Rental Terms & Conditions

By making your reservation and entering the Vacation Home, you agree to all of the following terms and conditions.

Vacation by the Sea has been in business since 2003 managing individual vacation homes for owners through the Vacation by the Sea rental program.  All properties are privately owned and furnished by the homeowners.  The Vacation by the Sea management personnel will hereafter be referred to as Management, the guest renters will be referred to as Guest(s), the vacation rental homeowner will be referred to as Homeowner, and the property will be referred to as Vacation Rental. 

Refusal

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

Basic Amenities

Each Vacation Rental 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, basic cable, smoke detectors, washer & dryer, towels, pillows, bed linens, washcloths, bath mats, and blankets.  The following supplies are also provided: dish soap, dishwasher tabs, laundry detergent, hand soap, shampoo, conditioner, hand lotion, body wash, facial tissue, toilet paper and paper towels. Coffee and an assortment of teas are offered for Guest’s enjoyment.

Décor

Each Vacation Rental is individually decorated by the Homeowner.  All items and furnishings belong to that particular Vacation Rental and should not be removed to or moved to other Vacation Rental(s).

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 Vacation Rental.  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 as outlined in the Reservation Payment Schedule section.

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 Vacation Rental(s) and 4 to 6 Guests in the two bedroom Vacation Rental(s).  Management reserves the right to enter the Vacation Rental, if need arises, without guest permission.  Management will make all reasonsable effort to contact the guest as to the purpose and duration of entry.

Quiet Hours

Please be a good neighbor and observe property quiet hours from 10:00pm until 9:00 am by limiting noise and activites and keeping TV/stereo volumes low.  Please do not run bathroom fans when unoccupied unless it is controlled by a timer.  Also, please restrict all outdoor activities during this time so as not to disturb other guests.   Guest(s) should be mindful that the Westport by the Sea property is a family environment and act accordingly.  Hot tub and seasonal swimming pool area is open between the hours of 9am - 10pm.  Please read the posted rules before entering the hot tub and swimming pool area.

Cancellation Policy

January 1st - May 31st

For reservations between these dates cancellation of a reservation prior to 7 days of your arrival, regardless of reason, will be charged a $50.00 cancellation fee plus rental tax.  If a reservation needs to be rescheduled more than 7 days before your arrival, a $25.00 rescheduling fee may be be charged.  Cancellations within 7 days of arrival will not be refunded.

 

June 1st - September 14th 

For reservations between these dates cancellation of a reservation prior to 21 days of your arrival, regardless of reason, will be charged a $50.00 cancellation fee plus rental tax.  Cancellations within 21 days of your arrival during this period will not be refunded. 

 

September 15th - December 31st

For reservations between these dates cancellation of a reservation prior to 7 days of your arrival, regardless of reason, will be charged a $50.00 cancellation fee plus rental tax.  If a reservation needs to be rescheduled more than 7 days before your arrival, a $25.00 rescheduling fee may be be charged.  Cancellations within 7 days of arrival will not be refunded.

Reservation Payment Schedule

A one night deposit plus taxes will be charged to your card at the time the reservation is made.  Any balance due will be charged 7 days before your arrival date for reservations between January 1st - May 31st and September 15th - December 31st.   Any balance due will be charged 21 days before your arrival date for reservations between June 1st and September 14th.

Damages and Security Deposit

In the event the Vacation Home sustains damage from Guest(s) use, including broken appliances from misuse, stained towels, linens, carpet, furnishings, or missing items, Guest acknowledges and authorizes Management to charge Guest credit card for all cleaning, damage, and/or missing items.  If cost of extra cleaning, replacement, or repairs exceed the Guest 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 minimum 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 Vacation Home, 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 Vacation Home is stocked for your arrival with paper products including tissue, toilet paper, paper towels, laundry detergent, dish detergent, hand soap, and bathroom amenities.  Beds are ready and made for your arrival except for sofa sleepers which have sheets stored in the bedroom closet.  The per-stay Cleaning Fee for a two night or more reservation in a one bedroom Vacation Home is $50.00 plus tax and for a two bedroom Vacation Home is $75.00 plus tax.  There is no daily housekeeping service so if Guest(s) need additional amenities please contact Management.  Reservations over 14 days will include a weekly housekeeping tidy and cleaning fee based on length of reservation.

Check-In

Guest(s) are to proceed directly to their Vacation Home for check-in.  A lock box will be located on the door frame with the key inside when the condo is ready.  Detailed lock box instructions will be emailed 7 days before arrival and after final payment is received.  Every effort is made to have the Vacation Home ready to check-in by 4:00 p.m, but housekeeping and maintenance personnel must provide services between occupancy in order to prepare the Vacation Home.  If a lock box is not on the door frame, then the Vacation Home is not ready for check-in.  Office hours vary by season, but if Guest has any problem with the lock box they can contact Management at (360) 268-1119 or call the emergency contact number included in your paperwork.

Check-Out

Scheduled check-out time is 11:00am.  If departing before 10:30am, please email or call (360) 268-1119.  For late check out, Guest must call the morning of departure to verify if a late departure is available.  A complimentary late departure at noon can only be offered for Vacation Home(s) without an arrival on that date.  A late checkout of 2pm can be requested for an additional $50.  Guest(s) 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 Vacation Home in the same general condition as it was when you arrived.  Staff will arrive after your departure to thoroughly clean and inspect the Vacation Home.  Any 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
  • Place all used bath towels, hand towels, and washcloths in the bathtub
  • Leave refrigerator empty and take all garbage to one of the outside dumpster receptacles on property
  • Rinse and put all used dishes in the dishwasher and start the dishwasher before leaving
  • Put any furniture that was moved back in its original position
  • Close and lock doors and windows when exiting

Failure to comply with these Guest responsibilities or leaving Vacation Home excessively dirty may result in an additional cleaning or maintenance fee.

Pets 

Due to Homeowner(s) and other guests allergies, only pet friendly Vacation Home(s) allow pets and pets should not be taken into other Vacation Home(s).  The only pet accommodated are dogs.  In dog friendly Vacation Home(s), each dog must be registered ahead of time and a $30.00 pet fee plus tax is charged up to two dog/per stay.  Please read and follow the pet policy carefully in order to allow us to continue offering pet friendly accommodations.

 

Dog(s) should not be left unattended and be with Guest(s) at all times.  If left unattended, is barking, or causing a disturbance then additional charges for staff time to attend to the situation will be applied.

 

All dogs must be kept on a leash at all times on property.  There are designated pet areas on site with pet waste bags provided.  Dogs should not use the grassy common areas of the complex to relieve themselves and all solid waste must be picked up promptly.  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.  Any fines assessed by the home owners association against the Homeowner for violations will be billed to Guest(s) on record for reservation.  Friends or family of Guest(s) visiting Vacation Home with dogs must also comply with this policy.  Should Management determine an unregistered pet was present without approval, Guest will be charged a fee for pest control treatment and a deep clean fee of $250.

Trash

Trash bags and debris should not be left outside the entry door or on the patio/deck during your stay.  Please dispose of trash promptly in one of the dumpster receptacles on site and keep walkways/entryways free of obstructions.

Smoking

All Vacation Home(s) managed by Vacation by the Sea are NON-SMOKING, this includes the attached balcony or patio.  Evidence of smoking 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 and enforced by the Home Owners Association.  Marijuana smoking is not allowed on property in view of the public per Washington State Law.  Please note,  Vacation by the Sea has no control over smoking on property, in other condos, or other balconies on property.

Parking

Parking is limited to 1 vehicle for a one bedroom Vacation Home and 2 vehicles for a two bedroom Vacation Home.  Please park head in only and avoid blocking the sidewalk.  Oversized vehicles, trailers, or boats should be parked behind the clubhouse near the small building with garage door which is east of the basketball courts only.

Beach Access

Guest should understand due to the tides and dynamic nature of the coastline, direct access to the beach from the property is not always possible.  Guest(s) must always stay on marked trails and not bypass fences while on property which protect the fragile dune environment or restoration efforts.  All Guest(s), including children and pets, are required to keep off and not climb the sand dunes in front of the buildings.  Failure to follow these requirements may result in immediate eviction from the property.   Any fines assessed by the home owners association against the Homeowner for violations will be billed to Guest(s) on record for reservation.

Beach access is available along the paved beach trail north of buildings 8 & 9 & 10 only at this time.

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

Guest should understand there are inherent health risks associated with the use of the hot tub and pool.  Guest(s), including minors, are responsible for reading, understanding, and following the posted hot tub and pool rules.  The Clubhouse pool and hot tub are for registered Guest(s) only staying in a Vacation Home on property only.  Pets are not allowed in the pool/hottub area at any time.  Pool towels are not provided at the clubhouse and should be brought/returned to the condo.  Missing pool towels will be charged to guests credit card at $15/each.

Maintenance

Management makes every effort to keep all equipment in good working order.  However if, upon arrival, Guest find(s) that something in their Vacation Home 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 should contact Management at (360) 268-1119 to report any problems.  If a maintenance problem occurs when the office is closed, Guest should call the after-hours number listed in their arrival paperwork and on the back of the entry door.  Staff will determine whether or not the problem is an emergency that requires immediate attention or a concern that can be addressed at a later time.

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

Lost and Found

Management and/or Homeowner are not responsible for Guest(s) personal property left behind, stolen, or damaged during stay.  Every attempt will be made to locate lost items, but there is no guarantee they will be found.  Upon check out please take all belongings & check the condo carefully.  It is not recommended to leave valuables (cash, wallets, jewelry, cameras, etc.) unattended.  If you think something has been left behind, please call (360) 268-1119 and the Vacation Home will be checked for the missing item.  If found the item will be mailed back at guests expense.  Guest(s) items of value left behind are held for 30 days.  If not picked up or other arrangements made they are donated to charity.

Fireplaces

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

Washer/Dryer

Each Vacation Home is equiped with a washer and dryer for guest use.  Sand is very difficult to remove from the washer and dryer, please shake all towels and sandy clothes outside the unit before washing.  Only the detergent provided is to be used in the washer.  Guests should not leave the washer or dryer unattended while in use.

Keys

For security purposes, the keys do not identify the Vacation Home address.  Three sets of key's are provided (including the lock box key). The two black paddle keys include electronic access FOBs for the pool area and fitness room.  All keys must be left in the Vacation Home 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.  Guest(s) who lock themselves out after the office’s regular hours of operation will be billed a $25.00 fee for re-entry.

Internet Access

All Vacation Home(s) offer internet service.  Please refer to arrival emails for current WIFI password.  Instructions to find the strongest WIFI signal can be found on refrigerator.

Television

All Vacation Home(s) have television(s) and basic cable service.  Management is not responsible for television reception.  Guest(s) should keep the volume of the TV at a level that will not disturb others.

Refunds

No refunds will be given due to inclement weather, illness, injury, malfunctions of non essential equipment (i.e. jetted tub, washing machine/dryer, fireplace, DVD player, TV, internet, or stereos), or outside disruptions beyond Management(s) control.  If there is an equipment malfunction, Management will attempt to repair it as soon as possible.  Under no circumstances will there be a refund issued for a missed reservation or early departures.

Weather

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

Fireworks

Fireworks are prohibited on the Westport By The Sea property and in all Vacation by the Sea Vacation Home(s), facilities, and common grounds.  The City of Westport prohibiting the use of fireworks within city limits.

Grilling/Open Fires

HOA regulations prohibit the use of grills, barbecues, or any type of open flame device on all decks, porches, balconies, grass area, parking lot, and common areas.  The clubhouse has two barbeques which Guest may reserve.  Guest should visit the clubhouse office to make arrangements to use the barbeques on day of use. 

 

Violation of this condition will result in immediate eviction from condo with no refund on remaining nights or deposits.  Any fines assessed by the home owners association against the Homeowner for violations will be billed to Guest(s) on record for reservation. 

 

Buildings 9, 10 and 12 have rooftop decks available to guests.  It is advisable to bring a click lighter or matches for these grills.  Please be aware that you are directly over a home and there should be no running or wild activities  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 and bicycles are not to be stored on the decks or patios or in the walkways outside of the Vacation Home.  Guest(s) should be aware other guests may be on decks/patios below them and act accordingly.

Contact

Guest(s) agree to receive communications via email related to their reservation and emails from Management afterwards regarding events, specials, or promotions in a newsletter format.  Guest(s) email addresses are never sold or shared by Management and Guest(s) have ability to Opt-Out of any future correspondence newsletters.  Frequency of emails is approximately 1-3 a month.

General Policies

All of the Vacation Home(s) in our program are privately owned, including furnishings, and the Homeowner and Management disclaim all liability for accidents, injury, loss, illness, or damage that occur while Guest(s) is/are on the premises or at property facilities.  Management is an agent for the Homeowner, not an owner nor a tennant.  As agent, Management has the authority to act in the best interest of the Homeowner in any and all situations.  Management and the Homeowner disclaim all responsible for the loss of Guests personal belongings or valuables.  By making this reservation and entering the Vacation Home, it is agreed that Guest(s) 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 Vacation Home belongs to a loving family and they ask for your care and kindness of their home.  We hope your stay with Vacations by the Sea will be comfortable and enjoyable.  See you at the Beach!

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