Updated: May 18th, 2017
Please read your Vacation Rental Agreement carefully before you sign. It is understood that any monies received by Sterling Realty (herein referred to as Sterling) for occupancy of the Vacation Property indicated are in conjunction with the acceptance of the terms of our Vacation Rental Agreement in full. All policies are strictly enforced. It is the responsibility of all guests and members of their party to be familiar with all policies pertaining to rental.
RENTER REQUIREMENTS: For legal and accounting purposes, the person placing the reservation must be the same as the credit/debit card holder. This person is considered to be the Guest. All other persons involved with the rental are considered to be the Guest’s invitees, and all discussion regarding reservation, cancellation, and damage policies will be discussed with the Guest, not the Guest’s invitees. The Guest understands that Sterling Realty rents to responsible adults over the age of 25 ONLY.
DOWN PAYMENT/ PAYMENT: A reservation can be made with a 50% down payment paid by credit card when the reservation is made. A 3% convenience fee will be added for all payments processed using credit cards. Full payment is charged 30 days prior to scheduled arrival date. If a check (payable to Sterling Realty) or money order is not received by the due date, the balance will be charged to your credit card. The credit card must have an expiration date that extends beyond your stay. If a reservation is made less than 30 days prior to arrival, full payment is due when the reservation is made. If the Guest(s) has no Visa, Master Card, or Discover Card, a cash payment can be arranged which will include an additional $500 refundable security deposit. This security deposit will be returned within one week of the departure date, provided there is no breakage or damage to the premises and/or contents, there are no outstanding long distance phone or pay-per-view charges, no additional cleaning costs, and all other rules of this agreement are adhered to. A $35.00 service charge will be incurred for any returned checks.
Make check payable to: Sterling Realty
Mail to: 5250 17th Street Suite 101
Sarasota, Fl 34235
DAMAGE POLICY: Every reservation requires either (1) a $45 damage protection policy (“Vacation Rental Damage Plan”) OR (2) a $500 – 1000 refundable security deposit. This 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 $3000. Any damages that exceed $3000 or are deemed to be non accidental, 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 repairs or replacement of the property, up to $3000. Certain terms and conditions apply. Full details of the Vacation Rental Damage coverage are contained in the Description of Coverage or Insurance Policy (www.vacationrentalinsurance.com/G20VRD). The Vacation Rental Damage can be purchased up to, and including, check in time. By submitting payment for this plan, you authorize and request CSA Travel Protection and Insurance Services to pay directly Sterling any amount payable under the terms and conditions of the Vacation Rental Damage plan. Please contact Sterling directly if you do not wish to participate in this plan or instead wish to pay the refundable $500 – 1000 security deposit.
If a security deposit has been made, no portion may be applied to additional rental time or fees or other charges accrued by the Guest/ Invitees. The entire deposit will be refunded if (1) no damage was done to the property other than reasonable wear and tear, (2) all keys are accounted for, (3) no items were missing, (4) all doors and windows were closed and secured upon departure, (5) all check out procedures were followed, (6) all Rental Agreement policies were followed, (7) no miscellaneous charges were incurred, e.g., unpaid rental fees, guests or pets, additional cleaning fees, or other charges.
As a condition to the rental of all Vacation Properties, Sterling reserves the right to charge the Guest’s credit card for any and all uncovered Guest/Invitee caused losses and damages sustained to the Vacation Property throughout the duration of their period of occupancy. In the event of any uncovered Guest/Invitee-caused loss or damage to the Vacation Property, including, but not limited to, undue cleaning, eviction, service calls, service charges, fines/assessments, repairs or replacements, plus all applicable taxes, Sterling is hereby granted the right to charge the Guest’s credit card. An itemized statement outlining all associated costs will be sent via regular or electronic mail to the address submitted by the Guest at such time as the reservation was booked. By written or electronic endorsement of this Agreement, the Guest hereby agrees to pay for all such charges, as defined above and on the proceeding pages.
CONDOMINIUM APPLICATION & RULES & REGS: Many of our properties are located within Condominium Associations. Every guest must file a signed application form and be subject to final approval by the appropriate condominium boards. Sterling Realty cannot be held responsible or liable if the board does not approve the guest stay. The primary objective of the application process is to ensure that the guest and his/her invitees abide by all of the condominium rules and regulations not only for the individual condo associations but also the Master Condo Associations.
UPON ARRIVAL: Take a look around the unit. If there are concerns or issues with your rental property, please immediately contact our office. No refunds or considerations are given unless were notified of problems during your stay. We will provide a form for you to document any pre-existing damage so you won’t be held responsible, as well as a claim form for any damage that happens during your stay (if you purchased the Vacation Rental Damage insurance).
EMERGENCIES/ MAINTENANCE: In the event of a problem getting in the unit or if there are problems with condition or functionality of the unit, please immediately contact the Sterling’s office at (941) 379 5810 and follow the prompts.
KEY PICKUP: Keys can be picked up at the Sterling office 5250 17th Street Suite 101 during normal business hours of 10 am – 2pm. Special arrangements for outside of these times can be made by calling the office prior to arrival.
ARRIVAL TIME: Check in is at 2 pm. Unless you have specifically arranged for an early arrival time, please do not arrive at the property before your schedule check in time.
DEPARTURE TIME: Check out is at 10 am. Your prompt departure is appreciated so we can prepare the unit for any incoming guests.
CANCELATIONS: Once a reservation has been made and the initial deposit received by Sterling, they are non refundable. If we can replace your reservation and rebook the dates, you can credit your full payment toward a future reservation, or we will refund 90% of the total payment. This loss can be avoided if CSA Travel Protection Insurance was purchased and the reason for cancelation is covered under the travel insurance policy. All reservation changes must be acknowledged in writing.
POWER/ WEATHER RELATED CANCELATION: Sterling does NOT issue refunds due to acts of nature such as: weather, road conditions, hurricanes, power outages or forest fires, but CSA Travel Protection Insurance does provide some protection against these instances.
VACATION RENTAL INSURANCE: CSA Vacation Rental Insurance is available through Sterling and covers cancelation or interruption of your stay, travel delay, baggage delay, rental car damage, and emergency/medical/dental expenses. Please read your documentation carefully as certain limitations, restrictions, and exclusions apply. The plan is optional, but we strongly recommend it. In case of unforeseen events, this insurance helps protect your vacation investment. IF YOU CHOOSE NOT TO PURCHASE THIS COVERAGE, NO REFUNDS WILL BE GIVEN ( see cancelations clause for further details). For questions concerning the travel insurance or to make a claim due to a cancelation, please call CSA directly at 1-800-554-9839. The insurance premium, 7.95% of the total, is non-refundable and non-transferable. For more information please visit CSA Travel Protection Insurance
CHANGE IN NUMBER OF GUESTS/CONDUCT OF GUESTS: Family and friends of the Guest are permitted to occupy the Premises as “Occasional Guests” provided their stay is no more than 7 days. The number of Occasional guests and renters, (the “Occupants”) may not exceed the number of beds and sleeper sofa(s). Occasional guests may stay longer than 7 days only with written approval from Sterling. If there is excessive noise or music, any illegal activity, or evidence of violation of these policies, you may be asked to vacate the premise without any refund and additional charges may be assessed. Please inform us of any change in the number of guests before your arrival to avoid these charges and so the unit can be prepared appropriately for your group. No exceptions or refunds are given for changes in the number of guests after your arrival.
CLEANING FEE(s): A non-refundable cleaning fee is required with certain reservations (it will be disclosed in the lease agreement). This fee is for our housekeepers who dust, vacuum, sanitize, clean linens and towels, maintain the hot tub and remove refuse from the property. Guest(s) are required to follow all check out procedures detailed in this agreement and leave the property in the same general and good habitable condition it was in when the Guest(s) arrived. Undue and/or unreasonable cleaning of the unit shall be charged to the Guest’s/Cardholder’s credit card or with held from their security deposit as an Additional Cleaning Charge at a rate of up to $45/hour, with a one hour minimum. This also applies to the property exterior, grounds, BBQs and hot tubs (if so equipped).
CLEANING REQUIREMENTS: A starter supply of expendable supplies such as paper goods and soap is provided; please bring additional if you feel this will not be adequate. Basic cleaning supplies are stocked to do your own cleaning during your stay. Housekeeping is not provided during your stay unless previously arranged. Failure to comply with pre-departure cleaning requirements resulting in excessive cleaning will be charged to your credit card at $45/hour, with a one-hour minimum:
1) Place soiled towels in the bathtub.
2) All dirty dishes, cookware and eating utensils should be washed, rinsed, dried and put away in the proper location.
3) Floors should be in generally good condition and ready to be vacuumed by our housekeepers.
4) All household trash, garbage, recycling and/or other discarded items should be properly bagged up so as to avoid spillage/leakage, and deposited in the proper refuse containers provided. Please do your best to help us recycle by hauling it out with you.
5) Refrigerator and microwave should be left clean and free of food.
6) All appliances (stove, oven, BBQ, etc.) should be left in a clean condition and free of spills and grease.
LINENS & TOWELS: Bath towels, sheets, pillows and blankets are provided. Extra sheets and towels are provided if you are staying a week or longer (otherwise one set per guest are provided where laundry facilities are available).
SMOKING: Smoking is NOT permitted in any Sterling Property. Smoking is allowed outside as long as butts and ashes are not left behind. Discard the butts and ashes in the outside garbage. Do not throw butts on the ground or bring them into the unit. If there is any tobacco smell in the unit after your departure, there will be a minimum $250 charge. Oil lamps and incense are not permitted due to the long-lasting odor. If these policies are violated, there will be a charge for excessive cleaning.
PLUMBING: Do not put any feminine products in the toilet. Some units are equipped with toilets that are water-saving models and don’t have a strong flush – limiting the amount of toilet paper used will help prevent a clog. Plungers are provided if a clog occurs. Please do not pour grease down the drain.
SATELLITE TV, INTERNET & PHONE CALLS: All properties are privately owned and have different subscription packages for cable and/or satellite and internet. Sterling does not guarantee any programs, events or reception. Guest(s) are liable for ordering any Pay Per View – if Guest(s) does not use their own credit card for ordering, programming charges plus an additional $5.00 processing fee will be charged to the credit card we have on file. Some properties are equipped with a telephone; short calls within the U.S. are permitted.
PETS: Pets are not allowed in most units and, if if approved for pets, they are only allowed as long as the applicable pet fees have been paid. Unauthorized occupancy of pets will result in immediate eviction and loss of all rents and deposits. If discovery of unauthorized pets is made after your departure, a penalty of $45/day plus any additional cleaning charges will be assessed. If you are given permission to bring a pet the following rules must be followed:
1) $15 per night/$50 per week usage fee for each pet.
2) No pets on any furniture or bedding.
3) Please do your best to remove all pet hair to avoid additional cleaning time/charges.
4) All waste must be picked up and placed in the garbage cans tied securely in trash bags. (Please remember we don’t have garbage service and housekeepers have to remove your trash with their vehicles!)
5) No pets in the hot tub or bath tub.
6) Pets should not be left unattended in the propertes unless crated.
7) Damage up to $3000 caused by authorized pets is COVERED if you opted in for the Vacation Rental Damage plan! Otherwise, guest assumes full responsibility for any damage caused by pet to be charged to credit card on file.
8) Any cleaning that must be done will be charged to renter at rate of $45 an hour.
HOT TUB (where applicable) USE & RULES: Use of the hot tub is strictly at your own risk and liability. Our housekeepers sanitize and replenish chemicals in all hot tubs prior to your arrival. If additional maintenance is required during your stay, or the next guests are unable to use the tub due to conditions resulting from your failure to observe the following rules, there will be a $45 charge (and cost of supplies if necessary) for each hour of required maintenance. Instructions for the tub controls are posted at the hot tub or we will be happy to help you. A $25 refund/night will be given if you are unable to use the hot tub due to malfunction not caused by Guest(s).
1) ALWAYS SHOWER OR BATHE BEFORE AND AFTER USING THE HOT TUB! Body oil, makeup, hair products, etc. clog filters!
2) An adult must always accompany children.
3) Observe the safety precautions posted at the tub and have all guests do likewise.
4) Do not sit, stand or lie on the tub cover; a $300 charge will be made if the cover is broken this way.
5) Unhook the safety strap before removing the cover.
6) Replace cover and thermal blanket (where provided) when you are not in the tub and secure the safety strap to conserve heat, for safety, and to keep debris out of the water.
7) If temperature has been adjusted during use, MAKE SURE to return the temp to the original setting when done.* Failure to reset may cause the hot tub to over-temp & stop working, possibly resulting in additional charges.
8) Use non-breakable drink containers in the tub area.
9) DO NOT ADD ANYTHING TO THE HOT TUB WATER such as bubble bath & oils, even if they say they are compatible.
10) If the water level is low (below the filter intake) add more water or call, as low water can destroy the pump, resulting in additional charges.
11) If the water looks cloudy or dirty, please call.* If it is found that the service is necessary due to Guest abuse, the Guest will be responsible for the charges.
(*Hot tubs may be drained and refilled before your arrival; therefore, it may not be warm until later that evening. Also, due to the high mineral content in the mountain water at some of our UNITs, the hot tub may initially appear cloudy until the minerals settle. If the conditions persist, please call.)
LEFT ITEMS: Please check carefully for belongings before you leave. Left items can be mailed to you if requested and you will be charged shipping costs plus a $10 service fee. Pick up may also be arranged at our Sarasota office. Sterling Realty is not responsible for lost or stolen items.
RIGHT OF ENTRY: Guest(s) agree that Sterling Realty reserves the right to enter the rental property any time to investigate disturbances, check occupancy, check for damage, to make such repairs, alterations or improvements as we may deem appropriate, or to show the property to prospective purchasers or guests (in which case prior notification will be given).
SECURITY & SAFETY RISKS: ALWAYS LOCK DOORS AND WINDOWS WHEN YOU LEAVE THE PROPERTY! When you rent the UNIT, you assume responsibility for it and its contents, as well as your personal property. Always lock the doors and windows when you leave the UNIT. Guest is responsible for lost key replacement costs. Children are welcome, but there are conditions in and around the home that may pose hazardous to them, as well as to adults, such as stray golf balls, pools, ponds (with alligators), beaches, open stairways AND other wildlife. Sterling Realty does not assume any responsibility for injuries resulting from your failure to use due caution. Children must be supervised at all times.
INDEMNIFICATION & HOLD HARMLESS: While Sterling Realty and its Property Owners strive to maintain Vacation Properties in the finest condition, no guarantees are expressed nor implied regarding suitability or for any particular purpose. All Guest(s) and their invitees use the Vacation Property structures and premises at their own risk. Sterling Realty and its Property Owners shall not be held liable or otherwise responsible in any way for injury to any Guest and/or their invitees that is caused or permitted to be caused by the intentional or unintentional acts of said Guest(s) and/or invitees, or by the failure of structures, appliances, (including hot tubs and BBQs) furnishings, and/or other equipment, whether by malfunction, misuse, acts of God/nature, and/or are otherwise naturally occurring. No guarantees are expressed nor implied as to the suitability of utilities and other services provided to the Vacation Properties and adjacent structures and premises. No guarantees are expressed nor implied regarding the suitability/compatibility of materials utilized in the construction of the Vacation Property and/or its contents. Sterling Realty and its Property Owners shall not be held liable nor otherwise responsible in any way for allergic reactions to Guest(s) or invitees, caused or permitted to be caused by materials utilized in the manufacture of the Vacation Property and/or its contents, nor from mold and/or airborne spores, nor from pet/animal allergens, nor from chemical agents including, but not limited to appliances, linens, carpeting, utensils, fixtures, hot tubs, and/or other equipment. By written or electronic endorsement of this Agreement, Guest(s) and invitees hereby agree to forever hold-harmless and indemnify Sterling Realty and its Property Owners from and against all claims, demands, loss, liability/responsibility of any kind and character, including cost of defense, arising out of or in any way connected with the Guest(s) use of the property.
5250 17th Street Suite 101
Sarasota, Fl 34235
Toll Free: 1 800 828 4653
Local: 941 379 5810