Palmetto Vacation Rentals, LLC Rental Agreement
Please take a few minutes to read the following information carefully to make yourself familiar with our policies and procedures. Palmetto Vacation Rentals, LLC ("We”) want your vacation to be enjoyable and hassle-free right from the time of reservation and throughout your stay. We are here to assist you in any way possible and will help you make the right choices for your next vacation.
PLEASE READ CAREFULLY AND SIGN WHERE INDICATED. THIS AGREEMENT MUST BE RETURNED TO OUR OFFICE BEFORE ARRIVAL!
Palmetto Vacation Rentals Procedures
Weekday Instructions (Business Hours)
Check in begins at 3 PM at our office and runs until 5 PM. Units are made available BETWEEN 3 PM to 5 PM. We do our very best to get you into your unit as soon as possible. We will TEXT YOU when your unit is available for check-in the day of arrival. If we do not have an operating cell phone number on file, we will email you. If you cannot check in by 5 PM text or call us with your name and approximate arrival time to
There are situations, such as late check-outs and staffing shortages due to COVID that can sometimes cause delayed check-ins. In the event this happens, Palmetto Vacation Rentals reserves the right to withhold keys from guests until the property has been deemed ready for occupancy. Check in for all properties is at our office located at 4101 Mayfair St, Myrtle Beach, SC unless otherwise contacted.
Weekday Instructions (After Business Hours)
Our office has a lockbox outside of the office at 4101 Mayfair St. We will text you the day of your arrival with these instructions once we have all documents needed.
We will need a picture of your driver's license and the front of the credit card sent to our email or texted tobefore we put your information in the lockbox. This is to verify your identity since you will not be here during normal business hours.
When we receive those files, we will text you back the code to get into the lockbox. In the lockbox you will find all your information and keys in a packet with your name on it.
Weekend Instructions (Saturday and Sunday)
Our office hours vary on the weekends depending on the season, but should our offices be closed, your packet will be available for pick up at 3pm at our office the day of your arrival (Either Saturday or Sunday). Please confirm that you have sent copies of both your license and credit card before the weekend begins toor .
When we receive that information from you - we will forward you the lockbox code for your weekend arrival.
Please refrain from contacting the emergency line unless you are having issues with accessing the lockbox. Please wait to come to our office until after 3pm as your packet will not be available until that time. Our office is located at 4101 Mayfair St. Myrtle Beach, 29577.
Requirements to Check-In
Our front desk staff is required to verify your identity before checking into the units. We require your driver’s license (or another authorized form of ID) and credit/debit card if it is not on file. If the customer does not supply the necessary identification, Palmetto Vacation Rentals holds the right to allow access to the property. Please make sure the name on the reservation MATCHES the
Authorizing Another Person to Check In
If someone other than the name on the reservation is planning to check-in to the property, the reservation holder will have to fill out an authorization form prior to check-in. Please contact our office at least 48 HOURS PRIOR to check-in to fill out the necessary authorization form. If not filled out – we cannot check-in a guest whose name is not under the reservation.
Check-out time is at 10:00 AM – NO EXCEPTIONS. All keys, pool card/passes, or parking passes must be returned to the Palmetto Vacations Rentals office by 12pm on the day of checkout. *Late departure will result in a $100 fee per hour past 10 AM.* Our housekeeping staff is on a very tight schedule to get the unit ready for the next vacationer. Please take this into consideration if you plan to golf or enjoy any other activities on your departure date.
Remove all food and trash items from property, remove items from washer/dryer, put all dirty dishes in the dishwasher and start. You do not need to strip the beds! Leave property by 10 AM and return keys to office (4101 Mayfair St. Myrtle Beach) no later than 12 PM.
Early Check In/Late Check Out
We currently are not offering early check-in and check-out requests.
Reporting An Issue During Stay
Please give our office a call atto report the issue. If it is an urgent emergency (such as fire, flood, lockout, a/c failure) after our office has closed – please call the same number above and press 8 for our emergency assistance. Please allow up to an hour for one of our representatives to get back to you. You can also textwith any issues.
Maintenance & Repairs:
Just like your own home, our homes can experience unanticipated breakdowns. All efforts will be made to ensure that all equipment and appliances are in working order and that any problems are resolved as quickly as possible. This may include/but is not limited to non-essential items (air conditioner, washer/dryer, dishwasher, TV, internet, etc.) Although repairs will be made as quickly as possible, NO REFUNDS or transfers to another unit will be made.
Palmetto Vacation Rental Policies
PETS are NOT permitted. There are a few select properties that the homeowner and homeowner’s association has given permission to make exceptions for. PLEASE VERIFY with PALMETTO VACATION RENTALS if you would like a PET FRIENDLY property. The Pet Policy in general states dogs are the only pet(s) able to be considered, there is a non-refundable pet fee of $100.00 per pet (max 2), the weight of the pet must be less than 40lbs., *further information will be provided upon your reservation*.
ALL units managed by Palmetto Vacation Rentals; LLC are NON-SMOKING. You are permitted to smoke outside; but there will be NO EXCEPTIONS for indoor smoking; failure to comply will result in a $500.00 smoking fee to assist in cleaning and ozoning the property.
Minimum Age Policy
Currently the minimum age for booking through Palmetto Vacation Rentals is 25. In some cases, management may approve check-in for members between 23-25 with an additional security deposit required.
House Parties/Groups/Occupancy Limit
House parties and groups with members under the age of 25 are prohibited. We do not rent to non-family groups unless ALL members of the group are 25 years of age or older. Occupancy (including small children, infants, and visitors) shall not exceed the stated occupancy number for the unit. Overcrowding is a violation of the lease, and you will be asked to vacate the premises.
Guest acknowledges that the rental property may not be sublet. Subleasing shall immediately void any rental agreement with no refund due.
Car Policy (& other vehicle restrictions – motorcycles, campers, etc.)
Parking for MOST properties is limited to two parking passes. Please give us a call if you intend to bring more than two cars. If only one parking pass is allowed at a unit – it will be in the property description!
Unless otherwise stated – motorcycles, campers, trailers, and boats are not allowed on the property. If you have any specific questions regarding our car policies – please contact our office. Our policies are dependent on what is allowed at each resort.
Lost & Found Policy
Palmetto Vacation Rentals, LLC is in NO WAY responsible for personal belongings left behind in the property. We CANNOT guarantee that items left behind will be returned to our office. A $25 service fee and shipping costs will be billed to your credit card if you request us to package and return items you leave in the property.
Keys and Pool Pass Policy
Keys will be picked up at our office and must be returned to Palmetto Vacation Rentals upon departure. There is a $50 charge for keys, pool tags/bands, or hard parking passes not returned. They are not souvenirs and must be used for the next guest.
Palmetto Vacation Rentals, LLC. or its homeowners CANNOT guarantee that facilities at the resorts will be available for the use of our renters (This may include onsite pools, fitness centers, restaurants, waterparks, etc.) If an amenity is not allowed/open to a renter, Palmetto Vacation Rentals does not take responsibility to refund the guest any expenses.
Resort managers, builders, developers, and homeowner associations from time to time change the rules and regulations about the facilities which are out of our control*. We do our very best to stay updated with changes to the different resort policies. We DO NOT make rate adjustments or rebates due to these matters.
In resort areas, construction can occur due to new attractions, accommodations, and homeowner associations. We DO NOT make rate adjustments or rebates due to these matters. Construction on these different properties is out of our control.
Most properties have a noise ordinance in effect at 10 PM. We ask that all our renters consider that many of our properties are in private communities. For a detailed resort policy of your unit – please contact our office at
Palmetto Vacation Rentals CAN NOT control what other homeowners/renters do in their own properties. We can make every attempt to contact the onsite resort security should there be an incident while at your property – but we are not liable for any noise issues that may occur during your stay. A refund/rebate WILL NOT be issued to guests should there be any issue with noise that is out of our control.
Hurricane/Severe Weather Policy
When a hurricane threat/severe weather is announced in the area – please adhere to Palmetto Vacation Rentals and local weather authority’s instructions. There will be NO REFUNDS for your property due to hurricane evacuations or severe weather in the area. Travel insurance is highly recommended. The insurance premium will be charged to your account at the time of your reservation. Once insurance is purchased, it cannot be refunded to you. Please note insurance provides coverage for unforeseeable circumstances or events. Upon purchase of insurance your coverage will take effect 24 hours after initial payment.
Palmetto Vacation Rentals is not liable if the Wi-Fi or Cable TV does not work during your stay. We will do our best to get these luxury items connected – however, there are sometimes unforeseen circumstances that are out of our control. We will not REFUND the guest if there are Wi-Fi/Cable TV issues during the stay.
Your Condo/Reservation Policies
*All properties are privately owned and vary in decoration/furnishings
What Is Included in Your Condo: 2 Access Keys, Parking Passes (see policy above), Bed Linens, Bath Towels, Bath Hand Towels, Pillows, Bedspreads, Kitchen Utensils (see kitchen below)
What Is NOT Included in Your Condo:
Toiletries (toilet paper, soap, shampoo/conditioner), Paper Products (paper towels, paper plates, garbage bags, etc.), Beach Materials (beach towels, equipment, games, cooler), Laundry Products (check unit details to see if washer/dryer provided), Kitchen Towels, Cleaning Supplies, Baby Equipment, Food/condiments in the kitchen, Special Cooking Materials (see Kitchen below)
Majority of the kitchens* are equipped with the following: refrigerator/freezer, range/oven, coffee maker, toaster, sufficient tableware, flatware, cookware, glasses, cooking utensils, a microwave oven, and a dishwasher.
(*Please confirm with your booking agent not all properties have: washer/dryer, oven, and dishwasher*) These kitchens are adequately stocked for everyday meal preparation. If you plan to cook an elaborate meal – please bring the special items necessary with you.
Wi-Fi, Telephone, and TV services
Wi-Fi information will be provided on your paperwork upon check-in. If you have any issues – please either text or call our office during operating business hours for help. Please refer to the Wi-Fi/Cable Policy regarding these items not working.
Any change or transfer of a confirmed reservation is subject to a $75.00 administrative fee AND property owner approval. The homeowner has the right to refuse to authorize the change or transfer of a confirmed reservation.
Changes to Unit by Palmetto Vacation Rentals
If a unit/home is made unavailable due to damage or change of ownership, we will attempt to locate comparable substitute accommodations. If no suitable substitute can be located, all deposits and payments shall be refunded.
When you make your reservation at Palmetto Vacation Rentals, LLC, we ask that you make an initial payment equivalent to 50% of the total cost of your rental. The final payment toward your vacation rental is required 30 days before your arrival. All payments should be completed, and the rental agreement signed before you will gain access to the property.
Acceptable Methods of Payment
We do accept VISA®, MasterCard®, American Express, and Discover or any other certified funds that would be most convenient for you. If you are planning to pay by check, payment must be received one week after your reservation is booked and no later than thirty (30) days prior to check-in; otherwise, your reservation will be canceled. If you make payment by check you must have a credit card on file for incidentals or send a separate check for $300.00 deposit, which you will receive back within 30 days of departure. THERE WILL BE A $60.00 BANK FEE FOR ANY DISHONORED CHECKS!
Additional fees such as administrative, taxes, and cleaning fees are added onto each of our reservations. Palmetto Vacation Rentals reserves the right to determine that pricing prior to the reservation being made. Discounts offered after the reservation is made cannot apply to an existing reservation.
There is no security deposit required if the guest provides a valid credit card (Visa, MasterCard, Discover or American Express) at check-in to be kept on file for damages. A $300 cash security deposit is required if a credit card is not on file. Guest authorizes Palmetto Vacation Rentals LLC to apply charges to guest’s credit card on file or deduct from cash security deposit for any damages incurred during the stay. *IMPORTANT: If you note any damages or concerns upon your arrival CONTACT US immediately to inform us and this will avoid liability charges* Security deposits will be refunded within 30 days after your departure. FOR RENTERS UNDER THE AGE OF 25, AN ADDITIONAL SECURITY DEPOSIT IN THE AMOUNT OF $100 PER OCCUPANT WILL BE CHARGED.
Security Deposit Protection Plan
*This protection plan is INCLUDED in every reservation. Palmetto Vacation Rentals will cover unintentional damages to the rental unit interior that occur during your stay, provided you inform management prior to check-out. (*if you do not contact management prior to your departure this protection plan will be voided*) Any damages that exceed $1000.00 will be charged to the credit card you have placed on file. If, during your stay at one of our Rental Properties, a renter causes any damage to real or personal property of the unit as a result of inadvertent acts or omissions, Palmetto Vacation Rentals will pay for the cost of repair or replacement of such property up to a maximum of $1000.00.
We do strongly recommend travel insurance offered by our vacation insurance partner, Generali Global Assistance. Unforeseen circumstances can occur before and during any vacation, and vacation insurance protects the investment you put into your vacation. In the event you must cancel your reservations due to a sudden emergency, you may receive reimbursement for the portion of the trip you miss.
Some of the coverage and services included in travel insurance relate to trip cancellation and interruption, travel delay, baggage delay, medical expenses while traveling, emergency medical transportation, and a 24-hour emergency hotline. Pre-existing conditions may also be covered as well. Generali Global Assistance can be reached atfor further information and to answer any questions concerning coverage.
The insurance premium will be charged to your account at the time of your reservation. Once insurance is purchased, it cannot be refunded to you. Please note insurance provides coverage for unforeseeable circumstances or events. Upon purchase of insurance your coverage will take effect 24 hours after initial payment.
Should you have to cancel your reservation for any reason, let us know immediately. We will attempt to re-rent your property. A full refund of your deposit will be made if cancellation is more than 14 days prior to your arrival. (If your reservation is more than 30 days long, we require a 30-day cancellation notice to receive a full refund.)
Cancellation less than 14 days prior to arrival MUST be re-rented before a refund will be made. You are not guaranteed a refund should you cancel less than 14 days out. Consider purchasing travel insurance to avoid this risk.
A full refund of your deposit will be made if cancellation is made more than 14 days prior to your arrival. (If your reservation is more than 30 days long, we require a 30-day cancellation notice to receive a full refund). Please refer to our Palmetto Policies above for a comprehensive list of items/scenarios where Palmetto Vacation Rentals will not be held liable to refund a guest.
If you have any question or concerns regarding the rental agreement, please feel free to call our office at(Return this signed document to office via postal mail, email, or fax) Please review all terms and conditions of occupancy. This agreement must be returned before you may gain access to your unit. These terms apply to all properties and are not subject to modification.
GUEST AGREES TO ABIDE BY THESE TERMS OF OCCUPANCY. UPON TENDER OF ANY PAYMENT, PALMETTO VACATION RENTALS LLC AGREES TO MAKE PROPERTY AVAILABLE SUBJECT TO THE TERMS AND CONDITIONS OF OCCUPANCY AND RENTAL CONFIRMATION SUPPLIED TO GUEST. PLEASE SIGN, DATE AND RETURN BACK TO OUR OFFICE WITHIN 72 HOURS OF BOOKING YOUR VACATION RENTAL.
I certify that I have read the terms and conditions of the rental agreement. I understand and will adhere to the conditions herewith, liability for damages, lost keys, excessive cleaning, or special passes. Aside from normal wear and tear, I will be held responsible for any damages to property or contents during my stay. Palmetto Vacation Rentals, LLC requires a valid credit card on file in case of any damages and/or including items not returned. My signature below authorizes Palmetto Vacation Rentals, LLC to charge my credit card for liability of damages only if they occur.