Sand 'N Sea Properties Rental Policies
Sand `N Sea works hard to ensure everything in your vacation property works properly, that it is clean upon your arrival, and that you have everything you need. We want to make sure that you have the best vacation experience possible; so be sure to let us know if we can help with anything!
- Reservations and Payments
- Security Deposit
- Guest Loyalty Program
- Cancellations, Substitutions, and Refunds
- Hurricane & Mandatory Evacuation Policy
- Travel Insurance
- Choosing Your Vacation Rental
- Property Policies
- Holidays & Peak Season
- Basic Guest Information
- Telephones, Faxes, Internet Access & Mail
Reservations and Payments
Easy Reservation Process
- Reserve your house online, on the phone or at the office.
- Receive contract: the leaseholder will receive an email with log-in information for our online portal, GuestWeb.
- Review and Submit: securely e-sign your Rental Contract, and complete Guest Registration forms, and make secure payments online using GuestWeb.
- Receive a deposit confirmation. Once the contract and the payment have been processed, a deposit confirmation will be emailed to the leaseholder within GuestWeb. You can also check the status of your reservation by using GuestWeb.
Your reservation is not confirmed until we approve your signed documents and your payment has been processed.
Reservations Made Outside of 30 Days of Arrival
If your arrival date is more than 30 days from the date of the booking, your signed contract and advance payment (approximately 50% of the rental fee, plus the non-refundable reservation fee, and optional Travel Insurance premium) must be received within three days of the booking date; otherwise your reservation will be cancelled.
The remaining balance is due 30 days prior to your arrival. You will receive an email reminder and the balance may be paid online through GuestWeb by credit card (Visa & MasterCard accepted), by cash in our office, or by mailing a money order or cashier's check to our office. If you plan on paying the remaining balance with a personal or company check, please be sure to submit your payment to our office 45 days prior to your arrival date. E-checks are accepted on GuestWeb 60+ days prior to your arrival date. There is a $50 fee for all returned checks.
Reservations Made Fewer Than 30 Days Before Arrival
If your reservation is made fewer than 30 days before your arrival date, your reservation must be paid in full within 24 hours of making your reservation – either by using a credit card online, or in our office by cash, money order, cashier's check, or credit card. Checks are not accepted for reservations made fewer than 30 days before arrival.
A refundable, cash security deposit is required for all April and May rentals, as well as some holidays and special events. At any time, at the broker's discretion, a cash security deposit may be required. Security deposits must be paid in CASH, money order or cashier's check at check-in. No exceptions. Refunds will be processed within 15 days of departure. There will be a $50 fee for reissuing lost security deposit checks.
No hidden fees! The rental fee includes all cleaning and linens, applicable taxes and fees, as well as a non-refundable $50 reservation fee. Travel Insurance is optional, but recommended.
The leaseholder is responsible for payment, deposits, property damages and all responsibilities spelled out herein and in the Rental Contract. The leaseholder's primary residence address and email address will be used for all notices and correspondence. Please be sure to read your contract very carefully. Only the leaseholder is allowed to check in and receive keys.
Once you have entered into a contract to rent a property, you are binding yourself to that property for that time. There should be no expectation of compensation or relocation because you don't like the property or because something in the property isn't working to your satisfaction.
We will make every effort to correct any malfunctions or problems encountered, but refunds should not be expected.
Sand `N Sea Properties reserves the right to cancel a confirmed reservation (with good reason) at any time prior to the leaseholder taking occupancy of the property. In the event this should occur, Sand `N Sea Properties will refund all monies on account.
Guest Loyalty Program
Sand `N Sea's Guest Loyalty Program is simple. Every paid night in a Sand `N Sea beach house earns 180 points. Once you've accumulated 5,000 points, you can redeem them for a free two-night stay in one of Sand `N Sea's Galveston vacation homes during mid or low season (excluding holidays and special events).
Guest Loyalty Terms and Conditions:
- Free, two-night reward stays may be redeemed during mid and low seasons only.
- Holidays and special event weekends (such as Lone Star Rally) are not available for reward stays.
- Reward stays can be enjoyed as a free two-night stay or as a free two-night addition to a paid stay.
- Guests are limited to a single two-night reward stay per calendar year.
- Beach Club points are not accrued during Winter Texan rentals.
- Reward reservations must be booked at least seven days in advance of the desired check-in date.
- Guests may request a vacation home they have stayed at before. Sand `N Sea will make every attempt to accommodate requests; however, house selection is based on availability and is at the discretion of Sand `N Sea Properties. Please note: reward stays cannot be redeemed in properties that have a minimum rental requirement of more than 2 nights, year-round.
- The two-night stay includes linens, taxes and all standard fees. Pet fees (if applicable) are not included.
- Sand `N Sea's cancellation policy applies to all reward reservations. No changes can be made to your reward reservation within 30 days of your arrival.
These Terms and Conditions are subject to change.
Cancellations, Substitutions, and Refunds
Cancellations 30 or More Days Before Date of Arrival
A full refund will be issued, minus a Cancellation Fee ($50), Non-Refundable Reservation Fee plus tax ($57.50), and Travel Insurance premium, if taken.
Cancellations Fewer Than 30 Days Before Date of Arrival
If Sand `N Sea is able to re-rent the property for the same time period, a full refund will be issued, minus a Cancellation Fee ($50), Non-Refundable Reservation Fee plus tax ($57.50), and Travel Insurance premium, if taken.
Sorry, but Sand `N Sea is not able to transfer your reservation to an alternative date. If you purchased Travel Insurance, please see the "Travel Insurance" section below.
Cancellations Advance Reservation
The $100 advance reservation fee is refundable only if the owner chooses to reserve the dates you selected or if the property is removed from the Sand `N Sea rental program. This fee will not be applied to the rental rate or any other fees charged by Sand `N Sea Properties.
Once your reservation is confirmed (when the payment, signed Rental Contract, and completed Guest Registration forms are submitted), any cancellations, changes of dates, or switching of properties will invoke the cancellation policy.
Refunds will be issued to the leaseholder within 30 days of the date of cancellation and in the same form as payment was received.
If the property you have booked is removed from the rental program, sold, or if extraordinary circumstances render the property uninhabitable, Sand `N Sea reserves the right to substitute a comparable property. If comparable accommodations are not available, then guests may choose from available properties at the current rates or receive a full refund.
We apologize, but Sand `N Sea cannot predict construction plans in the area. You may reserve a house at a time when there is no construction, but it could begin prior to your arrival. We will talk with the contractors, but we cannot make any promises. We regret any inconvenience that may result. We have no control over these situations and are not able to facilitate relocations or refunds.
Hurricane & Mandatory Evacuation Policy
Sand `N Sea Properties does not offer refunds in the event of a mandatory hurricane evacuation nor will Sand `N Sea transfer the reservation to alternative dates in the case of an evacuation – whether voluntary or mandatory.
In the event of an ordered evacuation due to hurricanes or other storms, you are required by state law to evacuate the property. If you have declined trip cancellation insurance, you shall not be entitled to a refund by Sand `N Sea. Refunds for the period of mandatory evacuation will be made solely by the travel insurance provider, provided the Guest has purchased optional trip cancellation insurance. Refunds and coverage issues will be processed and determined solely by the travel insurance provider. Refer to the trip cancellation policy or contact the travel insurance provider directly for specific information and/or refund procedures. If you leave due to "Storm Warnings" or "Voluntary Evacuation," Sand `N Sea will not issue refunds. Sand `N Sea will not issue refunds in part or in full for inclement weather. (See "Travel Insurance" section below for details).
We strongly recommend that Guests purchase travel insurance for stays occurring during hurricane season - June 1 through November 30. Please see the "Travel Insurance" section below for details.
OFFICIAL NOTIFICATION: By signing the Rental Contract, each Guest acknowledges being offered insurance to compensate the Guest for losses or damages resulting from loss of use of the property due to a mandatory evacuation order. If the Guest refuses said offer to purchase travel insurance, the Guest shall not be entitled to a refund of monies paid. The Guest also agrees to comply with all orders of evacuation.
Things happen! Unforeseen circumstances such as sudden illnesses, job loss, deaths, or hurricanes do occur.
Travel Insurance is offered to help protect your vacation investment. This insurance is optional, but we recommend it so that you may be financially reimbursed in case of unforeseen events.
All Guests will receive an email outlining the travel insurance along with the Rental Contract and Guest Registration forms. Travel Insurance premiums are non-taxable and are non-refundable under any circumstances.
For questions concerning Red Sky's Sun Trip Preserver Plan coverage or to file a claim, contact Arch Insurance Services:
- Phone: 866.889.7409
- Email: email@example.com
- Website: suntrippreserver.com
Choosing Your Vacation Rental
Our rental properties are all individually owned and reflect the taste of the owners. They vary in size, décor, and amenities; guest reviews, pictures and floor plans are on our website. Our Reservationists know each of the properties and will be able to answer questions and assist you in finding the perfect vacation home!
Viewing Rental Properties
For rentals of seven nights or more, we'll be happy to show you up to three properties (per reservation) as long as they are not occupied and a Reservationist is available to accompany you. Appointments are required and can be scheduled by calling our office. We are unable to show properties during inclement weather.
Locations of our properties vary. Our Reservationists can answer specific questions regarding subdivisions, views or beach access.
Beachfront: there is nothing between the property and the Gulf, except a dune, a dune crossover, or sand.
Beachside: the property is on the Gulf side (south) of FM 3005. You may or may not have a view of the Gulf. Your walk to the beach could be as little as 20 yards or up to four blocks, depending upon the location of the property.
Canal/Bay: the property is located either on a canal or on Galveston Bay, north of FM 3005.
Pet Friendly Properties
- Two small dogs (each under 20 lbs.) or one medium dog (40-60 lbs.) are allowed.
- A $150 non-refundable pet fee will be added to each reservation in a pet friendly property.
- Repair and/or cleaning fees will be charged if a pet damages or soils a property.
- View our list of pet friendly properties.
Sorry, cats are not allowed at any of our beach houses.
All of our properties feature standard household items including cable or satellite TV, central air/heat, microwave, coffee maker, toaster, pots and pans, dishes, utensils and glassware. Some houses have telephones; ask your Reservationist. Contact our office to report broken or missing items, many of these items are kept in our inventory and can be replaced during your stay.
Unique and specific equipment and/or amenities for each property are listed in the individual property descriptions located on our website. Hot tubs, additional TVs, VCRs, DVDs, deck furniture, dock access, recreational games and equipment, and similar items are furnished as a courtesy by the owner and are not guaranteed by Sand `N Sea.
NOTE: Every effort has been made to ensure the accuracy of the property information on our website and brochure; however, it is not guaranteed. It is subject to errors, omissions, change of price, change of property contents and/or features, or withdrawal without notice.
Swimming Pools, Fishing Piers, Golf & Tennis
JAMAICA BEACH POOL: The Jamaica Beach pool is open to the general public and charges a fee, per person, per day (children 6 & under are free). There are shower and bathroom facilities on-site and a lifeguard is on duty except when otherwise posted. Outside food and drinks are allowed, but glass containers and alcohol are not permitted.
Some subdivisions have pools, and the opening and closing dates vary at the subdivision's discretion. These subdivisions, such as Sea Isle, charge a fee for a pool pass and/or fishing-pier key. This information is subject to change.
Subdivisions restrict use of their amenities to guests staying in that subdivision. Ask your Reservationist for up-to-date information regarding rates and pool availability in your property's neighborhood.
EFFECTIVE JANUARY 1, 2018: The Galveston Country Club is no longer available for use by vacation rental guests.
Each property will be supplied with the appropriate amount of sheets and towels based on the property's occupancy, so everything will be ready for you to kick off your shoes and relax! A bath towel, hand towel and wash cloth will be furnished for each guest. There will also be two kitchen towels and pot holders.
Standard beds will be made up with linens and bedspreads. Bunk beds, sleeper sofas or trundle beds will not be made; however, linens will be supplied for each of these beds.
We now have beach towels available to rent, ask a Reservationist for details.
In order to avoid additional charges, please be sure that all linens remain in the property when you leave.
Sand `N Sea works very hard to maintain a quiet atmosphere for the enjoyment of our guests and our Galveston neighbors.
All guests must comply with the following policies and all subdivision restrictions.
GARM Guest Agreement
Sand `N Sea is a founding member of the Galveston Association of Rental Managers (GARM).
All GARM members require their guests to sign a Guest Agreement which outlines all local, subdivision and property management company rules.
The GARM Guest Agreement will be included in your Rental Contract, Guest Registration forms and travel insurance information.
The maximum number of guests allowed in each property is listed on our website and on your Rental Contract. All guests and their vehicles must be listed on the Guest Registration form. Exceptions are made only for children under the age of two.
Parties & Gatherings
We rent only to family groups and responsible adults older than 25 years of age; adults cannot rent properties on behalf of underage guests.
Occasions such as parties, weddings, receptions, company gatherings or picnics are not allowed. We do not rent to prom groups, school or graduation groups, fraternities or sororities, or youth groups with or without adult supervision.
Any use of the property for purposes other than family vacations must be addressed with your Reservationist when booking the reservation.
All Sand `N Sea vacation properties are non-smoking. Violation of the smoking policy will result in eviction and forfeiture of all monies. In addition, the guest will be charged a minimum of $300 for the additional cleaning of the property.
Firearms Policy: No Openly Carried Firearms
The safety and security of our guests and associates is of utmost importance. Sand `N Sea’s policy is designed for the protection of our guests and associates, and pertains to the presence of firearms on company premises.
Sand `N Sea prohibits any person from openly carrying any firearm in an unconcealed (open) manner onto the premises. This policy applies to all firearms, regardless of whether the firearm is a handgun or a long-barreled gun.
Guests or visitors who are lawfully permitted to possess a firearm may bring such firearm onto the premises only in a concealed manner.
Guests who fail to abide by this policy may be asked to leave Sand `N Sea premises.
An exception to the restrictions described in this policy statement applies to law enforcement officers and designated military personnel, who are on-duty and required to carry firearms in the performance of their duties. No exemption to this policy is provided for private persons; even for those persons otherwise licensed and permitted to carry a firearm openly under state law.
We have a number of pet friendly properties available for rental; please contact a Reservationist for assistance finding a pet friendly home or view all our pet friendly properties. Guests will be subject to eviction without refund if pets are found at a property that does not allow pets. Sorry, cats are not allowed at any of our beach houses.
Sand ‘N Sea Properties and the property owner assume no responsibility for illness or injury that may occur to your dog(s) while on the premises, or for any action taken against your dog(s) or dog owner by third parties.
Sand `N Sea welcomes and accommodates service dogs meeting ADAguidelines, which includes "a dog that has been individually trained to do work or perform tasks for an individual with a disability". Service animals are allowed to stay in any Sand `N Sea vacation home and the pet fee is waived.
For guests traveling with a "comfort" dog (one that has not been trained for a specific task for a person with a disability), Sand `N Sea has over 50 pet friendly properties to choose from! Call today or view pet friendly properties online.
To help preserve the quality of life on West Galveston Island, most subdivisions allow a maximum of four cars at each property. Parking is not allowed on streets, lawn areas, or dunes. Parked cars may not impede emergency vehicle access at any time. Additional cars may be parked at the Sand `N Sea office. Check with your Reservationist about parking restrictions for your specific vacation property.
RVs, campers, and trailers are not permitted on the grounds of any property at any time.
Non-compliance with the Rental Contract, rental policies, occupancy rules, subdivision restrictions, GARM Guest Agreement, or pet policies – as well as any illegal activity or conduct creating a nuisance, waste, hazard, or disturbance – are each grounds for immediate eviction without refund.
Sand `N Sea reserves the right to refuse service to anyone: All rental properties are leased without regard to race, color, religion, sex, national origin, handicap or sexual orientation.
Owner Closets & Garages
Most homes have locked owner's closets or cupboards for the owners' personal items. Also, garages are locked and are not available for guest use. Please respect these areas and do not attempt to open them.
Lost & Found
Sand `N Sea cannot be responsible for items left behind in properties. Every attempt will be made to locate lost items, when the property is unoccupied, but there is no guarantee that they will be found.
Check your property carefully before leaving. Items not claimed within 10 days will be donated to a local charity.
With the exception of pet damage, the leaseholder will not be responsible for the first $1,500 of accidental damage to the property or its contents caused by the guest, the guest's family, or invited guests.
However, the leaseholder will be responsible for any such accidental damages in excess of $1,500 and for all damage or loss to the vacation property and its contents that is not the result of accidental damage.
Accidental damage is defined as unintentional damage from unforeseen accidents; it does not include loss or damage resulting from intentional acts, gross negligence, willful and wanton conduct, or damage or loss caused by a pet or other animal brought onto the premises by the leaseholder, the leaseholder's family, or invited guests.
If damage occurs during your stay, be sure to call the office right away so we can address it.
Maintenance & Emergencies
All equipment in each property should be in working order when you check in, but things do break down unexpectedly! Please report any inoperative equipment or problems to the office immediately so we can take care of it for you. Sand `N Sea has a terrific maintenance staff which is available seven days a week to take care of everything from routine maintenance to plumbing problems. We will make every effort to eliminate any problems, replace a broken or missing item, or have repairs made as soon as possible.
You will receive our after-hours emergency telephone number at check-in. For non-emergency issues, contact the office during office hours (9:00 a.m. – 5:00 p.m. daily).
Sand `N Sea cannot be held accountable for problems we are not made aware of, so please notify the office of housekeeping or mechanical failures as they occur. Maintenance problems will not be addressed at check-out or after you return home.
Reduction of rent - for any mechanical failure of air conditioners, elevators, dishwashers, refrigerators, washers, dryers, cable or satellite TV, internet access, televisions, VCRs, DVD players, swimming pools or any other appliances or amenities, should not be expected.
Elevator operation cannot be guaranteed. Every effort will be made to facilitate a timely repair, if necessary.
If the home you rented has a private hot tub that has a mechanical issue, you will be refunded $25 per 24 hours that the hot tub is not in working condition.
Sand `N Sea's goal is to provide you with clean accommodations and we work hard to make sure that your house is ready for your stay. Upon check-in, please call the office immediately if the house is not cleaned to your satisfaction. Our housekeeping department will correct the problem in a timely and professional manner. Sand `N Sea cannot be held accountable for problems we are not made aware of. Housekeeping problems will not be addressed at check-out or after you return home.
Holidays & Peak Season
During peak season (June 2 – August 14, 2017) a minimum seven-night stay is required.
Shorter Summer Stays
Last minute shorter summer stays are usually available during peak season. Visit Shorter Summer Stays to see which properties are available.
Holidays and Peak Season
The following holidays require minimum night stays:
7 night minimum
3 night minimum
7 night minimum
3 night minimum
4 night minimum
3 night minimum
3 night minimum
The Sand `N Sea office is closed, and arrivals are not available, on Easter, Labor Day, Thanksgiving Day, Christmas Eve, Christmas Day, and New Year's Day.
With the exception of major holidays and peak season rentals, Guests may arrive on any day. However, Saturday check-ins are not honored during the months of April and May.
Check-in is either Monday or Friday (any time after 4:00 p.m. and before 6:00 p.m.) or Saturday (any time after 3:00 p.m. and before 5:00 p.m.) depending on the location of the house.
Low & Mid Seasons
During low and mid seasons, check-in is any time after 3:00 p.m. and before 5:00 p.m. Arrival times may be more flexible, based upon availability. You will receive a call the day before your arrival to let you know if an earlier check-in is possible. The office closes at 5:00 p.m.
Sorry, but keys cannot be left out for late arrivals for the security of our homes and our Guests. If you cannot avoid a late arrival, call to see if a late check-in (up until 8:00 p.m.) is possible.
Please don't pressure our staff to allow you to go to your property before your check-in time. There's plenty to do while you wait – enjoy our beaches, take a walk on the seawall or visit a local attraction. Sometimes, it may be necessary to delay check-in, but that is extremely rare.
If a property becomes ready for early check-in, Sand `N Sea will contact you via phone. Under no circumstances should guests go directly to, or enter their vacation property before check-in.
Check-out time is before 10:00 a.m. Sorry, but no exceptions! We need to get busy preparing for the next Guest. Drop the keys at the office and let us know how much fun you had during your stay!
Basic Guest Information
Preparing for Your Vacation - What to Bring
For the Home
Paper and kitchen products (toilet paper, paper towels, coffee filters, plastic wrap, aluminum foil, trash bags), cleaning supplies (dishwasher soap, dishwashing liquid, laundry detergent), non-perishable food items (condiments, sugar, spices), personal hygiene supplies (soap, shampoo, etc.), grilling equipment (charcoal and lighter fluid). We place a roll of toilet paper in each bathroom and one trash bag in the kitchen; be sure to bring additional supplies of both.
For the Beach
Cooler, hats, beach umbrella, beach chairs, beach towels, sun block, aloe vera, mosquito repellent, beach toys for the kids, etc.
Items like beach equipment, high chairs, cribs, and rollaway beds are available through local vendors. We'll be happy to refer you to them; call our office for details.
Telephones, Faxes, Internet Access & Mail
FedEx or UPS Packages
YOUR NAME, HOUSE NAME, Sand `N Sea Properties, 13706 FM 3005 Galveston, TX 77554.
YOUR NAME, HOUSE NAME, Sand `N Sea Properties, 4127 Pirates Beach, Galveston, TX 77554.
409.737.5168 - make sure that your name and house name are on any incoming faxes.
Retrieving Mail, Packages and Faxes
During office hours: 9:00 a.m. - 5:00 p.m. daily
Checking Email/Printing Boarding Passes/ Office WiFi
There is a computer in our lobby which is available for guest use during office hours. Free WiFi is also available in the office.
Errors & Omissions
Every effort has been made to provide accurate and complete information in both our printed material and on our website; however, Sand `N Sea is not responsible for printing errors, omissions, equipment failure, changes in amenities or furnishings made by homeowners, or changes in views, neighborhoods or beach access.
Sand `N Sea Properties, L.L.C., a limited liability company d/b/a Sand `N Sea Properties, is acting solely in the capacity as management agent and is not the "Landlord" for purposes of Chapter 92 of the Texas Property Code with respect to the rental of any vacation home. Each rental of a vacation home is at will and on a day-to-day basis, and each Guest agrees that only one days' notice to vacate is required pursuant to Chapter 24 of the Texas Property Code, and that no notice to terminate the Guest's tenancy with respect to any vacation home is required pursuant to Chapter 91 of the Texas Property Code. To the fullest extent allowed by law, each Guest waives any notice or other requirement that a "Landlord" is required to provide to a "Tenant" under Chapter 92 of the Texas Property Code.
The rental of each vacation home is made with no implied warranties of merchantability, habitability, fitness for a particular purpose, or any other kind and each vacation home is rented in its present condition, "as is – with all faults."
Subject to the prior provisions in these Rental Policies regarding accidental damage to the house and its contents, Guest shall protect, defend, indemnify, and hold harmless Sand `N Sea Properties and the owner of the house, their employees, agents, and representatives, and all of their successors and assigns (together, the "covered parties), from and against any and all losses, claims, damages, liabilities, causes of action, costs, and expenses (including reasonable attorneys' fees) for personal injury or property damage arising from or in connection with Guest's right of access to the house and property, occupation or condition of the house and property, and/or use of the house and property, and regardless of any negligence or strict liability on the part of any of the covered parties and regardless of the form of claim whether at common law, strict liability, negligence, or under any statute or regulation.
Sand `N Sea Properties does not discriminate with respect to the rental of vacation homes based on race, color, religion, sex, familial status, national origin or disability.
These Rental Policies and the rental contract constitute the entire agreement regarding the rental of the vacation home and, unless incorporated herein and therein, there are no other oral representations, warranties, agreements, or promises pertaining to the rental of the vacation home. All these matters shall be construed in accordance with the laws of the State of Texas, and exclusive venue with respect thereto is in the State Courts of Galveston County, Texas.
The terms and provisions of these Rental Policies may be revised and amended at any time, and from time to time, by Sand `N Sea Properties, and if so revised and amended and furnished to the Guest prior to the Guest's occupancy of the vacation home, they shall for all purposes be considered effective and binding upon the Guest, as so revised and amended.
Sand `N Sea rental policies change from time to time. The most current version is found on our website, sandnsea.com, and is also provided to you with your Rental Contract.
PRICES, TAXES & FURNISHINGS ARE SUBJECT TO CHANGE WITHOUT NOTICE.