Vacations By The Sea

(360) 268-1119

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Rental Terms and Conditions

By making your reservation and entering the vacation rental unit, you agree to all of the following terms and conditions.


Introduction

Vacations by the Sea has been in business since 2003 managing individual condo units for the unit owners through the Vacations by the Sea rental program. All properties are privately owned and furnished by the homeowners of the condos.  The Vacations by the Sea management personnel will hereafter be referred to as Management, the guest renters will be referred to as Guest(s) and the condominium units will be referred to as either Condo or Unit.

Refusal

Management has the right to refuse to rent any Condo to any Guest(s) at any time. Management reserves the right to cancel reservations at any time.

Basic Amenities

Each Condo is equipped with the following basic amenities: living area heat, stove, oven, refrigerator, microwave, toaster, coffee maker, dishes, flatware, utensils, pots and pans, color TV with DVD and/or VCR, smoke detectors, washer & dryer, towels, pillows, bed linens, washcloths, bath mats, and blankets.

Additionally, The following supplies are also provided in each Unit: dish soap, dishwasher tabs, laundry detergent, hand soap, shampoo, conditioner, hand lotion, body wash, facial tissue, toilet paper and paper towels. Kona coffee and an assortment of teas are offered for Guest’s enjoyment.

Décor

Each Condo is individually decorated by the owner of the Unit. All items and furnishings in each condo belong to that particular unit and should not be removed to any other unit.

Reservations

Reservations may be made up to one year in advance by calling our office at 360- 268-1119 during business hours or by booking a reservation through our online system. Guest(s) must be 25 years of age or older to rent a Unit. A deposit equal to the amount of the first night’s lodging plus tax is required for all reservations and shall be charged to a credit card (Visa, MasterCard, Discover or American Express) at the time the reservation is made. Any balance due will be charged 7 days before guests arrival.

Occupancy

Occupancy is limited to the number of Guests stipulated when making the reservation.  If additional guests are added after the reservation is made, you must notify Management.  There is a maximum of 4 Guests allowed in the one bedroom Units and 6 Guests in the two bedroom Units. Management reserves the right to enter the Unit, if need arises, without guest permission.  Management will make all reasonsable effort to contact the guest as to the purpose and duration of entry into unit.

Quiet Hours

Please be a good neighbor and observe quiet hours which are from 10:00pm until 8:00am. Also, please restrict all outdoor activities during this time so as not to disturb other Guests.  Westport by the Sea is a family environment.  Hot tub and seasonal swimming pool area is open between the hours of 9am - 10pm.

Cancellation Policy

Should you need to cancel your reservation prior to 7 days of your arrival, regardless of reason, a $50.00 cancellation fee plus rental tax will be charged. If you need to reschedule a reservation more than 7 days before your arrival, a $20.00 rescheduling fee may be be charged. Cancellations within 7 days of your arrival will not be refunded.

Damages and Security Deposit

In the event the unit sustains damage from guests use, including broken appliances, stained towels, linens, carpet, furnishings, or missing items, Guest acknowledges and authorizes Management to charge Guests credit card for all cleaning, damage, and/or missing items.  If cost of extra cleaning, replacement, or repairs exceed the guests credit card limit, guest agrees to pay the different to Management.

For any reservations of fourteen (14) or more days, there will be a $1000.00 refundable Security and Damage Deposit charged in advance.  An additional fee for pets is also applicable for reservations over fourteen (14) days.  After an inspection by Management’s staff that there is no damage to the Unit, that none of the contents are missing, and that no additional cleaning is required, the Security and Damage Deposit will be refunded.

Cleaning Fee

Your condo is stocked for your arrival with paper products including tissue, toilet paper, paper towels, laundry detergent, dish detergent, and bathroom amenities.  Beds are ready and made for your arrival except for sofa sleepers.  The per-stay Cleaning Fee for a one bedroom Condo is $50.00 and for a two bedroom Unit is $75.00. There is no daily housekeeping service so if you need additional amenities please contact us.  Reservations over 14 days will also include a weekly housekeeping tidy and additional housekeeping charges based on length of stay.

Check-In

Guests are to proceed directly to their condo for check-in.  A lock box will be located on the condo door frame with the key inside when ready.  Detailed Lock box instructions will be emailed 7 days before you arrive and after final payment is received.  Every effort is made to have each home ready to check-in by 4:00 p.m, but housekeeping and maintenance personnel must provide services between occupancy for each condo in order to prepare condo for incoming guests.  If a lock box is not on the condo door frame, then it is not ready yet and we invite you to relax at the clubhouse.  Office hours vary by season, but if guests have any problem with the lock box they can contact the Management at (360) 268-1119 or call the emergency contact number for Vacations by the Sea included in your paperwork and located on the Clubhouse front door.

Check-Out

Scheduled check-out time is 11:00am.  If you are departing before 10:30am, please give us a call at (360) 268-1119 to let us know you are out of the unit and a $5.00 discount will be applied to your bill.

You must call the morning of your departure to verify if a late departure is available.  A complimentary late departure at noon can only be offered for condo's without an arrival on that date.  A late checkout of 2pm can be requested for an additional $50.  Guests who stay later than 2:00pm will be charged an additional nights lodging. Late check-outs are not allowed without prior permission from Management.

Check-Out Preparation/ Guest Responsibilities

Please leave the home in the same general condition as it was when you arrived.  Staff will arrive after your departure to throughly clean and inspect the home.  All food and drink spills should be cleaned up as they occur.

In preparation for check-out, Guest should:

  • Place the three sets of keys for unit back on the hooks by the front door
  • Put all used bath towels, hand towels, and washcloths in the bathtub
  • Empty refrigerator and make sure all garbage is gathered and put into the outside dumpster receptacles
  • Rinse and put all used dishes in the dishwasher and start the dishwasher before leaving
  • Lock doors and windows
  • Put any furniture that was moved back in its original position and reconnect any TV cables disconnected
  • Return any rented movies to the front desk before leaving

Failure to comply with these guest responsibilities may result in an additional cleaning or maintenance fee for those items that have not been completed.

Pets

Due to owner's and guest allergies, certain condos do not allow pets.  The only pet we can accommodate are dogs.  In units where pets are welcome, each pet must be registered ahead of time and a $30.00 pet fee is charged per dog/ per stay.  Please read the pet policy carefully and follow all rules in order to allow pet friendly accommodations can continue to be offered.

Please keep your dog(s) with you at all times.  If a dog left unattended is barking or causing a disturbance, we may charge a fee for staff time to attend to the situation.

All pets must be kept on a leash at all times when outside of the unit. There are designated pet areas on site where Guest(s) may take pets to relieve themselves. Pet waste bags are provided for Guest(s) to use to clean up after pets. Pets should not use the grassy areas of the complex to relieve themselves. Guest(s) is/are financially responsible for any and all damages related to pets including any carpet stains or cleaning as a result of a Guest’s pet.

Guests who have friends or family visiting with pets must also comply with this policy. Should Management determine an unregistered pet was in the condo without approval, Guest will be charged a fee for pest control treatment and a deep clean fee of $250.

Smoking

All units are NON-SMOKING, this includes the attached balcony or patio. Evidence of smoking in a unit will result in a $250 deep clean fee to the Guest(s). Tobacco smoking is allowed on property but no closer than 25ft from entry doors and windows per Washington State Law.  Marijuana smoking is not allowed in view of the public per Washington State Law.

Parking

Parking is limited to 1 vehicle for a one bedroom Condo and 2 vehicles for a two bedroom Condo. Please park head in only. Boat trailers and other oversized recreational vehicles are not allowed to be parked on property.

Beach Access

Guests should understand due to the tides and dynamic nature of the coastline, direct access to the beach from the property is not always possible.  Guests must always stay on marked trails while on property to protect the fragile dune environment.  As of February 2016 WA State Parks and Property HOA will be enforcing limited access along the dunes and fines may apply if guests bypass barriers and fencing. Beach access is available via the walkway between buildings 8 & 9 to the State Park paths to the north of the property.

Clubhouse Hot Tub, Pool, and in-room Jetted Tub

Guests should understand there are inherent health risks associated with the use of the hot tub and pool. Guests and members of their party are responsible for reading, understanding and abiding by the posted hot tub and pool rules as well as seeing that any members of their party who are minors follow the rules. The Clubhouse pool and hot tub are for registered Guests only staying on property only.

Maintenance

Management makes every effort to keep all equipment in good working order. However if, upon arrival, Guest(s) find(s) that something in their Unit is not working properly, they should notify Management as soon as possible so that an effort can be made to rectify the situation quickly. During regular office hours, Guest(s) should contact Management at (360) 268-1119 to report any problems. If a maintenance problem occurs when the office is closed, Guest(s) should call the after-hours number listed in their arrival paperwork and on the back of the unit door. Staff will determine whether or not the problem is an emergency that requires immediate attention or a concern that can be addressed the next morning.  Guest(s) or members of their party who lock themselves out of their Unit after the office’s regular hours of operation will be billed a $25.00 fee for re-entry.

Exterior grounds and building maintenance is the responsibility of the Westport by the Sea Home Owners Assocations and Management has no control over schedule or location of work.  Work including painting, pressure washing, window cleaning, mowing, trimming, etc. is not normally scheduled to occur on the weekend or past 5pm.

Lost and Found

Management and/or property owner are not responsible for personal property left behind, stolen, or damaged during Guests stay.  Every attempt will be made to locate lost items, but there is no guarantee they will be found.  Upon check out please make sure to take all of your belongings & check the condo carefully.  It is not recommended to leave valuables (cash, wallets, jewelry, cameras, etc.) unattended.  If you find you have left something behind, please call the office at (360) 268-1119 and the condo will be checked for the missing item.  The item will be mailed back at guests expense if found.  Items are held for 30 days if not picked up or other arrangements made and then donated to charity.  

Fireplaces

Most Units have electric fireplaces which operate either by remote control or a switch located on the wall near the fireplace. Please be aware that the fireplaces do put out heat and can be hot to the touch.

Keys

For security purposes, the Condo keys do not indicate the Unit numbers. Three sets of key's are provided (including the lock box key).  The two black paddle keys include gray electronic access FOBs for the pool area and fitness room.  All keys must be left in the unit on the hooks by the front door upon departure.  Guest(s) will be charged a $50.00 fee for unreturned regular keys and $100.00 for each unreturned electronic FOB keys.

Telephone Service and Internet

Most Units have normal telephone service however to make a long distance call, Guest(s) must use a calling card, call a 1-800 number, or make a collect call. All local calls are free. All Condos in Vacations by the Sea rental program offer internet service to guests at no additional charge.  Please refer to the magnet on the refrigerator for instructions and password.

Television

All of our Units have televisions and basic cable service. Vacations by the Sea is not responsible for television reception. Management asks that Guest(s) keep(s) the volume of the TV at a level that will not disturb other Guests.

Refunds

No refunds will be given due to inclement weather, malfunctions of non essential equipment (i.e. Hot Tub, Jetted Tub, Pool, Fireplace, TV or stereos), or outside disruptions beyond Managements control. If there is an equipment malfunction, we will attempt to repair it as soon as possible. Under no circumstances will there be a refund issued for early departures.

Weather

Please be aware that the weather changes quickly on the coast. Guests should plan their trips in relation to the weather as no refund will be given due to weather conditions or power outages.

Fireworks

Fireworks are prohibited in all Vacations by the Sea Units, facilities and grounds. There is an ordinance in the City of Westport prohibiting the use of fireworks within city limits.

Grilling/ Open Fires

HOA and fire department regulations prohibit the use of grills, barbeques, or any type of open flame device on all decks, porches, grass area, and balconies. The clubhouse has two barbeques which Guest(s) may reserve. Guest(s) should contact the clubhouse office to make arrangements to use the barbeques.  Violation of this condition will result in immediate eviction from condo with no refund on remaining nights or deposits.

Buildings 9, 10 and 12 have rooftop decks available to guests staying in those buildings. Please be aware that you are directly over a home and there should be no running or wild activity.  If you use the BBQ, please clean up after yourself when done.  A cleaning brush should be present for this task.  Children are not permitted on the rooftop decks after sunset and all guests should note the maxium occupancy limits.

Decks & Patio Usage

Guest(s) should not hang towels, wetsuits, swimming suits, or other items on the patio railings or chairs to dry.  Surfboards are not to be stored on the decks or patios or in the walkways outside of the condominiums.  

General Policies

All of the Condo rentals in our program are privately owned, including furnishings, and the homeowners and Vacations by the Sea disclaim all liability for accidents, injury, loss, illness, or damage that occur while Guest(s) is/are on the premises or at its facilities. Vacations by the Sea is an agent for the homeowner, not an owner nor a tennant.  As agent, Vacations by the Sea has the authority to act in the best interest of the home owner in any and all situations.

Vacations by the Sea and the private Condo homeowners disclaim all responsible for the loss of Guests personal belongings or valuables.

By making this reservation and entering the condo, it is agreed that all Guests are expressly assuming the risk of any harm arising from the use of the premises or any harm to others whom they invite to the premises.

Each condo belongs to a loving family and they ask for your care and kindness of home. 

We hope your stay with Vacations by the Sea will be comfortable and enjoyable.  See you at the Beach!