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Orange Lake Exclusive Rental Agreement

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Exclusive Rental Agreement

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Owner's Name:

Mailing Address:

City/State/Zip:

Home Phone:

Work Phone:

Email:

Email 2:

Week No.

Unit No.

Rental Year

Week No.

Unit No.

Rental Year

"Check here if any of the above contact information is new."

I am a U. S. citizen. U. S. Social Security Number (required):

I am NOT a U.S. citizen. A completed IRS form W-8BEN is required indicating a US taxpayer identification number if applicable; elect tax treaty benefits if they apply; and indicate country of tax domicile.

(Please refer to item 12 of the terms and conditions on the reverse side of this agreement for information regarding Federal Income Tax withholding.)

Owner hereby authorizes and contracts with Orange Lake Country Club, Inc. ("Rental Agent") to rent Owner's unit(s) week(s) referenced above ("the Weeks") during the calendar year indicated above pursuant to the terms and conditions on the reverse side of this Exclusive Rental Agreement ("Agreement").

Date

Owner

"Rental Agent"

Orange Lake Country Club, Inc

Florida Corporation

Date

By

For Internal Use Only

MFB

LTR299

Accepted/Entered

RCI #

SPBK

CXL

8505 W. Irlo Bronson Memorial Highway - Kissimmee, Florida 34747-8201 - Tel (407) 239-0000 Fax (407) 239-5119

Terms and Conditions

1. The Rental Agreement will not be accepted by Rental Agent unless and until all operating assessments, reserve assessments, and taxes are paid and received by ORANGE LAKE COUNTRY CLUB VILLAS CONDOMINIUM ASSOCIATION, INC., ORANGE LAKE COUNTRY CLUB VILLAS CONDOMINIUM ASSOCIATION II, INC., OR ORANGE LAKE COUNTRY CLUB VILLAS CONDOMINIUM ASSOCIATION III, INC., as applicable, and all mortgage payments are current with ORANGE LAKE COUNTRY CLUB, INC.

2. Priority for placement of unit/week(s) on the rental program is determined by the order in which completed rental agreements are received and accepted by Rental Agent. Priority for rental of unit/week(s) is subject to the demand for particular unit size, type and location.

3. Owner hereby grants Rental Agent exclusive authority and power, as Owner's duly authorized agent to:

(a) Accept and/or cancel rental agreements and rental reservations for the Week(s); and

(b) Collect rents due or to become due from the rental of the Week(s) and give receipts therefore; and

(c) Terminate tenancies and sign and serve such notices in the name of the Owner, as Rental Agent deems appropriate.

4. Owner agrees to:

(a) Fully and timely perform all of Owner's obligations under the condominium and timeshare plan documents applicable to the Week(s) including, but not limited to, the timely payment of all operating assessments, reserve assessments, ad valorem taxes and other fees and costs; and

(b) Be liable and pay for any and all damages or theft resulting from transient occupancy by third parties, to the extent not covered by insurance.

5. This agreement is not assignable by Owner, and Owner shall not sell, rent or otherwise transfer any Week(s) subject to this agreement without first canceling this Agreement pursuant to Paragraph 13 below. In the event Owner fails to comply with this provision by selling, renting or otherwise transferring a Week subject to this Agreement without first providing written cancellation to Rental Agent, Owner shall be liable to Rental Agent for all damages suffered by Rental Agent, including, but not limited to, loss of commission and all expenses involved in satisfying any rental reservations which cannot be fulfilled as a result of Owner's breach.

6. Rental Agent has full authority to determine rental policies and procedures, including, but not limited to, the qualification and acceptability of renters, and reserves the right to reject, in its sole discretion, any rental request that does not comply with the rental policies and procedures promulgated by Rental Agent from time to time.

7. Owner hereby agrees that Rental Agent has full authority and authorization to accept advance deposits from renters and hold such deposits in an interest bearing account with all interest accruing to the Rental Agent.

8. Rental Agent does not guaranty any particular rental amount or rental occupancy. Rental Agent is authorized to rent the Week(s) for such rental amount and in such frequency as Rental Agent determines to be appropriate in Rental Agent's sole discretion.

9. Rental Agent shall not be responsible for the cancellation of reservations made for the Week(s) prior to or during the reservation or rental.

10. The Unit in which the Week(s) are located may be cleaned each day it is rented, depending on the specific rental transaction and term and frequency of rental transactions. The condominium association provides the first cleaning of the Unit at no additional cost to the Owner above applicable operating assessments. All additional cleanings shall be at Owner's expense.

11. Owner agrees to allow Rental Agent to deduct thirty-five percent (35%) of the 'Net Rental' as a commission and consideration for its services. Net Rental shall be defined as the total rent actually received and collected by the Rental Agent from a third party renter, less: (a) commissions due travel agents and/or tour operators, if any, and (b) state and local taxes. The Rental Agent shall remit the Net Rental proceeds to Owner less: (a) the cost of additional Unit cleaning services; (b) any credit card fees payable in connection with the transaction; (c) with respect to non-U.S. citizens, any Federal withholding tax; and (d) any and all sums due and payable from Owner to ORANGE LAKE COUNTRY CLUB VILLAS CONDOMINIUM ASSOCIATION, INC., ORANGE LAKE COUNTRY CLUB VILLAS CONDOMINIUM ASSOCIATION II, INC., OR ORANGE LAKE COUNTRY CLUB VILLAS CONDOMINIUM ASSOCIATION III, INC., as applicable, for operating assessments, reserve assessments and/or ad valorem taxes and/or ORANGE LAKE COUNTRY CLUB, INC., for mortgage payments. The Net Rental, less deductions set forth above, shall be forwarded to Owner within approximately forty-five (45) days following Rental Agents receipt of the same.

12. Net rental due to non-U.S. citizens will be subject to U.S. Federal Income tax withholding of 30% unless Owner submits to Rental Agent prior to disbursement of such monies an accurate, completed and signed IRS Form W-8BEN proving exemption from tax withholding. Rental Agent reserves the right to reject any IRS Form not completely and accurately completed.

13. Owner may cancel this Agreement at any time prior to Rental Agent's acceptance of a reservation or the actual rental of the Week(s), whereupon Owner's occupancy and third party exchange rights shall be restored within a reasonable time thereafter, subject to any and all restrictions and conditions with respect to such rights imposed by Owner's exchange company. If the Week(s) have not been rented, Owner has up to two weeks (14 days) prior to Owner's occupancy date for the Week(s) to cancel this Rental Agreement and place the Week(s) with Owner's exchange company for processing. Once Rental Agent accepts a reservation or rental, Owner shall not be entitled to cancel this Agreement. Cancellation of this Agreement must be in writing and shall not be effective until actually received by Rental Agent. Cancellation notices must be mailed to Orange Lake Country club, Inc., c/o Orange Lake Country Club, 8505 W. Irlo Bronson Memorial Hwy, Kissimmee, Florida 34747.

14. This Agreement shall be governed by and construed in accordance with Florida law, and venue shall be in Orange County, Florida.

15. It is understood and agreed that Rental Agent in performing its services described in this Agreement shall be considered at all times and in every manner an independent contractor with Owner. Nothing in this agreement, expressed or implied, is intended or shall be construed to create a joint venture, partnership or other business relationship between the parties other than the contractual terms contained in this Agreement.

RENTAL AGENT MAKES NO GUARANTEES OR PROMISES REGARDING ITS ABILITY TO RENT THE WEEK(S) OR THE AMOUNT OF ANY RENTAL MONIES WHICH MAY BE RECEIVED IN CONNECTION WITH ANY SUCH RENTAL

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What the Orange Lake Exclusive Rental Agreement is

The Orange Lake Exclusive Rental Agreement is a legally binding contract that grants a property manager or program the exclusive right to market and rent a specified Orange Lake property on behalf of its owner. It defines the parties, property description, term, permitted uses, payment and fee arrangements, insurance and liability allocations, maintenance responsibilities, and procedures for termination or renewal. The agreement clarifies who collects rental income, how gross receipts or net revenues are calculated, and what reporting or recordkeeping the manager must provide to the owner during the contract term.

Why an Exclusive Rental Agreement matters for owners and managers

An explicit exclusive rental agreement reduces disputes by allocating responsibilities for renting, guest screening, fees, and insurance. It codifies revenue splits, payment timing, and owner access rules, creating predictable cash flow and operational clarity for both parties.

Why an Exclusive Rental Agreement matters for owners and managers

Who typically signs an Orange Lake Exclusive Rental Agreement

The agreement is used by owners who delegate short-term or resort rental management and by management companies that operate booking, marketing, and guest services for the property.

  • Individual owners assigning rental rights to a property manager for seasonal or year-round bookings.
  • Property management companies contracting to market, book, and manage guest stays on owners' behalf.
  • Accounting or trust entities that hold title and need a formal revenue-sharing arrangement with a manager.

Ensure the signer listed has legal authority to bind the owner or management entity and that corporate or trust signatories attach proof of signing authority.

Core provisions to include in a professional agreement

A complete Orange Lake Exclusive Rental Agreement covers roles, financials, operations, and dispute resolution to protect owners and managers through clear obligations and measurable performance expectations.

Parties & Property

Identify the owner and manager by full legal name, include a precise property description and any unit or lot identifiers used by Orange Lake or local property records.

Term & Termination

Specify the contract start and end dates, renewal mechanics, and notice periods for nonrenewal, with explicit grounds for early termination and associated cure periods.

Rent & Fees

Detail how gross rental, commissions, management fees, cleaning fees, taxes, and reimbursements are calculated, reported, and paid, including timing and remittance schedules.

Maintenance & Repairs

Allocate routine maintenance versus owner responsibility, set approval thresholds for repairs, and state invoicing and reimbursement procedures to avoid disputes.

Insurance & Liability

Require minimum insurance coverages, name parties as additional insured where appropriate, and define indemnity for guest claims or property damage.

Dispute Resolution

Include governing law, venue, and a dispute process such as negotiation, mediation, or arbitration to reduce litigation risk and clarify enforcement expectations.

Essential data elements the agreement must record

Owner Name: Full legal name
Manager Name: Legal entity name
Property ID: Unit number or legal description
Term Dates: MM/DD/YYYY range
Payment Terms: Fees and remittance cycle
Contact Information: Address, phone, email

Step-by-step: filling and executing the agreement

Follow these sequential steps to prepare, sign, and distribute the executed agreement for compliance and bookkeeping.

  • 01
    Prepare document: Complete all owner and property fields accurately.
  • 02
    Review financials: Confirm fee percentages, taxes, and payment timing.
  • 03
    Signatures: Obtain owner and manager signatures and dates.
  • 04
    Distribute copies: Provide executed copies to owner, manager, and accounting.

Where executed agreements should be routed

After signing, route the agreement promptly to parties that maintain operational, financial, and legal records to ensure enforcement and correct payments.

  • Property Manager Records: Manager retains an executed original for operational use.
  • Owner File: Owner keeps an executed copy for tax and title records.
  • Accounting/Finance: Send copy to accounting for revenue splits and reporting.
  • Legal Counsel: Provide copy when counsel monitors compliance or disputes.

Configuring the online completion workflow

Configure fields and authentication to match the agreement's legal and operational requirements before sending for signature.

Field | Configuration Type | Required | Conditional
Signature Field Required | Signer assigned
Date Field Auto-fill | MM/DD/YYYY
Initials Field Optional | Place on each page
Authentication Method Email link | SMS code | ID verification

Digital signing and format compatibility

Use a platform that supports PDF and DOCX, audit trails, and secure transport for the agreement.

  • File formats: PDF and DOCX supported
  • Integrations: Works with Salesforce and NetSuite
  • Authentication: Email, SMS, or stronger

Confirm any chosen provider supports ESIGN/UETA compliance, industry-specific addenda (for taxes or insurance), and the export formats needed for your accounting and records system.

Common dates and notice periods to track

Track effective dates, payment schedules, renewal options, and notice windows to avoid missed obligations or fees.

Effective Date:

Date when rights and obligations begin (MM/DD/YYYY).

Payment Due Date:

Monthly or periodic date when revenue is remitted to owner.

Termination Notice:

Typical 30–90 day written notice requirement before nonrenewal.

Renewal Deadline:

Date by which renewal or nonrenewal must be communicated.

Security Deposit Return:

Timeframe for refund and accounting after checkout or termination.

Penalties and risks associated with incorrect agreements

Missing Signatures: May render agreement unenforceable
Incorrect Owner Name: Causes payment and title issues
Late Payments: Triggers default remedies or fees
Failure to Disclose: Exposes party to statutory penalties
Invalid eSign Consent: Could invalidate electronic signature
Wrong Governing Law: Complicates dispute resolution

eSignature vendor comparison for executing rental agreements

Compare core pricing and capabilities for electronic signature vendors commonly used to execute and store rental agreements; signNow is listed first per vendor comparison conventions.

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Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Practical tips for accurate and efficient completion

Apply consistent procedures to reduce errors, speed processing, and preserve enforceability across all executed agreements.

Use full legal names
Confirm names match title or deed and any tax reporting records; mismatches can delay payments and trigger backup withholding or reporting errors.
Specify exact amounts and dates
Spell out percentage splits, fees, and due dates rather than using subjective terms; precise terms reduce disagreement and simplify accounting.
Document authority to sign
Attach corporate resolutions, trust certificates, or power of attorney evidence when an agent or representative signs to confirm capacity to bind the owner.
Retain digital audit trails
Keep tamper-evident copies, audit logs, and signer authentication records to support enforcement and comply with ESIGN or regulatory review.

Frequently asked questions about execution and enforceability

Common questions focus on e-signing validity, notarization, signer authority, amendments, revocation, and secure storage. Answers reference U.S. legal frameworks and practical steps.


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