Welcome to our rental policies page. If you haven’t taken a nap today, this will probably induce a deep, deep sleep. Policies are a boring read, but they are necessary for us to outline what’s reasonable for you, as a renter, to do and not to do. We love our guests and our owners, and we love helping you come to the beach and have special memories. We will do everything we can to ensure you have a great time. So, let’s get started.
Inspect the Property
Panama City Beach Luxury Properties (PCBLP.com) is very proud to offer you some of the nicest vacation rental properties on the beaches of Panama City Beach. Each condo, home or townhome is individually owned by people, just like you and me, and we all have to respect that. This is someone else’s property, you’re just staying there as a guest.
Most of our properties will have tons of great photographs and an HD video accompanying them on our website, giving you an opportunity to see the property before you rent it. If you should have any questions or concerns about a property, you should ask us before making your reservation.
When you check in to a property, you should inspect it for quality and to ensure nothing is broken or damaged, as you will be held liable for any broken or damaged items when you check out (provided everything was in good shape when you checked in). We have a very talented housekeeping and maintenance staff that keeps everything in order, but no one and nothing is perfect. Should we make a mistake, you need to let us know so you don’t have to take the wrap for it.
Hours of Operation
We take pride in being here when you need us, however since we’re a small operation, we have kids, and we like to get some sleep, we have to specify hours of operation.
We guarantee we’ll be open at the minimum of Monday through Saturday from 9 am to 5 pm. But, that’s not to say that when you call us we won’t pick up, or when you ding us on chat, we won’t answer. It’s just to give a minimum of which you’ll be able to get a hold of us.
Our customer support response time goal is within 24 hours, but typically we’ll get back to you within the hour, if you miss us during the day. There are a number of ways you can reach us, provided on the contact page, including phone, email and live chat.
How to make a reservation
Making a reservation with PCBLP.com is snap. We have three ways you can do this.
Online: Each of our properties has an availability calendar on it’s page where you can see when it’s available and when it’s booked. This makes it super easy for you to figure out when you want to come or if you can come to that particular property during the date of your vacation.
In addition to booking live on the website, you can click the chat button above or on the contact page and we’ll help get your reservation all set up from there.
If you’re not comfortable with doing this all online, that’s cool too. Just give us a call or shoot us an email. Unless we’re slammed (which is often) we’re always available during business hours to talk to you about any of our properties. We know all of them VERY well and would be glad to tell you exactly what you should expect when you check in. There is nothing worse then getting on a vacation and checking into a condo or home that wasn’t what you expected.
Our phone number and email address is on the Contact Us page.
Once a reservation is confirmed and advance rent is paid, you will receive an email confirmation of your reservation along with a link to our policies. If you see any discrepancies, please notify us immediately.
Unless during the off-peak season, most of our accommodations are rented with a 7 night minimum from a Saturday to Saturday. During peak-season, some of the smaller condos can be rented for less than a 7 night minimum. Most of our accommodations do not require a 7 night minimum during the off-season times.
We require a 50% deposit when you book the reservation and the remainder to be paid 31 days prior to check in. If you are not paid in full 31 days prior to check in, we have the right to re-rent your condo or home and keep your deposit money.
We’re sorry if this seems a bit mean, but our business is heavily contingent on guests keeping their reservation and vacation plans. If you cancel, we have to scramble to re-rent the property so we don’t lose the revenue. When you cancel at the last minute or don’t pay the remainder of your balance in time, it causes quite a mess on our end.
We totally understand plans change. Our cancellation policy states that if you have to cancel your reservation, we need 45 days advance notice from the day you were supposed to check in in order to get your advance rental payment returned in full. All cancellations that are made 45 days in advance of check-in or greater will have a 3% processing fee. If you cancel within 44 days and 31 days of your expected check-in, we will keep 50% of your advance rent payment. If you cancel within 30 days days of your expected check-in, then we reserve the right to keep all of your advance rental payment.
All of our accommodation rentals include a $40 damage insurance fee. This covers us in case something happens. We do this so you don’t have to pay a damage deposit that you have to wait to get returned to you. The flip side of this is that if you damage something, it’s literally a pain in the rear to go through the repair and claims process. So, to compensate us for our trouble, we will charge you a $200 convenience fee if we have to file a claim on any damages you cause. So, don’t damage our rentals! The damage insurance fee covers accidental damage and does not cover intentional damage. If there is intentional damage or what is suspected to be so, we’ll charge the credit card on file to cover the costs of repairs.
Details on the Damage Insurance
This Security Deposit Protection 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 $1500. Any damages that exceed $1500 will be charged to the credit card on file. If, during your stay at one of our Rental Properties, an Insured Person causes any damage to real or personal property of the unit as a result of inadvertent acts or omissions, the Insurer will reimburse the Insured for the cost of repair or replacement of such property up to a maximum benefit of $1500. Certain terms and conditions apply. Full details of the Security Deposit Protection coverage are contained in the Certificate of Insurance or Insurance Policy. The Security Deposit Protection can be purchased up to, and including at, check-in. By submitting payment for this plan, you authorize and request CSA Travel Protection and Insurance Services to pay directly Panama City Beach Luxury Properties any amount payable under the terms and conditions of the Security Deposit Protection. Please contact Panama City Beach Luxury Properties directly if you do not wish to participate in this plan or assignment.
Check-in time is at 4 pm. This gives our housekeeping and maintenance staff time to clean or make repairs after the previous checkout. Early checkin times could be available upon request. We will do everything we can to accommodate as we understand you might be coming from far, far away. If you ask us super nicely, we may even buy you lunch, if you’re cool.
Some of our condos or homes have a numeric keypad entry system, others have a key. Either way, arrangements will be made for your check-in 30 days prior to your arrival. We’ll send you written confirmation of your reservation along with specific check-in instructions for the place you’re staying in.
When you get into your unit, you need to walk around it before you get settled in to be sure there are no damages. You will be held liable for damages not reported by you or our housekeeping and maintenance staff. All damages need to be reported to us over the phone.
Things you need to bring
All of our condos and beach homes are equipped with all the basic things you’ll need for you vacation, but there are a few things you’ll need to be sure you have.
- Extra toilet paper – there will be a roll on the holder and an extra roll under the sink, if you need more, you need to bring it.
- Beach towels – all our units have bath towels, but they ARE NOT beach towels. Please bring your own beach towels.
- Dishwasher and laundry detergent – please go to Target and pick some up. Everything will be clean when you get here, but you’ll need to keep it clean while you’re here.
- DVD’s – all of our units will have a DVD player, but if you want to use it, you’ll need to provide the dvd’s.
It’s our goal for you to have the very best vacation ever, when you stay with PCBLP. In keeping with that, please let us know if you have any maintenance issues during your stay. Each of our units is inspected prior to your arrival, but if something should happen while you’re here, it’s your responsibility to let us know so we can take care of it. We apologize in advance if you should be inconvenienced in such a way. And, again, if you’re cool, we may just buy you lunch.
The maximum number of people that are allowed to stay in any one unit is not to exceed the total sleeping capacity that is listed on the property page of the website. If we find out you’re cramming more people into our places then what’s allowed, we have the right to evict you from the property and keep your money. Please follow the rules, they are for your own safety.
When you check in, everything will be clean as a whistle and fit as a bell. All light bulbs will be working and the floors will be clean. We expect you to keep it that way – well, if a light bulb blows out, let us know and we’ll take care of that for you.
But as far as keeping it clean, you need to be a good human and clean up after yourself.
When you check-in, if the property isn’t up to your satisfaction, please contact the housekeeper that cleaned your unit, their number will be on the fridge. Or, give us a call and we’ll take care of it for you. We apologize in advance if you should be inconvenienced in this way.
Smoking and Grilling
All of our condos and homes on our rental program are smoke free. You may not smoke in any of our rental accommodations, not a single one. If you’re a smoker, we respect that, but you have to take it outside. All cigarette butts must be extinguished and exposed of properly, do not leave your butts laying around.
Grilling is absolutely permitted, but on concrete surfaces only or in the appropriate facilities. Many of our accommodations have grilling areas around the pool, by the gulf or elsewhere.
We cannot guarantee the functionality of any resort amenities, the weather, the surf or water conditions, how many clouds are in the skies, how many fireworks you see or any other unreasonable things that normally would not be guaranteed. If you complain about something unreasonable, please be prepared to be made fun of and don’t expect any free lunch.
Hurricane and Oil Spill Policy
The national weather service has gotten pretty good about predicting hurricanes. They usually have a pretty good idea where they’re going, how strong they’ll be when they get here and whether or not people need to evacuate. If we have a mandatory evacuation or a category 2 hurricane or stronger pointed right at us, we’ll refund your money. Most of the time, however, we’re cool. The condos built on our beach are built to withstand just about anything a hurricane can throw at it, and riding out a storm 20 floors up is a total blast.
In the summer of 2010 we had a nasty oil spill a few hundred miles away from our beaches. While we never saw any environmental repercussions on Panama City Beach, we still offer a No Oil guarantee. If you get here and there is so much oil on the beach that they’ve closed the beach, we’ll absolutely refund your rental monies. If you’ve booked your vacation and paid in advance just like the awesome vacationer that you are, and something cataclysmic happens, and they close the beach, we’ll absolutely refund your rental monies. Just let us know. But remember, please be courteous. If something cataclysmic has happened, remember we’re suffering way more than you.
Do not damage our condos or homes
Damage can include but is not limited to:
- Damage to the unit or its contents, beyond normal wear and tear.
- Signs of pets being in a non-pet friendly unit
- Excess debris, rubbish, trash, soiled dishes
- Linens damaged, destroyed or taken
- Furniture is damaged
- Marks on the walls
- Holes in the walls
If you’ve damaged the condo or home during your stay, we have the right to come after you for all damage related costs on top of the covered amount. And believe me, we certainly will. We take damage to our owner’s properties very seriously.
All of our accommodations rentals include a $29 damage insurance fee. This covers us in case something happens. We do this so you don’t have to pay a damage deposit that you have to wait to get returned to you. The flip side of this is that if you damage something, it’s literally a pain in the rear to go through the repair and claims process. So, to compensate us for our trouble, we will charge you a $200 convenience fee if we have to file a claim on any damages you cause. So, don’t damage our rentals.
Other reasons we may keep your damage deposit
- If you’re evicted by the owner, local law enforcement, or on-site security staff
- If you remove furniture or any other item from the unit
- If you leave stains on the carpets, furniture or any other surface
- If you cause damage to any of the exterior of the property
- If you break windows
- If you break dishes
After you’ve had a fantastic vacation, and you’re not ready to go, but your vacation is unfortunately over, here are the things you need to do before you leave:
- Make sure you haven’t damaged the condo or home
- Make sure all your trash is cleaned up
- Clean all your dishes and put them in the dishwasher
- Pull the sheets and towels and pile them in front of the washer and dryer
- All wrist bands (if applicable), leave on the kitchen counter
- All charges accrued during stay are paid in full (if applicable)
Check out time is at 10 am of the day you are scheduled to check out unless specified otherwise. Some holidays and specials will offer late check out.
If you’re going to be late checking out, please let us know so we can make appropriate accommodations. In many cases, our housekeeping and maintenance staff will be on their way over at 10 am, so you need to let us know if you’re running late.
We have the right to charge you $50 per hour for every hour your late.
Please be sure to do a once, twice and thrice over in the condo to be sure you haven’t left anything. We are not responsible for items left in the condo or home.
Thanks for reading our Rental Policy. This document is long and arduous. And it was a royal pain in the you-know-what to write. But, this is a necessary evil to document all the varying elements that come into running an amazing vacation rental business. I only hope that amongst this very bland dissertation of rules and regulations you’ve found the choice nuggets of humor and are able to walk away having a greater and more blessed day than before you began reading this small book.
Note also that by renting with us, you agree to these policies.
It is our goal to make sure you have the best time ever when you’re staying with us on Panama City Beach. We love you, and we know you’ll love us.
Feel free to contact us anytime.