Vacation Rental Policies

StayCoastal Vacations

P.O. BOX 2014

Oceanside, CA 92051

info@staycoastalvacations.com

www.StayCoastalVacations.com

Vacation Rental Terms & Conditions

Please thoroughly review these terms before booking. These terms and conditions will bind all occupants. Please only proceed with booking if you or anyone in your party is comfortable with these policies. Guest agrees to compensate StayCoastal Vacations (Manager) for all items specified and in consideration for booking/use of the Vacation Rental Property (Property).

Our vacation homes are carefully curated to meet and exceed guest expectations. Please remember that this property may be in a community with year-round residents. Please remain respectful of all neighbors. The following terms and conditions will bind all occupants. 

1. Check-In and Check-Out Procedures

Check-in time: 3:00 - 4:00 pm (double check your reservation docs)

Check-out time: 10:00 am

Arrival after 5:00 pm

We require a minimum 24-hour notification should your plans require an arrival after 6:00 pm. We will notify the North Coast Village Patrol office of your arrival, who will check your party in. 

Late Check-Out

Please note late check-out is not available during the Summer rental season. 

Outside of the summer rental season, the manager must approve late check-out in writing at least seven days before your arrival. Our Turnover Team follows a strict cleaning schedule to prepare the properties for incoming guests. A $75/hour fee will be charged for each hour (or portion thereof) past the check-out time. 

Early Check-In

Please note early check-in is not permitted.

2. Check-Out Cleaning Procedures

Our Guests can expect the property to be thoroughly cleaned and sanitized before each arrival and after each departure.  As such, Guests should leave the property in the same general condition found at check-in, including:

• All trash removed from the property and disposed of in the appropriate community receptacles 

• Soiled dishes placed in the dishwasher with a wash cycle started

• Furniture placed back into original locations

• Refrigerator is to be left free of perishable food 

• All lights and fans turned off

• Bedding to be left on the beds

• Soiled towels to be placed in the bathtubs

• All provided keys returned according to Check-Out procedures in the guest binder

If check-out procedures are not followed and the home is left in such a state that additional cleaning is required, the Guest will be billed an extra $100 per hour. Any missing key sets will be billed to the Guest at $55. ANY trash left in the unit will result in an additional charge of $100. Excessively soiled/stained towels and linens will be charged a minimum of $50.

3. Maximum Occupancy

Guests shall be, at most, the maximum occupancy posted for each property. An occupancy that exceeds the listed amount will be enforced at $100/ day per guest over the limit, in addition to a $500 HOA fine (if applicable). The Responsible Party must disclose all occupant names to the Manager before arrival. 

4. Payment Terms

• Reservations will be cancelable without penalty for 24 hours after the reservation is confirmed.

• All reservation charges are noted on the “Check-Out” page of the website or channel you are booking through. Guests must agree to all outlined charges before submitting a reservation. Add-on fees for optional extra services will be charged separately by mutual agreement between the manager and the guest.

• A  40% Reservation Deposit payment is due at booking (applied to the total balance) if booking on the HomeAway/VRBO site PLUS extra Traveler Service fees. (if applicable to the referral site). 50% Reservation Deposit for stays of 14 nights or greater.

•.      The remaining balance is due 60 days before check-in for stays less than 14 nights and 90 days before check-in for stays more than 14 nights

• Some properties may require a Refundable Security Deposit. Please inquire with the manager with any questions.

• If the first payment is not received and approved within 24 hours of booking, the reservation will be canceled and removed from our system. We will email a notification of a declined or missing payment before cancellation. 

We accept Visa, MasterCard, Discover, and valid e-checks. The initial payment must be made with a valid credit card, which must remain valid throughout the reservation. A Guest may use a different card for payment but must supply the applicable information in their Guest Portal account.

5. Damage Insurance, Registration Fee & Cleaning Fee

? A non-refundable Damage Waiver fee is applied to all booked reservations*

? A non-refundable Booking Fee is applied to all booked reservations

? A non-refundable Cleaning Fee is applied to all reservations*

Damage Waiver – Details *

The Damage Waiver applies to accidental damages and excessive wear/tear during a Guest’s stay up to, but not exceeding, $500. Before check-out, Guests must notify the Manager of any damages or breakages. If items are missing or the Manager deems damage to the items was intentional or negligent and not reported, the Damage Waiver will not apply. The Damage Waiver does not apply to items stolen or lost. Guests are responsible for replacement or repair costs exceeding $500. The manager will use the credit card on file to recover such costs. If the credit card is deemed invalid, the Guest must supply a new payment method within 48 hours of notification. Please notify management via email before checking out any accidental damage at inquire@staycoastalvacations.com.  This fee is refundable if the reservation is in a refundable status.

The Booking Fee ensures the home is stocked with basic cleaning supplies, stay amenities, and extra paper products (paper towels, toilet paper) and provides secure 24/7 booking support and services. 

The cleaning fee covers the cleaning and preparation of the unit after every guest's departure. We maintain the highest cleaning standards in our area and follow a thorough checklist. The cleaning fee is non-refundable and non-negotiable. 

6. Property Inspections

All problems, including inadequate cleaning and damage, must be reported to the Manager within 24 hours of arrival so that the prior guest can be held accountable. Reportable problems include furniture, furnishings, appliances, and fixtures in disrepair. The Manager will make every effort to notify the Guest before entering the unit to affect the necessary inspections, repairs, and maintenance. The manager will only be held responsible for cleaning concerns communicated within the first  24 hours.

7. Travel Insurance

Travel insurance is available from Travel Guard. To learn more, CLICK HERE or call Travel Guard at 877.249.5376 and reference agent # 334918. This agent number is critical to ensure your reservation with StayCoastal Vacations is covered. The manager will not refund early departures, delayed arrivals, inclement weather, reductions in nights reserved, or for any reason outside our explicit control. 

8. Cancellation and Refunds 

Cancellation requests must be received via email from the Guest, who is responsible for ensuring the notification is received. 

Reservations can be canceled without penalty for 24 hours after being confirmed. Any refunds due will be issued within 30 days of the guest's cancellation or request to cancel.

For reservations, less than 14 nights:

• If a cancellation occurs before the 60-day final payment due date, the guest will be refunded the amount paid, less the Booking Fee.

• If cancellation occurs after the 60-day final payment date, the total amount paid is non-refundable.

For reservations over 14 nights:

• If a cancellation occurs before the 90-day final payment due date, the guest will be refunded the amount paid, less the Booking Fee.

• If cancellation occurs after the 90-day final payment date, the total amount paid is non-refundable.

A non-refundable Reservation Change fee of $200 will be charged to Guest-requested changes before the final payment due date. This fee is due upfront once a change is confirmed. No unit changes are permitted once paid in full. 

No refunds will be provided for early departures, delayed arrivals, inclement weather, reduction in nights reserved for any reason, natural disasters, pests, construction, acts of God, pandemics, or ruined expectations due to work or family emergencies or any under any circumstances outside of our explicit control.

9. Noise & Surveillance

Please keep the volume of your voices and activity to a reasonable level. Quiet hours are enforced from 10:00 pm to 8:00 am. The manager will enforce noise disturbance complaints to the maximum extent, including fines ($100+) and termination of occupancy.

Guests are requested to be mindful of our neighbors during their stay. The property's quiet hours are in place to ensure that you and our whole community can enjoy a restful night's sleep. We are dedicated to protecting our guests and neighbors from bothersome noise levels. This property is equipped with NoiseAware technology, which is 100% privacy compliant and required on this property.

We have video surveillance on select properties to maintain a great relationship with our neighbors and communities. The security cameras are on the exterior (entry) of the home and may/may not have a smart doorbell.

9a. Insects

 The guest accepts and acknowledges that properties in the coastal region may have common insects from time to time. This includes but is not limited to common ants, spiders, silverfish, houseflies, roaches, etc. The manager acknowledges, and the Guest accepts that the properties are pest-treated periodically, and typical household insecticides are provided in the property to remediate intermittent occurrences of said insects. Because of the preventative steps taken by the manager, the manager will not issue refunds in the event insects are encountered on the property or on-site. If the guest encounters the presence of these insects and notifies the manager promptly, the manager will do their best to assist with pest control during the guest's stay. 

10. No parties, weddings or other significant event. Guests must agree to the City of Oceanside Good Neighbor Policy

The guest acknowledges that no parties, weddings, or large events are allowed on the property. Any notification or discovery of prohibited events will result in immediate termination of this agreement, and guests will be subject to immediate eviction without a refund. The City of Oceanside has established a Good Neighbor Policy that all Short-term rental operators and guests must adhere to. 

Please review the policy carefully at this link: https://www.ci.oceanside.ca.us/documents/Planning/Good%20Neighbor%20Poli...

Essential Guest Responsibilities to note:

STR Guest Responsibilities

Parking -Vehicles shall be parked in the garage, driveway, and on-site designated parking spaces whenever possible. Please avoid parking on the street if on-site parking is available. No vehicles shall be parked in a designated fire lane, nor shall they block or restrict access to adjacent properties.

Occupancy- The maximum number of occupants shall be two adults per bedroom plus two people per unit (including children).

Daytime Guests—The maximum number of daytime guests allowed in an STR unit is ten, regardless of bedroom count. Daytime guests are allowed between 7 a.m. and 10 p.m. 

Noise- Any disturbing, excessive, or offensive noises defined in Section 38.17 of the Oceanside City Code shall be prohibited between 10 pm and 10 am. Revised 01/16

NO PARTIES are allowed! Management will enforce the discovery of parties outside of the occupancy limits. Your party must disperse and depart the property immediately and without refund.

11. Fireplaces

The properties located at North Coast Village are equipped with working gas fireplaces. The fireplaces operate seasonally. The North Coast Village HOA "turns on" gas to the fireplace from Nov 1 and "turns off" the gas to the fireplace on June 1st, no exception. When lit, the fireplace will have a small pilot flame. This is normal. The properties also have wall heaters that work year-round.  The manager will not issue refunds if a guest stays during the non-operational time for the fireplaces and wishes to use the fireplace. 

12. Rates

All rates are subject to change until the reservation is finalized. We display accurate rental rates on our marketing channels and website. No refunds will be issued if advertised rental rates are less than the initial booked rate. If a discrepancy arises between rates quoted verbally, on our website, or otherwise, the Manager will have sole discretion to cancel, adjust, or limit reservations accordingly. Additionally, a guest may not book on a channel partner (e.g., HomeAway) and cancel/rebook directly with the manager for the same stay.

13. Responsible Party

The Guest booking the reservation must be at least 25 years of age, is considered the Responsible Party, and will be present during the entire reservation. If requested, Guests and occupants must present valid government ID. The Responsible Party assumes liability for the actions of all occupants and their guests. The Responsible Party must ensure children are supervised at all times. Guest agrees to comply with all homeowner and community association rules and regulations regarding using the property and common areas. 

14. Smoking Prohibited

All properties are non-smoking, and smoking (tobacco, marijuana, etc.) is strictly prohibited inside the units, on the balconies, and the grounds of North Coast Village. The HOA-imposed violation is $50/incident and will be the guest's responsibility. Guests are required to smoke off-property. If any evidence of smoking is discovered during or after your stay, a $500 remediation charge plus additional cleaning fees will be assessed.

15. Smoke Detectors/ Carbon Monoxide Detector

Our properties are equipped with smoke and carbon monoxide detectors. Guests agree to notify the Manager if the detectors are missing, chirping, or indicating the need for battery replacement.

16. Air Conditioning

If the property you rent from the Manager is in North Coast Village, please be advised that air conditioning (AC) is not provided in the units as a built-in feature. Standalone fans and ceiling fans are provided for added comfort. However, the manager recognizes that some guests require or need AC. The following considerations and terms are provided. Please note the charges outlined below are solely enacted to cover the significant increases in utility costs incurred by the Property Owner as a result of AC usage:

• A portable AC can be requested at least 14 days before arrival (minimal quantity, first come, first serve basis, no guarantee of availability)

• A one-time service/setup charge of $50 will be billed to the Guest. 

• A charge of $150 will be billed for every seven nights of usage

• Any damages (including remediation costs) from using a portable AC unit are fully billed to the guest. The Security Damage Waiver fee does not apply to AC damages.

17. Pets

Pets are prohibited in our properties unless noted otherwise in the property descriptions. Discovery of pets within the property is grounds for Guest and pet eviction without refund plus a violation charge of $100/day/unapproved pet. Guest will be responsible for all costs incurred to remediate the property, including (but not limited to) pet allergen remediation, flea remediation, and carpet and upholstery cleanings. This does not apply to certified Service Animals. Emotional Support animals are not allowed. For the properties that allow dogs, nightly pet rent and an additional cleaning fee will be charged. All dogs must be taken off-premise to do their business. Before final payment, proof of current flea treatment is required. Please inquire with any questions.  

18. TV/Cable/Internet/Telephone

Television (s)/Cable/Internet/Telephone services may be provided as an added (free) convenience for our guests. No refund of rent will be offered due to outages, lack of content, speed, access issues, lack of knowledge of use, or personal preferences regarding service. If Telephone services are provided, the Guest agrees to reimburse the Manager for any long-distance telephone calls (if not already offered) or collect calls occurring during the reservation. Pay-per-view channels are NOT permitted to be purchased. Any purchased pay-per-view channels will be billed directly to the guest.

19. Balcony (if applicable)

Please avoid hanging towels, bathing suits, water toys, and other items over the balcony ledges. The North Coast Village HOA strictly enforces this and will cite the Property Owner with a fee. This fee will be assessed to the Guest at the Guest’s expense.

20. Window Safety – Window opening limitation devices

*Applicable to 3rd-floor properties located at North Coast Village only*  If the property you are renting is on the 3rd floor of any building located at North Coast Village,  please note that the upper-level exterior-facing windows have window opening limitation devices installed. This is to ensure the safety of all inhabitants and should not be tampered with. These safety devices will allow the windows to be opened a maximum of 4 inches. Management will deem any evidence of tampering or attempted removal of these devices as willful negligence by the Guest. All remedies or claims of personal injury or loss due to Guest removal or tampering of such devices will not be honored.  Only in an emergency should the window opening limitation devices be removed by an adult.

21. Window screen disclosure

The window screens installed at our properties are for residential purposes but will not stop a small child or person from falling through with force. Guests should exercise good sense and sound judgment when operating all windows. Guests must immediately report any window screens damaged or disrepair to management. Management will take proper steps to repair or remedy the window screens. 

22. Parking

All properties may have one (or more) assigned parking space, garage parking, or off-street parking. For detailed parking information, please refer to your reservation documents.

Applicable to North Coast Village only

 If the property you are renting is located in North Coast Village, please be advised that the parking structures allow entry of vehicles measuring 6 ½ ft in Height and 21 ft in Length. Trailers, backing into spaces, or mechanical work are prohibited and strictly enforced by the HOA. The guest is liable for all HOA-enforced parking violations. No refunds will be given if vehicles do not fit into the designated space and parking garage.

Should you need additional parking, please request a 24-hour parking permit from the North Coast Village HOA office. This permit will allow you to park in any designated 24-hour parking space. However, the vehicle must be moved once during the 24 hours to avoid violating $50. Please do not leave valuables in your parked cars. The manager is not liable for lost or stolen personal items in your vehicle.

23. Oceanside Harbor Dredging

Annually, between April and May (and other pre-determined times during the year), the Oceanside Harbor undergoes a process called "dredging." The dredging process is critical to sustaining our beaches and the proper depth of the Oceanside Harbor. During this time, visitors and residents will witness large pipes along the coast of North Coast Village. These pipes pump sand from the mouth of the Oceanside Harbor and onto the neighboring beaches. Please be patient, as some noise can be heard during this process. No refunds will be given for any stays during these activities as this serves as notice to our guests. Properties are priced accordingly for any inconvenience. Please see more information on the dredging projects at http://visitoceanside.org/blog/what-is-dredging/.

24. Pool Safety & Pool Heating Rules

Some properties may have a private pool and jacuzzi. Guests must abide by all pool rules provided in their property guides. There are mandated pool alarms for the sliding doors for those properties with a private pool. These alarms alert for any occupants entering the pool "area" and are triggered when the sliding door is opened. Any tampering or removal of batteries disclaims the manager or property owner from any liability for bodily harm or death that occurs from using the property's pool and/or jacuzzi.

If the property you are renting has a pool, there is a $95/night booking charge. After booking, guests will be requested and required to provide our staff with the number of nights needed for pool heat. Note that guests will be billed retroactively if heating functions were used without prior approval.

25. Personal Property Loss

All guests are solely responsible for the personal items left at the property. The manager is not responsible for lost, stolen, or abandoned items. Guests are responsible for the shipping cost of left items plus an additional administrative fee of $25. Should a Guest not claim their items within 30 days, said items will be disposed of.

26. Restrictions on Property Use

Guests are prohibited from engaging in any activity that violates local, state, or federal laws or California Insurance rules and regulations. Violation of this term will result in immediate eviction without a refund. Guest will be liable for all damage to the Property, contents, and grounds.

27. Hold Harmless

The Guest and all occupants shall indemnify and hold the Manager and property owner harmless against any claims of personal injury, property damage, or loss that are otherwise out of the Manager’s control.

28. Sale of Property

If the Property is actively listed for sale, the Manager will make all reasonable efforts to contact the Guest should a scheduled showing be required.  We will only enter the property upon explicit permission from the guest (unless in an emergency).

29. Transient Occupancy

The guest acknowledges that this Agreement is expressly for transient occupancy of the Property and does not intend to make it their home or permanent residence. Guests are required to vacate the Property at the agreed-upon check-out time.

30. Agreement in Full

This Agreement is considered binding in full once a reservation is accepted and signed, and the initial payment is made and approved.