Vacation Rental Policies

Please review our Vacation Rental Terms & Conditions below. Terms are subject to change and are updated accordingly. If you booked direclty on our website, these terms are noted in the "Terms & Conditions" box prior to booking finalization. Please contact us with any questions at 1-888-897-2627

Vacation Rental Terms & Conditions

 

Please thoroughly review these terms prior to booking. All occupants will be bound by these terms and conditions. Please do not proceed with booking if you or anyone in your party is not comfortable with these policies. Guest agrees to compensate StayCoastal Vacations (Manager) for all items specified and in consideration for booking/use of the Vacation Rental Property (Property).

 

StayCoastal Vacations

info@staycoastalvacations.com

www.StayCoastalVacations.com

 

Vacation Rental Terms & Conditions

Our vacation homes are carefully curated to meet and exceed guest expectations. Please keep in mind that this property may be located at a community with year-round residents. To remain respectful of these residents and visitors, all occupants will be bound by the following terms and conditions.

 

**COVID-19 Response:

In response to the Coronavirus (COVID-19) pandemic, business operations have been significantly altered to assist in stopping the spread of the disease. We recognize that most guests have been following shelter in place orders in their hometowns while possibly experiencing social and economic hardship. We also recognize that travel for one’s mental health is essential and that we will all get through this new challenge together.

 

As such, by agreeing to our Vacation Rental Terms & Conditions, you are also agreeing to abide by the following safety guidelines put forth by the Centers for Disease Control and Prevention (CDC) when in our vacation properties:

  1.  STAY HOME if you are experiencing any symptoms of COVID-19 such as fever, cough, shortness of breath, or other symptoms found here.
  2. Avoid close contact with those who are sick and maintain a social distance of at least 6 feet from those not in your household.
  3. Avoid crowded places and mass gatherings when possible.
  4. Cover your mouth and nose with a cloth face cover when around others but seek advice from your primary care physician on whether it is safe to do so for your own health purposes.
  5. Cove your coughs and sneezes, throw away used tissues, and wash your hands for at least 20 seconds. Avoid touching your face (eyes, nose, mouth) after touching any surfaces in which the state of cleanliness is unknown to you.
  6. Clean and disinfect frequently touched surfaces in the home with the provided disinfectants. If surfaces are dirty, clean them first then disinfect per guidelines here.
  7. Adhere to checkout times as our housekeeping staff will need to promptly begin their thorough cleaning procedures. 

Below are the additional steps we are taking to ensure your vacation home is clean and safe for your stay:

  1.  For the temporary time-being, reservation check-ins are permitted after 24-hours following the last guests’ departure.
  2. All housekeeping and management staff have successfully completed Disinfecting and Personal Protection Equipment (PPE) training that includes content that is expert-backed on guidelines from WHO, CDC, OSHA, and the FDA.
  3. Our housekeeping staff properly uses only EPA approved disinfectant products when cleaning the properties. Additional disinfectant protocols have been instilled regarding frequently touched surfaces such as doorknobs, light switches, cabinet handles, keys, etc. This includes protocols for post-cleaning quality control checks and guest pre-arrival checks.
  4. All staff must wear PPE when on-site and when in the properties. All staff is directed to stay home if not feeling well and/or experiencing COVID-19 symptoms.
  5. All bed linens (including towels) are exchanged every cleaning. All linens are laundered following CDC recommendations including 1) removal of soiled linens in single-use bags, 2) removal of linens using disposable gloves and in a non-shaking manner, and 3) laundering in the highest temperatures possible according to textile instructions.
  6. No contact fluff and fold is offered to guests who wish to launder clothing items but do not want to use on-site laundry facilities. Please contact us to inquire on pricing and to arrange a pickup/delivery time before your departure.
  7. Single-use toiletry kits are available for purchase only. The toiletry kits include 1 each of Conditioning Shampoo, Body Lotion, and Box Soap. These toiletry kits are securely packaged for use during your stay. Guests may also elect to bring their own toiletries. 

Thank you in advance for your patience and cooperation during this new-age of vacation travel! Our goal has always been to ensure you have an excellent stay and we are in no way, wavering on that commitment.

 Check-In and Check-Out Procedures

 

Check-In time is: 3:00 pm

Check-Out time is: 10:00 am

 

Arrival after 5:00 pm

We require a minimum 24-hour notification should your plans require an arrival after 5:00 pm. The North Coast Village Patrol office will be notified of your arrival and will check your party in.

 

Late Check-Out

Please note late check-out is not available during the Summer rental season.

Outside of the Summer rental season, late check-out must be previously arranged in writing with the Manager a minimum of 7 days prior to your arrival. Our Turnover Team adheres to a strict cleaning schedule to prep the properties for incoming guests. A fee of $75/hour fee will be charged for each hour (or portion thereof) past the check-out time.

 

Early Check-In

Please note early check-in is not available during the Summer rental season.

Outside of the Summer rental season, early check-in may be permitted with prior written approval from the Manager only. If for some reason the home is not ready for your arrival, you will be notified.

 Check-Out Cleaning Procedures

Our Guests can expect the property to be thoroughly cleaned and sanitized prior to each arrival and after each departure.  As such, Guests should leave the property in the same general condition found at check-in. This includes:

  • All trash removed from the property and disposed of in the appropriate community receptacles
  • Soiled dishes placed in the dishwasher with a wash cycle started
  • Furniture placed back into original locations
  • The refrigerator is to be left free of perishable food
  • All lights and fans turned off
  • Bedding to be left on the beds
  • Soiled towels to be placed in the bathtubs
  • All provided keys returned according to Check-Out procedures in the guest binder

 

At time of reservation booking, a standard cleaning fee is charged. However, if the check-out procedures are not followed and/or the home is left in such a state where additional cleaning is required, Guest will be billed at an additional $85 per hour of extra cleaning. Any missing key sets will be billed to the Guest at a rate of $55.

 Maximum Occupancy

 Guests shall not exceed the maximum occupancy posted for each property. An occupancy that exceeds the listed amount will be enforced at $100/ day, per guest over the limit, in addition to a $500 HOA fine (if applicable). All occupant names and ages must be disclosed to the Manager prior to booking.

 Payment Terms

 

  • All reservation charges are noted at the “Check-Out” page of the website or channel you are booking through. Guests must agree to all outlined charges prior to submitting a reservation. Add-on fees for extra services are provided/charged separately.
  • A 15% Reservation Deposit payment is due at booking (applied to the total balance) if booking on our website www.staycoastalvacations.com and with no additional Traveler Service fees
  • A  20% Reservation Deposit payment is due at booking (applied to the total balance) if booking on the HomeAway/VRBO site PLUS extra Traveler Service fees
  • A $30 Administrative/Registration Fee is applied to all bookings
  • The remaining balance is due 30 days prior to check-in for stays less than 14 nights, and 60 days prior to check-in for stays more than 14 nights
  • For unique properties, a Refundable Security Deposit will be charged (and is disclosed) at the time booking. The Refundable Security Deposit varies from $500 to 45% of the rental cost. Please inquire with the manager with any questions.

 

We accept Visa, MasterCard, Discover and valid e-checks. The initial payment must be made with a valid credit card. This card must remain valid during the entire length of the reservation. A Guest may use a different card for payment but must supply the applicable information in their Guest Portal account.

 Damage Insurance, Registration Fee & Cleaning Fee

 

  • A non-Refundable Damage Waiver fee is applied to all booked reservations
  • A non-refundable Registration Fee of $30 is applied to all booked reservations**See below for details
  • A non-refundable Cleaning Fee is applied to all reservations
  • A Mid-Stay Cleaning may be added by guest request

Damage Waiver - Details

 

The Damage Waiver applies to accidental damages and excessive wear/tear during a Guests’ stay up to, but not exceeding $500. Prior to check-out, Guests must notify the Manager of any damages and/or breakages. If items are missing or the Manager deems damage to the items was intentional or negligent and/or not reported, the Damage Waiver will not apply. The Damage Waiver does not apply to items stolen or lost. Guests are responsible for replacement or repair costs exceeding $500. Manager will use the credit card on file to recover such costs. If the credit card is deemed invalid (i.e. “declined”) the Guest is required to supply a new method of payment within 48 hours of notification.

 **The Registration Fee (also known as Administrative Fee) is applied for the convenience of 24-hour check-in services. An additional $30 charge is processed if any of the following apply if your arrival date is within 48-hours of when the booking is made.

 The Cleaning Fee covers the cleaning and preparation of the unit post every guest departure and the Mid-Stay Cleaning. We maintain the highest cleaning standards in our area. This is a non-refundable/non-negotiable charge.

 Property Inspections

 All problems, including inadequate cleaning and damage, must be reported to the Manager within 24 hours of arrival in order for the prior guest to be held accountable. This includes disrepair of furniture, furnishings, appliances, and fixtures. The Manager will make every effort to notify the Guest prior to entering the unit to affect the necessary inspections, repairs and maintenance. Manager will not be held responsible for cleaning concerns not communicated within the first  24 hours.

 Travel Insurance

 

Travel insurance is available from Travel Guard, to learn more CLICK HERE or by calling Travel Guard at 877.249.5376 and referencing agent # 334918. This agent number is critical to ensure your reservation with StayCoastal Vacations, is covered. No refunds will be provided by the Manager for early departures, delayed arrivals, inclement weather, and reduction in nights reserved or for any reason outside of our explicit control. 

 Cancellation and Refunds

 

Notice of cancellation must be received via email from the Guest. Guest is responsible to ensure the notification is received.

 

For reservations, less than 14 nights:

  • If cancellation occurs prior to the 30-day final payment due date, guest will be refunded the amount paid less a  $50 Cancellation Fee.
  • If cancellation occurs after the 30-day final payment date, the full amount paid is non-refundable.

 

For reservations, greater than 14 nights:

  • If cancellation occurs prior to the 60-day final payment due date, guest will be refunded the amount paid less a $50 Cancellation Fee
  • If cancellation occurs after the 60-day final payment date, the full amount paid is non-refundable.

*COVID-19 stay restrictions & Update to Cancellation

  • Should the Property you are renting be under stay restrictions and unavailable for leisure use the following refunds and credits apply:
    • If the reservation is not paid in full when a stay restriction is announced, you may cancel penalty free up until your final payment due date.
    • If the reservation is paid in full when a stay restriction is announced, you will have a credit on-file to use at a later date when travel is permitted. The credit would first be applied to the originally booked unit. If that unit is not available on your newly selected dates, the credit may be applied to a different unit in our inventory. There will not be change fees applied, however, should there be a cost difference, the guest is responsible for the difference if the change results in a higher total. If the change results in a lower total, the guest is entitled to a refund for the difference.
    • If the guest does not wish to postpone the stay, no refund will be provided.

No refunds will be provided for: early departures, delayed arrivals, inclement weather, reduction in nights reserved for any reason, natural disasters, pests, construction, acts of God, pandemics, or ruined expectations due to work or family emergencies or any under any circumstances outside of our explicit control.

 Noise

 

Please keep the volume of your voices and activity to a reasonable level. Quiet hours are enforced from 10:00 pm to 8:00 am. Any notification to the Manager of noise disturbances will be enforced to the maximum extent including fines ($50+) and/or termination of occupancy.

 

Insects

 

Manager acknowledges and Guest accepts, the properties and North Coast Village complex, may have common insects from time to time. This includes but is not limited to: common ants, spiders, silverfish, and house flies. Manager acknowledges and Guest accepts, the properties are pest-treated periodically and common household insecticides are provided in the property to remediate intermittent occurrences of said insects. Because of the preventative steps taken by the Manager, no refunds will be provided in the event said insects are encountered on property or on-site. If notified by the Guest of a presence of these insects, the Manager will provide it's best efforts to assist with pest control during the Guest's stay. 

 No parties, weddings or other large event

 

Guest acknowledges that no parties, weddings or large events are to take place on the property. Any notification or discovery of prohibited events will result in immediate termination of this agreement and guests will be subject to immediate eviction without refund.

 Fireplaces

 

The properties located at North Coast Village are equipped with working, gas fireplaces. The fireplaces operate seasonally. The North Coast Village HOA "turns on" gas to the fireplace from Nov 1 and "turns off" the gas to the fireplace on June 1st, no exception. When lit, the fireplace will have a small pilot flame. This is normal. The properties also have wall heaters that work year-round.  No refunds will be provided if a Guest stays during the non-operational time period of the fireplaces and wishes to use the fireplace. 

 Rates

 

All rates are subject to change until the reservation is finalized. We make every effort to display accurate rental rates on our marketing channels and website. No refunds will be given in the event of advertised rental rates are reduced. In the event a discrepancy arises between rates quoted verbally, on our website or otherwise, Manager will have sole discretion to cancel, adjust or limit reservations accordingly. Additionally, a guest may not book on a channel partner (e.g. HomeAway) and cancel/rebook directly with the manager for the same stay.

 Responsible Party

 

The Guest booking the reservation must be at least 25 years of age, is considered the Responsible Party and will be present during the entire reservation. If requested, Guests and occupants must present valid government I.D. The Responsible Party assumes liability for the actions of all occupants and their guests. The Responsible Party must ensure children are supervised at all times. Guest agrees to comply with all homeowner and community association rules and regulations regarding the use of the property and common areas.

 Smoking Prohibited

 

All properties are non-smoking properties and smoking (tobacco, marijuana etc.). Smoking is strictly prohibited inside the units, on the balconies, and on the grounds of North Coast Village. The HOA imposed violation is $50/incident and will be the responsibility of the guest. Guests are required to smoke off-property.

 Smoke Detectors/ Carbon Monoxide Detector

 

Our properties are equipped with smoke detectors and a carbon monoxide detector. Guest agrees to notify the Manager if detectors are missing, chirping or indicating the need for battery replacement.

 Air Conditioning

 

If the property you are renting from the Manager is located on North Coast Village, please be advised that Air Conditioning (AC) is not provided in the units as a built-in feature. Standalone fans and ceiling fans are provided for added comfort. However, the Manager recognizes some Guests require or have a need for, AC. The following considerations and terms are provided. Please note the charges outlined below are solely enacted to cover the significant increases in utility costs incurred by the Property Owner as a result of AC usage:

 

  • A portable AC can be requested at least 14 days prior to arrival (extremely limited quantity, first come first serve basis, no guarantee of availability)
  • A one-time service/setup charge of $50 will be billed to Guest. This fee is waived if Guest provides own portable AC unit. Guest is required to confirm with Manager via photo (email or text) of the Guest provided AC unit within 24-hours of arrival. If confirmation is not received, then the waiver does not apply.
  • Guest is solely responsible for setup and removal of the guest-supplied portable AC unit
  • A charge of $100 will be billed for every 7 nights of usage
  • Any damages (including remediation costs) resulting from the use of a portable AC unit is billed to the guest in full. The Security Damage Waiver fee does not apply to AC damages.

 Pets

 

Pets are not allowed in our properties unless noted otherwise in the property descriptions. Discovery of pets within the property is grounds for Guest and/or pet eviction without refund plus a violation charge of $100. Guest will be responsible for all costs incurred to remediate the property including (but not limited to) pet allergen remediation, flea remediation, carpet and upholstery cleanings. This does not apply to certified Service Animals. Emotional Support animals are not allowed.

 TV/Cable/Internet/Telephone

 

Television (s)/Cable/Internet/Telephone services may be provided as an added (free) convenience for our guests. No refund of rents will be provided for outages, lack of content, speed, access issues, lack of knowledge of use, or personal preferences with regards to service. If Telephone services are provided, Guest agrees to reimburse Manager for any long-distance telephone calls (if not already provided) or collect calls occurring during the reservation. Pay per view channels are NOT provided free of charge. Any purchased pay per view channels will be billed directly to the guest.

 Balcony (if applicable)

 

Please refrain from hanging towels, bathing suits, water toys and/or other items over the balcony ledges. The North Coast Village HOA strictly enforces this and will cite the Property Owner a fee. This fee will in turn be passed on to the Guest at the Guest’s expense.

 Window Safety – Window opening limitation devices

*Applicable to 3rd floor properties located at North Coast Village only*  If the property you are renting is located on the 3rd floor of any building located at North Coast Village e.g. B-300, D-300, G-300, G-301, G-314 etc.  please note the upper level, exterior-facing windows have window opening limitation devices installed. This is to ensure the safety of all inhabitants and should not be tampered with. These safety devices will allow the windows to be opened a maximum of 4 inches. Management will deem any evidence of tampering or attempted removal of these devices, as willful negligence by the Guest. All remedies or claims of personal injury or loss due to Guest removal or tampering of such devices, will not be honored.  Only in the event of an emergency, should the window opening limitation devices be removed by an adult.

 Window screens disclosure

The window screens installed at our properties are for residential purposes but will not stop a small child or person, from falling through with force. Guests should exercise good sense and sound judgement when operating all windows. Guests are required to immediately report any window screens that appear damaged or in disrepair to management. Proper steps will be taken by Management to repair or remedy the window screens in question.

 Parking

 

All properties may have one (or more) assigned parking spaces, garage parking and/or off street parking. Please reference your reservation documents for detailed parking information.

 

Applicable to North Coast Village only

 If the property you are renting is located in North Coast Village, please be advised the parking structures allow for entry of vehicles measuring 6 ½ Ft in Height and 21 Ft in Length. Trailers, backing in to spaces or mechanical work is not allowed and strictly enforced by the HOA. Guest is liable for all HOA enforced parking violations. No refunds will be given if vehicles do not fit into the designated space and/or parking garage.

 

Should you need additional parking, please request a 24-hour parking permit from the North Coast Village HOA office. This permit will allow you to park in any designated 24-hour parking space. However, the vehicle must be moved once during the 24-hour period to avoid a violation of $50. Please do not leave valuables in your parked vehicles. Manager is not liable for lost or stolen personal items left in your vehicle.

 Oceanside Harbor Dredging

Annually between April and May (and/or other pre-determined times during the year) the Oceanside Harbor undergoes a process called "dredging". This is facilitated by the United States Army Corps of Engineers and is critical to sustaining our beaches and proper depth of the Oceanside Harbor. During this time, visitors and residents will witness large pipes along the coast of North Coast Village. These pipes pump sand from the mouth of the Oceanside Harbor and on to the neighboring beaches. Please be patient as some noise can be heard during this process. No refunds will be given for any stays during these activities as this serves as notice to our guests. Properties are priced accordingly for any inconvenience. Please see more information on the dredging projects at: http://visitoceanside.org/blog/what-is-dredging/

 Personal Property Loss

 

All Guests are solely responsible for their personal items left at the Property. Manager is not responsible for lost, stolen or abandoned items. Guests are responsible for the shipping cost of left items plus an additional administrative fee of $25. Should a Guest not claim their items within 30 days, said items will be disposed of.

 Restrictions on Property Use


Guests are prohibited to engaging in any activity that violates local, state, or federal laws, or California Insurance rules and regulations. Violation of this term will result in immediate eviction without refund. Guest will be liable for all damage to the Property, contents and grounds.

 Hold Harmless

 

The Guest and all occupants shall indemnify and hold harmless the Manager and property owner against any and all claims of personal injury, property damage or loss that are otherwise out of the Manager’s control.

 Sale of Property

 

If the Property is actively listed for sale, the Manager will make all reasonable efforts to contact the Guest should a scheduled showing be required.  We will only enter the property upon explicit permission from the guest (unless in the event of an emergency).

 Transient Occupancy

 

Guest acknowledges that this Agreement is expressly for transient occupancy of the Property and does not intend to make it their home or permanent residence. Guests are required to vacate the Property at the agreed upon check-out time.

 Agreement in Full

 

This Agreement is considered binding in full once a reservation is accepted, signed and the initial payment is made and approved.