KEYS HOLIDAY RENTALS 

General Information and Rental Policy

Minimum Stay Requirements

1. The Monroe County Board of Commissioners which encompasses the entire Florida Keys has instituted a 28 Day Rule.   Rentals for less than 28 days have been disallowed in many residential neighborhoods throughout the Keys.  
2. The Village of Islamorada has passed an ordinance imposing a 29 Day Minimum Rental Requirement in most neighborhoods.  Properties that have Village approval for rentals of less than 29 days, must display their Village of Islamorada Vacation Rental License on the front of the property and in all published advertising.  

Rentals Seasons

1. High season:  December through April
2. Summer-season:   May through August.
3. Value-season:   September through November.
4. Mini-lobster season is the last consecutive Wednesday and Thursday in July.
5. Holidays:  There is generally a surcharge for rentals during major holidays.

Fees and Expenses   

1. Processing/Application: A $50.00 processing fee is required on all vacation rentals.  A $75.00/adult application fee is required on all long term rentals which covers the cost of the credit and background check and processing.   
2. Home Owners Association (HOA):  Some condominium associations or home owners associations require a separate application and charge a fee for all rentals.  The fee is usually a $100.00 or less.
3. Departure Cleaning:  This charge is based on the size of the rental unit, the number of guests, and the number of bedrooms and normal laundry and cleaning are required upon departure.  The range is $100 to $350. 
4. Pets:  There is a $100 per pet additional security deposit for pets and a non-refundable fee of $150 per pet.  All pet droppings must be picked up and disposed of in plastic bags and proper containers.  If any pet “droppings” are found anywhere on the grounds of the property during the check-out inspection the security deposit will be forfeited.    
5. Dock Fees:  Occasionally there is a charge for dock space.  It can be a daily charge, weekly, or monthly charge.   
6. Security Deposits: The amount varies from $500.00 to $3000.00.  Deductions from security deposits include such items as damage charges, missing or broken items, lost keys, excess cleaning fees and excess laundry charges (one set of towels per person and one set of linens per bed is standard) but are not limited to these items.　Accidental Rental Damage Insurance (ARDI) is offered through Travel Guard.  Some properties will require an ARDI policy at a cost of $45 for up to $1500 of insurance or $69 for up to $3000 of insurance.  When an ARDI policy is required, the amount of the cash security deposit is usually reduced.  If an ARDI policy is part of the rental agreement, the cash security deposit will be used to cover any damage or expenses not covered by the ARDI policy.  When the property is damage free and no additional utility or phone bills have been incurred the refund is usually within 10 days.　Monthly rentals with utility caps may take up to 45 days while waiting for the billing cycle.　An itemized list of charges along with receipts willbe provided when deductions are taken.  If charges exceed the amount of the deposit, the guest will be billed and agrees to pay the additional charges promptly. 
7. Utility Caps:  Monthly rentals often have a usage cap on the electricity and/or the water.   The owner pays up to a pre-determined amount.  If the usage charges exceed the cap the overage will be deducted from the Security Deposit.  Accidental Rental Damage Insurance (ARDI):  Some properties require a non-refundable damage insurance policy.  The charge is either $45 for $1500 coverage or $69 for $3000 coverage.   A copy of the policy will be emailed upon request.  When an ARDI policy is required the amount of cash required as a security deposit is reduced. 
8. Taxes: State Sales Tax is 7.5%.  Monroe County Tourist Tax is 5%.   These rates are subject to change.  Any change in tax rates will be reflected on the customers’ final statement.   If there is tax increase prior to occupancy, the amount will be collected at check in.    If there is a decrease the amount will be refunded to customer at check in.

Reservations

1. A reservation is confirmed when both the signed Rental Agreement and deposit money have been received and acknowledged. A reservation will be held for 7 calendar days from verbal resevation.  After that time a verbal reservation is not binding – rates can change or a property may become unavailable. 
2. Payment Schedule and Rental Documents

• Reservation more than 180 in advance:  Deposit required is the amount of the Security Deposit (plus Travel Insurance Premium and Accidential Damage Insurance Premium if applicable).  Deposit and Signed Rental Documents must be received by Keys Holiday Rentals within 7 days of reservation; 50% of balance due 120 days prior to arrival date; balance in full 60 days prior to arrival.  
• Reservation more than 90 days but less than 180 days in advance: Deposit required is the amount of the Security Deposit (plus Travel Insurance Premium and Accidential Damage Insurance Premium if applicable.) Deposit and Signed Rental Documents must be received by Keys Holiday Rentals within 7 days of reservation; 50% of balance due 90 days prior to arrival; balance in full 60 days prior to arrival.
• Reservation less than 90 days prior to arrival:  Signed Rental Documents and 50% of all charges (plus Travel Insurance Premium and Damage Insurance Premium if applicable) must be received by Keys Holiday Rentals within 7 days of reservation; balance in full 60 days prior to arrival.
• Reservation 15 - 30 days prior to arrival: 100% of all charges and Signed Rental Documents must be received within 5 days of reservation.  Cashier’s Check, Postal Money Order or Bank Wire Transfer is required.  
• Reservation less than 15 days prior to arrival:  100% of all charges and Signed Rental Documents must be received within 3 days of agreement.   Payment must be made in the form of guaranteed funds: US Postal Money Order; Bank Wire Transfer; Traveler’s Checks; Cash.   

   3.  All payments must be in U.S. dollars.

   4.  Keys Holiday Rentals does not rent to anyone under the age of 25.     

Electricity & Water

1. Some owners require that tenants pay the electric and water bill(s) during occupancy. 
2. Some owners pay a base rate and guests are charged for additional usage.
3. Sometimes all utilities are included in the rental.

Telephones

1. Many of our units do not have telephones.  So many people use cell phones these days, the need for a land line in a rental property has greatly diminished.  If there is a telephone with active service it will most likely have a block on all long distance calls.   Whether or not there is a block on long distance calls, long distance calls are NOT included in the rental and tenants are not permitted to make long distance calls.  Calling cards or collect calls must be used for all long distance calls.  Under no circumstances are guests permitted to accept incoming collect calls.

Pet Policy

1. Most of our rentals do not permit pets.  Occasionally individual owners or condominium associations will permit small dogs.  There is an additional $150.00 per pet charge.   There is also a $100.00 additional security deposit per pet.  If there has been no damage to the interior or exterior of the property and there are no “droppings” found in the yard this deposit will be refunded.

Boats and Docks

1. Many of our rental properties offer dockage.  Dock space is usually included in the rent.  Occasionally there is a homeowner’s association dock or mooring area and additional charges may apply.  Guests will be notified at the time the reservation is made if this is the case.  In all cases when a guest is bringing a boat, a copy of the registration and proof of insurance will be required upon check-in.  If a boat is being rented here in The Keys a copy of the rental receipt will be required. 

Rates/Minimum Stays

1. The properties we represent are privately owned.  Requirements for minimum stays and rates vary from one property to another.  Rates may also vary depending on the season requested. 
2. All rates are subject to change without notice until a reservation is confirmed. 

Standardization of Accommodations

1. There is no standardization of accommodations because these properties are owned by individuals.  Quality of furnishings and equipment provided will vary.  Every attempt has been made to capture the essence of each property in both still photos and visual tours so that guest expectations are realistic.  Inventory lists have been prepared to accurately account for the amenities listed in the advertising and promotions. 
2. Once in awhile something will malfunction just before a guest arrival or during a guest’s stay.  Every reasonable effort will be made to correct or repair the malfunctioning appliance, but no refunds for inoperative appliances will be offered or expected.  

Interim Cleanings/Maid Service

1. Maid service in not included in the rental rate.  The rental property is professionally cleaned prior to guest arrival.  Guests are charged a departure cleaning fee to return the property to the pre-arrival condition.  If guests wish to have additional cleanings during their stay we will arrange for the service and deduct the charges from the security deposit. Charges will be based on the amount of cleaning requested and services requested, i.e. linen changes; light cleaning; etc.    Check-in/Check-out
2. Check-in time is 3:00 P.M.   If you need to make alternate arrangements, please check with the office.  Check-out time is 10:00 A.M.

Cancellation Policy (Unless Travel and Trip Interruption Insurance has been purchase) 

1. No charge if written notice is received 90 days or more prior to arrival.
2. $150 cancellation fee if written notice is received 61 – 89 days prior to arrival. Balance is refunded.
3. $300 cancellation fee if written notice is received 60 days or less prior to arrival AND we are able to find another tenant for the same time period.
4. No refunds if written notice is received 60 days or less prior to arrival and we are not able to find another tenant for the same time period. 
5. No refunds of pre-paid charges for early departure for any reason. 

Hurricane Refund Policy/Travel Insurance

1. We do not offer hurricane refunds.  If you will be staying in The Keys during hurricane season (June 1 through November 30) and are concerned about mandatory evacuations due to hurricanes, we encourage you to purchase travel and trip interruption insurance. 
2. Keys Holiday Rentals offers travel insurance through Travel Guard, a leader in the travel insurance industry.  Guests are encouraged to insure their reservation.  Trips can be interrupted for a number of reasons.  We will receive a small compensation for each policy we sell.

Smoking Policy

1. Most of our units are non-smoking.  Smoking is allowed outside away from open doors or windows.  Smokers will have to provide their own ashtrays.  Planter boxes, patios, and grassy areas are not to be used as ashtrays. Additional cleaning charges will be incurred if cigarette butts have to be cleaned from any outside areas.

Minimum Age to Reserve a Unit is 25  

1. A reservation obtained under false pretense will be subject to eviction and forfeiture of all amounts prepaid. 

Vehicles

1. No more than 2 cars are allowed at the premises.  No boats, motor homes, trailers, commercial vehicles or motorcycles shall be permitted on the premises unless specific arrangements are made prior to arrival.   

Guest Responsibilities

1. The rental agreement specifies the number of adults and children that are permitted to stay as guests in the unit.  If a number greater than the agreed upon number occurs, you will be asked to leave.  Rent payments will be forfeited and you may also lose your security deposit.  
2. Guests agree to abide by all house rules, homeowner association rules, and state and local laws.
3. Quiet hours are between 10:00PM and 8:00AM every day.   If Home Owner Associations including Condominiums impose stricted rules they will supersede the above stated quiet hours. 
4. The guest signing the rental agreement assumes all responsibility for the actions and behavior of all guests and agrees to follow the rules of the property posted therein.
5. Our properties are private residences.  Most are located in residential neighborhoods and are not suited for loud parties, events or entertaining large groups.  If behavior or noise results in a noise complaint or any violation set forth by the local laws and ordinances, or any other violation of the rental agreement, you will be asked to leave with no refunds given.
6. If a guest is locked out of their unit and the office staff is called to open the unit, a $50.00 charge will be imposed.  If this occurs after normal business hours, the charge doubles.
7. If keys are lost, guest will be charged as follows and payment will be deducted from the security deposit:
   1. $25 per door key
   2. $50 per gate card or gate remote control
   3. $100 per elevator key
   4. $100 - $300 per homeowners park access keys – boat ramp, beach, pool, etc.

Updated 8-6-10