Rental Agreement Terms & Conditions 

Terms Defined 

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)

Payment, Fee & Cancellation Terms
 

 Unless otherwise indicated in your specific property rental agreement, the following language shall apply:

Payment Terms: 

• 50% Initial Payment due upon contract signing, using the credit card on file
• Final Balance due 60 days prior to the specified Arrival Date
• Payments are held in an interest bearing checking account and guest waives right to the interest earned.  

Late Payments:  

• 7-day grace period for receipt & processing the final payment before formal cancellation
• Cancellations for non-payment result in forfeiture of 50% initial payment amount.

Fees & Taxes:  

• State and Local accommodation taxes applies to all reservations 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 to the bank fee charged to Beachside will be added to the reservation for returned checks. 

Cancellations: 

• You are welcome to cancel your reservation without penalty and receive a full refund of your deposit up to 61 days prior to arrival.
• At 60 days prior to arrival, your reservation becomes non-refundable.

 

Property Use & Occupancy

The property is a privately owned & decorated personal residence.  The owners have graciously opened their island residence 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/ 

Standard Check-in/Check-out:

• Check-In Time: on the contracted arrival date  4pm local time
• Check-Out Time: 10am local time
• Fines may apply for unapproved early arrivals and/or late departures 
• Early departure or no-shows do not warrant a refund   

Use Restrictions:

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: 

• Smoking
• Unapproved pets or animals
• Drone usage (prohibited by Sea Pines covenants)

• You booked a pet friendly house
• You have indicated you will be bringing a pet when making your booking or sometime prior to your check in.
• You have paid a NON-REFUNDABLE pet fee as part of your reservation.  
• You complete our pet questionnaire
• We approve your pet.

Violations:

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.  Occupying the Property beyond the Departure Date & Time constitutes trespassing, unless agreed to in advance by Beachside in writing.

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

Property Damage: 

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 $350 accidental damage coverage will be included in your reservation.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. 

 

 

 

Community Access & Parking

Permissible Vehicles: 

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: 

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.

Gate Passes:

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.

Maintenance & Property Oversight

Maintenance:

 

 

• 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:

 

 

• 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. 

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 where applicable, is available at an additional charge with a minimum notice of 7 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 page on our website for more details regarding pool & spa heat. https://www.beachsidehhi.com/faqs/ 

 

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.

Catastrophic Events or Emergency Evacuations: 

In the case of an unforeseen catastrophic event impairing the Property, during your stay, 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 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 our FAQs webpage for additional information: https://www.beachsidehhi.com/faqs/
• 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.
• 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.

A "Stay/Shelter In Place" order does not permit Occupants to occupy the Property beyond the Rental Stay, unless otherwise indicated by emergency officials.
                          

ACKNOWLEDGEMENT

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.