Guest Rental Agreement/Policies

RMI Vacations
1591 Via DeLuna Drive - Pensacola Beach, Florida 32561
(850) 932-5376 or (800) 874-9245  :   Fax: 850-932-6893
Email: .(JavaScript must be enabled to view this email address)  :    :   Website:


Insurance Provided By:

Sun Trip Preserver Travel Plan Flyer


Rental Agreement and Policies


This constitutes a written Rental Agreement between the “Renter” and “RMI Vacations”. Upon violation of the terms of this agreement, RMI may terminate this agreement and enter the premises. Upon notice of termination, the Renter shall vacate the premises IMMEDIATELY.


OCCUPANCY: The total number of persons allowed in the property at any time is restricted to the stated limit for each property. Eviction without refund is the penalty. We are very serious about maintaining a family atmosphere for the quiet enjoyment of all our Renters. We will rent to family groups and responsible adults only. RMI properties will not be rented to anyone under 25 years of age. No children will be allowed to check-in without their parents. Identification may be required upon check-in to verify age and identity. Reservations made under false pretense will be subject to forfeiture of the entire advance payment.


No parties, weddings, or gatherings are allowed without prior written permission from RMI. Absolutely no student groups or house parties will be tolerated. If such an event is discovered after check-in, there will be an after hour charge of up to $150/hour to respond to complaints. We require an $800 damage deposit upon booking for any property at which a special event has been approved. In addition, if you are having a large gathering on Pensacola Beach, the renter is responsible for contacting the Santa Rosa Island Authority to apply for the appropriate permits.


ALL PROPERTIES ARE NON-SMOKING. You will incur charges for carpet cleaning and deodorizing if evidence of smoking is found in your non-smoking property rental.


All accommodations are governed byappropriate Florida Laws pertaining to Florida Landlord and Tenant Act, and also Rules and Regulations that are applicable to said premises. Occupancy of common areas shall be quiet and peaceful so as not to disturb others. These Rules and Regulations, where applicable, will be enclosed in your arrival packet along with any required codes, parking permits and/or pool keys/passes for the condominium complexes, so be sure to go through them thoroughly.


PETS: While our pets are important to us, unfortunately we cannot accept them in most of our rental properties. You will incur an additional charge if any evidence of a pet is found in your unit or on the premises. Having a pet in a rental unit without previous permission will void the contract; and renters will be subject to eviction and forfeiture of any rental payments. If you are renting a “Pet Friendly” property, be sure to contact the RMI office in advance of your stay for restrictions and deposit information.


PAYMENT: The total balance includes your base rent for the rental property, a $50 processing fee, cleaning and linen fees, and the $60 damage waiver. This is taxable at the rate of 11.5% (7.5% sales tax and 4% bed tax). A minimum payment of 50% is required upon booking. Final rental payments are due in full 30 days prior to arrival. We will automatically charge remaining balances to the card on file unless you instruct us otherwise. 


You will be charged for the entire length of the stay you have reserved and will not be refunded for checking in late and/or checking out early.


RMI Vacation accepts all major credit cards, as well as cash, personal check, traveler’s checks, and money orders. Should your personal check be returned for any reason, there will be a $50.00 returned check fee added to your balance. A credit card will be required upon booking, and alternate methods of payment may require a refundable deposit of up to $500.00. All payments are due in advance and under no circumstances will late arrival packets be left for Renters that have not paid in full. 


CONFIRMATION: After we receive your initial payment, you will receive a confirmation letter along with our Rental Agreement and Policies. The policies must be digitally signed and returned immediately. There will be no check-in unless this form is returned. We can also accept the signed policies by fax, email, or regular mail. Please contact us immediately if you find a discrepancy in your reservation, otherwise it will be assumed that everything is correct and any changes to your reservation will fall under our cancellation policy.


DAMAGES: A non-refundable $60 damage waiver is included in the total when your reservation is made. This covers accidental damages up to $1000, but damages must be immediately reported to RMI or Renter will be held liable. Renters will be held responsible for any damage caused by gross negligence to property, including any damages incurred by pets, which are not included in the Damage Waiver.


CANCELLATION POLICY: All cancellations are subject to a cancellation fee of $75 (plus 11.5% tax). Your prepaid rent less the cancellation fee will be returned if the reservation is cancelled up to 60 days prior to arrival. All reservations cancelled within 60 days of arrival will forfeit the entire advance payment. Room changes are considered the same as a cancellation since the properties are each individually owned. 


HURRICANE POLICY: If a mandatory evacuation is issued by the National Hurricane Center or our local governing officials due to a tropical storm or hurricane threatening our area, refunds will only be given by the travel insurance company if you have purchased coverage before the storm was named, per their policies. RMI will not issue refund of any rent payments.


No refunds will be given for inclement weather.


TRAVEL INSURANCE: Travel Insurance is available through Red Sky. If purchased, the premium will be automatically added to your booking, and immediately dispersed to the insurance company. This is an optional plan, but we strongly recommend it: in case of any unforeseen events, this insurance helps protect your vacation investment and can provide additional benefits during your stay. NO REFUNDS WILL BE GIVEN WITHIN 60 DAYS OF YOUR ARRIVAL BY RMI VACATIONS IF YOU CHOOSE NOT TO PURCHASE THIS COVERAGE, AND THE RED SKY PREMIUM IS NON-REFUNDABLE.


You can add the coverage by contacting the RMI Vacations office during business hours, any time until your reservation is paid in full. Questions regarding Red Sky can be answered by calling them directly at 866-889-7409.


CHECK-IN PROCEDURE: Check-in BEGINS at 3:00 pm on date of arrival. Please understand that there may be unusual circumstances that prevent the property you reserved from being ready by 3:00 pm. We ask for your patience, and suggest that you have alternate plans between 3:00 pm and 5:00 pm during our busiest season. Check in is at the RMI office, not the rental property.


LATE ARRIVALS: Please call our office for instructions on picking up the arrival packet containing your keys, codes, passes, and directions if you will arrive after our office has closed. We will be happy to make arrangements provided the rental balance is paid in full and we have a signed Rental Agreement on file. Failure to return a signed agreement or pay in full prior to you arrival may result in being denied access to the property.


CHECK-OUT PROCEDURES: Check-out time is 10:00 am on the day of departure. Please return all keys, plus any plastic parking permits, garage openers, and/or pool keys/passes/wristbands to the RMI office by the 10:00 am check-out time. DO NOT LEAVE KEYS IN THE PROPERTY. All Renters and belongings must be out of the property when the keys are returned, and there is a $50 charge for each and any item not returned to our office. If our office is closed when you check-out, simply drop your items in the “key drop” slot next to our front door. Upon advance approval, there may be an additional fee for a late check-out.


TO AVOID ADDITIONAL CLEANING CHARGES, please do the following before departure:


  1. Remove all food from refrigerator.
  2. Load dirty dishes into dishwasher and start the machine with the provided powder detergent packet.
  3. Leave furniture arranged as you found it.
  4. Put garbage in sturdy plastic garbage bags and put in the outside receptacle provided.
  5. Close and lock all windows and doors.
  6. Please leave the property neat and orderly.



WHAT TO BRING: The unit is prepared for your arrival with sheets on each bed (or a bagged set in the case of a sleeper sofa), a towel and washcloth for each person the unit officially sleeps, and a dish towel in the kitchen (there are no hand towels). Make sure to bring along your own personal beach/pool towels. You are also provided with a starter roll of toilet paper in each bathroom and a packet of dish detergent sufficient to run one load. ​You should plan to bring personal soaps, detergents, garbage bags, and paper products as no additional disposable items are provided. Rental rates do not include daily maid service or a change of linens, although you can add these services for a nominal fee by contacting the RMI office.


FURNISHINGS & EQUIPMENT: You are renting a privately owned home or condo. It has been decorated and equipped to satisfy the particular tastes and desires of the owner. Please be considerate of the belongings of the owner and to the people who will be renting the property after you, and ensure that you leave the property as you found it. We request that you do not rearrange the furniture, take any items outside that are part of the interior décor, or move any furnishings or kitchen items to another property. You will be charged if the housekeepers have to rearrange the furniture after your stay and/or if items need to be replaced.


Since the premises are privately owned, neither RMI nor the owner shall be responsible for any additional furnishings or other items that the renter brings to the property. Renter is to indemnify owner for any damages or costs to the premises, furnishings, equipment, and household items therein, which occur during renter’s occupancy excluding normal wear and tear.


Locked closets are maintained by homeowners for personal use. Please respect these areas. If owner’s closets are found to be broken into, there will be a charge for repairing the lock and replacing any missing items.


REPAIRS & REFUNDS: Our staff is here to make sure your vacation home is in the best condition that it can be. If you should discover otherwise, please report it to us immediately and we will correct it as quickly as possible; however no refunds will be given for appliance failure, temporary power outages, or other circumstances beyond our controlPlease do not wait until you are checking out to let us know about problems, as we no longer have the opportunity to rectify the situation. At times we must wait for parts or service. Please bear with us during these times. 


Renters will be responsible for paying for service calls for any air conditioner or refrigerator that is turned down so low by the Renter that it freezes up and requires maintenance. Leaving doors and windows open while the system is running will also cause the unit to freeze up. Warm products placed in an empty refrigerator will take time to come down to temperature. Please make sure to not alter the settings to speed up the process.


RMI and/or an authorized employee, vendor, or repairman may enter the premises during normal business hours for any purpose pertaining to repair, improvement, care, and management of the premises. We will try to notify you, if at all possible, as far in advance as possible of any entry.


PARKING: Most properties only allow parking for two vehicles. Additional vehicles will need to be parked in a public parking lot. Most complexes have parking permits that you will receive at check-in. There is a maximum of 2 permits per unit. Please make other arrangements for any excess vehicles. Please display the permits on your dashboard or rearview mirror at all times. RMI is not responsible for vehicles towed due to the lack of a parking permit.


While private homes may not require parking permits, they may have restrictions as to how many vehicles are permitted. Many complexes prohibit boats, trailers, jet-skis, motor homes, motorcycles, and buses. If traveling with any of these, please call RMI ahead of time to discuss other parking options.


AFTER-HOURS EMERGENCIES: There is an agent on call 24 hours a day for EMERGENCIES only. Non-emergencies will be noted and handled the following business day during office hours. The after-hours emergency number is 850-932-5376.


LOCK OUTS: If you lock yourself out of your property after office hours, you will need to call Ace Unlocks at 850-505-7545. You will be responsible for paying any applicable fees directly to Ace Unlocks at the time they come out. If you lock yourself out of your property during office hours, of course we will be happy to come let you in at no charge.


INTERNET & CABLE INFRINGEMENT NOTICE: Illegal downloading, posting, sharing, or transmitting copyrighted material, whether movies, music or other material, without the permission of the owner is illegal and shall be prosecuted to the fullest extent provided by law. The renter is responsible for his/her use of the internet and if there are any violations there are potential fines up to $250,000. RMI will cooperate with the authorities to the fullest extent in any case where violations are discovered. 


LONG DISTANCE CALLS: In rental properties that have phone service, there is a long distance block on the phones. You will need a calling card to make a long distance call from the property. Local calls and 800 calls are free. Please refer to the phone book in the property for the local calling area.


GRILLING: Management and fire codes prohibit charcoal or open fire grilling on or under decks, balconies or porches, or within ten feet of any structure. Please check property for designated grilling area, if allowed.


GARBAGE REMOVAL: Please place household trash in appropriate receptacles (trash chutes, dumpster, or covered outside containers provided). Check with the RMI office for applicable days of garbage removal.


ITEMS LEFT IN PROPERTY: RMI is not responsible for personal items left in a property. A $20 service charge plus shipping costs are required if you request RMI to pick up and mail the items back to you. Any items otherwise unclaimed will be considered abandoned five days following your departure.


PROPERTIES FOR SALE: In the event a property you are renting is listed for sale, we may find the need to show the property during your visit. We will make every effort to schedule the showing at a convenient time so we do not disturb your vacation.


SUBSTITUTION: When you confirm a reservation, a property will be assigned; however, no property request is guaranteed. We reserve the right to substitute comparable accommodations without notice or liability in the event of a sale of the rental property or if the property becomes unavailable. In these rare instances we will make every effort to notify you of the change as soon as possible, so be sure that we have the most accurate contact information when you make your reservation. You will be charged the current rate for the new property, and upon notification of change, given the opportunity to cancel without penalty should the new arrangements not be acceptable. After notification, the normal cancellation policy will once again apply. Properties may not be sublet.


INDEMNITY: RMI will not be liable for any damages to rental property of furnishings, nor for injuries resulting from any accident that may occur in or on the premises during the Renter’s occupancy. RMI will not be held responsible for acts of theft or vandalism or other damages to the Renter’s personal items left unattended.


RMI Vacations is the agent of the property owner and will be paid by the owner. All funds received by RMI Vacations may be placed in an interest bearing account on which the interest shall accrue to the benefit of RMI Vacations. We have made every effort to ensure that all information printed here is accurate, but cannot be held responsible for errors in printing or changes made by owners in furnishings and appliances. Prices and tax are subject to change.


 Thank you for vacationing with RMI!



Because anything can go wrong…

·         Hurricane

·         Flooding

·         Mandatory Evacuation

·         Job Loss

·         Appendicitis

·         Family Emergency

·         Uninhabitable Accommodations

Hurricanes, illnesses, and plenty more can spoil a vacation. Sun Trip Preserver vacation rental insurance provides the most complete protection the most complete protection for guests, homeowners, and vacation rental management companies.


Trip Cancellation
Trip Interruption
Maximum $100,000

Covered reasons include: Sickness, injury or death, Mandatory Evacuation, Inaccessibility, & Uninhabitability due to Hurricane. Involuntary termination of employment or transfer of employment, uninhabitability of principal place of residence, extension of school year.

Trip Delay
$750 ($200/day)

Coverage provides reimbursement for reasonable additional accommodations and travel expenses if you are delayed 12 hours or more due to carrier caused delay, inclement weather, strike, or natural disaster.

Emergency Accident & Sickness Medical Expense $25,000

Coverage provides for emergency medical treatment as a result of an accidental injury or sickness which occurs during the covered trip.

Emergency Medical Evacuation

Coverage provides for emergency transportation expenses to the nearest hospital by air or land ambulances and if insured is hospitalized more than 7 days, round trip economy airfare for a companion to visit.

Baggage Delay
$1000 ($200/day)

Coverage provides for emergency purchase of necessary personal effects if baggage is delayed more than 12 hours.
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Red Sky Travel Insurance c/o Arch Insurance
8601 LaSalle Road, Suite 102
Towson, MD  21286

Coverage is underwritten by Arch Insurance Company (a Missouri corporation, NAIC # 11150) with executive offices located in New York, NY. Not all insurance products or coverage are available in all jurisdictions. Coverage is subject to actual policy language.

For full policy details, please visit: