FAQs

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Frequently Asked Questions

Are there any special benefits or advantages for Sandestin® Rental Owners?

An on-site Manager on Duty (MOD), 365 days a year to handle after hour emergencies as well as guest and owner concerns. Sandestin Rental Management has experienced maintenance personnel on call 24/7 365 days a year to handle any emergency situation with a rental unit at any hour. Sandestin Rental Owners also have all of the Resort amenities that are extended to the Sandestin rental guests and more! To take advantage of these great amenities and discounts, Sandestin Rental Owners will be issued a Rental Owner ID card.  These exclusive benefits include discounts at Sandestin managed outlets including retail, golf [Links, Baytowne, Raven, & Burnt Pine], tennis, activities, food and beverage, preferred beach parking, transportation access, preferred front row beach seating, free bike rentals, kayaks, canoes and boogie boards.

How can I access my unit?

Ensuring security and privacy for our guests is paramount. If an owner wishes to access their unit when they do not have a reservation, the Rental Owner Relations Office is always happy to assist them by issuing a temporary key, providing the unit is unoccupied.

Can I personalize my unit?

Schedule C of the rental agreement outlines guidelines for unit furnishings.  Choices on furniture, fixtures and décor are ultimately up to the owner.  We do encourage the removal of sentimental décor items. If you would like to have these types of items when occupying your unit, please feel free to do so. Prior to your departure, simply store them in your owner's closet for their safety and to avoid potential disposal of items upon departure cleaning. Please call if you have any questions regarding this policy.

Can I place restrictions on my rental unit?

Owners can designate their unit to be "Pet Friendly" however, you'll have to check with your individual Association to see if your building is "pet friendly" or not. In most high-rise buildings the Association allows owners to have pets in their units, but not rental guests. The exception, of course, is for pets that assist individuals with disabilities. Please note that if an owner chooses to bring a pet during their stay and any additional cleaning, beyond the standard check-out clean is required, that owner will be charged accordingly. Sandestin strictly adheres to a non-smoking policy within all rental units.

Can I rent my unit myself while on the Sandestin® Rental Program?

The Sandestin® Rental Agreement does not allow for owners to rent their units themselves while participating on the Rental Program however; Rental Owners can purchase a VRBO listing for added exposure of their rental unit while adhering to the Sandestin® VRBO Guidelines. Sandestin® Rental Management retains the role of exclusive rental manager under the terms of the Agreement.

Can I set my own rates for my unit?

We are a large rental management company and part of our success comes from operating a dynamic reservations system. Our on-site Revenue Management team strictly focuses on maximizing revenue and increasing occupancy levels. Year after year, Sandestin® continues to drive the highest average daily rate in the panhandle by offering exceptional amenities to the guests that book through Sandestin®.

Can I, or my contractors, gain access to my unit if I don’t have a reservation?

In most cases, yes. Many owners need to access their units at various times to inspect it, change décor or retrieve items from their owner's closet. Also, homeowners often need outside contractors or vendors to access their unit. To gain access to your unit when you do not have a reservation, simply contact the Rental Owner Relations Office to see if your unit is occupied. Our policy is not to disturb guests whenever possible. If your unit is unoccupied, a Rental Representative will be happy to issue a temporary key, which will provide access to your unit. However, if your contractors or vendors need a significant amount of time in the unit, please contact your rental manager to schedule a maintenance block in order to accommodate the work needed.

How do I find out if my home is being used?

If you would like to find out if your home is being used, or when it may be available for you to come and visit your Sandestin home, simply click on the Calendar/Reservations tab on the left side of website. Select the unit you wish to make a reservation for, and then click the Make New Reservation. Enter your phone number, and add select from the options provided to give the details of the reservation (ie. Owner, Friend of Owner, who pays departure and incidentals, etc.). You can also add any special notes or requests in the Notes section. From the calendar select the days from the period you wish to reserve and click the Add Reservations button. This will generate a reservation request to the Rental Owner Relations Administrator. You will receive a confirmation via email once your reservation has been confirmed.

How does Housekeeping work?

Since housekeeping and maintenance of the Units are such an integral part of the guest (and owner) experience, we devote substantial management time to quality control. We perform inspections by trained supervisors to ensure that the quality of cleaning and unit presentation meet the highest service level standards. For our group rental guests, daily housekeeping services are included in each rental. Departure cleans are paid for by rental guests.

How does Sandestin® Rental Management decide which units are rented first?

When a guest calls and requests a particular size, location, feature, view or type of unit, we will do everything possible to fulfill our guest's needs as best we can. When a guest calls and has no particular request, our sophisticated property management system, distributes rentals on a fair and equitable basis utilizing unit rating and current recognized revenue to owner to decide which unit is rented first.

How is damage or theft in my unit handled?

Sandestin® has developed a very detailed housekeeping inspection process to protect your assets. After room attendants clean, trained "quality control" inspectors ensure cleaning standards are met and check for any damages. If any damage/theft should occur within a unit, Sandestin® will endeavor to attach the damage/theft to the guest who caused it, and charge them accordingly. If the damage cannot be charged to a specific guest, Sandestin® will accept responsibility for up to $750 of damage.

How much is the Management Fee and what does it include?

Our Management Fee is 35% (25% for Luau, Westwinds, and Beachside Towers) of the adjusted gross unit revenue which includes: Front Desk with a fully uniformed staff, 24 hours a day. Guest Services staff providing concierge and bell service to our guests. On-site Rental Management, Revenue Management, Reservation Call Center, Housekeeping and Maintenance Staff. Packaging of our rooms with a variety of activities to help drive occupancy. Group Sales, Marketing and Public Relations team driving occupancy in our rental units. This includes a full-time sales staff in conferences/meetings, international and national destination sales, groups, and of course transient lodging sales. Visibility on Online Travel Agency (OTA) Sites like Expedia, Travelocity, etc. Minimal restrictions on owner usage. Resort Wide Transportation System.  The real differentiation of our rental management service is our marketing. Because of our marketing, we have the ability to fill the traditionally slower "shoulder" seasons of Spring and Fall with group business.

How often can I use my unit? Are there any restrictions? What is the booking policy?

As far as Sandestin® is concerned, the Owner can use the Unit as much as he/she wants so long as owner use and maintenance do not exceed 6 months of the year and/or 5 weeks of the peak season (Memorial Day through Labor Day), that being said, we are very flexible and will strive to accommodate.  There is a very detailed explanation of Owner use in our Rental Management Agreement. We suggest at least 30 days’ notice prior to booking an owner reservation to request dates and suggest a 3 month notice for Holidays and Special events/occasions since the booking window on these specialty dates is much longer. Simply fill out the request for owner or friend of owner reservation on the owner’s website or contact Faith Stetson, Administrator at 850.267.7565, rentals@sandestin.com for assistance. If you would like to make a reservation with late notice, you can personally phone in a reservation to our Reservations department or your Rental Management team. We will do our best to fulfill an owner request, however if there is an unmovable reservation we will not be able to accommodate your use of the unit. You must understand owner occupancy reduces the overall opportunity for revenue and is even more dramatic during peak occupancy periods. This should be considered whenever contemplating personal use of the Unit.  

How often do I receive statements for my unit?

Our Accounting Department is responsible for recording reservations, income and expenses for each unit. An itemized rental statement will be posted on our rental owner website by the 15th of the month following the statement month. For example, January's statement will be posted by the 15th of February. Direct deposit is required for all units on the rental program.

How often will my unit be rented?

We cannot predict revenues, however, we can give figures based on historical data from units that have been, and continue to be, on the Sandestin® Rental Program. The efforts in marketing and sales to meeting planners, tour operators, travel wholesalers and travel groups support our goal to help drive occupancy by actively marketing to group business, winter guests and golf groups that are an excellent source of "shoulder season" bookings. Thus, rounding out occupancy throughout the year, especially during the quieter periods.

How will my unit fit into the existing Sandestin® Rental Management rental inventory?

New units signed up on the Sandestin® Rental Program will be treated and rented using the same parameters that apply to comparable unit types in our existing inventory. Unit Type is an internal code used to distinguish various sizes and types of units when they are "built" in our Reservations and Lodging Accounting software system. Your unit will "compete" equally for guest rentals with like rated units in our active inventory.

How will you be able to attract guests to stay with Sandestin® Rental Management?

Renting your unit through Sandestin® Rental Management offers significant competitive advantages. We are the exclusive in-resort rental manager at Sandestin® Golf and Beach Resort with access to group, conference, wholesale and travel business via our multi-million dollar strategic marketing programs targeting the U.S. and Canada. Our Reservations Department has systems in place linking it directly to a central call center ensuring 24-hour reservations coverage all year long. We have exclusive control of more than 68,000 square feet of conference, function and meeting facilities attracting year-round business to Sandestin®. Because Sandestin® is the resort operator; we are able to offer comprehensive packages and services to guests in addition to their accommodations.

If I need to take my unit out of the rental pool for renovations, what should I do?

First, contact the rental management team to remove your unit from rental rotation. This temporarily suspends the unit from rental for the period requested by the owner. Your rental team will then work with you and your contractors to provide keys to access your unit. When the rotation removal period has expired, the unit will be cleaned and prepared for the next reservation. These removal holds do not prevent any future reservations, forward of the selected dates, from being accepted thus the unit remains active for future bookings.

What costs will I be responsible for as an owner?

As an owner, you will be responsible for all of your utilities including electric, gas (if applicable), cable (which is paid through your Sandestin® Owner Association dues), and water. You are also responsible for all of your Association Dues, which may include an HOA/COA or COA (depending on whether your neighborhood association is a homeowner's association or a condominium owner's association), your Sandestin Owner's Association (SOA) and (BWNA included in Management Fee?) Amenity fees, travel agent commissions and credit card fees are removed from owner revenue after the commission split. Owners are responsible for furniture and appliance replacement, housekeeping fees for owner's stays, content insurance, non-routine maintenance, mortgage payments, normal wear and tear items, interior upgrades including painting and upholstery cleaning, property taxes, and owner use long distance fees.

What insurance, beyond what my association carries, do I need to participate in the rental program?

For your unit, liability insurance is needed and contents insurance is strongly recommended. In the Sandestin® Rental Agreement, there are specific instructions and minimum amounts described. Sandestin® asks that owners maintain a broad form of comprehensive public liability insurance of no less than one million dollars ($1,000,000) on their Unit. Sandestin® also recommends that owners maintain personal property insurance covering the contents of their Unit.

What is covered in the HOA/COA (Home/Condo Owner Association) fees? What is the difference between my HOA/COA and the SOA?

The Rental Management Company has absolutely no control or relationship with the HOA/COA and is governed by a separate Agreement between a Property Manager (not Rental Manager) and the HOA/COA. The annual budget and levels of service are decided on by the HOA/COA at regular and annual meetings. All homeowners are responsible to pay their fair share of these fees, which represent the overall costs of operating and maintaining your neighborhood or building, whether they are participating in a rental program or not. HOA/COA fees should cover some utilities, landscaping, garbage removal, pool and Jacuzzi maintenance, elevator maintenance, reserve fund, administrative (legal, accounting, Management), insurance, common area utilities, and common area property taxes. A detailed account and list of these items can be found in your neighborhood documents. The SOA (Sandestin Owner's Association) is a third party organization independent of Sandestin® Golf and Beach Resort, maintaining the security, roadways, landscaping and lakes on behalf of Sandestin® property owners. The monies collected do not revert back to the operation of the resort. In fact, Sandestin® Golf and Beach Resort is the second largest contributor to the SOA based on assessments for commercial space, golf courses, tennis courts, swimming pools, and the undeveloped company owned parcels and lots.

What rates will be charged to rent my unit?

Our proposed rate structure is determined annually each year. In order to achieve the highest occupancy percentages, average daily rates, and to secure the best overall rentals, a variety of pricing options are available to transient, wholesale, travel agents, tour operators, corporate and leisure travel groups and other guests. A group of resort sales professionals meet weekly to review the current market trends and adjust pricing to be competitive as needed. Sandestin® will use its best pricing judgment in an effort to secure consistent levels of occupancy. The mix of types of rentals or guests will affect the overall nightly rate. The Revenue Management Team strives to maximize revenue for all parties.

When do I receive my monthly direct deposit?

Direct deposits are made on the 15th of each month. If the 15th falls on a weekend, you will receive your deposit the preceding Friday or the following Monday. If you do not receive your direct deposit by the 15th or have any questions regarding your statement please call or email Jan Outzen, Owner Accounting Manager at 850.267.6805, janoutzen@sandestin.com so we can resolve the issue and process your payment.

Who is my contact when I need assistance with issues relating to my unit?

The Rental Owner Relations Office is staffed with customer service professionals with facilities and resources specifically designed to cater to the need of our rental owners. This office serves as a liaison with the various Sandestin® departments involved in the rental management, cleaning and upkeep of units on behalf of the homeowners.

Why Sandestin® Rental Management?

A partnership with Sandestin® Rental Management means that you have chosen a quality experience that not only provides the highest return but also protects your asset. This is what sets Sandestin® apart from any other rental management company. We invest in the resources necessary to build occupancy in the shoulder seasons. Sandestin® showcases 68,000 square feet of state-of-the-art meeting space as well as a full-time professional group sales/conference services team that allow  us to attract group business to the resort. Our established clientele is willing to pay a higher premium for the level of service and quality experience they receive at Sandestin®. These two factors equal a higher return to our rental owners at the end of the year. In addition, Sandestin® Rental Owners along with their family receive exclusive benefits and amenities throughout the resort to enjoy during their time here at Sandestin®.

 

For information about the Sandestin Rental Program, please contact our sales team at rentalinfo@sandestin.com or 850.267.4388.