Welcome to the World’s Most Beautiful Beaches and thank you for choosing Book That Condo, LLC. Please take a moment to review our rental policies to ensure that everything is in order for your upcoming trip. Your signature and payment of your booking deposit validates your acceptance of, and agreement to, the following policies and procedures. Please carefully review each section and initial as needed throughout the document.
RENTAL CONFIRMATION FORM:
After making your reservation, a confirmation will be sent via email. Please sign the confirmation within 48 hours of the booking date. Please provide us with a copy of your current Driver's License. Occupancy of a rental property will not be granted without a valid, signed reservation confirmation in our files and the balance paid in full. An active credit card is required to maintain the reservation and the integrity of the rental residence. By signing this agreement, you waive your right to dispute any charges that are made to your credit card regarding this policy.
ADVANCE RESERVATION PAYMENTS:
Reservations may be made up to one (1) year in advance, however rates and properties are not guaranteed. In the event our team has incorrectly quoted rates due to computer or human error, we may correct the reservation at our sole discretion. An advanced payment of 20% of the total reservation is required at the time of booking. This payment is applied toward the total cost of the reservation.
PAYMENTS ARE INDISPUTABLE AND NONREFUNDABLE:
As the responsible party for the reserved property(ies), knowingly and voluntarily waives the right to dispute any and all credit/debit card charges pertaining to the reservation, associated fees and/or damages and agrees that any and all credit/debit charges shall not be disputed. Any conflict or disagreement of these credit card charges related to the reservations shall be resolved through arbitration in Bay/Walton Counties, as applicable.
SPECIFIC UNIT LIMITATIONS:
We will make every effort to place guests in their selected unit; however, due to circumstances beyond the company's control, we are not able to guarantee specific units or rooms. We ask you to understand that between time of booking and your arrival, maintenance issues can develop, condo sales can occur and other circumstances beyond our control can render a specific property uninhabitable.
The balance of the reservation is due thirty (30) days prior to your check-In date. Any reservation made within thirty (30) days shall require the full payment at the time of the booking and is non-refundable. Final payment is automatically processed on the due date indicated on your confirmation with the credit card used for the advanced payment at time of booking and is non-refundable. If you wish to use another payment method, you must contact our office prior to the due date on your agreement.
CANCELLATION OF RESERVATION:
In the event that cancellation is required, revocation must take place within 24 hours of booking date and time to receive a full refund of the required advanced payment. Reservations cancelled after 24 hours will forfeit the initial 20% deposit as a late cancellation fee when the reservation is more than 30 days out. For reservations less than 30 days out you will forfeit the entire amount of your reservation as a late cancellation fee. No exceptions will be made, we suggest you visit the website below for Travel Insurance for more information.
We recommend that you purchase CSA Travel Insurance in the event you must cancel. The premium cost is six and nine-five percent (6.95%) of the total reservation charge. This plan is optional and the fee is non-refundable and non-transferable. The cost of the Travel Insurance is due at time of purchase. If you have questions, or need more information, please contact CSA: 1-800-554-9839. If you purchased CSA Insurance at time of booking, please go to the following website to obtain certificate of insurance along with description of policy.
*Coverage is subject to the terms and conditions provided by CSA Travel Insurance and does not cover pre existing conditions of any kind. For your convenience, Book That Condo acts as an intermediary in collecting your payment for CSA Travel. To make a claim, please call CSA at 800-554-9839.*
LIMITED DAMAGE PROTECTION PLAN:
All reservations are required to have the Limited Damage Protection Plan to cover minor accidental damages that may occur during your stay. This insurance plan covers unintentional damages to the rental unit interior that occur during your stay, provided they are disclosed to management immediately as they occur. The policy will pay a maximum benefit of $1,000. The guest will be held liable for any accidental damages that exceed $1,000 and/or any negligent or intentional acts of the renter or the renter’s guest that causes damage not covered by this policy, and will be charged to the payment method on file. Any damages not covered by the insurance policy or beyond the insurance policy coverage that are not paid within 14 days of departure will result in legal action taken by Book That Condo LLC and its Assignees. If, during the stay at one of our rental properties, an insured person causes any damage to real or personal property of the unit as a result of inadvertent acts or omissions, the Insurer will reimburse the Insured for the cost of repair or replacement of such property up to a maximum benefit of $1,000. Certain terms and conditions apply. By submitting payment for this reservation, you authorize to pay Book That Condo LLC any amount payable under the terms and conditions of the Rental Damage Protection Plan.
This plan will not include liability for damage or theft resulting from; Acts of God, intentional acts of a guest, gross negligence, willful and wanton conduct, or any cause, if the covered guest does not report the damage to Book That Condo. The Plan applies only to the direct physical loss or damage to the covered residence. It does not cover loss of use of such residence. Coverage does not apply for theft or damage of any property owned by or brought onto the premises by a covered guest.
We do not offer any refunds, in whole or in part, due to inclement weather. Travel Insurance is available through CSA for purchase. We recommend that you purchase a policy to cover your vacation cost in case of illness, inclement weather or other unforeseen events.
The total cost of the reservation includes housekeeping service upon departure. The fee will vary depending on the size of the property. If your residence requires additional cleaning beyond routine departure housekeeping service at check-out, you may be subject to additional charges ranging from $50 to $300. Towels, sheets, blankets, or furniture may not be removed from the property at any time.
The Guest must report any loss or damage to the unit or its contents within 3 hours of arrival to the Book That Condo management team in order to not be held responsible upon departure.
The minimum age of booking is 21 years old. There are some properties that require the minimum age being 25 years old. In accordance with Florida State Statute 509.41, reservations made under false pretense are null and void and check-in will not be allowed or guests will be asked to vacate the residence. This policy includes reservations made by parents or guardians who do not check in, and/or who leave overnight during the length of the stay.
OCCUPANCY AND MAXIMUM GUESTS:
The maximum number of guests per residence is limited to the actual sleeping capacity for that rental residence. Children under 2 years of age do not apply. Guests who exceed the maximum occupancy are subject to immediate eviction and forfeiture of all rental payments. The allowable occupancy for the rental residence is based on the following sleeping arrangements:
2 persons per king bed, 2 persons per queen bed, 2 persons per double bed, 1 person per twin bed, 2 persons per sleeper sofa, 1 child per bunk (115/120 lbs. MAX). Non-compliance with these policies could lead to an eviction and/or charges incurred if damage is present.
CHECK-IN AFTER 4:00 P.M. ON CHECK IN DAY:
Check-in time is after 4:00 P.M. (CST), PEAK SEASON AND HOLIDAY CHECK-INS MAY BE AS LATE AS 6:00 PM. There is a possibility that your vacation rental check-in may be unavoidably delayed due to; cleaning, maintenance issues and peak season. No rate reductions will be given due to delayed check-ins. Your patience is appreciated in these circumstances. It is your responsibility to ensure we have the proper contact number(s) on file to provide you with the entry information once your rental is ready to be released. Guests arriving later than 5PM may need to make arrival arrangements by calling 850-588-7414 prior to arrival. Book That Condo office hours are 8AM-5PM; however, PEAK hours are 8AM-7PM every day. Hours of operation are adjusted seasonally.
EXPRESS CHECK-OUT BEFORE 10:00 A.M.:
Incoming guests are anxious to check into the rental that you are leaving. In the event that you are late checking out of your unit, a late fee of up to one night's rental rate will be assessed and a return housekeeper fee of $25.00. In extreme circumstances the Panama City Beach Police may be called in order to facilitate check out in the event we are unable to reach the guest to remove all personal belongings.
It is your responsibility to leave the rental reasonably clean and in damage-free order. Additional cleaning charges up to $225.00 may apply if the unit is not left in reasonable order. Please discard all items from the refrigerator, clean off all food from kitchen utensils and cookware, and start the dishwasher upon departure. Trash must be secured in a plastic bag and disposed of in one of the trash chutes or designated receptacles. No trash or food items should be left inside the unit. All used towels should be placed in a bath tub. Ensure all entry doors are locked upon departure.
POOL BANDS/REMOTE/KEY POLICY:
There will be a charge of $15.00 for every non-disposable pool band, remote, key card, and/or club card not returned at check-out depending on the resort. Please leave all these items inside the rental on the countertop. Disposable pool bands are not applicable. Majority of the Book That Condo rentals have a Schlage or Kaba electronic keyless entry lock. If the residence has a keyless entry lock, the door code will expire at 10am on day of scheduled departure.
Pets are strictly prohibited in all condos on the rental program with Book That Condo with the exception of those properties as marketed within unit description at the time of booking. A $150.00 non-refundable per pet fee will be charged in addition to any amount quoted to ensure proper registration of your animal. Sales tax is also applicable.
Smoking is not permitted in any of our rental units. Violations are subject to an additional charge of $500.00 plus the expense of any necessary cleaning. Some condominiums are considered to be a SMOKE FREE environment. Please make sure to verify within the allotted cancellation period should this be a consideration of your reservation. Violations may also results in immediate eviction and forfeiture of rent.
Book That Condo markets all of our rental properties individually; unless otherwise displayed. Our guests stay in the specific unit they booked. Sometimes there are situations outside of our control where we have to move a guest. We will do our best to provide the guest a unit of like-kind. In the event that the new location is not satisfactory the guest will have 24 hours to contact us in order to obtain a full refund. In the event Book That Condo is not contacted 20% will be retained.
As per Florida Statutes, it is illegal to throw, release or pour anything from a balcony. Penalty for doing so is a third degree felony, which is punishable with five years in prison and up to a $5000 fine.
During your stay, promptly report any maintenance problems to our office within 3 hours of your arrival or upon malfunction/incident. No refund or rate adjustment will be made for unforeseen failures such as the supply of electricity, water, pool filtration systems, air conditioning, heat, telephone, television or cable service, internet or appliances. Non emergency maintenance items can take up to 48 hours to complete.
Maintenance repairs will be made in a timely manner to the best of our ability, no refund or rate adjustment will be made to the reservation at any time as compensation for such inconvenience. Routine maintenance/pest control may be performed during your stay depending on the time of year you are vacationing with Book That Condo. Should there be schedule maintenance that Book That Condo is made aware of, you will be notified at the phone number(s) left on file.
SECURITY OF YOUR PERSONAL PROPERTY:
Book That Condo is not responsible for any acts of theft or vandalism, or other damages to any personal property or for personal items left by guest at departure, in the resort, or on the owner’s property. Make sure all ingress/egress doors are secured upon departing. Items left behind upon departure are not the responsibility of Book That Condo, please check your condo completely before departing. In the event items are left behind and they are found by the cleaning vendors it may be possible for those items to be returned. We use a third party company and appropriate fees are charged starting at a rate of $20.00.
AGENT FOR OWNER:
Book That Condo serves as the manager for the owner of the rental property. We have made every effort to ensure all information printed is accurate, but cannot be held responsible for changes made by owners in furnishings, décor, and appliances. Rates and taxes are subject to change and holiday/peak season rates and restrictions may differ. We want your stay with Book That Condo to be fun and relaxing, so we make every effort to maintain our properties in their best possible condition. We will handle any necessary repairs during your stay as quickly as possible. Our maintenance personnel are available after hours. Should an emergency arise, please contact us at 850-588-7414.
INDEMNIFICATION OF AGENT BY GUEST:
Book That Condo shall not be liable to guest or to any other party for damages to property or for the injury to persons upon the premises from any cause whatsoever including defects in the premises or otherwise. Guest shall indemnify and hold harmless Book That Condo from and against all liabilities, claims, expenses, fees, loss of use and actions of any kind arising out of guest’s use and occupancy of the premises.
Book That Condo is not responsible for any loss of valuables. The renter acknowledges that management, property owners, and employees cannot be held responsible regardless of fault, for any accident, loss, damage or injury suffered by the renter, members of their party or any other guests which the renter or their party have allowed access to the property, regardless if loss is a result directly or indirectly from acts of God, dangers incident to the sea, any body of water, fire, breakdown of machinery, equipment, acts of government or other authorities, delays or cancellations of or changes in itineraries or schedule or from acts of omission. Furthermore, the renter will release and hold harmless any and all parties involved with the rental, management, and reservations of the property and to release and hold harmless it's owners or representatives for any loss or damage to personal property or for any injury and/or death.