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Golf Cart Rental Agreement

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2019 GOLF CART RENTAL AGREEMENT

Contract #

This Golf Cart Rental Agreement, along with the attached SINGLE EVENT GOLF CART CREDENTIAL POWERED CART POLICY and RELEASE OF LIABILITY shall together make up the Golf Cart Rental Agreement. In consideration for the rental from Americrown Service, LLC, the undersigned operator and/or renter of this/these vehicle(s) and/or equipment hereby acknowledges and agrees to comply with all obligations and rules set forth herein and/or further provided at the time of pickup and throughout use of the vehicle(s).

Renter must sign all pages of this agreement.

Renter agrees to the terms and conditions set forth herein.

TRACK:

EVENT:

DATES:

All rental rates are based on an event basis (NO daily rentals)

Type of Powered Cart Number of Carts Requested Price Per Cart Extended Total
4 Passenger $562.00
4 Passenger/Flip $562.00
6 Passenger $765.00
Utility $651.00
Cart Sub-Total
Additional Services**
Sub Total
Local Sales Tax Rate
Total Rental Amount

Customer Information

Company Name:

Requestor:

Email Address:

Billing Name:

Billing Address:

Order Date:

Phone Number:

Fax Number:

Onsite Contact:

Onsite Phone Number:

Onsite Contact person is authorized to add or modify initial order during the event?

Full payment of the Total Rental Amount above is required prior to the event either by check or credit card.

Any order for which full payment has not been received will not be processed.

Please refer to Credit Card Authorization Form (page 4 of this document) for more information.

TERMS AND CONDITIONS

1) I agree to pay in the event the cart is lost, stolen, or damaged the replacement or repair cost at retail value.

2) Other Fees, in addition to the cart rental rates above:

A. A fee of $500.00 will be charged if the cart engine governor is tampered with or modified during the event rental.

B. The full cart rental amount will be charged for cancellations within 15 days of the Wednesday before the event weekend or for carts not picked up at the event. All Cancellations are subject to a $25 restocking fee.

C. A 15% surcharge will be added to the above rental rates for orders placed within 14 days prior to the event weekend. Late orders cannot be guaranteed and will be filled on an “as available” basis.

D. A fee of $5.00 per key will be charged for lost cart keys.

E. A fee of $30.00 will be charged for locks and/or chains that are not returned or that are required to be cut off the cart.

F. A fee of $75.00 will be charged for decals and/or stickers applied to carts and not removed before returning.

G. LATE RETURN POLICY – A fee of $200.00 will be charged if the rented cart is not returned to the cart rental compound by 9:00 AM on the day following the last event of the event weekend.

3) For safety and security

A. All vehicles shall be locked to prevent theft or vandalism when parked and/or not in use by the undersigned.

B. No more than one operator may be assigned to each specific vehicle.

C. DO NOT modify any of the factory settings (i.e. the governor, accelerator, cable, etc.) on the engine. Modifications can result in damage to the vehicle(s) as well as incurring additional fees.

D. All vehicle settings are checked for correct working order before delivery.

E. Only two (persons) are allowed on the vehicles at any one time, with the exception of the 4-person and 6-person carts, in which case no more than the specified number of persons shall be permitted on the vehicles at any time.

F. DO NOT overload any cart vehicles.

4) Additional Payments – The credit card information provided on the Credit Card Authorization Form will be utilized to process payment or any additional rental or fees due as stated above.

If you have any questions, please contact the Golf Cart Department at 386-681-3850

Fax: 386-681-3853 Email: golfcarts@americrown.com

I CERTIFY THAT I FULLY UNDERSTAND AND ACCEPT THE TERMS AND CONDITIONS OF THIS RENTAL AGREEMENT AND AGREE TO RETURN RENTED GOLF CARTS TIMELY AND IN THE SAME CONDITION AS RECEIVED.

Authorized Representative Signature

Title

Date

Authorized Americrown Representative Signature

Date

SINGLE EVENT GOLF CART CREDENTIAL
POWERED CART POLICY AND RELEASE OF LIABILITY

1. ALL powered cart use on the property of any International Speedway Corporation facility must be registered. Registration will be proven through a Single Event Credential Sticker which must be PERMANENTLY affixed to the approved powered cart on the front driver’s side in the lower corner of the windshield or front hood. Each Single Event Credential will possess a control number plainly visible to identify the person or company who as registered the powered cart.

2. Proof of general liability insurance (or automobile liability in the event the golf cart being registered is street legal) with limits of no less than $1 million dollars per occurrence, naming all the Additional Insured Parties (as defined in Section 9 hereunder) as additional insureds, must be supplied along with this form and must be active throughout the event.

3. The use of powered carts at any International Speedway Corporation facility will be restricted to business use only.

4. Powered carts will be driven in a safe, slow, and careful manner and shall at no time exceed any posted or designated speed limit at any International Speedway Corporation facility.

5. Powered carts must be driven by a licensed driver over the age of eighteen (18), unless applicable state law requires a higher age limit.

6. Alcoholic beverages are not permitted in any powered carts, except for delivery purposes only.

7. Only powered carts equipped with factory installed (or equivalent) front headlights and rear running lights may be operated after daylight hours.

8. Powered cart usage will not be allowed in restricted areas or during times not authorized by racetrack management. No golf carts shall be operated on public roads.

9. The undersigned (“Company”) hereby agrees to release, hold harmless, indemnify and defend, Mid Florida Golf Cars Distributors, Inc., Golf Tournaments Incorporated, Americrown Service, LLC, International Speedway Corporation, and related parties from any and all liability or damages arising from use of these vehicles.

I have read, understand and accept all the terms of use for a powered cart at all International Speedway Corporation facilities.

Failure to comply with these terms may result in revocation of the Single Event Credential, the powered cart being impounded and/or forfeiture of powered cart privileges.

The undersigned has the requisite authority to bind the Company to the obligations herein. My signature below signifies full and total acceptance and agreement to comply.

Name of Company

Print Name of Authorized Representative

Date

Signature of Authorized Representative

CREDIT CARD AUTHORIZATION FORM

Americrown requires full payment prior to the event and a completed credit card authorization form for any add-ons or additional fees that may be incurred during the rental period. We are unable to process an order submitted without a valid credit card – no exceptions.

Please choose one of the following methods of payment.

I will submit payment in full via check for payment prior to picking up golf carts. Please use my credit card information reflected below for any add-ons or additional fees that may be incurred during the rental period.

Use my credit card information reflected below for payment and add-ons or any additional Fees that may be incurred during the rental period.

Company Information

*Required before order can be processed

Type of Credit Card:

Account Number:

Expiration Date:

Billing ZIP Code:

Card Holder’s Name:

Track Name and Event Name:

Authorized Signature:

Please FAX completed forms to the Golf Cart Department at (386) 681-3853

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What a Golf Cart Rental Agreement Covers

A Golf Cart Rental Agreement is a written contract that sets the rights and obligations between the rental provider and the renter for the use of a golf cart. It typically identifies the parties, describes the cart (make, model, serial/VIN), states the rental period, sets the fees and deposit terms, explains permitted use and geographic limits, allocates responsibility for damage and loss, and addresses insurance, indemnity, and dispute resolution. Clear terms reduce ambiguity about liability, maintenance, and return condition, and make enforcement more straightforward if a claim arises.

Why a Formal Agreement Matters for Renters and Owners

A written Golf Cart Rental Agreement protects both parties by documenting payment, liability, and expected condition at pickup and return. Clear allocation of risk and explicit insurance requirements reduce disputes and clarify financial responsibility for damage.

Why a Formal Agreement Matters for Renters and Owners

Who Typically Uses a Golf Cart Rental Agreement

The agreement is used by commercial rental operators, resorts, gated communities, and occasional private owners who rent their cart.

  • Commercial rental companies that manage fleets and require consistent documentation and inspections for each reservation.
  • Resorts, hotels, and golf clubs that offer hourly or multi-day rentals to guests and need damage and waiver provisions.
  • Property managers or homeowners renting carts to residents, often requiring additional community rule compliance.

Documenting each rental supports insurance claims, audit trails, and uniform enforcement of fees and maintenance requirements.

Primary signer roles

Owner / Rental Company

The entity that owns or manages the golf cart fleet and is responsible for establishing rental terms, performing pre- and post-rental inspections, collecting deposits, and pursuing damage claims or unpaid balances.

Renter / Customer

The individual or organization renting the cart who must provide identification, accept liability terms, supply proof of insurance if required, pay fees and deposits, and return the cart in the agreed condition.

Essential Clauses to Include in the Agreement

A professional Golf Cart Rental Agreement should be concise but include key clauses that reduce ambiguity and allocate risk clearly.

Parties

Full legal names and contact details for owner and renter, plus a designated agent for notices to ensure enforceability and reliable communication.

Vehicle Description

Detailed description of the golf cart including make, model, serial/VIN, odometer/hours reading, accessories, and any pre-existing damage noted during inspection.

Rental Period

Start and end dates and times, pickup and return locations, and provisions for early return, extensions, and charges for late return.

Payment and Deposits

Rental rates, payment schedule, accepted payment methods, deposit amount, conditions for deposit withholding, and procedures for damage billing.

Use Restrictions

Permitted use, geographic limits, prohibited activities (e.g., road use if disallowed), and age or license requirements for drivers.

Insurance and Liability

Insurance requirements, renter indemnity, damage responsibility, waiver language, and whether the owner offers supplemental insurance or requires proof from the renter.

Step-by-step: Completing a Golf Cart Rental Agreement

Follow these sequential steps to complete and validate the agreement before the renter takes possession of the cart.

  • 01
    Collect Renter Information: Record full legal name, phone, address, and ID type and number.
  • 02
    Inspect and Record Condition: Note scratches, dents, tire condition, and meter reading with photos.
  • 03
    Confirm Payment and Deposit: Take payment, secure deposit, and record receipt details.
  • 04
    Obtain Signatures: Have both parties sign and date the agreement before handing over keys.

Typical Rental Workflow from Reservation to Return

A consistent operational flow reduces disputes and helps with recordkeeping and insurance claims.

  • Reservation: Customer books, operator confirms availability and prepares agreement.
  • Pickup and Inspection: Owner documents condition, renter signs, and keys are released.
  • In-Rental Monitoring: Operator may log hours or check for misuse per agreement.
  • Return and Settlement: Final inspection, damage assessment, and deposit reconciliation.

Configuring a Digital Rental Workflow

Standardize electronic fields and authentication to streamline signing and reduce errors.

Field Configuration
Authentication Email link or SMS code for signer verification
Required Fields Name, ID number, rental period, and payment confirmation
Conditional Fields Show insurance fields only if renter opts-out of owner coverage
Reminders & Receipts Automatic reminders and signed copy delivery by email

Delivery and Integration Options

Choose distribution channels and integrations that match your operations and recordkeeping.

  • Integrations: Salesforce, NetSuite, Google Workspace
  • File formats: PDF, DOCX supported
  • Authentication: Email, SMS, or advanced options

Ensure the chosen platform preserves an audit trail, stores rendered PDFs, and supports secure access controls for records.

Security and Compliance Essentials for Rental Records

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Audit Trail: Timestamped event log with signer attribution
Access Controls: Role-based permissions and SSO support
HIPAA/BAA: BAA available where needed
Data Residency: Options depend on provider and plan
Authentication Options: Email link, SMS OTP, or stronger methods

Common Pitfalls to Avoid

  • Failing to document pre-existing damage and meter readings, which often causes disputes over responsibility.
  • Using vague insurance or damage language such as 'reasonable wear' instead of defined damage thresholds and repair costs.
  • Accepting verbal modifications to the rental term or rate without updating and re-signing the written agreement.
  • Collecting inconsistent ID or contact information that hinders follow-up when damage or fines are assessed.

Material Risks and Potential Penalties

Damage Liability: Renter may be charged repair costs per agreement
Uninsured Use: Owner may face out-of-pocket loss if renter uninsured
Late Return Fees: Charges for overstaying the rental period
Invalid Signature: Unsigned or improperly signed contracts risk unenforceability
Unlicensed Operation: Use on public roads can trigger fines or impoundment
Tax/Regulatory Fines: Local permit or tax noncompliance may cause penalties

Key Dates and Timeframes to Track

Document and communicate these deadlines to limit disputes and protect deposits and reimbursement rights.

Payment Due:

Full payment or deposit due before or at pickup

Deposit Refund Window:

Return inspection and deposit refund typically within 7–14 days

Damage Claim Window:

Owner should notify renter and insurer within 48–72 hours

Cancellation Notice:

Specify notice period for full or partial refund

Extended Use Requests:

Require written approval before rental term ends

Milestone Timeline for a Typical Rental

These milestones show the sequential stages from booking through settlement and potential dispute resolution.

01

Reservation Confirmed

Booking accepted and deposit recorded

02

Pickup Inspection

Condition documented and agreement signed

03

Active Rental

Renter uses cart under the agreement terms

04

Return and Settlement

Final inspection, damage assessment, and deposit reconciliation

eSignature Vendor Pricing Snapshot for Rental Agreements

A concise pricing and capability comparison to evaluate eSignature options for executing Golf Cart Rental Agreements; signNow is listed first per vendor disclosure requirements.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Real-world Rental Scenarios and Outcomes

Two short examples illustrate how clear agreements reduce disputes and speed resolution.

Resort Short-Term Rental

Guest reserves a cart for three days and signs an agreement documenting condition and deposit

  • Operator documents pre-existing scrapes with photos
  • Because damage thresholds and deposit rules were explicit, the refund process completed within five business days without insurer involvement.

Community Long-Term Lease

A homeowner rents a cart seasonally and provides proof of insurance

  • The agreement required inspection and mileage caps
  • When a collision occurred off-property, the insurer quickly accepted liability because the agreement clarified permitted use and driver qualifications.

Practical Tips for Efficient and Accurate Agreements

Adopt consistent templates, photographic evidence, and digital workflows to reduce disputes and administrative overhead.

Use a Standard Template
Maintain a single vetted rental template to ensure all required clauses are present and reduce attorney review time for routine rentals.
Photograph Condition
Capture dated photos at pickup and return and attach them to the agreement to document pre-existing and new damage.
Record Meter Readings
Log odometer or hour readings at pickup and return to support billing for excess use or wear.
Keep Signed Copies Accessible
Store executed agreements as searchable PDFs with audit trails to speed claims and reduce response time.

Frequently Asked Questions About Golf Cart Rental Agreements

Answers to common questions about enforceability, signatures, insurance, and recordkeeping for rental agreements.


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