FAQ’s and Terms and conditions

Please take a moment to read the following important information. 

If you experience any issues during your stay we encourage you to contact us so that we can try to resolve the problem as soon as practically possible. 305.294.3040 or www.preferredpropertieskeywest.com

PROPERTY RULES AND REGULATIONS

Please observe all rules and regulations governing the use of the property you are occupying. These rules apply to both owners and guests, and failure to comply can result in eviction.

CHECK IN AND CHECK OUT TIMES

Check-in is after 4PM local time, and check-out is by 10AM. Early check-in and late check-out maybe available for purchase on select rentals. Ask your reservation agent if your rental qualifies, or if you have already reserved, contact our team to make your request!

RATES

Rates are subject to change without notice. The daily rate may include fees to cover use of certain amenities at the property. Higher rates apply to houses and holiday periods such as Easter, July 4, Thanksgiving and Christmas. Monthly rates are available at many properties on a seasonal basis. Please call for specific details

Rates are subject to change without notice. The daily rate may include fees to cover use of certain amenities at the property. Higher rates apply to houses and holiday periods such as Easter, July 4, Thanksgiving and Christmas. Monthly rates are available at many properties on a seasonal basis. Please call for specific details

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

PROCESSING FEE

All reservations include a reservation fee calculated on total rent including amenity fee and clean fee. The reservation fee is non-refundable. The reservation fee applies to each separate “stay,” even if multiple stays are booked simultaneously. The reservation fee is automatically added to a reservation and will appear as a separate line item in the guest’s folio. The reservation fee is not charged to extended-stay rentals (rentals over 28 days.) There is a $30 minimum reservation fee.

 CLEANING FEE

 Laundry facilities are provided either in the rental property or on the grounds of the property. The property will also be stocked with an initial supply of trash liners, toilet paper, bath soap and dishwasher soap. All rental properties will require a one-time departure clean fee to be paid by the guest and will cover all normal cleaning. This clean fee is required on daily, weekly and monthly reservations. If you are staying more than one month in the same property. All fees are subject to sales tax. IF, on ARRIVAL, you have ANY HOUSEKEEPING PROBLEMS, report them to the Guest Services Team IMMEDIATELY so that they may be remedied. NO DISCOUNTS WILL BE GIVEN DUE TO HOUSEKEEPING.

DO YOU PROVIDE DAILY MAID SERVICE?
Preferred Properties provides a departure clean on all stays. We also provide an initial supply of towels and linens, as well as trash liners, toilet paper, bath soap and dishwasher soap. Laundry facilities are provided either in the rental property or on the grounds.

AGE REQUIRMENT

The individual making the reservation must be 25 years of age or older and must occupy the rental property the entire term of the reservation. Singles under 25 years of age are prohibited unless accompanied by parent or legal guardian.

Restrictions may apply regarding the number of people that may accompany a parent or legal guardian.  NO units will be rented to vacationing students or young adults under 25 if unaccompanied by a parent. A PARENT MUST BE STAYING IN THE PROPERTY AT ALL TIMES. OUR RENTALS ARE MONITORED FOR VIOLATION OF THIS POLICY. ALL VIOLATORS WILL BE EVICTED AND ALL RENTAL PAYMENTS AND/OR SECURITY DEPOSITS WILL BE FORFEITED. In accordance with Florida State Statute 509.141, RESERVATIONS MADE UNDER FALSE PRETENSE ARE NULL AND VOID AND CHECK-IN WILL NOT BE ALLOWED. This policy includes reservations made by parents who do not check-in, and/or who leave overnight during the length of the stay. NO EXCEPTIONS!

METHODS OF PAYMENT

 First payment only accepted with a personal check or money order. Final payment we accept Visa and MasterCard credit cards. Other acceptable methods of payment include personal check, cashier’s check, certified check and money order. Make checks payable to Preferred Properties Management LLC. Please remember to include your reservation number on your payment. All payments must be paid in U.S. dollars. There is a $25 handling fee for all returned checks. Final payment is non- refundable unless the renter has purchased Travel Insurance and the reason for cancelling is covered by insurance.

WHEN ARE PAYMENTS DUE?
We require a reservation deposit of about 50% of the reservation total.  The remaining balance is due 60 days prior to arrival on most properties. Monthly rentals  we require full payment 90 days prior to arrival.

DAMAGE WAIVER:

Vacation Rental Damage Coverage can be included with all reservations. This Vacation Rentals Damage plan covers unintentional damages to the rental unit that occur during your stay, provided they are disclosed to management prior to check out. The policy covers up to $3000.00.  Any intentional damages or damages that exceed $3000.00 will be charged to the guest. Certain terms and conditions apply.

This is a non- refundable fee and may not be used toward any part of the rental fees due. It is collected specifically to cover any accidental damage occurring to the occupied Premises. If the damages are intentional or exceed the covered amount the guest will be charged, and agrees to pay for any damages or charges that have occurred during their stay.

CANCELLATION 
Cancellations after the final payment due date will result in a 100% loss of the total reservation amount.Cancellations before the final payment due date will result in a loss of $200.00.
If guest has to shorten their stay or change their unit after the final payment due date, normal cancellation penalties apply, whether travel insurance was purchased or not. If guest has to shorten their stay or change their unit prior to the normal final payment due date, there is no penalty.
If guest shortens their stay resulting in an early departure after they have checked in, no refunds will be provided for the nights not used. The loss can be avoided if CSA Travel Insurance or your seperate  travel insurance was purchased and the reason for cancellation is covered under the travel insurance policy.

REFUNDS 

Refunds issued by Preferred Properties Management LLC will be processed no more than 30 days after deapature date of original stay.

HOW FAR IN ADVANCE SHOULD WE BOOK?
Book as early as possible if planning to travel for our busy winter months, summer events, or special events and festivals. It is also best to book early if planning to travel around a major holiday, such as Memorial Day, Fourth of July, or Labor Day.

TRAVEL INSURANCE
Guests who purchase travel insurance through us will be provided refunds for cancellation subject to the terms and conditions of the travel insurance policy. Please ask your Reservation Professional for details.

MAXIMUM OCCUPANCY                                                                                                                                                                                                The maximum number of guests per rental unit is limited at most properties to two (2) persons in a one bedroom, four (4) persons in a two bedroom and six (6) persons in a three bedroom. Other restrictions may apply.

MINIMUM NIGHT STAY  

Many rental units during slower seasons require a 3 night minimum stay. During Holiday periods and times of limited availability, a longer night minimum may be required. Many vacation homes require a 7 night minimum stay. Monthly rentals always require a 28 night minimum.

LATE ARRIVALS

If your rental has a keyless lock, please go directly to your rental. Physical check-in at our office is not required during your stay. If your property requires a key for access and our office is closed, your rental keys will be placed in a secure lock box at the property you have rented. Your pre-arrival email will contain access instructions, including a code for the lockbox.

WHAT IS PROVIDED WITH EACH ACCOMMODATION? 

All of our vacation rentals are furnished and have a kitchen or kitchenette with amenities including a microwave, coffee maker, toaster and blender. Each property is stocked with all cooking and serving including plates, bowls and utensils, as well as a can opener, corkscrew measuring spoons and more. While we do provide bath towels and bed linens, we do ask that you bring your own beach towels.

DO YOU ALLOW PETS?

In most of our properties pets are strictly forbidden. Pets are allowed only in properties that are designated “pet friendly.” A maximum of two trained, mature pets (not to exceed 25 lbs. each) are permitted in pet friendly properties. A $200 non-refundable fee is required for pet stays and additional deposits may be required. Pet owners will be financially responsible for any damages and extra cleaning. Having a pet in a property that does not allow pets is grounds for immediate eviction without a refund. The Peace of Mind Protection Plan does not cover any pet related incidents.

WHAT ARE KEYLESS DOOR LOCKS?

Approximately 85% of our properties have keyless locks. This keyless system allows entry into the vacation rental through the issue of a “code” rather than a physical key. The code changes for every reservation so it is an incredibly safe alternative. By issuing the code prior to arrival, the check-in process is much easier.

GOOD NEIGHBOR POLICY

We respectfully request that you remember you are staying in someone’s home during your vacation. Please treat it with care and leave it in good condition at check-out. Any unreported damages may result in additional charges. Also be aware of your neighbors. Key West is a small island and many houses are close to each other. Be respectful of the noise that you are making outside especially after hours.

SECURITY OF PERSONAL PROPERTY

Preferred Properties is not responsible for any acts of theft or vandalism, or other damages to any personal property or for personal items left by guest in the accommodation at departure. If items left behind are found and wish to be returned there will be a $25 service charge plus shipping

Preferred Properties is not responsible for any acts of theft or vandalism, or other damages to any personal property or for personal items left by guest in the accommodation at departure. If items left behind are found and wish to be returned there will be a $25 service charge plus shipping.

WHAT TO PACK?

You may already know that your packing list needs to contain bathing suits, beach toys and sunscreen. But, if you have never vacationed in a condo rental or vacation home before, you may be wondering what extra things you need to bring or be prepared to purchase when you arrive.

While Preferred Properties vacation rentals are stocked with many of the comforts of home, including bedding and kitchen essentials such as dishware and utensils, there are a few more items you will want to pack.

Upon arriving for your Key West vacation, you will find your rental has been stocked with an initial supply of toilet paper, paper towels, hand soap and trash bags. These should get you through your first 24 hours, but you will want to pick up additional supplies to get you through the remainder of your stay. Napkins, condiments, cooking spices and coffee filters are other things you may want to purchase while at the store.

Other items you might want to consider bringing, or renting from a local company, include cribs, pack-n-plays, highchairs and any other items required by the youngest travelers in your group. And, while bath towels are provided, beach towels maybe limited, so be sure to bring yours from home.

NO SUBLETTING

The rental property may not be sublet. Your reservation is not transferable to any other party

MAINTENACE PROBLEMS

During your stay, promptly report any maintenance problems to Preferred Properties . Please do not leave doors or windows open while the A/C or heaters are operating. Preferred Properties staff may enter the property to respond to any maintenance and/or housekeeping issues during your stay. 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, appliances, etc.

If you experience any issues during your stay we encourage you to contact us so that we can try to resolve the problem as soon as practically possible.

Furnishings: These properties are privately owned. You may not agree with the placement of items, furnishings, and/or mattress comfort level; however, this is the arrangement preferred by the owner. We encourage you to call us if you have any comments or concerns. No refunds or rate adjustment will be given due to owners’ choices on furnishings.

Construction and Road Work : Preferred Properties cannot predict construction plans in the area and therefore cannot be held responsible for any inconvenience. No refunds can be given in the event of nearby construction or road work. If you have any questions regarding road construction or road closures please contact City of Key West or visit: www.CityofKeyWest.com and search road construction/closures.

ELECTRIC CARS:                                                                                                                                                                                                                   If you are staying in a condo or gated community please note they do not allow charging the car at these units. Private homes may not be able to accommodate charging.

PARKING

Parking is limited in Key West. Some of our rental properties DO NOT HAVE PARKING.  Each Association regulates the number of parking passes issued to rental guests for each size property within the building(s) or neighborhood. Some of the Associations may assess a fee for parking; we will collect this fee and remit to the Association. No Trailers/Boats/RVs Allowed unless otherwise posted on property description. Preferred Properties does not offer parking passes for the city parking. Please inquire about parking for your rental prior to your arrival.  

POOLS/COMMUNITY POOLS

NO foreign objects, or soap, shampoo, etc. are to be used in the pool. No diving in the pool. Children should be supervised at pool areas at all times. Please no children in hot tubs.

Community Pools Community or condominium pools are not controlled or maintained by Preferred Properties, therefore; Preferred Properties cannot be held responsible for inconveniences resulting from the pool. Community Pool Heating is offered seasonally under the control of the managing associations

 GRILLS

All grills must be cleaned before you leave or you will be charged a $50.00 cleaning fee

KEY POLICY

Any Keys/fobs/or cards that are signed for to access the rental must be returned to Preferred Properties at check-out. Failure to return these items to your local Southern Vacation Rental office, or if these items are left in the rental property, may result in additional fees.

NON SMOKING HOMES

Smoking is not permitted in any of our properties. Guests will be financially responsible for any damages and extra cleaning if applicable due to smoking in a Non-Smoking designated property

MAXIMUM NUMBER OF PEOPLE

The allowable occupancy for the rental property is based on the following sleeping arrangements:

2 persons per bedroom

2 persons per sleeper sofa

Guests who exceed the maximum occupancy are subject to immediate eviction and forfeiture of all rental payments.

INTERNET

Most of our properties have internet access, either fee-based or free, through their individual service providers. We do not, however, guarantee internet connectivity due to service being provided by an outside vendor, restrictions from personal computers, and several other factors that may lead to interruption of internet service. If you decide to access any Internet content during your stay, you do this entirely at your own risk and you are responsible for ensuring that any accessed material does not infringe the laws governing, but not exhaustively covering, copyright, trademarks, pornography, or any other material which is slanderous, defamatory or might cause offense in any other way. In the event the internet service is inoperable, we will do our best to troubleshoot over the phone but if it requires further assistance, the guest will be responsible for contacting the internet provider. No refunds will be given due to loss of internet service.

TRAVEL INSURANCE

Travel protection is available through CSA Travel Insurance. The insurance premium is 7.65% of your total reservation amount and is not automatically added to your balance when you book your vacation. The plan is optional and can be declined by signing a waiver form that is included with your reservation confirmation.  Please understand that no refunds for any reason will be given without the purchase of CSA Travel Insurance

Please click this link; www.vacationrentalinsurance.com/330CERT to obtain your travel insurance policy or description of coverage for your Covered Trip if you have paid for or authorized payment for the travel insurance. The travel protection, if purchased, provides reimbursement for unused, nonrefundable payments if your trip must be canceled. Covered reasons include: mandatory hurricane evacuations; sickness, injury or death; extension of school year; armed service revocation; involuntary termination of employment or other specific reasons listed in the policy/Description of Coverage. Underwritten by GENERALI US Branch, A Stock Company. For coverage inquiries or customer service call (866) 999-4018.

TERMS OF PROTECTION

As a Guest (the person registered and all persons occupying the same rental unit) you are entitled to the Peace of Mind Protection Plan while staying at a Preferred Properties. The Peace of Mind Plan is subject to the conditions, terms, and the administrative procedures listed below. The maximum amount that the Plan will cover is $3,000 per stay.

 CONDITIONS

The Plan will not include liability for damage or theft resulting from:

  1. Acts of God
  2. Intentional acts of a guest.
  3. Gross negligence or willful and wanton conduct.
  4. Any cause, if the Covered Guest does not report the damage to Preferred Properties staff.
  5. Normal wear and tear.
  6. Theft without a police report.
  7. Damages caused by any pet or other animal brought onto the premises.
  8. The Plan applies only to the direct physical loss or damage to covered property. It does not cover loss of use of such property.
  9. 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

  1. The Plan takes effect at check-in.
  2. All coverage shall terminate upon normal check-out time of the property 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 Preferred Properties Rental management staff. This limited damage protection is void if not reported promptly. Representatives of Preferred Properties 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

MANDATORY EVACUATIONS:

You must leave the island. P.P.M.LLC, is not responsible if you stay. IF YOU HAVE PURCHASED THE TRAVEL INSURANCE PLEASE CONTACT YOURE TRAVEL INSURANCE PROVIDER FOR REFUND.  P.P.M.LLC. will not provide any refunds. We recommend calling a Travel Insurance Company and asking their cancellation coverage for storms.

*WATER/ELECTRIC CAPS- MONTHLY RENTALS ONLY:

Rentals to begin on the 1st of the month and end the last day of the month.  Guests are asked to maintain the property in the condition it was found.  All monthly rental guests agree to pay the electric over $100.00 per month and water over $35.00 per month. Monthly rentals (28 days) are required to submit a check for $500.00 due 60 days prior to arrival. Advance deposits and water/electric deposits will be placed in an interest bearing account at Capital Bank. Interest accrued will belong to Preferred Properties Management LLC. Once the final electric/water bills are submitted to Preferred Properties the difference of the $500.00 water/electric deposit will be returned in the form of a check within 15 days of receiving the final electric/water bills.

SUBSTITUTION

Should a property be sold or removed from our rental pool for any reason whatsoever prior to your arrival, we will do our best to substitute comparable or better accommodations without liability. If comparable accommodations are not available, or guest chooses to decline substitution, guest may receive a complete refund of what was paid for the original vacation rental.

TELEPHONE SERVICE

(MANY HOMES DO NOT have phone service) Local calls are free. Guests agree to use their own calling cards for long distance service. Guests agree that any long distance charges placed on the owner’s telephone bill will be billed to the guest along with a $75.00 processing fee which will be payable from the Guest’s security deposit. By signing this contract, guests agree to pay for applicable telephone charges and processing fee

If you experience any issues during your stay we encourage you to contact us so that we can try to resolve the problem as soon as practically possible.

This agreement is subject to the laws of Florida, the provisions of Statute 509 and all local and state taxes