveway, carports, and garage spaces only. Damage to lawns or irrigation due to vehicles will be at the Responsible Party’s expense.
Electric Bikes: Low-speed electric vehicles including e-bikes and golf carts are not permitted in Sea Pines without specific disability exceptions from CSA Security.
The Responsible Party must promptly report all maintenance concerns. Beachside respects guest privacy and will not enter the interior of an occupied Property during the Rental Stay except for guest-requested maintenance, emergencies, or limited inspections to address suspected misuse. Regular exterior services (landscaping, pool, trash) are performed by third-party vendors and may occur during the Rental Stay; no refunds will be issued for the timing of these routine services.
If the Property becomes unavailable pre-stay due to sale or casualty, Beachside may offer a comparable substitute or cancel with a full refund of paid fees. Mid-stay casualty events will be handled via relocation to a comparable property or a pro-rated refund for unused nights.
Weather-related cancellations or interruptions are not refundable. There will be no refunds for voluntary or recommended evacuations. In the case of a mandatory evacuation order, any potential refund for unused nights is strictly limited to amounts Beachside is able to recover or avoid paying and is determined at Beachside’s sole discretion.
Under no circumstances shall Beachside or the Property Owner be responsible for any loss, expense, damages, or injury, except to the extent caused by gross negligence or willful misconduct. Guests understand that certain activities (swimming, biking, boating) are inherently risky and use the Property and amenities entirely at their own risk.
The Responsible Party and Occupant(s) agree that Beachside and the Property Owner are not responsible for any loss or damage to their personal property. These limitations of liability and indemnity obligations are a material part of the consideration for this Rental Agreement.
