Ascendia Vacation Rental Agreement

This agreement summarizes the terms of your vacation rental with Ascendia Property Management. Please read it carefully and let us know if you have any questions. By booking a vacation rental, you agree to the following: 

1. Check-In. Check-in time is 4:00 PM (EST). We’ll do our best to have your property ready by then but sometimes cleaning or maintenance may cause delays. If arriving after 4:00 PM (EST), please contact us for check-in instructions. Early check-in depends on cleaning availability. The guest checking in must be at least 25 years old and is responsible for any damage caused by anyone at the property. A valid credit card and government-issued ID are required at check-in, and we may collect a security deposit. 

2. Check-Out. Check-out time is 10:00 AM (EST). If you stay later without permission, you’ll be charged an extra day’s rent. If your property has physical keys, please return all keys to our office and leave the property tidy: place dirty dishes in the dishwasher and start it, empty the refrigerator, put trash and recycling in the outside bins, leave bed linens on the beds, check for your belongings, close and lock all windows and doors, and turn off all lights. 

3. Cancellation Policy. When you cancel, the following options are available. Please notify us in writing. 

• Option 1: Standard Cancellation 
  • Cancellation Fee: $300.00 + any non-refundable fees. 
  • Refund: All prepaid funds are retained unless the property is rebooked for the same dates and rate. If rebooked at a lower rate, the difference will be refunded. 

• Option 2: RelaxStay Cancellation 
  • Cancellation Fee: $100.00 + any non-refundable fees. 
  • Refund: If you cancel 14+ days before arrival and the reservation is paid in full, you can choose: 
    • A 50% refund of the base rental amount (excluding taxes, fees, etc.). 
    • A one-time change to reservation dates for the same property/length of stay, subject to availability. The new check-in date must be within the same timeframe as the original check-in date. If the rental rate is higher for the new dates, you’re responsible for the difference. 

• Third-Party Bookings: If you booked through a third-party website (e.g., Airbnb), their policy applies. 

4. Guest Requirements. The primary guest must be at least 25 years old and stay at the property for the entire reservation. If this isn’t true, you will be asked to leave without a refund. The number of guests (including children and infants) must not exceed the maximum occupancy on your confirmation. Please notify Ascendia of any changes. Exceeding the limit or obtaining the reservation under false pretenses will result in immediate eviction without a refund. 

5. Credit Card and Damage Responsibility. You agree that the credit card provided at check-in may be charged for: any property damage, replacement of broken/stolen items, extra cleaning fees, and other charges during your stay (e.g., cable upgrades). We will notify you of any charges via email. We accept Visa, American Express, and Mastercard. You will be charged a non-refundable fee for a damage waiver covering accidental damage up to $1,000. Please report any damage before you leave, or you will be responsible for the full cost. You will be charged for any intentional damage. 

6. Property Rules and Safety. Please be considerate of neighbors (keep noise down, avoid using their property). You must follow all Homeowners Association rules and local laws. We may ask you to leave without a refund if your behavior is detrimental to the property. 

• Grills: Grills are allowed only where provided and are not allowed on balconies, porches, or decks. We do not guarantee the presence or condition of the grill. 

• Fireworks: Fireworks are illegal in Florida and are not allowed at any property. 

• Pool, Beach, and Recreational Facility Safety: Swim at your own risk. There are no lifeguards or attendants. We encourage you to swim with others present. Please follow all posted rules. Parents must supervise children under 12 at all times. 

7. Property Condition. Upon arrival, please inspect the property and report any damage or missing items to our office immediately. We provide initial supplies: one trash bag, one roll of paper towels, one roll of toilet paper per bathroom, soap, and dish soap. You are responsible for additional items. No refunds will be given for housekeeping issues; notify our office immediately to address any problems. We strive to keep all property equipment in good working order but will not provide refunds or adjustments for mechanical failures (e.g., pool, AC, appliances). We are not responsible for area utility outages. 

8. Property Details. All properties are privately owned, so décor, style, and furnishings vary and may change without notice. If renting multiple properties, do not move furnishings or kitchen items between them. No refunds will be given if you are dissatisfied with the décor. 

9. Property Substitution. We may substitute comparable accommodation due to unforeseen circumstances. If comparable accommodation is unavailable, you can choose from available properties at the current rate or receive a full refund (less any non-refundable fees). 

10. “For Sale” Properties. If your rental property is for sale, we will try to schedule showings or open houses around your stay and will notify you 24 hours in advance. If the property is sold before your arrival, the new owner should honor your reservation. If they do not, we will try to place you in a similar property. If we cannot accommodate you at the same rate, you will receive a full refund (less any non-refundable fees). 

11. Removal from Rental Program. If a property owner removes their property from our rental program, we are not liable. We will offer comparable accommodation or a full refund (less any non-refundable fees). 

12. Weather Events. We are not responsible for refunds due to weather events, including hurricanes, tornadoes, and fires. This also applies to mandatory or voluntary evacuations and travel advisories. Please refer to our RelaxStay policy for protection. 

13. Property Keys and Access. Most properties have keyless entry. You’ll get an access code before arrival. If your property has physical keys, you’ll get them at our office and must return them upon departure. There are fees for lockouts ($75 during business hours, $100 after-hours) and lost keys/access devices ($75 per lost key, $125 per FOB, $175 per garage door opener). You will be charged for all related costs. 

14. Trash and Recycling. Place all trash in tied garbage bags before putting them in the bins. You are responsible for bringing trash and recycling bins to the curb the night before collection day (check your arrival instructions). Guests at rentals with a dumpster must bring trash and recycling to the dumpster before leaving. You will be charged a $100 fee if trash and recycling are not handled correctly. 

15. Smoking. All properties are non-smoking. Smoking is not allowed within 25 feet of the property. If there is evidence of smoking, you will be asked to leave immediately without a refund and will be charged a $1,000 fine. 

16. Maintenance. Please notify our office of any maintenance issues during your stay. To prevent damage, keep blinds open when opening doors or windows. Do not run the AC with doors or windows open. You will be responsible for the cost of repairs due to your neglect. We may need to enter the property for maintenance or other reasons and will try to notify you beforehand. If the property has a pool and you want the pool heat turned on, you must contact us before arrival, and you will be charged an additional fee. You may not change pool/spa equipment settings. 

17. Bed Bugs. All properties are inspected before your arrival. If bed bugs are found after you arrive, it will be assumed you brought them, and you will be responsible for all extermination costs. 

18. Utilities. The property owner’s utility costs are capped at $300-$500 per month (depending on property size) for electricity, water, and sewer. You will be charged for any overage. 

19. Accidents and Injuries. Neither the property owner nor Ascendia is responsible for any injury, illness, death, loss, or damage to your personal property. This includes injuries to guests and visitors. 

20. Legal Terms. If there is a legal dispute, the winning party will be reimbursed for all costs, including attorney’s fees. This agreement is governed by Florida law, and any proceedings will take place in Sarasota County. You agree to protect (indemnify) the property owner and Ascendia from any expenses or losses caused by your negligence or your violation of any association or government rules, including fines, penalties, and legal fees. You are responsible for all costs we incur to enforce this agreement and any association rules. Arbitration: By signing below, you, the vacation rental Owner and Ascendia Property Management agree that disputes not resolved by mediation will be settled by neutral binding arbitration in the country in which the vacation rental is located in accordance with the rules of the American Arbitration Association or other arbitrator agreed upon by the parties. Each party to any arbitration (or litigation to enforce the arbitration provision of this agreement or an arbitration award) will pay its own fees, costs and expenses, including attorneys’ fees at all levels, and will equally split the arbitrators’ fees and administrative fees of arbitration.  

21. Vacation Rental Only. This property is a vacation/seasonal rental and may be used for vacation/seasonal purposes only. It is not a permanent residence. 

By signing below, you acknowledge that you have read and agree to this entire Vacation Rental Agreement. Please sign and return this document to Ascendia within 48 hours of receiving.

________________________________________                          ________________________________________________

Guest Signature and Date Ascendia Property Management Signature and Date  

Ascendia Pet Addendum 

This agreement is between Ascendia Property Management and the Guest renting the property. 

• Pets are allowed only in pet-friendly properties. 

• Guests must notify Ascendia of any pet at the time of booking. 

• A non-refundable pet fee of $250 per pet applies. 

• Pets are prohibited in non-pet-friendly properties. Violators forfeit all payments and must vacate immediately; guests will be liable for any damages. 

• For approved pets: 

• Only pets listed in this agreement are allowed on the property (interior, garage, screened patio, balconies, pool area, decks, and yard). Unauthorized pets will result in immediate eviction without a refund, and a $1,000 charge to the guest’s credit card. 

• Ascendia may request pet shot records (rabies, ticks, and flea treatments). 

• Pets must be leashed outdoors. 

• Guests are liable for any injuries or damages caused by their pet. 

• Guests are responsible for costs to repair/replace damaged items (furnishings, blinds, flooring, walls, appliances, etc.) caused by their pet. 

• Guests are responsible for pest extermination costs caused by their pet(s). 

• Ascendia may require pet removal for excessive noise, barking, disturbances, damage, or threatening behavior. If the pet is not removed, guests must vacate immediately without a refund. 

Pet Description: 

Type: ________ Breed: ________ Color: ________ Name: _________ Weight: _____ 

Type: ________ Breed: ________ Color: ________ Name: _________ Weight: _____ 

This Addendum is part of the rental agreement. Violations may result in legal action. 

________________________________________                          ________________________________________________

Guest Signature and Date Ascendia Property Management Signature and Date  

ADA Service Animals: Ascendia acknowledges the rights of individuals with disabilities to have their service animals in vacation rentals, in accordance with the Americans with Disabilities Act (ADA). Service animals are dogs trained to perform specific tasks for individuals with disabilities. Service animals must be harnessed, leashed, or tethered, unless these devices interfere with the animal’s ability to perform its tasks or the individual’s disability prevents their use. In such cases, the individual must control the animal through voice, signal, or other adequate controls. Ascendia does not charge a fee for service animals. However, guests may be charged for any damages or additional cleaning caused by the service animal. 

 Emotional Support Animals: Ascendia does not discriminate against individuals with disabilities who require emotional support animals (ESA). In accordance with Florida Statute 760.27, Ascendia may request documentation to support the guest’s disability and need for an ESA. Guests are liable for any damage caused by their ESA to the property or other persons on the property during their stay. 

Ascendia Pool Addendum 

This agreement is between Ascendia Property Management and the Guest renting the property.  

Guests have access to the property’s pool, and agree to follow these rules to ensure safety: 

1. Use the pool at your own risk. The Owner and Ascendia are not liable for any accidents or injuries. 

2. No diving or jumping. 

3. Children must be supervised by an adult at all times. 

4. No glass or sharp objects in the pool area. 

5. No running or horseplay in the pool area. 

6. No smoking in the pool area. 

7. The pool is for the exclusive use of guests staying at the property. 

8. No pets allowed in the pool and/or pool area. 

9. Return any safety fences or alarms to their original positions before departure. 

10. By using the pool, guests agree to these rules. 

Guests agree to follow these pool rules. Violations may result in immediate termination of the rental agreement and forfeiture of any rental payments, and legal action against the Guest. 

By signing below, the Guest acknowledges they have read and agree to this Pool Addendum and will return it to Ascendia within 48 hours of receiving. 

________________________________________                          ________________________________________________

Guest Signature and Date Ascendia Property Management Signature and Date