Vacation Rental Policies

Historic Key West Vacation Rentals, LLC Contract Terms 

TERMS & CONDITIONS

The following information outlines the terms & conditions set forth by Historic Key West Vacation Rentals, hereinafter referred to as Manager. All reservation shall adhere and be governed by these terms & conditions. Noncompliance or violations will result in forfeiture of all monies paid, eviction and access to the Premises.

The named Guest on the Reservation, executing the Rental Contract assumes all responsibility for the actions and behavior of all the Guests in their party and agrees to abide by the terms of the contract.

AFTER­ HOURS SERVICE CALLS

Guest agrees to pay $50 service fee for non­emergency services performed outside of normal business hours (10am ­ 5 pm daily). Historic Key West Vacation Rentals has sole discretion on whether the service performed is considered an emergency or not. Fee will be charged to registered Guest’s credit card on file.

AGE REQUIREMENT

The registered Guest must be a minimum of 25 years of age or older, must occupy the rental property for the entire term of the reservation and is the only person that may perform the check­in. The registered Guest must present proper identification to check­in and receive keys to the unit. If the registered Guest checking in is found to be under the age of 25 the Guests will not be allowed to check in and no refund will be issued. Guests under the age of 25 must be accompanied by parent or legal guardian.

AMENITIES, SERVICES AND EQUIPMENT

Amenities, Equipment, Appliances, Furnishings and Facilities are provided at the discretion of the Owner. While every attempt is made to ensure that such equipment is in working order for the duration of the rental period, should a breakdown, malfunction or some other situations occur that renders an item or service unusable, neither the Owner nor the Owner’s Manager shall be responsible for refunding the Guest for the lack of use or full use.

ATTORNEYS FEES

Owner and Manager are entitled to recover any damages and expenses, including but not limited to reasonable attorney fees from Guest.

CANCELLATIONS AND REFUNDS

Cancellations and refunds for nightly rentals:

• Cancellations made 60 days or less prior to arrival date: There will be no refund, entire amount collected is forfeited.
• Cancellations made 61 days or more outside of arrival date: Full refund, less $500 cancellation fee OR 10% of reservation total, whichever is greater, regardless of reservation date. Notice of cancellation must be received in writing or via email to [email protected]. We cannot return fees collected by third-party web sites.  

Cancellations and refunds for monthly rentals:

• Cancellations made 90 days or less prior to arrival date: There will be no refund, entire amount collected is forfeited.
• Cancellations made 91 days or more outside of arrival date: Full refund, less $500 cancellation fee OR 10% of reservation total, whichever is greater, regardless of reservation date. Notice of cancellation must be received in writing or via email to [email protected]. We cannot return fees collected by third-party web sites.

CANCELLATIONS AND HURRICANE SEASON

• We STRONGLY encourage all guests with a reservation between June 1-November 30 to purchase trip insurance to protect against any potential tropical disturbances, hurricanes, etc. that would prohibit you from traveling to Key West and checking in to your vacation rental. There will be absolutely NO REFUNDS for cancellations, interruptions or early departures due to weather related incidents. We offer trip insurance through Red Sky Travel Insurance and details on how to purchase coverage can be found below.

RED SKY TRAVEL INSURANCE

Due to strict guidelines to Key West cancellation policies, we strongly encourage you to purchase Red Sky Travel Insurance. Travel insurance is not refundable but may cover you up to the entire reservation cost, minus any travel insurance costs. You may purchase Red Sky Travel Insurance through Historic Key West Vacation Rentals or through an agency of your choice. Hurricanes: If you are traveling during Hurricane Season, which is June 1 through Nov. 30, we strongly suggest you purchase Travel Insurance. There will be no refunds for weather (tropical disturbances, hurricanes, etc.) or for early departure.

• Red Sky Travel Insurance website https://www.trippreserver.com

The insurance rate offered is 7.75% of the reservation total.

We recommend our guests contact Red Sky Travel Insurance directly and discuss any potential situations or events that may arise which you are looking to cover and ask them direct questions. Their frequently-asked questions can be found here: https://www.trippreserver.com/products/sun-trip-preserver#faq

After the policy is purchased through us, we can provide another email with hyperlinks so that you may add airfare to the policy if you are flying.

CHECK IN TIME

Check­ in time is 4:00 PM. Due to our high housekeeping standards, early check ins are not available. Due to CDC guidelines, early check ­ins and late check outs are not available.

CHECK OUT TIME

Properties must be vacated by 10:00 AM. Guests who leave after 10:00 AM may be subject to an additional charge.

CONCIERGE AND SPECIAL SERVICES

Our staff provides concierge services to meet all your needs. Contact the office for all excursion questions.

DAMAGE INSURANCE

A non refundable damage protection plan is due at the time of booking, which covers your entire party for up to $1500 of accidental damages. In order to be covered by this plan, Guest’s must notify HKWVR immediately of the accident. Damages not communicated to HKWVR will not be covered under this plan and will be charged to the credit card on file.

GUEST RESPONSIBILITES

By executing this Rental Contract, Guest assumes all responsibility for the actions and behavior of all Guests and agrees to follow the rules of the vacation rental agreement and when applicable the Association rules.

Guest will leave the property in the same condition as at check in, including furniture placement.

Guest shall take care of the premises, its appliances, furnishings and maintain the Property in a neat and sanitary condition. Failure to do so will result in additional cleaning fees charged to your credit card on file.

Monthly reservations are required to have mandatory mid­-stay clean every two weeks at the Guest expense at the standard housekeeping rate.

Guest is responsible for the negligent acts of their Guests.

Guest is responsible for payment for intentional damage, including but not limited to theft from the property and breakage and destruction in and on the property, including landscaping, from excessive, unusual or improper use or treatment.

Guest must report unintentional or intentional damage to Historic Key West Vacation Rentals immediately. Historic Key West Vacation Rentals will repair or replace unintentional and accidental damage and is reimbursed by the Guest ’s Property Protection Plan. Historic Key West Vacation Rentals will repair or replace intentional damage and all costs will be charged to the Guest ’s credit card on file.

Guest shall not use the premises for any disorderly or unlawful purposes or in any manner that is offensive to others. Premises will not be used in any way that would constitute a breach in local or federal laws.

Guest will ensure noise levels on the property and inside the dwelling does not impede the quiet enjoyment of others in the neighborhood. A violation of any law or covenant that results in a disturbance will be just cause for immediate eviction and forfeiture of rent paid.

Guest shall not sublet premises or allow anyone to share premises without Owner’s prior written consent.

Guest will return all keys to Historic Key West Vacation Rentals. Failure to return all keys upon vacating the dwelling or damage to the locks will result in a lock change fee of $400 being charged to the Guest. If renting a group property, the lock change fee of $800 will be charged to the Guest. This will be charged to credit card.

Guest is aware that Manager/Owner will have access to the property for repairs or inspection at all times and will provide proper notice before arriving. 

Guest is responsible for electric charges in excess of $350.00 per month in monthly rentals.

Neither the Owner nor Historic Key West Vacation Rentals is responsible for any loss, theft, injury or acts of God to the Guest (s), their family members, friends, pets or property.

The Owner is not responsible for the actions of Guests, residents, occupants, Owners or Managers of property Owners adjacent to or in the vicinity of the subject property. Guest understands and acknowledges Owner cannot control the actions and or noise level of adjacent property Owners and Guests. Additionally, Owner is only responsible for construction on the subject property and Guest understands and acknowledges construction or repairs to adjacent properties or properties in the vicinity of the subject property are outside the control of Owner.

Guest must notify Historic Key West Vacation Rentals of any and all vehicles, including, but not limited to automobiles, bicycles, scooters, electric cars and other modes of transportation to be secured on or to the property during the Guest’s stay. Failure to do so may result in the removal of unidentified vehicles. All associated costs will be charged to the credit card on file.

No Boats or boat trailers are allowed at any of our properties. This is per city ordinance.

No dual axle trucks, oversized SUVs, vehicles over 18’ long or over 80” wide, no RV’s, and no trailers are allowed to park in any of the property driveways. This is per city ordinance.

In the event of a mandatory evacuation, Guest will notify Manager of departure, and will lock and leave the property immediately. There are no refunds of any kind for a mandatory evacuation or if Guest chooses to leave voluntarily.

Neither the Owner nor Historic Key West Vacation Rentals is responsible for any loss, theft, injury or acts of God to the Guest (s), their family members, friends, pets or property.

In the event the selected Property becomes unavailable, for any reason, Manager will notify the Guest as quickly as possible. Manager will attempt to relocate Guest to a comparable property or make a full refund to the Guest with the exception of Red Sky Travel Insurance fees, which are not refundable.

HOUSEKEEPING

Each vacation property is cleaned prior to your arrival and also upon departure. Monthly rentals also include a mid­-stay cleaning. Additional housekeeping can be arranged for at an additional cost and may include turning your linens and exchanging towels if needed.

LATE ARRIVAL

Late arrivals can be arranged with HKW Guest Services. Check in materials may be picked up 24 hours a day at the HKWVR office located at 1119 White Street using the HKWVR lock box. The combination code will be emailed to the registered Guest prior to the office closing on your arrival date. The next morning the registered Guest must come to the HKWVR office to complete the check in process. An ID is necessary to finalize this process.

LOCK OUTS

Lockouts for any Guests will result in a $30 fee charged to registered Guest’s credit card on file.

LOST KEYS

If keys are lost, the home will be rekeyed and the cost will be charged to registered Guest’s credit card on file.

MAXIMUM OCCUPANCY

Maximum occupancy of the property is set by the Fire Marshall. Only the Guests listed on the last page of the contract are permitted to stay overnight on the property. If a number greater than the agreed upon number or ages occurs, all Guests will be asked to leave with no refund. Guests under the age of 25 must be accompanied by a parent or guardian.

MINIMUM NIGHT REQUIREMENTS ­TRUMAN ANNEX RENTALS

The rentals in the Truman Annex have a firm 7-­night minimum set by their HOA.

MINIMUM NIGHT REQUIREMENTS MONTHLY RENTALS

Key West has a special ordinance which strictly enforces a minimum stay requirement for vacation rentals which do not have a special “transient rental license.” If a home is listed as a monthly rental under no circumstances will we rent it for a period of less than 28 nights.

NOISE COMPLAINTS

All HKW properties are located in residential neighborhoods and are unsuitable for loud parties, events or entertaining groups. If behavior or noise results in a complaint or any violation set forth by the City of Key West laws and ordinances, or any other violation of the rental agreement, a charge of $100 for the first complaint will be charged to the registered Guest’s credit card. A second complaint will result in the eviction of entire party with no refund.

PERSONAL PROPERTY LEFT BEHIND

If personal property is left behind and it is necessary for the items to be returned, please call our office at 305­296­1010 or email us with your name, date of stay and the unit you occupied. We will then work with you so that you can coordinate pick up of items left behind at your cost with a courier.

RATE NOTICE ADDITIONAL FEES

Published rates are subject to change without notice and do not include 7.5% State Sales Tax, 5% Monroe County Tourist Tax.

RECEIVING MAIL

Do not have personal mail, UPS or FedEx packages sent to the property as most owners have a forwarding order in effect and your mail will be forwarded to them. You may have mail or samll packages under 15lbs sent to our office during your stay. Post as: C/O Historic Key West Vacation Rentals, Attn: (the Rental Contract holder name), 1119 White Street, Key West, FL, 33040 and we will call you when they arrive for pick­up.

RENTAL CONTRACT

After finalizing a reservation, Historic Key West Vacation Rentals, LLC (hereinafter “HKWVR”) shall send a Rental Contract for review and electronic execution. If the registered Guest has not received a Rental Agreement, please check the registered Guest’s email’s junk folder or feel free to contact HKWVR. All reservations are required to pay a non­refundable Property Protection Plan fee, due at the time of booking, providing up to $1500 of accidental damage protection . The registered Guest’s must execute the Rental prior to gaining access and occupying the property.

PAYMENT POLICIES

We accept Visa/Mastercard/Discover/Amex or eChecks.

For Nightly and Weekly Rentals, 50% of total is due on the day of booking; 50% is due 60 days prior to arrival.  Note: reservations made within 60 days of arrival must be Paid in Full at the time of booking and are Non-Refundable.

For Monthly Rentals, 50% of total is due on the day of booking; 50% is due 90 days prior to arrival. Note: Reservations made within 90 days  of arrival must be Paid in Full at the time of booking and are Non-Refundable.

PET POLICIES

A select number of our homes that welcome one small dog, under 25 pounds  are advertised as “Pet Friendly.” This will be specifically noted on each property’s information page. Any guest found with a pet in a property that is not pet friendly will be required to vacate the premises without a refund. This is strictly enforced.

General Pet Rules:

Guests with one small dog under 25 pounds are asked to please respect the comfort and safety of other guests, both during and after your stay. For this reason, we ask that you please follow these guidelines during your time with us:

• Please clean up after your dog, both in public areas and in the yard of your rental property.
• Please do not allow your dog to bark excessively or to roam onto neighboring properties. Many of our homes are located in residential neighborhoods, and we must respect the comfort and privacy of those residents. Complaints may lead to eviction without refund. This will be at the sole discretion of Historic Key West Vacation Rentals

For your own comfort and for the comfort and safety of our homeowners and other guests, there are certain restrictions that must apply to Pet Friendly Properties:

Size, Age, Number of Pets:

• All pets must comply with the following specifications (documentation from an accredited veterinarian must be provided by Guest upon request)
• May not exceed 25 lbs and must be pre-approved by Historic Key West Vacation Rentals
• Must be at least 1 year(s) of age or older.
• Must be spayed or neutered.
• Must be up-to-date on rabies vaccinations and all other vaccinations. Heartworm preventive is highly recommended.
• No Cats Allowed unless specifically requested and approved by the property owner.

The following breeds are not allowed:

• Pit Bulls-Pit Bull Terriers, American Pit Bull Terriers, American Staffordshire Terriers, Bull Terriers, or Miniature Bull Terriers
• Crossbreeds with American Pit Bull Terriers. No Full Bred or Mixed
• Rottweiler-No Full or Mixed Akita-Including Japanese and Akita Inu.
• Bermese-Including Mountain Dog, Berner Sennenhund and Bernese Cattle Dog.
• Canary Dogs-Including Perro de Presa Canario
• Chow Chow
• Doberman
• German Shepherd
• Husky-Including American, Eskimo and Greenland (Siberian Okay) Karelian Bear Dog
• Rhodesian Ridgeback Russo-European Laika-Including Russian Laika and Karelian Bear Laika
• Wolf Hybrids
• Any Breed of Guard Dog trained to Attack

The foregoing policies apply to all dogs, pure breeds and mixed breeds. It is our hope that you and your dog have a wonderful time in Key West, and we hope these rules will create a harmonious stay for all our guests!

Please note that if a pet is found to be in a home, but not listed on the reservation, the applicable Pet Fee will be immediately applied for each pet for the entire length of stay, provided the home is pet friendly.

If the home is not pet-friendly, the pet must be removed and special cleaning fees will be applied to the guest credit card on file. If you must leave us as well, no refund for the rental will be given.

Non-Refundable Pet Fee:

A non-refundable “Pet Fee” will apply per each pet ($150 fee plus taxes for Nightly Rentals and a $300 fee plus taxes for Monthly Rentals). This fee is to cover additional cleaning costs and does not cover damage to the interior of the property or its exterior resulting pet damages. These damages include, but are not limited to, chewing, scratching, digging and unreported house training accidents. 

All local laws and regulations must be followed, and may vary depending on the location of your property.

All pets must be leashed at all times in common areas.

Pet must be taken off the property for all potty breaks.

Guest is responsible for cleaning up any/all pet refuse.

Pets are not allowed on furniture at any time. Any evidence of pets on furniture may incur extra cleaning fees and will be charged to your credit card.

All pets are to be treated with a topical flea and tick repellent three (3) days prior to arrival. Fleas and ticks are very rampant in this area and can cause harmful/fatal illness to humans and pets.

Please groom your dog, particularly if it is a breed prone to shedding. Pet hair can be difficult to remove, and the next renter in your property may not have a pet.

Please do your best to clean and dry your dog after a walk; this will help to ensure you will leave the property in good condition without being charged an extra cleaning fee. Please do not allow dogs in swimming pools or hot tubs.

Please trim your dog's nails. As a rule of thumb, a dog’s nails should be trimmed when they just about touch the ground when he or she walks. If your pet’s nails are clicking or getting snagged on the floor, it’s time for a trim. This might mean weekly pedicures.

Pet must not cause damage to premises or furnishings. Please crate your pet if destructive. If damages are caused, the cost of the damage will be charged to your credit card on file.

Guest should prevent pets from producing excessive noise at a level that disturbs neighbors. Pet shall not be left alone if pet is a barker.

Please take your pet with you. Please don’t leave your dog unattended for long periods of time.

Pet is not to be left unattended on the balcony, patio, or porch.

Homeowner and Historic Key West Vacation Rentals assumes no responsibility for illness or injury that may incur to pets or humans while on the premises.

You will be asked to remove your pet from the property and board your pet for the remainder of your stay if your pet becomes disruptive to other guests or neighbors.

It is not only you that must adjust to the temperature change! Bring lots of water with you on walks, watch for the signs of your dog overheating and never, ever, ever leave a dog in the car — even on days that don't seem that warm.

The very pavement beneath your dog's paws could be sizzling hot. And hot pavement can have painful consequences. Key West asphalt gets very hot and can burn your pet's paws. If walking your dog on hot pavement is unavoidable, there are things you can do to be prepared, like using special dog booties or dog paw wax designed to protect your dog's sensitive paw pads from the heat.

The Guest shall be solely responsible for the pet while on the property.