Policies, Terms and Conditions
Welcome to Dunes of Panama Management & Vacation Rentals
Thank you for choosing Dunes of Panama for your getaway! We are delighted to have you as our guest and are committed to making your stay safe, enjoyable, and relaxing. This guide provides important information about our property, amenities, and policies to help you get the most out of your visit.
Property & Emergency Contacts
Dunes of Panama Management Association and Vacation Rental Office
7205 Thomas Drive, Building “C”, Panama City Beach, FL 32408
Phone: 850-234-8839 | 1-800-874-2412
Front Gate & Property Roaming Patrol:
• Location: Property Entrance Gate
• Gate: 850-234-7430 | Rover: 850-867-8845
• Available after office hours for assistance.
Police (non-emergency): 850-233-5010
Emergency: 911
Property – If someone is disturbing your stay or affecting your comfort, please contact any of the above numbers.
On Beach – The beach is patrolled by local police and large congregations or parties are not allowed.
Age Requirements
• We require two people 25 years of age or older
• Guests under 25 years of age are prohibited unless accompanied by a parent or legal guardian.
• Reservations under false pretense will be subject to forfeiture of advance payment and / or money and the party will not be able to check in. • Eviction rules apply should accompany parent/legal guardian leave property, and occupants unsupervised and/or occupants display undesiable behavior that may cause harm to others, damage to property or disturb the peace and comfort of others.
Cancellation, Changes to Reservation dates, Refunds
Daily/Weekly Reservations
• If you cancel at least 60 days prior to your arrival date, the registration fee of $50 plus tax ($56) will be forfeited (Convenience fee is also non – refundable).
• If you cancel or adjust your reservation dates within 31 -59 days prior to your arrival date, you lose/forfeit your deposit of $560 (Convenience fee is also non-refundable).
• If you cancel or change your dates within 30 days of your arrival date, the entire reservation amount is forfeited. Sorry, no exceptions.
Monthly Stays
• 1 Month Stay – Guest has 90 days/3 months prior to arrival date to cancel and forfeit $56. If you cancel dates within 90 days / 3 months of arrival, then the entire deposit of $1056 is forfeited unless room is rebooked. 3% fee on all credit card transactions is also non-refundable.
• 2-3 Month Stays – Guest has 120 days / 4 months prior to arrival date to cancel and forfeit $56. If you cancel with the 120 days / 4 months of arrival. Then the entire deposit of $1056 is forfeited unless room is rebooked. 3% fee on all credit card transactions is also non -refundable.
• 4 or More Month Stays – Guest has 150 days / 5 months prior to arrival date to cancel and forfeit $56. If you cancel within 150 days / 5 months of arrival, then the entire deposit of $1056 is forfeited unless room is rebooked. 3% fee on all credit card transactions is also non -refundable.
Refunds/Weather Policy
• We do not refund for early departures, undesirable weather conditions, undesirable water conditions or tropical storms. We only refund unusable reservation dates due to Mandatory Hurricane evacuations placed into effect by Panama City Beach Police/Local Authorities.
Confirmation Accuracy
• On receipt of receiving your confirmation please review your confirmation for accurate arrival date and departure date as well as Policies Terms and Conditions. If any corrections are needed, please contact 1-800-874-2412 no later than the following day of receipt of confirmation. If we do not hear from you the confirmation is accepted as correct.
Minimum Stay
• During the Peak period of the majority of our two bedrooms require a one-week reservation (Saturday-Saturday); All three bedrooms reservations during Peak period require a one-week reservation (Saturday-Saturday). During the Fourth of July Holiday,
ALL unit types require a one-week reservation (Saturday-Saturday). Minimum night stay requirements are subject to change depending on availability.
Car Passes & Gate Entrance Entry
• Display Car Pass with unit number clearly visible on review mirror or face-up on vehicles car dash.
• Car passes with unit number not visible are not prohibited and vehicles are subject to being towed at the owner’s expense.
• Left lane: Guests and Vendors Entrance Lane; remain entering in Left Lane for the duration of your time with the Dunes of Panama
• Right lane: Owners with automatic gate decal Entrance Lane
• Unauthorized Vehicle or Vehicle without a pass or clearly visible unit number pass are subject to being towed at the owner’s expense
Parking
• 2-bedroom units: 2 cars max Peak Summer season (Between Memorial Day – Labor Day).
• 3-bedroom units: 3 cars max Peak Summer season (Between Memorial Day – Labor Day).
• All other times of the year advance approval for additional vehicles must be approved by Management in advance at a cost of $10 per day per vehicle over the maximum allowance.
• Absolutely no trailered vehicles, boats, jet skis, travel trailers, RV, rented scooters/slingshots/golf carts, etc. are allowed to enter and/or park on Dune of Panama property.
• We can recommend local storage areas in advance of your arrival for those that still wish to bring them.
• Trailered vehicles are allowed during Thunder Beach events.
• Display Car Pass with unit number clearly visible on review mirror or face-up on vehicles car dash.
• Unauthorized Vehicle will be towed at the owner’s expense.
• Vehicles without a pass or clearly visible unit number pass are subject to being towed at the owner’s expense.
• Covered parking spaces are privately owned. If you book a unit in B, C or D building that has a privately owned covered space with your unit number on it, you are allowed to utilize this space for one vehicle. Undercover parking is not guaranteed (owners’ vehicles, sales, etc.). Large extended vehicles that extend past the parking space into the walking path are required to park in the open parking lot for guest safety. Covered parking area must always remain clear for pass-through foot traffic, maintenance daily cleaning and the event of any rainstorm winds that can pick up suddenly on the Gulf. Storing beach equipment, floats, wagons, coolers, etc. is prohibited from being left in the covered parking spot. Items must be returned to your vehicle or placed inside
your unit. Walkways, Stairwells and Alcoves must also remain clear so these items cannot be left in these areas outside your unit for guest safety, emergency service personnel -EMS, Fire, Fire exiting and maintenance daily walkway cleaning. Items will be removed.
Parking Lot
• For the safety of all our guests we do not allow the following activities to take place in our parking lot/parking areas. Tailgating, skating, skateboarding, baseball or softball playing/practicing, corn hole or other activity games.
EV Charging
• Charging of EV vehicles is prohibited here at the Dunes of Panama. Nearest charging station is at Captain Andersons Restaurant located at 5551 North Lagoon Drive, Panama City, Fl 32408.
Check-in Location
• 7205 Thomas Drive Office “C” Panama City Beach, Florida 32408
Check-in Verification
• Registered guests please have your confirmation, driver’s license along with the credit card used for payment for the reservation (if paid with a credit card) ready for verification of age and identity at check-in at “C” Rental office or after-hours with Front Gate attendant.
Check-In
Check-In: 4:00 PM (CT)
• If room is ready before 4:00pm (CT) you will receive a text message to the cellphone number on file to notify you that your unit is clean/inspected and ready for you to come to “C” Rental office for your check-in.
• We ask our guests not to arrive at the property any sooner than 3pm (CT) during peak summer season to avoid waiting longer than one hour to check-in.
• Please be advised that repairs, routine maintenance, and cleaning are typically scheduled between 10:00am and 4:00pm (CT) whenever possible. However, in some cases, repairs may need to be completed during your occupancy. To ensure all units remain in excellent condition, work orders are not postponed due to occupancy.
• Notify the office if you will be arriving after hours or the following day. • Registered guests please have your confirmation, driver’s license along with the credit card used for payment for the reservation (if paid with a credit card) ready for
verification of age and identity at check-in at office or with after-hours Front Gate attendant.
• During Peak season, holidays or special events, please be advised there may be possible check-in delays after 4:00pm (CT).
• Cleaning is prioritized for arrivals that have booked directly through the Dunes of Panama Management and Vacation Rentals. During Peak Summer (Between Memorial Day – Labor Day) arrivals that are booked directly with the owner, such as owners’ guests, owners guest third party are last to be cleaned. Please expect possible check ins after 4:00pm (Between Memorial Day – Labor Day) so we highly recommend arriving at 4:00pm (CT) to avoid waiting longer than one hour to check-in.
Check-In Procedure:
• Upon arrival, inspect your unit and report any issue immediately upon your arrival to “C” Rental office 850-234-8839. Housekeeping or maintenance will respond promptly to correct the issues to ensure that everything is satisfactory.
• After hours Emergency, call 850-234-7430 and the Gate personnel will contact our on call maintenance to assist. For issues that are non-emergency issues will be reported on daily report by the Gate personnel and will be handled the following business morning by someone from the Housekeeping or Maintenance department staff will be at your door no later than 10am (CT) unless a different service time is requested.
During Your Stay:
• Ensure the unit (including balcony) receives reasonable cleaning during your stay i.e. sweeping, vacuuming, trash removal, washing of dishes etc.
Check-Out
Check-Out: 10:00 AM (CT)
• All units must be fully vacated by guests and their belongings by 10:00am (CT) sharp. • Late check-out fee: $175 if guests or belongings remain in unit after 10:00am (CT). • If checking out before the “C” Building rental office opens, please drop off arrival packet
envelope in the Dropbox located just outside “C” Building rental office entrance door. If you forget or prefer to check out and not drop off arrival packet envelope, please call 850-234-8839 when the office opens at 8:30am (CT) to inform us that you have departed.
Check-Out Procedure:
1. Empty all trash from the entire unit (to include the private balcony). Dispose trash in trash chute located on each floor.
2. Wash and put away all clean dishes.
3. Compile all towels and place them in the bathrooms.
4. Return furniture and other contents in the original location and condition. 5. Close all windows & sliding glass doors.
6. Do a final check throughout the unit for personal items (Closets, Drawers, W/D, Electrical outlets for telephone charges).
7. Return the A/C to 72° and auto mode.
8. Secure the unit: close & lock entry door.
9. Failure to comply with Check-out Procedures may result in a charge to the guest for Extensive Cleaning and time.
Balconies, Walkways, Stairwells & Safety
• Do not hang towels, flags, or banners on railings.
• No climbing, horseplay, or throwing items from balconies or walkways. • Walkways and Stairwells must always remain clear so storing beach equipment, floats, wagons, coolers, outside the unit’s entry door is not prohibited. This area must always remain clear for guest safety, Emergency service personnel -EMS, Fire, Fire exiting and maintenance daily walkway cleaning. Items left outside unit door will be removed. • If you see misconduct taking place on property, please contact us immediately 850-234- 8839, Front Gate 850-234-7430 or Roaming Patrol 850-867-8845.
• Violations are not tolerated and will be reported to authorities.
Warning: Leaving balcony doors open can create strong winds and cause damage. Guests are responsible for any damage.
Damage Waiver
• A non-refundable Damage waiver fee of $75 is required for all bookings. • The Damage waiver protects you and the contents of the unit for accidental/non intentional damage reported to the office up to $500 for damages.
• The Registered guest will be held responsible for any repairs/replacements that exceed $500.
• The Damage waiver does not cover damage such as smoking of any form in unit, pets in unit (see Smoking and Pet section), intentional damage, any linen, towels and/or inventory loss or stolen and for any excessive cleaning required (including furniture and carpets).
• The Damage waiver does not cover damage that occurs outside the unit (elevator damage caused by horseplay resulting in service outage and service calls, etc.) the Registered guest will be held liable for such damage and the cost of the repair caused by the Registrant, family or guest.
Accommodation & Amenities
Air Conditioning:
• Keep thermostat between 72–79° to prevent freezing or condensation.
• Do not leave doors open while A/C is running. Doing so causes excessive condensation to build up on flooring.
Appliances:
• Only operate washing machines and dishwashers while present.
• Keep washing machine doors open when not in use to avoid odors.
• Ice maker: Ice makers are emptied, push bar down upon arrival.
• Refrigerator: Do not set to maximum setting; allow time for cooling.
Door Locks:
• You will receive your keyless entry door code at check-in.
Door Lock Issues:
• If you should have a lock issue, please contact Dunes of Panama Management and Vacation Rentals “C” office during office hours 850-234-8839.
• If you should have a lock issue after business hours, please contact the Front Gate Attendant 850-234-7430 or Roaming Patrol 850-867-8845 for assistance.
Elevators & Lobbies:
• Elevators are not a playground.
• Cameras monitor each bldg. in appointed areas.
• Please help us keep our Elevators and Lobby floors dry by toweling off before entering lobbies.
• If you see misconduct taking place on property, please contact us immediately 850-234- 8839, Front Gate 850-234-7430 or Roaming Patrol 850-867-8845.
Fitness Room (Building E, Ground Floor):
• Hours: 6:00am–8:00pm (CT)
• Ages 15+ only (all other ages strictly prohibited even with adult)
• Max occupancy 5
• Water only, no food allowed
Internet:
• Free Wi-Fi (Wi-Fi password is on the check-in packet and is also the support telephone number should you need assistance).
Linens & Towels:
• Initial supply included. If you wish to have extra sets of Towels and Linens, they are available for exchange for $35 per request.
• Pool towels are not provided.
Lost and Found:
• Items left in the unit will be held for 30 days. Please contact the “C” building office 850- 234-8839 for shipping details.
Luggage Carts / Grocery Carts:
• Luggage Carts and Grocery Carts are for Guest and Owner use only and can be located in building lobby.
• Luggage Carts and Grocery Carts are not allowed to be taken to other buildings or taken to beach access areas.
• Luggage Carts and Grocery Carts are not allowed to be taken inside rental unit, please unload from walkway.
• When you are finished unloading, please return Luggage or Grocery cart back to the lobby for the next person’s use.
• Utilizing/Hold-up any Luggage carts or Grocery Carts before your unit is ready for check-in is prohibited. This only causes check-in delays.
• If this occurs, we must have you unload your belongings from the cart and return belongings back to your vehicle until you have received a text from the “C” Rental office that your unit is ready for check-in.
• We appreciate your understanding so we can streamline the check-in and out process.
Taxes (State and Local):
• Taxes are out of our control and subject to change without notice.
Toiletries:
• The office no longer replenishes toiletries during your stay. When you check-in you have a liner in each trash can, one roll of paper towels, two dishwasher detergent packets, two rolls of toilet paper per bathroom, one laundry pod, and each bathroom will have one shampoo/conditioner and a bar of bath soap.
Pools & Beach
Pool:
• Hours Strictly Enforced: 8:00am–11:00pm (CT).
• No lifeguard on duty – Swim at your own risk.
• Pool is for use by owners and registered guests of the Dunes of Panama • No Pets Allowed in pool area. Service Dogs Only
• No glass containers of any type are allowed on pool deck or 50ft outside pool area. • No running or horse playing, or allowing balls/other objects allowed in pool, water, pool area or pool decks.
• No food, beverages, smoking or chairs in pool water.
• Babies / Toddlers / Medically necessary adults must wear and approved swimmers’ diapers in the pool.
• Floats: Children small pool rings, noodles, floating devices only.
• Shower before entering pool. Showers are located on beach walkways. • If it’s windy, please leave umbrella closed to prevent damage.
• Please close the umbrella before leaving tables.
• Music: Ear buds highly recommended, keep music at a volume so as not to impose your music on others. Please refrain from playing inappropriate music with children’s ears present.
• Please be respectful of other people and their property.
• Unacceptable behavior will not be tolerated. 1 warning before immediate removal. • Do not swallow the pool water, it is recirculated.
• Do not use pool if you have been or are ill with stomach-related issues. • Bad Weather: No swimming during lightning or dangerous conditions. • Please remove all trash in your area before leaving.
• ADA Handicap lift available upon advance set-up request. Contact “C” office 850-234- 8839.
• Please towel off before entering building lobby.
Heated Pool – The small pool located near “B” & “C” buildings
• Seasonally heated during Fall & Winter Months Nov 1 – April 30 (excluding bad weather and extremely cold temperatures).
• Pool Hours 8am – 4:30pm (CT)
• At 4:30pm (CT) each day the Dunes of Panama heated pool closes and is covered. Just the heated pool area will be closed off from access for safety reasons. The other areas of the pool deck and restrooms remain open until 11pm (CT) for your enjoyment.
• Swimming pool temperature is regulated between 85 degrees and 87 degrees when heated.
Beach:
• No glass containers; use receptacles for trash
• Follow beach flags and rip current warnings
• Leave No Trace Ordinance: remove all items between 7:00pm–7:00am (CT) • Panama City Beach Ordinance: Spring Break No drinking on beaches March 1 to March 31.
• No dogs allowed on beach. Bay County or Panama City Beach beaches fines up to $500. • Beach equipment available at Building office (Pickleball Rackets, Tennis Rackets, Basketball, Shuffleboard).
Sports & Recreation Equipment
Available Activities:
• Lighted Multi Recreational Courts are located near Entrance to Property. 4 Pickleball Courts, Tennis court, Basketball & Shuffleboard
• Court Hours: 8:30am–11:00pm
• Beach Volleyball is located beach front near “C” Rental office
• Volleyball Hours 8:30am – 6pm
• Equipment can be checked out from Dunes of Panama Management and Vacation office located in Building “C”; returned within 2 hours.
• Parents, please assist children with equipment check-out and return.
• Late/missing/damaged equipment is the guest’s responsibility.
BBQ Grills:
• Located near pool decks (Bldg. A, B, and walkway of Bldg. E).
• Grilling is not allowed on balconies, parking lots or on the beach.
Swing Sets:
• Tiny tot swing sets can be located on the sandy white beach front adjacent to the beach access walkways.
Pets & Service Animals
No Guest Pet Allowed units
• Guest pets are prohibited in No Guest Pet Allowed units.
• Guests agree to pay all costs to clean and fumigate after breaking the No Guest Pet Allowed policy.
• Guests will immediately be charged $350 in addition to the Damage Waiver Fee $75 should be found to have/or have had a pet in it.
• If guests are caught with an unauthorized pet on property/in unit, immediate boarding of the pet is required.
• Eviction and forfeiture of full rent and all fees if pet is unable to be boarded. Pet Friendly units (Dog Only)
• Pet Friendly Unit (Dog Only) – Guest is permitted to have one dog in owner specified pet friendly unit.
• 2-bedroom: $260 cleaning fee, $250 dog damage waiver, plus documentation. 3-bedroom: $300 cleaning fee, $250 dog damage waiver, plus documentation. • If a pet continues to bark and disturb the peace and comfort of others immediate boarding of the pet is required.
Service Animals
• Service animals and ESAs allowed with documentation.
Speed Limit
• 10mph on property. Watch carefully for pedestrians.
Smoking Policy
• Smoking of any form inside units is prohibited. Fee for violations: $350 + $50 damage waiver.
• Smoking is permitted on balconies with consideration to neighbors.
• Close doors while smoking outdoors to avoid charges.
Quiet Hours
• 11:00pm–8:00am (CT)
• After hours report noise disturbances to the Gate Attendant 850-234-7430 or local authorities 850-233-5010.
• The sandy beach is patrolled by local police and large congregations or parties are not allowed. For disturbances contact 850-233-5010
Emergency & Maintenance
• For any urgent maintenance, call 850-234-8839 during office hours
• After hours, call 850-234-7430 / 850-867-8845 and the Gate personnel will contact our on-call maintenance to assist.
• Non-emergency issues will be handled the following business morning and someone from our staff will be at your unit no later than 10am (CT) unless a different service time is requested.
• In extreme emergencies, call 911 immediately
Unfortunate Situations
We reserve the right to substitute or cancel a reservation should an unfortunate situation arise causing the unit rented to be unavailable. Sale of units, owners’ dates, repairs and routine maintenance are an integral part of the property management business. We try to service every unit before arrival if possible, however, some repairs may need to be handled during occupancy as of last resort. All televisions, major appliances, air condition/heat systems, etc. are subject to an occasional repair and maintenance “Down Time”. Owners reserve the right to replace furniture, change out décor and bedding. Should unfortunate circumstances occur out of the Dunes of Panama Vacation Rentals control, we will move the reservations to another like size 2 bedroom/2 bathroom or 3 bedrooms/2-bathroom unit. We will email or phone and send you a confirmation change along with photos of the new unit. The 2 Bdrm. units sleep maximum 6, 2 Bdrm. Ex sleep maximum 7-8, 2 Bdrm. Lg. units in Buildings B, C & D sleep maximum 8 – E Bldg. sleep a maximum of 6; 3 Bdrm. sleep maximum 8, 3 Bdrm. Ex sleep a maximum 9-10.
Should no other like size unit be available the Dunes of Panama Vacation Rentals will cancel reservation and issue a full refund.
Additional Guest Information
• Trash chutes can be located on each floor; large boxes must go into main dumpsters • You may pull up to each building to unload your luggage and groceries. However, your vehicle must be moved within 15 minutes. Any vehicle parked at the building entrances is subject to be towed at the owners expense.
• Stingrays local vendor is located at “E” building poolside; Sneaky Tiki is located at B & C poolside.
• Adventures at Sea local vendor is located directly on the beach at beach hut for beach chair and umbrella rentals (Daily & Weekly)
• Lost & Found – items that are found will be held for 30 days. Housekeeping, Maintenance, pool supervisors, and office can assist you. You may come by “C” office for help.
• Handicap Mobility Mats on walkways to the beach.
• ADA Handicap Pool Lift available upon advance set-up request. Contact “C” office 850- 234-8839.
• Daily/Weekly Reservations – Find a unit that you like, go ahead and book your next year vacation dates and secure current year’s rental rate. Fees and taxes are subject to change. • Monthly and Winter guests may inquire about monthly rentals and activities in “C” Building rental office.
We hope you enjoy your stay at Dunes of Panama and make wonderful memories!
Sincerely,
Dunes of Panama Management Assoc. & Vacation Rentals
Dunes of Panama Vacation Rentals
7205 Thomas Drive,
Panama City Beach FL 32408 USA
Toll-free: 800-874-2412 Local: 850-234-8839 Email: [email protected]