Rental Agreement

Best Beach Getaways Rental Agreement

Your signature on the rental confirmation substantiates your acceptance of, and agreement to, the terms of this rental agreement.

RENTAL CONFIRMATION FORM. After making your reservation, a confirmation will be sent via email. Please sign and fax back the confirmation within three (3) days of the booking date. In the event the form is NOT received, your reservation may be canceled, and the advanced payment will NOT be returned. Occupancy of a rental residence will not be granted without a valid, signed Reservation Confirmation in our files. An active credit card is required to maintain the reservation and the integrity of the rental residence. By signing this agreement you waive your right to dispute any charges that are made to your credit card regarding this policy.

ADVANCE RESERVATION PAYMENTS. Reservations may be made up to one (1) year in advance, however, rates and properties are not guaranteed. In the event our team has incorrectly quoted rates due to a computer or human error, we may correct the reservation at our sole discretion.

A NON-REFUNDABLE advance payment of four hundred fifty ($450) dollars per reservation is required at the time you book your vacation. This NON-REFUNDABLE advance payment is applied toward the total cost of your vacation rental.  If you cancel for any reason, this payment will NOT BE REFUNDED. By signing this rental agreement, you waive any right to a refund of the payments that might otherwise arise by operation of law, such as by either party’s impossibility of performance, or by governmental action, natural disaster, extreme weather events. Your NON-REFUNDABLE final payment is due 30 days prior to arrival.  If you are making your reservation within 30 days of arrival, the total cost of your vacation rental must be paid by credit card at time of booking and is NON-REFUNDABLE.

We accept MasterCard, Visa, and Discover. Cashier’s Checks or Money Orders are accepted for advance reservations (30 days prior to check-in).


Please understand NO refunds for any reason will be issued without the purchase of our Carefree Cancellation Waiver. We recommend that you purchase our Carefree Cancellation Waiver. The cost is four and a half (4.5) percent of the total reservation charge. This fee is non-refundable and non-transferable and is due at the time of purchase.

If you purchase the Carefree Cancellation Waiver, Best Beach Getaways will return all payments (rental payment, taxes, and fees) with the exception of the Cancellation Waiver fee made by you for your vacation rental if you are prevented from taking your trip due to one of the following unforeseeable Qualifying Events that occur before departure on your Trip to you or your Traveling Companion, while the Carefree Trip Cancellation Waiver is in effect. Carefree Trip Cancellation Waiver can be purchased up to 30 days prior to arrival.  No refunds will be given for qualifying events that occur prior to the purchase of the Carefree Trip Cancellation Waiver.

Qualifying Events:

  1. The Sickness, Injury, or death of you, your Family Member, your Traveling Companion or your Service Animal. The Sickness or Injury must first commence after you signed your rental agreement and paid the appropriate deposit, must require the in-person treatment by a Physician, and must be so disabling in the written opinion of a Physician as to prevent you from taking your Trip (either because your condition prevents your travel, or because your Family Member, Traveling Companion or your Service Animal requires your care);
  2. Being directly involved in a documented traffic accident while en route to your destination that prevents you from reaching your destination;
  3. Being required to serve on a jury, or required by a court order to appear as a witness in a legal action provided you, a Family Member or a Traveling Companion is not a party to the legal action or appearing as a law enforcement officer;
  4. Having written documentation (insurance claim or police report) that your Home has been made uninhabitable by fire, flood, volcano, earthquake, hurricane or other natural disasters;
  5. Receiving military orders that you are being called into active military service to provide aid or relief in the event of a natural disaster;
  6. A previously granted military leave being revoked. The leave must be approved prior to your coverage becoming effective, and official written revocation notice from your commanding officer will be required;

Best Beach Getaways will return the unused portion of your payments (rental payment, taxes, and applicable fees) with the exception of the Cancellation Waiver Fee made by you for your vacation rental if you are prevented from completing your trip due to one of the following unforeseeable Unused portion is determined by determining the rent for the number of days reserved minus the number of days used.

Qualifying Events

  1. A mandatory evacuation (or public official evacuation advisement in geographic areas where no mandatory evacuation orders are issued by government authorities) at your destination due to adverse weather or natural disasters.
  2. The interruption of water, electric, sewage, or gas service(s) at your destination, for more than 24 hours due to adverse weather or natural disaster.

Required documentation must be provided in order to receive any refund.

WEATHER. We do not offer any refunds, in whole or in part, due to inclement weather. We recommend that you purchase our Carefree Cancellation Waiver which covers some weather-related events.

FINAL PAYMENT. The balance of the reservation is due thirty (30) days prior to your check-In date. Final payment will be processed on the due date indicated on your confirmation with the credit card you used for the advanced payment at the time of booking and is NON-REFUNDABLE.  If you wish to use another payment method, please contact our office.


Best Beach Getaways
9200 Panama City Beach Parkway
Panama City Beach, FL 32407

RATES. Published Rental rates are subject to change without notice. We reserve the right to correct rates that may have been misquoted due to human and/or computer error.

ADMINISTRATION FEE. The NON-REFUNDABLE advanced payment received at time of booking includes an administration fee for processing reservations. This fee varies based on the size and total rental cost of rental residence.

HOUSEKEEPING SERVICE. The total cost of the reservation includes housekeeping service upon departure. The fee will vary depending on the size of the property. Daily housekeeping services are available for an additional charge. Linens and bath towels are included for your use while in the unit and are not to be removed. The property will be stocked with an initial compliment of trash liners, toilet paper, bath soap, and dishwasher soap. Please note that this is only a start-up kit and you will need to replenish your own supplies during your vacation. Our goal is for your vacation rental is to be clean and ready for your arrival; if you have any issues please call 888-567-5150 within 24 hours of your arrival. We will send housekeepers back over for all legitimate issues. No refunds or rate adjustments will be given for housekeeping. If your residence requires additional cleaning beyond routine departure housekeeping service at check-out, you may be subject to additional charges ranging from $50 to $500. Towels, sheets, blankets, or furniture may not be removed from the property.

CAREFREE DAMAGE PROTECTION. A CAREFREE LIMITED DAMAGE PROTECTION fee is required for all of our Rental Residences. All reservations are charged a fee of ninety- five ($95) dollars for the following damage protection plan. TERMS OF PROTECTION. As a Guest (the person registered and all persons occupying the same rental unit) you are entitled to the CAREFREE LIMITED DAMAGE PROTECTION PLAN while staying at a Best Beach Getaways rental residence. This plan is subject to the conditions, terms, and the administrative procedures listed below. The maximum amount that the Plan will cover is $1,500 per stay.

  • CONDITIONS. The Plan will not include liability for damage or theft resulting from, Acts of God, Intentional acts of a guest, Gross negligence, willful and wanton conduct, or any cause, if the Covered Guest does not report the damage to Best Beach Getaway Management. The Plan applies only to the direct physical loss or damage to the covered residence. It does not cover loss of use of such residence. Coverage does not apply for theft or damage of any property owned by or brought onto the premises by a Covered Guest.
  • TERMS OF PLAN. The Plan takes effect at check-in. All coverage shall terminate upon normal checkout time of the unit or the departure of the Covered Guest, whichever occurs first.
  • ADMINISTRATIVE PROCEDURES. The Guest must report any loss or damage to the unit or its contents immediately to Best Beach Getaways management team at 850-424-5150. This limited damage protection is void if not reported promptly. Representatives of Best Beach Getaways have ultimate administrative authority. Arbitration is required before litigation. The prevailing party in any arbitration of litigation shall be entitled to recovery and/or reimbursement of all fees in connection with it.

AGE REQUIREMENTS. We do not rent the properties we manage to anyone under the age of 25.  Further, the minimum acceptable ratio of occupants in our rental units is one (1) person over the age of 25 for every four (4) persons under the age of 25 occupying the rental property except during Spring Break.  During Spring Break (from March 1 through April 15), the minimum acceptable ratio is one person over the age of 25 for every two persons under the age of 25. Renters who violate this policy are subject to immediate eviction and forfeiture of all rental payments.

In accordance with Florida State Statute 509.41, reservations made under false pretense are null and void and check-in will not be allowed or guests will be asked to vacate the residence. This policy includes reservations made by parents or guardians who do not check-in, and/or who leave overnight during the length of the stay.

MINIMUM RESERVATION REQUIREMENTS. Some properties may require a minimum stay to confirm a reservation. Longer reservations may be required during peak seasons and/or holidays. Weekly reservations and/or specified check-in and check-out dates may be required for some properties during peak seasons and/or holidays.

NO SUBLETTING. The rental residence may not be sublet. Your reservation is not transferable to any other party.

OCCUPANCY AND MAXIMUM GUESTS. The maximum number of guests per residence is limited to the actual sleeping capacity for that rental residence. Children under 3 years of age do not apply. Guests who exceed the maximum occupancy are subject to immediate eviction and forfeiture of all rental payments. The allowable occupancy for the rental residence is based on the following sleeping arrangements: 2 people per king bed, 2 people per queen bed, 2 people per double bed, 1 person per twin bed, 2 people per sleeper sofa, 1 child per bunk (16 years or younger). Guests who exceed the maximum occupancy are subject to immediate eviction and forfeiture of all rental payments. The renter must closely and personally supervise all occupants of a property under the age of 25 years. Any reservation made under false pretenses will be subject to loss of rent AND eviction.

CAREFREE CHECK-IN. We will email your arrival instructions to you about 7 days prior to your scheduled arrival date if your balance has been paid in full. With CAREFREE Check-in, you can to go directly to your Rental Residence without having to stop by our office to check-in. Your arrival instructions will contain directions, access codes, and details on how to access the residence. CAREFREE Check-in is not available for all of our Rental Residences.

CHECK-IN AFTER 4:00 P.M. Check-in time is after 4:00 P.M. (CST). There is a possibility that your vacation rental check-in may be unavoidably delayed due to cleaning or maintenance issues. Your patience will be appreciated in these circumstances. Guests arriving later than 5 PM should make late arrival arrangements by calling 850-424-5150 prior to arrival. Our office hours are 9AM-5PM Monday –Saturday. Our hours of operation are seasonally adjusted.

CHECK-OUT BEFORE 10:00 A.M., Other guests are anxious to check into the residence that you are leaving. In the event that you are late checking out of your unit, a late fee of as much as one day’s rent may be charged to your credit card. If you took advantage of carefree check-in, please call our office at 850-424-5150 upon departing the residence to avoid late departure fee.

DEPARTURE RESPONSIBILITIES. It is your responsibility to leave the rental residence reasonably clean and in damage-free order. Additional cleaning charges may apply if the unit is not left in reasonable order. Please discard all items from the refrigerator, clean off all food from kitchen utensils and cookware, and start the dishwasher upon departure. Trash must be secured in a plastic bag and disposed of in the conveniently located trash chute on each floor or designated receptacles. No trash or food items should be left inside the unit.

KEY POLICY. There will be a charge of $50.00 for each key/pool tag/remote/or club card not returned at check-out. For your security and the security of future guests, we must account for all keys issued for each unit. For units that have accessed their keys from a lockbox, please return one key back to the lockbox  and leave all others on the kitchen counter. For units that received courier service please leave all keys on the kitchen counter.

LOCKOUT POLICY. In the event you are locked out of your Rental residence, contact our office at 850-424-5150 or stop by our office for assistance. If calling after hours select the Emergency or After Hours option and an agent will assist you. A charge of $35.00 may be charged for this service.

FURNISHINGS. All of our rental units are privately owned and decorated to the owner’s personal taste. Please remember that this is someone’s personal home and treat it with care during your stay. Do not move furniture in your rental residence. You may incur an additional charge for housekeeping to reposition furnishings and décor. You may view photos of each of our units on our website. Photographs are meant to give a general feel for the unit; specific furnishings and décor items in the unit change from time to time and may vary from photographs. Bed and bath linens, blankets, and pillows are all provided for use while in the unit. All kitchens are fully equipped.

PETS. Pets are ONLY allowed in our units marked as “pet friendly”. An additional non-refundable fee will be required. Pets should be trained and should not exceed 25 pounds. A maximum of two pets is permitted in pet-friendly properties. A pet, or any evidence of a pet found on any unit not noted as “pet friendly” is cause for eviction and forfeiture of rent. Pets are not permitted on the beach. Pet owners will be financially responsible for any damages and extra cleaning.

SMOKING POLICY. Smoking is not permitted in any of our rental units unless approved by the owner. Violations are subject to an additional charge of $500 plus the expense of any necessary cleaning. Violations may also result in immediate eviction and forfeiture of rent.

RESIDENCE ASSIGNMENTS. When you confirm a reservation, we will assign you to a particular property. However, we cannot guarantee specific assignments and requests. One-week minimum stays will apply for certain properties with only a specified day (likely Saturday) allowed for arrival and departure.

BEACH ETIQUETTE – BEACH & POOL TOWELS. Please make every effort to keep our beaches beautiful. Remove all tents, chairs, and toys from the beach each day. Observe the warning flags posted at every public access for your safety. Complimentary beach service (if applicable) is a seasonal service between March and October. Please bring beach and/or pool towels as we do not permit bath towels or linens to be taken from the unit except for laundering.

POOLS POLICIES & RULES. If there is a swimming pool located in the community, on the premises of one of our homes, or at one of our resort condos, please be advised that NO lifeguard/safety personnel are provided. By signing this rental contract, you understand that you and your guests are using the pool and other amenities at your own risk! You and your guests agree to indemnify and hold harmless Best Beach Getaways and the owner from any claim/loss or expense (including attorney’s fees and court costs) by the guest or guest invitees.

Most of the pools at our homes can be heated. This service is offered seasonally between October and early May. For an additional cost, the pool temperature will be set between eighty (80) and eighty-five (85) degrees. Please inquire regarding your specific residence.

POOL ALARMS are required by FLORIDA STATE LAW for private pools! These alarms cannot be tampered with or altered in ANY way to ensure safety! Violation of this policy may result in an automatic charge of $500.

POOL PASSES. Pool passes/bands will be issued according to the regulations at each individual resort. If issued, please display pool bands at all times when in public areas of the resort. For the security of the property, all pool passes are checked out and accounted for. While we do not charge for issuance of pool passes, there will be a $25.00 charge for any not returned upon departure. We appreciate your assistance in returning all pool passes to our office at the conclusion of your stay. If you are staying at a carefree check-in rental residence, we ask that pool passes are left where they were found upon your arrival.

MAINTENANCE. During your stay, promptly report any maintenance problems to your Rental Manager within 24 hours of scheduled arrival or upon malfunction/incident. No refund or rate adjustment will be made for unforeseen failures such as the supply of electricity, water, pool filtration systems, air conditioning, telephone, television or cable service, or appliances. To avoid any unnecessary charges to you resulting from any service call for air conditioners and refrigerators, please note:

  • THERMOSTAT CONTROLS. Setting the thermostat below 70° OR running the air conditioner with doors or windows open will cause the unit to freeze and can create unsafe conditions. This will leave the system unable to cool for up to 12 hours.  Please return the thermostat setting to 78° when you depart.
  • REFRIGERATOR CONTROLS. Turn the settings to MEDIUM. Colder settings will cause a defrost cycle to occur which can take up to 24 hours for the refrigerator to recover. A large amount of warm groceries takes about 12 hours to cool.

COMMUNITY AND RESORT HOA RULES. Most homes located in residential neighborhoods and resorts are controlled by a Home Owner Association. These associations have very strict rules that must be respected. Please contact Best Beach Getaways representative to ensure compliance, as most violations warrant a fine that the guest will be responsible to pay.

GENERAL RULES PARKING TRAILERS AND RV’s. Parking on the street overnight may result in your car being towed. You are required to obey all parking rules and restrictions related to the residence or resort condominium you have rented. No skateboarding, rollerblading, or bicycling is permitted at most condominium resorts. Trailers and RV’s are not permitted at most of our properties due to homeowner associations and their size. Please contact Best Beach Getaways vacation planner for properties that allow them. Guest vehicles, trailers, and RV’s are not authorized to park at our offices. There are numerous self-storage units near each rental residence that can arrange for temporary parking of vehicles, trailers, and RV’s.

TRASH REMOVAL. If excessive trash is left at departure time, guest will incur an additional charge of $50 to $250 for residence trash removal. Your trash pick-up days may be found in your check-in package, if applicable. Please place the trash cans on the curb and return them to their designated areas after pick-up.

SHORES OF PANAMA GUESTS ONLY. The on-site rental company at Shores of Panama requires check-in on site. There is an additional amenities fee that must be paid directly to the resort. This fee is not included in your payment to Best Beach Getaways. Please pick up your keys from the front desk at the Shores of Panama.

SANDESTIN RESORT GUESTS ONLY. Sandestin Resort no longer offers the Sandestin Amenities Card Program for sale by offsite rental agencies.

SECURITY OF YOUR PERSONAL PROPERTY. Best Beach Getaways is not responsible for any acts of theft or vandalism, or other damages to any personal property or for personal items left by a guest at departure, in the resort, in the residence or on the owner’s property.

AGENT FOR OWNER. Best Beach Getaways serves as the agent for the owner of the rental property. We have made every effort to ensure all information printed is accurate, but cannot be held responsible for changes made by owners in furnishings, décor, and appliances. Rates and taxes are subject to change and holiday/peak season rates and restrictions may differ. We want your stay with Best Beach Getaways to be fun and relaxing, so we make every effort to maintain our properties in their best possible condition. We will handle any necessary repairs during your stay as quickly as possible. Our maintenance personnel is available after hours. Should an emergency arise, please contact us at 850-424-5150.

INDEMNIFICATION OF AGENT BY GUEST. Best Beach Getaways shall not be liable to a guest or to any other party for damages to property or for the injury to persons upon the premises from any cause whatsoever including defects in the premises or otherwise.  Guest shall indemnify and hold harmless Best Beach Getaways from and against all liabilities, claims, expenses, fees, loss of use, and actions of any kind arising out of guest’s use and occupancy of the premises. Best Beach Getaways is not responsible for any loss of valuables. The renter acknowledges that management, property owners, and employees cannot be held responsible regardless of fault, for any accident, loss, damage or injury suffered by the renter, members of their party or any other guests which the renter or their party have allowed access to the property, regardless if the loss is a result directly or indirectly from acts of God, dangers incident to the sea, any body of water, fire, breakdown of machinery, equipment, acts of government or other authorities, delays or cancellations of or changes in itineraries or schedule or from acts of omission. Furthermore, the renter will release and hold harmless any and all parties involved with the rental, management, and reservations of the property and to release and hold harmless it’s owners or representatives for any loss or damage to personal property or for any injury and/or death