Beachfront Travel Rental Agreement
Please fill out with initials and sign the signature page when asked. Please list ALL guests that will be occupying the property. It is imperative to list all guests. If the participants in your party change, just let us know and we will make all necessary changes accordingly.
*Please note that this is a mandatory initial and signature page that must be initialed, signed and returned. There may be other required documents for optional purchases or for a specific property. Rental Unit and/or home will not be held until signed and returned within 24 hours of receipt.
Frequently Asked Questions and Answers
Why do I need to fill out all this information?
Our properties are not owned by us. We have the responsibility to assure our owners as well as our guests that we everyone’s best interest at heart. We try to provide the information you need to make your stay with us as easy and accommodating as possible prior to your arrival. But, we have legal requirements that must be satisfied prior to your arrival. This package covers those things.
What are all these documents?
One part consists of our contract with you, so you know what to expect from your stay in advance. In addition, you will find a few kind reminders…
When do you need this returned to us?
Please have this document in its entirety acknowledged within 48 hours of making your reservation. We want to make sure you are in the system so that your reservation is secured. We cannot confirm your reservation until such time we have received your completed paperwork.
You require me to list members in my party. What if they change?
Just let us know in advance and we will be happy to update your documents.
What is Vacation Rental Damage Insurance and Why d I need it?
The CSA Vacation Rental Damage insurance plan covers unintentional damages to the rental unit interior that may occur during your stay. The policy has a maximum pay benefit of $3000.00. This is lieu of a cash equivalent amount.
When do I get my directions to the property and how do I get in?
We collect a down payment from you upon making your reservation. The balance will be due 60 days in advance of your arrival. After we have received your payment in full, you will receive directions and other valuable information through our Beachfront Travel support staff. We change security and lock box codes frequently and want to make sure you have the most updated information upon arrival.
Once you receive your final check-in instructions, make certain to keep that information with your travel papers. You will need it to locate your property, reference gate, lock box and internet codes if/where applicable, and possible other pertinent information.
Rental Agreement and Information
Check-in time is at 4:00 PM and check-out time is 10:00 AM. We do offer early check-in or late check-out only when available. Fees will apply. Call ahead to inquire. If your party checks-in early or stay after check-out time you will be charged accordingly.
- THE PROPERTY
This property is privately owned, and it has many personal items of the owners. Please be considerate of such items. The Landlord ahs the right to inspect the premises without prior notice at any time to enforce the terms of this Agreement. Should the tenants violate any of the terms of this Agreement, the landlord has the right to terminate the rental period. The tenants shall maintain the premises in a good, clean, and ready to rent condition, and use the premises only in a careful and lawful manner. The tenants agree that the Landlord shall deduct from the security deposit prior to refund if tenants cause damage to the premises or its furnishings. Construction of renovating, adding of amenities in the neighborhoods can and should be expected; Beachfront Travel. Homeowner and Property Manager will not be liable for the noises that this construction produces.
A payment equal to the security deposit, rental unit homeowners’ requirements will be taken as a deposit. The payment is applied towards the unit rent. The balance of the rent is due 120 days prior to your arrival date. All Monies will be in the USD currency.
- PAYMENT BY CHECK
If final payment is made by check and the check is dishonored by the bank for any reason, the Guest agrees to pay $50.00 for each dishonored check up to the maximum allowed by state law, and subsequent rent payments, at Beachfront Travel option, will be in a guaranteed form of payment. If payments are made with a credit card, deposits shall be refunded to the credit card. There will be a $25 surcharge for splitting payments between guests. Beachfront Travel utilizes a credit card processing service, so fees may be applicable.
- RATE CHANGES
Prior to reservation deposit being received, rates are subject to change without notice. Rates may fluctuate prior to your arrival. No discounts after reservations are given.
- LONGER MIINIMUM STAYS
Longer minimum stays may be required during Holiday periods. If a rental is occupied for less than the minimum nights, the guests will be charged the minimum nights.
- CLEANING FEE
The guests will pay cleaning fees in advance prior to commencement of occupancy of premises. Excess cleaning may result in additional fees. Please be advised of our departure requirements.
- RESERVATION | SECURITY DEPOSIT
If a reservation/security deposit is required, this must be received when booking your vacation rental unit. The deposit is not applied towards rent; however, it is fully refundable within 21 days of departure, provided the following provisions are met:
- No damage is done to unit(s) or its contents, beyond normal wear and tear.
- No charges are incurred due to contraband or collection of rents or services rendered during the stay.
- All debris, rubbish and discards are placed in trashcans, and soiled dishes are placed in the dishwasher.
- All keys are left on the kitchen counter and unit is left locked.
- All charges accrued during the stay are paid prior to departure.
- No smoking has occurred in the unit or within the lanai (if applicable). (Outside smoking is acceptable in designated areas.)
- No existing personal items or linens I the unit are lost or stolen.
- $65.00 per hour/per person, will be deducted for excessive cleaning, if/when applicable.
- As a courtesy to other renters, please no early check-ins or late departures without prior permission. Charges will apply.
- FALSIFIED RESERVATIONS
Any reservation obtained under false pretense will be subject to forfeiture of advance payment, deposit and/or rental money, and the party will not be permitted to check-in.
- MAXIMUM OCCUPENCY
The maximum number of guests will be limited to Two (2) people per bedroom.
- ALL PERSONS STAYING AT THIS VACATION RENTAL UNIT MUST BE LISTED ON THE ACCEPTANCE SHEET
Any unregistered Guest will be considered unauthorized (if not listed on the acceptance sheet) and an additional fee of $75.00 per night per person will be charged and additional penalties may apply.
- MINIMUM AGE REQUIREMENT
We cannot rent to vacationing students or singles under 25 years of age unless accompanied by an adult guardian or parent.
- NO SMOKING
NO Smoking in homes/unit(s). Smoking on lanais is prohibited. Smoking is permitted outside private homes and in some condominium complexes in designated areas only. Please check with the on-site manager for any outdoor restrictions. Any evidence of smoking in restricted areas will be subject to forfeiture of security deposit up to a $500 fine.
- NO PETS
No pets, dogs, cats, birds, or other animals are allowed on or about the premises, except guide, service, or signal dogs pursuant to State Law.
A start up amenities package provided for our guests includes: dish and hand soap, a limited supply of toilet paper, paper towels, some cleaning supplies and start up laundry detergent. Any supplies beyond the initial startup amenities package provided are to be supplied by the Guest. Grocery Stores are conveniently located nearby.
NOT all properties have A/C. Please be aware if your property has A/C or not – if A/C is present use conservancy to help keep the owners’ costs down so you can get a great rental rate next time! If the A/C is left on excessively it is subject to freezing (damaging the unit) and or excessive condensation, which ay leak into other units. This results in property damage. Please be mindful to shut off when gone or if not necessary.
Guests are NOT to store bicycles, scuba and diving gear, inflatable rafts, or water toys inside the units. These items can be stores on the lanai or in one’s car. Towels and other gear are not to be draped over the railings or visible from any other properties I the complex. These are typical house rules that are strictly enforced by complex’s on-site management.
- MAID SERVICE
While linens and bath towels are included I the unit, daily maid service is not included in the rental rate however is available at an additional charge. We do not permit towels/linens to be taken from the units. Landlord shall provide towels, linens, cups, knives, forks, spoons, dishes, and other items as commonly used by the Landlords family. No reimbursement will be made for unused consumables left at the premises. If consumables exist at the premises when the Tenants arrives the Tenant id free to use them.
- CABLE TV & INTERNET
Cable TV is provided, and service level has been chosen by the Landlord. High-speed internet is normally provided as a convenience only and is not integral to the Agreement. No refund of rents shall be given for outages, content, lack f content, speed, access problems, lack of knowledge of use, or personal preferences with regard to cable TV and internet service. Please check with reservationist for internet availability and codes.
- KEYS, REMOTE CONTROLS
Keys to the premises are the exclusive property of the homeowner and or manager. There will be a minimum charge of $50 foe replacement of each lost key and a $75 charge for lost remote controls. For replacement cost of lobby access keys – there is $100 fee. This applies to all properties being rented.
- SEAWALL | JACUZZI | POOL | CLIFF AREAS
Please be extremely careful and practice caution, especially with kids or while drinking alcohol. Please understand, everyone is using at his or her own risk. It is the tenant’s responsibility to learn about safety precautions, warning signs of water conditions, and safety procedures concerning swimming in or around the pool/cliffs. Tenant agrees to have a responsible adult supervising minors while they swim in the pool and around cliffs. Tenant is hereby notified that the pool/cliffs can be dangerous, and tenant accepts fully the risks involved. Tenant is further notified to be cautious when exiting the home as the pool and is in close proximity to the entryways. THERE BE NO FENCES/RAILS TO PREVENT FALL INTO THE POOL OR OFF THE CLIFFS.
- ENTRY AND INSPECTION
Beachfront Travel, Homeowner, Property Manager (Landlord will have the right to enter the premises pursuant to state law.
- In case of emergency, without prior notice. B) To make necessary repairs, alterations, improvements, supply necessary or agreed services. In case of repair that is not emergency related, Beachfront Travel, Homeowner, Property Manager will contact you for permission to enter should you not be available at the time of repair. Repairs will wait for your permission or your departure. If a unit is for sale, you might be asked to make your property available for show. It is Beachfront Travel, Homeowner and the Property Manager policy to never disturb guests without prior authorization.
The premises are to be used exclusively for residential purposes. No retail or other commercial use of premises is permitted. The premises are not to be used for meetings, receptions or for any parties or gatherings in excess of 2X (twice) the people over the registered number of guests. Overnight accommodations are restricted to the number of guests agreed upon I advance and stated in tis agreement. Any unregistered Guests will be charged an additional $75 per night/per person for non-disclosure of the fact and other potential fees may be imposed.
The guest will not violate any City, State, Association, or Federal Law in or about the premises, and the Guest agrees to comply. There will be no disturbing the peace or acts creating a nuisance or loud or unusual noises or intoxication in or about the premises at any time. Beachfront Travel, Homeowner, Property Manager does not allow wedding parties or parties with loud music, bands, DJ’s etc.
- WRITTEN EXCEPTIONS
Any exceptions to the above-mentioned policies must be approved in writing in advance.
- ATTORNEY FEES
Each party shall bear its own attorney fees and cost incurred in connection with the negotiation of this Agreement. In the event of any action or proceeding regarding this Agreement, the prevailing party, in addition to all other legal or equitable remedies possessed, shall b entitled to be reimbursed for all costs and expenses, including reasonable attorney fees, incurred be reason of such action or proceeding.
- REFUNDS - HURRICANE OR STORM POLICY
No Refunds Will Be Given Unless:
- The National Weather Service orders a mandatory evacuation in a “Tropical Storm/Hurricane Warning Area” and/or
- A “mandatory evacuation order has been given for the Tropical Storm/Hurricane Warning” area of residence of a vacationing guest. The day that the National Weather Service orders a mandatory evacuation order in a “Tropical Storm/Hurricane Warning” area, we will refund:
- Any unused portion of rent from a guest currently registered.
- Any unused portion of rent of a guest that is scheduled to arrive, and wants to shorten their stay, to come in after the Hurricane Warning is lifted.
- Any advanced rents collected or deposited for a reservation that is scheduled to arrive during the “Hurricane Warning” period.
- RENTERS LIABILITY
Renter accepts the premises in their present condition. Renter agrees to be fully responsible of said premises, while premises are in Renters care.
Renter also agrees to abide by “House Rules” sheet, as provided with Rental Agreement. “House Rules” are a minimum set of requirements, for the safety and enjoyment of the renter during his/her stay on premises. The “minimum requirements” are meant as a guide, and not an ultimate set of rules. Renter shall use “best judgement” in relation to the property at his/her possession and use property with ultimate caution. Renter agrees to and takes full responsibility of; “House Inventory”. Said “House Inventory” are personal belongings or any items in the unit/home. Renter shall be cautious of Owner’s belongings. Renter agrees to not make any alterations, additions, repairs or improvements and/or any removal of owner’s personal property from the premises. The Renter also agrees to fully accept the liability of his/her negligence or any negligence caused by a family member or guest of the Renter. The Renter agrees to immediately notify owner if an infraction of the Agreement occurs with regards to damage or personal items missing. The Renter agrees to pay Owner for any damage in excess of Security Deposits. Renter will pay any reasonable attorneys fees and court costs, if any, incurred by the Agent or Owner In enforcing this contract in court or otherwise to recover costs of damage.
The parties acknowledge that Renter will have a fiduciary duty to Agent and Owner and will have access and use the property during his/her occupancy as a renter. Renter shall protect, defend and indemnify Agent and Owner from any damages, demands, claims, causes of action, lawsuits, r injuries arising from or relating to his/her rental of the property or its operation, occupancy and/or use during the term of this Agreement. Agent and Owner will assume NO PERSONAL LIABILITY with respect to renter, family of renter, visitor (s) of renter, or anyone while Renter is occupying said property. In no event shall the Agent or Owner be liable to Renter for any consequential or indirect damages, injury, or pain and suffering incurred be renter in connection with the Rental of the specified premises. The use of stairways, balconies, pools, Koi ponds, Jacuzzis, showers, ocean, cliffs areas etc. as well as gas or electric appliances are the renter, family of renter, or visitors of renter own risk.
Beachfront Travel will not be liable for any damages or injury to the Guest, or any other person, or to any property, occurring on the premises or any part, or common areas. The Guest agrees to hold Beachfront Travel harmless form any claims for damages, regardless of how caused. The subject property may not have located thereon a swimming pool, Jacuzzi or have ocean front access. Swimming pools and spas are inherently dangerous, especially to young children and the infirm. The following are prohibited; diving and scuba gear, running in pool area; glass containers in pool area, or on the lava beds; any children in or around the pool or the ocean without adult supervision. In consideration of the owner’s agreement to rent the subject property to the Guest, Guest agrees to strictly abide by the owner and Beachfront Travel from and against all claims, liability or loss that Guest may sustain from the use or operation of the swimming pool, Jacuzzi and ocean by the Guest and/or Guest’s invitees.
In that Beachfront Travel does not personally own their rental properties (they are a third party leasing specialists company) Beachfront Travel shall be held harmless for all claims, liability or loss that guest may be sustained from use of any of their rental properties, including but not limited to if a property should no longer be available to rent for any reason out of their control (unbeknownst foreclosure or other previously known owner controlled decisions, acts of nature, etc.).
Beachfront Travel is diligent to have knowledge of such potential circumstances, but we are not always privy to owners’ circumstances in advance of such circumstances. Beachfront Travel will make a concerted effort to move your party to another property within Beachfront Travel leasing portfolio, otherwise all rental monies will be returned to the Guest immediately.
Guest’s personal property and vehicles are not insured by Beachfront Travel. Beachfront Travel is not responsible for any loss or theft both inside and outside the unit. Please make sure your unit is locked and secure when you are not present, or during the night. We are not responsible for any left or stolen items, so please make sure you check everything before you depart. The Guest will at the Guest’s expense maintain the premises, furnishings and appliances in clean and good condition and will surrender the same upon termination of this Agreement in as good as a condition as when received. The Guest understands that the Guest will be responsible for repair of all negligent purposeful damage.
A 121-day notice is required for cancellation (Ironman and Holidays result in No Refunds). Cancellations made 121 days prior to arrival with written notice shall lose their deposit. Cancellations or changes made within 120 days of the arrival date shall forfeit the entire rent and excise tax (less security deposit) unless we are able to re-rent the property. Refunds on any forfeiture will be issued the dollar value the unit is re-rented for during the same dates as the cancelled reservation. There is no refund for early departures or no shows.
If you purchased the CSA Vacation Rental Insurance offered with your reservation it will be part of your initial deposit payment. Vacation Rental Insurance reimburses for pre-paid, non-refundable expenses due to certain unforeseeable circumstances that may jeopardize your vacation investment and force you to incur unplanned expenses. We strongly recommend you purchase Vacation Rental Insurance on behalf of all occupants.
- MONTHLY RESERVATION CANCELLATIONS
(if applicable) Monthly renters must cancel one hundred fifty (150) days prior to check in. Monthly renters who make a change that result in a shortened stay must be made 120 days prior to check-in.
- VACATION RENTAL DAMAGE INSURANCE
The CSA Vacation Rental Damage plan covers unintentional damages to the rental unit interior that occur during your stay, provided they are disclosed to management prior to check-out. The policy will pay a maximum benefit of $3,000. Any damages that exceed $3,000 will be charged to the credit card on file. If you damage the real or personal property assigned to your rental accommodation during the trip, the insurer will reimburse the lesser of the cost of repair or the Actual Cash Value of the property up to $3,000. Certain terms and conditions apply. Full details of the Vacation Rental Damage coverage are contained I the Description of Coverage or Insurance Policy () Through your payment of this plan, you authorize and request CSA Travel Protection Damage.
Please contact Beachfront Travel if you do not wish to participate I this plan or assignment and wish to make arrangements for a cash deposit equivalent amount.
- CHECK-IN INSTRUCTIONS
Approximately two weeks before your arrival and subject to receipt of full payment and all documents acknowledged by Beachfront Travel, you will receive directions via email from the Beachfront travel check-in support staff. The information will provide you with driving directions from the airport to your property, as well as the lock box code (containing emergency key). Please be mindful to replace the emergency key back into the lock box right away so as to avoid getting locked out at a later time. This lock box will be typically located at an entrance door of your location. Be prepared as most outside lights are not typically left on after dark. You may be instructed to check in with an on-site office upon arrival (or within the next day).
- TERMINATION OF TENANCY
Upon termination, the Guest will: A) completely vacate and clean the premises and any parking or storage areas used by the Guest; B) leave keys in unit; C) leave remote controls and garage door openers in the unit; D) leave all furnishings in the same condition as received (do not move furniture unless medically necessary and please let us know this has been done in advance). Beachfront Travel, Owner and Property Manager reserves right to immediately terminate the tenancy if the Guest violates any part of this agreement and risks a minimum $400 fine.
- ENTIRE AGREEMENT
This Agreement contains the entire agreement and understanding of the Parties concerning its subject matter, and superseded and replaces all prior negotiations, proposed agreements, and agreements written or oral. Each party acknowledges that no other party, or agent or attorney of such other party, has made any promise, representation, or warranty whatsoever, express or implied, not contained in this Agreement, to induce such Party to execute this Agreement. Each Party further acknowledges that such Party is not executing this Agreement in reliance on any promise, representation, or warranty not contained I this Agreement.
If any provision, section or other portion of this Agreement is determined by a court or other judicial administrative body of competent jurisdiction to be illegal, invalid or unenforceable provision, section or other portion shall not affect the legality, validity and enforceability of any other section, provision or portion of this Agreement, and each such provision, section or other portion shall be enforced to the full extent permitted by applicable law.
- CHOICE OF LAW
This Agreement shall be governed by the law of the State of Hawaii without regard to internal conflicts of laws.
- ATTORNEY FEES
In the event that either party is required to retain the services of any attorney to enforce or otherwise litigate or defend any matter or claim arising out of or in conjunction with this Agreement, then the prevailing party will be entitled to recover from the other party, in addition to any other relief awarded or granted, its reasonable costs and expenses (including attorney’s fees) incurred in the proceeding.
- COMPLIANCE WITH LAW
Both parties agree to comply with all applicable Federal, State, and Local Laws and regulations in performing their duties.
By signing this Agreement, you are thereby authorizing Beachfront Travel to include your address in our mailing lists, to inform you of special offers and opportunities. All notices, demands, or consents required or permitted under this Agreement will be in in writing and will be delivered in person, mailed or emailed prior to stay. The service of any notice on one Guest will be deemed a service of all occupants on the premises.
On behalf of our owners, as well as for you our special guests, we ask for your kokua (Hawaiian for assistance and or help). Please treat this home with respect and care as you would your own home. We kindly ask for your assistance in remembering a few important things, so you may enjoy the best and most memorable stay here in Hawaii.
- If damage of any sort is noticed upon your arrival, immediately notify management. We do inspections before your arrival; however sometimes things may be missed.
- Please notify management immediately if anything is not in proper working order during your stay. We cannot repair a problem that we are not aware exists.
- SMOKING is strictly prohibited in or immediately around all our units and/or homes (including all lanai). There be a charge of $500 if any evidence of smoking is found.
- Kindly maintain a clean house throughout your visit. Bugs just love dirty counters, left trash and dirty dishwashers. Upon your departure the only towels left unclean should be those used during your last day. One towel per guest plus the bed linens from each bed. The cleaners will take of these items used during your last day. Please do make the beds before you leave.
- Please put all dirty dishes in the dishwasher and start the dishwasher before you leave.
- Kindly return everything you may have moved during your stay to its original position. Please do not rearrange furniture.
- Please collect and carry all your rubbish, bottles and cans to the dumpster, there is a $50 trash removal fee if it is not disposed of upon departure (it’s that bug thing again).
- Kindly check all the closets, drawers and under the beds for any misplaced articles. We are not responsible for any items left behind.
- Kindly remember to turn off appliances, fans and air conditioning.
- Due to back to back bookings, there is a charge of $75 for excessive cleaning (excess trash and dishes including sand), a $50 charge per excess load of linens and carpet stain (up to $200) removal as quoted be a local vendor.
We have carefully reviewed this contract and the kind reminders and agree to accept its terms and conditions.
I hereby accept the above assignment and subject myself to all promises and covenants therein contained. I fully understand that this assignment binds me to comply with all the terms and provisions of this lease agreement.