Terms and conditions - Coastal Vacation Rentals

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This is a Guest Agreement (the “Agreement”) and constitutes a contract between (the “Guest” or “Guests”) and Coastal Vacation Rentals HHI, LLC (the “Company”). Each property is privately-owned including the furnishings, with the Company acting as agent for the owner. The Guest is a guest of the owner. The guest is not a tenant, and the guest is not acquiring any interest in the property. The Guest must sign and initial this Agreement where noted and return the signed and initialed Agreement to the Company within fourteen (14) days of making a reservation. (You will be emailed a copy to sign after booking your reservation)


Initial Payment – An initial deposit payment of 50% of the total rental amount charged including all fees/services/charges requested in advance of the scheduled rental (including travel insurance) is required to confirm the reservation. This 50% deposit must be paid by credit card. We accept American Express, MasterCard, Visa, and Discover.

Final Payment – Your full payment of the total rental and any other related fees/services/charges requested in advance (including travel insurance) must be received by the Company no later than thirty (30) days prior to your scheduled arrival. We will automatically bill the credit card on file for the reservation for your final payment. If additional services are requested during your stay, these will be charged to the credit card on file for the reservation.

Any increase in the amount imposed by the government (or any other applicable regulatory agency) tax, fees, or charges from the date this Agreement is executed through Guest’s departure date shall be paid by the Guest. Guest hereby authorizes Booking Agent to charge Guest’s credit card for the difference between the original tax amount previously paid by Guest and the new increased tax amount.



Holidays and RBC Heritage Week:
180+ days before scheduled check-in – 100% of deposit will be returned.
90-180 days before scheduled check-in – 50% of total cost of reservation will be forfeited.
Within 90 days of scheduled check-in – 100% of total cost of reservation will be forfeited.

All other days/weeks of the year:
60+ days before scheduled check-in – 100% of deposit will be returned.
30-60 days before scheduled check-in – 50% of total cost of reservation will be forfeited.
Within 30 days of scheduled check-in – 100% of total cost of reservation will be forfeited.


Monthly Rentals - A monthly rental is considered any property rented for 28 or more consecutive days. A 50% prepayment is due at time of reserving. Cancellation of a monthly rental 180 days prior will incur a cancellation fee of $250. If you cancel between 180 days and 90 days prior to arrival you will forfeit the 50% prepayment. If you cancel 90 days or less of your arrival, you will forfeit the full amount of your rental. Final Payment is due 30 days prior to arrival on monthly stays. Cancellations or changes in your dates and/or rental property must occur prior to the cancellation period. There will be no refunds for early checkouts, no-shows, or inclement weather. Travel insurance can be purchased for 7% of your total rental and is highly recommended for all reservations, especially on monthly rentals

Travel Insurance – We recommend purchasing travel insurance to protect payments you’ve made under this Agreement in the event you may need to cancel. If Guest has purchased travel insurance, any or all trip reimbursement will be subject to the policy terms and conditions. The travel insurance agreement is between Guest and the Policy Provider. Coastal Vacation Rentals is not the policy provider.

Storms – There are no refunds in the event of a tropical storm, tropical depression, hurricane, or named/numbered storm, and all payments will be forfeited and are nonrefundable. If Guest has purchased travel insurance, any or all trip reimbursement is between you and the insurance company and will be subject to the policy terms and conditions. The travel insurance agreement is between Guest and the Policy Provider. Coastal Vacation Rentals is not the policy provider.

If you booked on VRBO or Airbnb, please refer to the cancellation policy on that platform.


At Coastal Vacation Rentals we pride ourselves on providing guests with the best properties, amenities and activities on Hilton Head Island. To help you understand the fees associated with your reservation and what benefit you receive, we have provided an explanation below:

Amenities Fee – Your reservation includes a 9.5% Amenity Fee that includes the following services:

Booking Fee – A $149 Booking Fee is applied to your reservation. This booking fee allows us to provide the best service to our guests. This includes luxury beach towels for every reservation, 8 for homes and 4 for villas. Most properties come equipped with Roku Streaming services allowing you to easily login to your favorite platforms like Netflix, Disney+ and Hulu so you can pick up where you left off on your favorite TV show or movie! Lastly, our reservations team consists of all locals and they have put together a list of recommendations on restaurants and activities in your Happy Stays portal!

Cleaning Fee – Your reservation includes a cleaning fee which covers linens, towels, and an initial starter kit. Your starter kit includes 1 roll of paper towels, 3 dish detergent pods, 3 laundry pods, 1 sponge, liquid dish soap, and a few trash bags. Each bathroom in the property comes with 2 rolls of toilet paper and travel sized hand soap, body soap, shampoo and conditioner. This kit is meant to last you 1-2 days. 2 bath towels and wash cloths will be provided for every person that is registered on the reservation. For properties with advertised sleeper sofas, a clean pack of linens will be provided should you decide to use this property amenity.


Check-in time – Guest acknowledges that check-in is NO EARLIER THAN 4:00 PM. In the event that a property is not ready by 4:00 PM, no rental refund will be issued.

Check-in procedure – When your balance is paid in full and we’ve received your signed Agreement (no later than thirty (30) days prior to your scheduled arrival), you will receive an email and text message for our express check-in procedures. This will give you details on how to download our Happy Stays app for all your check-in information. The check-in info will allow you access to all the pertinent information for your vacation rental property. This includes directions to the property, codes to access your front door, garage codes, Wi-Fi code and directions on where to pick up your car passes if you are staying in a Sea Pines or Shipyard property.

Check-out time – Guest acknowledges that check-out is NO LATER than 10:00 AM. Late check-out fees will be applied to anyone leaving after 10:00am.


Age - Guest agrees that he or she is at least 25 years of age or older and will be occupying the property during the dates requested. Guest shall also identify (below) all children that may also be staying on the property during the occupancy.

Occupancy Limitations – The maximum number of guests is limited based on the property size. An additional charge of $100.00 per person, per night, for each additional or unauthorized overnight guest may be assessed. Any non-registered person visiting the property is the sole responsibility of the Guest.


Car Passes - If you are staying in Sea Pines, Palmetto Dunes, or Shipyard, you are required to have a gate pass for each car you are bringing. The number of car passes that can be requested is outlined in the property description and is based on parking spaces available. If no parking is outlined in the property description, only 2 car passes may be requested. 2 car passes are automatically included with your reservation, any additional car passes requested will be charged to the credit card on file. The car passes will be ordered in advance of your arrival. You will need to pick your car passes up at our office before heading to your property. Information on how to access our car pass lockbox will be emailed to you in your check-in instructions and texted as a reminder.

Parking Restrictions – Parking is limited to the number of spaces outlined in the property description. If parking is not outlined, 2 vehicles are allowed. For rentals within Palmetto Dunes, Sea Pines, Island Club, and Shipyard Plantation: motorcycles, campers or trailers, golf carts, recreational vehicles, and boat trailers are prohibited within the communities. Any illegally parked cars are subject to towing; applicable fines/towing fees are the sole responsibility of the vehicle owner.


Pet Policy – ONLY DOGS under 60 lbs are permitted at properties outlined as “pet-friendly”. Guest is not permitted to have dog at the property unless agreed upon by Company prior to arrival, and the nonrefundable dog fee is paid (except in the case of service animals or emotional support animals as described below). If a pet is found on the premise without advanced approval from Coastal Vacation Rentals or the owner, guests will be charged $100 per night per pet of contracted rental agreement dates and be asked to vacate the property without refund.

Pet-Friendly Reservations – Guest agrees to be responsible for picking up after any pet and won’t allow the animal to be left unattended. Animals are not permitted on furniture or beds in the property. If additional costs are incurred for cleaning, pick-up, flea treatments and/or similar actions are a result of an animal, the Guest’s credit card on files will be charged for these costs. The nonrefundable animal fee is $250.00 plus tax. Each additional dog is $250.00 plus tax (if the property allows for more than one dog). Guests agree to only have pre-approved dog(s) on the property.

Service and/or Emotional Support Animals – Company shall make reasonable accommodations upon written request for a service animal or an emotional support animal, in accordance with applicable law, and no advance animal fee shall be required. Guest must submit a written request for the service animal or emotional support animal in advance of their reservation. Company may request information and/or documentation in accordance with applicable law supporting the animal’s status as a service animal or emotional support animal, together with up-to-date veterinary records confirming the animal is current with all vaccinations. Company reserves the right to withdraw consent and demand removal of any previously permitted service animal or emotional support animal upon evidence of injury or damage to person or property caused by the animal, threatening or aggressive behavior of the animal, damage done by the animal to the property, non-compliance by the Guest with local ordinances and state laws regarding custody and control of the animal, or any other applicable law.

Nuisance Animals - Under no circumstances will a nuisance animal be tolerated on the property and the Company reserves the right to withdraw consent and demand removal of any animal on the property in the event it is reported or complaints are registered that the animal is a nuisance including, but not limited to, being off leash or out of Guest’s control, running unrestrained off the premises, aggressive or uncontrolled behavior towards other animals or persons, or excessive noise or barking. Such conduct may further include the Guest allowing the animal to defecate on the property or on others’ property without cleaning up after the animal. This prohibition specifically applies to all animals and including service animals and emotional support animals. If an animal fee has been paid, and the animal becomes a nuisance and must be removed from the property, any animal fee is forfeited and nonrefundable.


No Smoking/Vaping – ALL properties are designated as NO-Smoking, and includes no-vaping. If Company finds that a guest (including family members, friends, and all other guests and/or people Guest allows on the property (invitees)) has smoked or vaped in the property (or on the porch/patio or balcony) the Guest will be charged for any cost pertaining to any damage and including the removal of the smell to the property (i.e., carpet cleaning, upholstery cleaning, ozone machine rentals, etc.). These costs will be charged to the credit card on file for the reservation.


EV Chargers are available at select properties. Coastal Vacation Rentals and the property owner are not responsible for any damages to vehicle or person or bodily harm associated with using these chargers.


Pool Cleaning Services - Pools and spa (aka “hot tubs”) are serviced for each check-in and at least once weekly during peak season. Excessive sand, dirt, and/or tanning oil found in pools or hot tubs may require an additional cleaning fee, which will be charged to the Guest. 

Pool Heating - Private pools are cleaned once a week with an additional clean (plus tax) scheduled during the summer season. In the interim, a skimmer net has been provided. There will be a charge for an extra cleaning. Most pools are capable of being heated, subject to an extra charge, inclusive of applicable taxes. Pool heating will be activated 24-48 hours prior to the scheduled arrival of the Guest. The operation of spa jets is contingent upon payment for heating services. Guests intending to heat the pool or spa are advised to alert Coastal Vacation Rentals at least 14 days prior to arrival; failure to do so may result in additional costs. Weather conditions below 50 degrees Fahrenheit may render the pool incapable of being heated. NO REFUND WILL BE ISSUED IF THE POOL HEATING EQUIPMENT EXPERIENCES FAILURE OR IS INCAPABLE OF BEING HEATED DUE TO TEMPERATURE DROPPING BELOW 50 DEGREES FARENHEIT. Some villa and complex pools are heated seasonally, and Guests are advised to inquire about availability. Coastal Vacation Rentals disclaims responsibility for resort amenities, including scheduled pool and spa closures. No refunds will be provided for any closures or unavailability of resort amenities.


Swimming Pool Release And Waiver Of Liability - I understand that swimming is an inherently dangerous activity, which can result in illness, serious bodily injury or death. I further understand that I and my entire family and all of my guests are being permitted to use the swimming pool at the property we are renting and that we are aware we are swimming at our own risk. I, on behalf of myself and my entire family and all of my guests, do hereby release and forever discharge Coastal Vacation Rentals and all owners of said property, from and against any and all liability or responsibility for claims, damages, causes of action, or other suits, whether based in law or equity, or in tort or contract for any illness, bodily injury, personal injury, death or as a result of the use of the swimming pool or on the premises on which said pool is located. By signing this rental agreement, you are agreeing to a release and waiver of liability concerning any and all injuries, illness or death which occur during your stay at any of our properties and also while you or your family or guests are being permitted to use the swimming pool at the home or villa complex where you are renting and that you swim at your own risk. *Properties are not equipped with any pool or hot tub safety equipment


Standard Clean - Your reservation includes a standard clean with the cleaning fee. This covers a one-time clean after your departure and provides you with fresh linens on every bed, sleeper sofa kits (if applicable) and fresh towels for each person the property sleeps. Any excessive cleaning required during or after Guests’ stay is to be determined by Property Manager and charged to the Guests’ credit card on file.

Mid-Stay Clean – No mid-stay cleans are included in weekly or monthly rentals. If Guest would like to purchase a mid-stay clean, please call our office. Any such costs shall be charged to the credit card on file for the reservation.


Coverage - The Company provides rental guests with protection for accidental damage during your stay. This protection will cover up to $1,000.00 for accidental damage to real or personal property. Malicious or intentional damage is not covered. The damage must be reported before Guest departure. This plan covers only guests who rent through the Company and is not available for any other invitees. Any damages exceeding $1,000


Damages - Guest and invitees agree to be responsible for any intentional damage or negligence resulting in damage to the premises, including damages to the furnishings and household items, which occur as a result of your occupancy, excluding normal wear and tear or accidental damage up to $1,000. An additional cleaning charge may be incurred if upon departure the property is inspected and found to require more than the normal check-out cleaning.


Repairs - It is understood that even with the use of the best or newest equipment, occasional malfunctions may occur, and such equipment cannot be guaranteed to function flawlessly 100% of the time. Coastal Vacation Rentals will promptly address and rectify any issues as soon as possible. The Agent or an authorized representative may enter the premises for the purpose of repair, care, or maintenance. No refunds will be issued for malfunctioning equipment or guest dissatisfaction arising from such malfunctions.


Construction - Hilton Head is a highly desirable developing resort area where construction activities, including houses under construction, may be present. We do not undertake the relocation of guests or offer refunds due to construction-related noise disturbances. Guests refusing entry to authorized agents, employees, or repairmen may be subject to fines or service costs.

Liability- Agent or owner will not be liable for any damages to your property, nor liable for any accident that may occur to you during your occupancy in or on the property. Owner or Agent is not responsible for articles left on premises. Coastal Vacation Rentals is not responsible for resort amenities such as beach, scheduled pool and spa closures, etc. At the time of this publication, all home and villa amenities are accurate to the best of our knowledge. Furniture and accessories are subject to change as owners may update their properties. At the time of this publication, all home and villa amenities are represented to the best of our knowledge. However, furniture and accessories are subject to change as property owners may update their premises.


Furniture Movement - The Guest acknowledges and agrees that all furniture within the vacation rental property is to remain in its designated position and shall not be moved without explicit written consent from the Property Owner or designated representative. In the event that the Guest moves any furniture within the property without prior written consent, the Guest assumes full responsibility for any accidents, injuries, or damages that may result from such actions. The Property Owner, Property Management, and related parties shall not be held liable for any injuries sustained or damages incurred as a result of unauthorized furniture movement. The Guest acknowledges that unauthorized furniture movement may result in additional charges. These charges may include, but are not limited to, the cost of repairs, replacement of damaged items, and any associated labor costs incurred to restore the property to its original state. Any violation of this furniture movement clause may result in immediate eviction from the property without refund, and the Guest may be held responsible for any legal fees or costs incurred by the Property Owner or Property Management in enforcing this clause.


Guest agrees to abide by all applicable Federal, State, and Local laws and ordinances, including any Planned Unit Development covenants, conditions or restrictions while occupying the property. Guest agrees and acknowledges that fireworks are prohibited by county ordinance. Additional town and community rules and regulations may apply and will be posted with the property. If Company learns that Guest or any invitees have violated any of these ordinances, rules, and/or regulations, Company may notify Guest that its rental is terminated. In such an event, Guest will immediately vacate the Premises, any deposits and fees paid to the Company for the rental shall be forfeited, and Guest will also be responsible for any costs and charges related to such termination. However, in additional to any forfeited deposits and fees, Company may recover from Guest any and all other damages, loss, and expense caused by the prohibited conduct of Guest and invitees.


Renters are responsible for adhering to all rules and regulations of the complexes or communities of the rental property. Failure to comply with complex rules can result in immediate cancellation of your rental reservation and occupancy of the dwelling. Additionally, Guest will forfeit all monies and will be responsible for any fines tickets or other penalties to do inappropriate behavior.

13 Sailmaster Common - Please be advised of the following violations that will result in renter fines. 1. No more than 6 guests. 2. Absolutely no pets allowed. 3. Do not have any clothing or towels from the railing or courtyard fences. 4. Secure all bungees on garbage cans. Do not leave any garbage or garbage bags lying outside in front or back of villa. 5. Pool Rules – no running, ball or frisbee throwing. No loud music. Children under 12 must be accompanied by a parent or guardian. Food and drinks are permitted but please use plastic only and remove waste.

Noise Regulation – In the Town of Hilton Head Island, SC, it is unlawful to unreasonable disturb the peace and quiet of those in their homes and public places. Quiet hours are between 10:00 PM and 7:00 AM and noise regulations are enforced 24 hours each day.


Alligators – It is unlawful and illegal to feed or harass alligators. Do not swim in the lagoons or lakes; alligators may be present.

Sea Turtles – Sea Turtle nesting season is early May through the end of October. If you are staying in an oceanfront home, lights must be out 10:00 PM – 6:00 AM May through October. To help protect the Sea Turtles please remove all debris and trash from the beach, fill in your holes and flatten sandcastles, keep your distance from nests and don’t disturb tracks in the sand.


Emergency situations are anything considered to be a threat to the health and/or safety of our Guests or to the integrity of the property.  If you have an after-hours emergency, please call our office at 843-341-3330 or call 843-384-3673. In life-threatening emergencies, immediately dial 911. Any service call/emergency call deemed necessary due to renter misuse or neglect will be charged to guest.


17. Xplorie


Complimentary activities are included with your stay!* As a thank you for staying with us, you will receive complimentary admissions to popular local activities and attractions, every day of your stay. To take advantage of this added benefit included with your accommodations, be on the lookout for emails and text messages from Xplorie that will explain how it all works, what activities are available, and how to book your complimentary admissions. Please add hello@m.xplorie.com to your contacts to ensure message delivery. *Only valid for short term stays less than 28 nights.


Monthly Rentals - A monthly rental is considered any property rented for 28 or more days. Rentals over 28 days are not eligible for included golf and island activities through Xplorie.


Hold Harmless - Should the owner elect to remove this property from the management responsibility of Company or should the Premises be undergoing any major repairs or should the Premises be uninhabitable for any reason, Guest, on behalf of Guest and on behalf of invitees, shall hold the Company harmless from all related damages, loss, injury, cost or expense. Guest acknowledges the assumption of risk of exposure to Covid-19 and other airborne viruses on his/its behalf and on behalf of invitees and agrees to hold Company harmless for any related damage, loss, injury, cost, or expense, except in the event of gross negligence of any of the Company Parties.


Cancellation due to Orders, Ordinances, Laws, Rules or Regulations Restricting or Prohibiting Rentals. Reservations are subject to cancellation on the basis of any order, ordinance, law, rule or regulation restricting or prohibiting short-term rentals and which is or has been issued by any governmental entity, including orders of the Governor of the State of South Carolina and/or ordinances adopted by The Town of Hilton Head Island. There are no refunds in the event of any such order, ordinance, law, rule, or regulation. Owner has the right to cancel a reservation it deems unacceptable for any reason within 24 hours of the guest booking a reservation.

Elevator- Elevator access must be scheduled and requested upon booking. Misuse of elevator by guest resulting in damages or service calls will be charged to the guest. Elevator use is subject to availability and is not guaranteed. Monetary compensation will not be given if the elevator is unusable due to a mechanical outage. Children are not permitted to operate or ride in an elevator without adult supervision.

Deposit Accounts – Guest acknowledges that Company places all rental deposits into an escrow account as required by South Carolina Real Estate Law. The Guest agrees that Company shall receive any and all interest that might be earned from this escrow account.

Entire Agreement; Amendment - Guest and Company acknowledge this Agreement contains the full and complete agreement between and among them and there are no oral or implied agreements or understandings which are not specifically set forth in this Agreement. This Agreement may be amended, supplemented or modified only by a written agreement signed by each of the parties hereto. Each party acknowledges that no party, or agent or attorney of any other party or any person, firm, corporation or any other person or entity has made any promise, representation or warranty whatsoever, expressed, implied or statutory, not contained herein concerning the subject matter hereof to induce the execution of this Agreement. Guest also acknowledges that Guest has not executed this Agreement in reliance on any promise, representation or warranty not contained in this Agreement.

Titles and Paragraph Headings - Titles and paragraph headings used herein shall be for the purposes of convenience only and shall not be considered substantive in matters of construction.

Ambiguities and Conflict - The legal principle of contract interpretation that an agreement shall be construed against the drafter shall not apply to this Agreement. For purposes of the construction or interpretation of this Agreement, the parties shall be deemed to have participated equally in its drafting.

Severability - In the event any term or provision of this Agreement is held to be invalid by any court of competent jurisdiction, such invalid term or provision shall be severed and shall not affect the validity and enforceability of any other term or provision herein contained.

Governing Law and Venue - This Agreement shall be governed by and construed in accordance with the laws of the State of South Carolina without regard to principles of conflicts of law. The parties agree that any lawsuit concerning this Agreement and its subject matter shall be filed in Beaufort County, South Carolina

Electronic Signature - This Agreement may be executed by electronic or digital signatures in accordance with the South Carolina Uniform Electronic Transactions Act.


I/we, the undersigned, hereby apply for the above listed accommodation and warrant that I/we have read, understand and agree to the terms and conditions of this application, and I/we agree to abide by homeowners/agents/association restrictions on use of said property. I/we further understand and represent that I/we are executing this application on behalf of all parties named on the guest list.
By Checking the Terms and Conditions I agree that this is a legally binding document and I have read all terms and conditions in this document.