Ocean Reef has a long tradition of excellence and value. The protection of these core values is evidenced throughout the community, facilities and services. Beyond some of the intangible assets lies the Members’ physical asset of their home.
To preserve and enhance the Member’s assets, the Ocean Reef Club offers Vacation Rentals. For the Equity Member, while not in residence, participation in the vacation rental opportunity offers asset protection through the Club’s extensive resources while Social Members and Guests are provided the continued pleasure of experiencing the unique lifestyle afforded only through the Club’s world-class amenities and services.
Vacation Rentals is Club owned, Club managed and is committed to providing Membership excellence in every aspect of the relationship. Every Vacation Rental residence has an on-premise, dedicated account specialist ensuring the attention to detail and guest experience is never compromised.
Participating Equity Members appreciate the seamless billing, as warranted, through their Member account, flexible owner usage, bulk purchasing opportunities, on-site reservations, pre- and post- occupancy inspections, generous Owner Referral commissions and integration into the broad based, global Ocean Reef marketing plan.
In-residence Members and Guests enjoy 24/7 support by the Front Desk and Bell Stand, full-service housekeeping, after hours Resident Manager and an on-site engineering team – all staffed by Club Associates.
Your Club has established brand standards and no other team is more prepared to preserve these standards than your Ocean Reef Vacation Rentals’ team.
Ocean Reef staffs an on-site Manager on Duty (MOD), 365 days a year to handle after hour emergencies as well as Guest and Owner concerns. Ocean Reef has experienced maintenance personnel on call daily and holidays to quickly resolve any concern and to ensure the highest level of Member service.
A partnership with Ocean Reef Vacation Rentals means that you have chosen a quality experience, supported by the depth and breadth of the Club. This is what sets Ocean Reef apart from any other rental management company. We invest in the resources necessary to ensure the finest experiences. Ocean Reef Members and Guests have established service and quality expectations and no other team is prepared to meet and exceed these expectations.
In addition, Members and Guests enjoying a Vacation Rentals’ residence receive exclusive benefits, while in residence, which increases the perceived value proposition.
Your Vacation Rentals’ department is Club owned and managed. Thus, by working with the Club’s rental program, you are enhancing the value of your Club.
While we are happy to make recommendations, we encourage you to make your residence ‘your own’. One of the interesting nuances of the Club’s collection is each residence is individually owned and, as such, offers a unique experience.
We do, however, suggest the removal of sentimental décor items prior to opening your residence to a Member/Guest. If you would like to have these types of items when occupying your residence, please feel free to do so. Prior to your departure, simply store them in your owner’s closet for their safety and to avoid mishaps.
By default, all Ocean Reef residences are designated as non-smoking residences.
To maximize your exposure, we encourage you to designate your residence as “Pet Friendly”. Knowing Ocean Reef is a pet friendly destination should come as no surprise. However, did you know many Ocean Reef Club Members pre-plan and seek pet friendly experiences? According to the American Veterinary Medical Association, a full 67% of American households have a little companion in their home. Certainly not all of these families travel with their pet, but this request is becoming more and more prevalent in the luxury travel markets.
Were you aware that, unless you have instructed otherwise, your Ocean Reef residence is marketed as ‘No Pets’? If you are nodding your head, then you have automatically eliminated a substantial portion of the potential Member/Guest travelers from enjoying your residence. As demonstrated, pet owners may be willing to pay a little more for the pleasure of toting Rover along with them when they travel. One might also argue that the duration of the stay may be longer as the Member/Guest isn’t so concerned about returning home quickly to bail out their loved one from puppy ‘jail’.
Indeed, damage to your residence by a pet may be a valid concern. Understanding our number one priority is to protect your asset; we have implemented and adhere to a very strict Pet Policy. To start, any Member/Guest bringing a pet into a Vacation Rentals’ residence is charged a pet fee. This is not a deposit but rather a fee so we may professionally clean the residence upon departure. Next, our Housekeeping Teams are in the residence daily and they are trained to identify any issues within the home. Finally, your property manager will preview the residence immediately upon Rover’s departure to ensure there is no damage inside the home. Naturally, any damage becomes the responsibility of the Member/Guest.
Your Club carefully manages occupancy levels beginning with how we market a residence, to reservations, to check-in and while providing daily services. At any time, should we have a concern, we immediately address this with the Member/Guest.
ORCA allows occupancy up to two per bedroom and two ‘at large’. Thus, a two-bedroom residence would customarily provide occupancy up to six.
Due to the amount of effort and resources that goes into marketing and managing your residence, we ask for an exclusive arrangement.
One of the exciting features of our program is the Referral Program. You may refer a fellow Member or Guest to the Club and, when they secure a reservation to enjoy your residence at the prevailing rental rates, you will enjoy a more generous portion of the rental fee.
Ocean Reef employs two full-time Revenue professionals who monitor demand and occupancy and establish rates based on these factors and various trends in the luxury travel industry. Rest assured, these Associates understand the travel patterns of your fellow Members, Guests and Group travelers. The success of the effort is driven by offering dynamic rates and, more importantly, Member value.
Some residences certainly provide boat dockage. In some cases, such as a condominium, boat dockage is available, but ‘unassigned’. In short, this simply means the Member/Guest may have the ability to enjoy boat dockage but it is available on a first-come, first-serve basis and is not guaranteed. If boat dockage is desired, we encourage the Member/Guest to contact us for guidance. If the residence they are considering has unassigned boat dockage, we will provide the contact information for the neighborhood association’s dock master.
For larger boats, Members/Guests may also work directly with the Ocean Reef Marina.
Our policy is never to disturb a Guest or compromise their stay. Thus, we simply ask that you contact our office to ensure the residence is vacant.
We recognize the desire to access your residence at various times to inspect it, change décor or retrieve items from your owner’s closet. We also understand the need for outside contractors or vendors to access the residence. To gain access to your Ocean Reef residence, simply call our office and, if vacant, we will provide a loaner key.
Should your contractors or vendors need a significant amount of time in the residence, please contact us to schedule a maintenance block in order to accommodate the work needed.
Ocean Reef currently does not have an on-line reservations’ system. If you would like to find out if your residence is being used, or when it may be available for you to come and visit, please call our office anytime.
While a Guest is in residence, we provide daily housekeeping (based on request) (trash and tidy). The fee for this service is in the Club’s share of the rental revenue. The Guest may, for an additional fee, request full-service housekeeping, if they wish. When the Guest departs, your Housekeeping team provides a ‘departure clean’, which is a full-service effort and readies the residence for the next arrival. As well, the fee for this service is in the Club’s share of the rental fee.
While a residence Owner is in residence, housekeeping services are only provided upon request, and for the appropriate fee. When the Owner departs, your Housekeeping team provides a departure clean and the fee for this service is conveniently billed to the Owner’s Member account.
When an Owner has a non-paying Guest enjoying the residence housekeeping services are only provided upon request, and for the appropriate fee. When the Guest departs, your Housekeeping team provides a departure clean and the fee for this service is conveniently billed to the Owner’s Member account, or to the Guest’s credit card, whichever is indicated on the Guest Sponsorship Form.
When a Member/Guest is exploring options, your Lodging Reservations’ team will diligently work to fulfill specific requests (i.e.: residence size; location; pet friendly, interior features; view orientation; etc.). Often times, a Member/Guest will request a specific residence. Not surprising, if the Member/Guest previously had a wonderful experience, they will work to replicate this experience – starting with the same residence. The Reservations’ team is well versed with the subtle nuances of each residence including sleeping configurations and bathroom footprints. In some cases, we have the pleasure of personally previewing residences with a Member/Guest. As you can imagine, this truly helps ‘sell’ the residence. Consideration is also given as it relates to the Club’s standards. To ensure we exceed a Member’s/Guest’s expectations, we will first offer the stay in a Premium residence.
Ocean Reef has developed a very detailed housekeeping inspection process to protect your assets. After room attendants clean, trained “quality control” supervisors ensure cleaning standards are met and check for any damages.
One of the growing business segments in the Vacation Rentals’ industry is Damage Waiver Insurance Policies. In short, the Guest is usually asked to pay a nominal fee, usually between $50 and $75 per reservation, to avoid being charged for lost or broken items while enjoying a residence. These policies historically carry a small deductible and provide a profit to the agency offering the coverage.
Your Club explored this practice and elected not to implement such a program. This decision was unanimously agreed upon by the Club’s Executive Leadership. Our primary objectives remain the protection of your asset and enhancing the value of your Club.
Here is how we intend to accomplish this:
The Club offers a fair and equitable rental environment for all Members. The standard relationship provides 60% of the rental fee to the residence Owner. There are some variances with this arrangement that can be personally discussed with the Vacation Rentals’ team.
From the Club portion of the rental fee, they facilitate a comprehensive advertising and marketing effort. In addition, the Club employs a professional Lodging Reservations’ team who is fully-trained on how to ‘sell’ the Ocean Reef experience. Beyond these items, the Club offers Members and Guests the depth and breadth of the entire Club (i.e.: Housekeeping; Engineering; 24/7 Front Desk and Bell Stand; Concierge services…just to name a few of the services available).
In some rare instances, we might be able to relocate the reservation. If we are not able to relocate the reservation, we must honor the Member/Guest reservation.
Understanding we may secure Member/Guest reservations up to 12-months in advance, we encourage you to look forward, even beyond the 12-months’ window, and secure your Owner’s use dates. This will ensure you are able to enjoy your Ocean Reef residence during those special dates.
As far as Ocean Reef is concerned, this is your residence and you should have the pleasure of enjoying it as you wish. The rental agreement does speak to minimum availability to be eligible for the Club’s program. Should these restrictions not match your desired usage, however, simply let us know so we can explore options.
The Club operates on a calendar month fiscal period. At the end of each month, your Member Accounting team performs their audit, closes the month and rental checks and statements are disbursed usually the second week of the following month (i.e.: rentals during January are paid around the second week of February).
Your statements will include each nightly rental revenue, the Engineering fee, any Housekeeping charges and any adjustment (i.e.: mechanical/appliance repairs, etc.).
As you can imagine, we have the rental history for most neighborhoods and residence types. While we cannot guarantee rental revenues, we can provide historical data, which will give you an estimate of what you may expect. Rental revenues are always determined by economic factors beyond our control. In addition, how a residence Owner uses their residence (personal use and Guest use) will certainly impact their rental revenues.
Ocean Reef has established Standards, which help set expectations for Members and Guests. We use the terms ‘Premium’ and ‘Deluxe’. While some of the parameters are subjective, the guidelines are very precise and fair. Your residence will be evaluated based on these Standards.
All residences will be treated and rented using the same parameters that apply to comparable residence types in our existing collection. Your residence will “compete” equally for Member and Guest rentals with like rated residences in our active inventory.
For a complete explanation of the Standards, please give us a call.
Keeping in mind your Vacation Rentals’ department is Club owned and managed, it is safe to presume the majority of the Club’s rental activity will originate through your Lodging Reservations’ team. In addition, there are significant advantages for those Members working through their Club. First, the Member will enjoy a 10% discount, while in residence, on all Club managed food, beverage and retail outlets. Next, these members enjoy daily Housekeeping services, 24/7 Front Desk services and the full support of the Club’s Engineering team.
While the other agencies do a fine job, none can provide the rental activity and support as realized with the Club’s program.
We congratulate you on your desire to make enhancements within your residence. So we may work around any pending reservations, please call us in advance of scheduling your work. Your Vacation Rentals’ team will then work with you and your contractors to provide keys to access your residence. When your enhancements are complete, we will coordinate any cleaning that may be required. We will also schedule an updated professional photo shoot, if necessary.
Equity Members participating in the Club rental program will be responsible for normal wear and tear, furniture and appliance replacement, housekeeping fees for Owner’s stays (i.e.: departure clean), the annual Housekeeping Deep Clean service, the annual Engineering fee, non-routine maintenance, and interior upgrades including painting and upholstery cleaning.
Please review your policy with your insurance provider to ensure you are comfortable with your coverage.
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 Members/Guests. Your Club employs two full-time Revenue Managers that monitors occupancy and demand. In addition, they watch trends in the luxury travel industry to ensure they anticipate needs and expectations. Ocean Reef will use its best pricing judgment in an effort to secure consistent levels of occupancy.
While you are certainly free to call on any of your Vacation Rentals’ team, we will designate an Associate to be your Member liaison. This Associate will become intimately familiar with your residence including the subtle nuances that make it special. This Associate will keep you informed of concerns related to your residence and will be responsible for managing your asset with the upmost care and diligence.
A partnership with Ocean Reef Vacation Rentals means that you have chosen a quality experience that not only provides the highest return but also protects your asset. This is what sets Ocean Reef apart from any other rental management company. We invest in the resources necessary to build and support occupancy throughout the year. Ocean Reef Members and Guests have established service and quality expectations and no other team is prepared to meet and exceed these expectations.
In addition, Members and Guests enjoying a Vacation Rentals’ residence receive exclusive benefits, while in residence, which increases the perceived value proposition.
Your Vacation Rentals’ department is Club owned and managed. Thus, by working with the Club’s rental program, you are enhancing the value of your Club.
Ensuring security and privacy for our Members and Guests is paramount. If you wish to access your residence, please first contact the Vacation Rentals’ office to ensure the residence is vacant. Please keep in mind we often secure a last minute reservation. As a result, even if your residence did not have a reservation in place a few days ago, there may be a Member/Guest enjoying your residence today.
By definition, check-in is after 4pm and check-out is before 11am. In the event a Member/Guest is requesting an early check-in or late check-out, defined as (check-in between 11am and 4pm; check-out between 11am and 6pm), the Member/Guest will be charged 50% of the daily rate for this convenience. In the event there is an arrival on the scheduled date of departure, the late departure request will be respectfully denied. And, should there be a Member/Guest departing that conflicts with the early check-in request, it is likely the request will be respectfully denied.
Often times, a Member/Guest asks for access to a residence in advance of check-in so they may place some of their perishables in the fridge. While every effort is made to accommodate these requests, we must provide the Club’s teams (i.e.: Housekeeping, Vacation Rentals and Engineering) to facilitate their tasks before we are able to allow access to the residence. As a courtesy, the Bell Stand and Front Desk will assist in storing the perishables prior to check-in.
The short answer is likely no. The golf cart bay and garages are usually reserved for the Owner’s personal use only. Should a Member/Guest wish to enjoy a golf cart during their stay, we would introduce them to the Club’s Golf Cart Rental team for assistance.
We suggest you keep your personal golf cart locked in a safe place while you are not in residence. Should a Member or Guest wish to enjoy a golf cart, while here at Ocean Reef, we will introduce them to the Club’s Golf Cart Rental department.
This is a commonly asked question and we believe offering cart charging is a thoughtful feature. We recognize this is not always possible. Thus, if the Member or Guest is renting a golf cart from the Club, they are free to return the golf cart as often as they wish and exchange it for a fully charged golf cart. For the convenience of the Member or Guest, the Cart Rental team is also more than pleased to bring the fully charged golf cart to the residence they are enjoying and handle the exchange for them. In most cases, there is a small fee for this personalized service.
All swimming pools are required to be heated between December 1 and approximately April 15 (we allow the weather to dictate exact dates). The standard temperature is 86-degrees. While the Member/Guest, on occasion, may request the pool to be heated beyond this point, we discourage this as a higher temperature tends to strain the pool equipment.
This is a common question and, while it seems to be a burden, we ask that all Members and Guests, to ensure the highest level of key integrity, pick up the residence key at the Front Desk. Knowing who is in residence is a very important safety/security initiative. The Front Desk is open 24/7 for the convenience of all Members and Guests.
While enjoying a Vacation Rentals’ residence, Members and Guests appreciate the high level of Housekeeping services provided through the Club. This service includes daily housekeeping (based on request), which includes emptying the trash cans, removing the soiled towels and replacing with fresh towels and making the beds. Members and Guests may receive full-service housekeeping services based on request and in some cases for additional fees.
We recommend you keep the elevator for your personal use only. Renting members and guests will not be allowed access to residential elevators.
You are free to send your items to us at 35 Ocean Reef Drive, Suite 200, Key Largo, Florida 33037. If needed, we would be pleased to bring your items and place them in your residence prior to your arrival, or place them in your Owner’s closet. When shipping items, please inform us in advance so we are prepared for the delivery and include your name on the shipping label to ensure we place the items in the proper residence.
Members and Guest pay the prevailing tax rates above the daily rental rate. These taxes are held by Ocean Reef and disbursed, as instructed by the appropriate tax authorities, on behalf of the residence owner.
To ensure your request is handled promptly and accurately, we recommend you send your desired dates, or changes, to your Lodging Reservations’ team via their group e-mail address: Reservations@OceanReef.com. The Reservations’ office is staffed Monday through Friday from 8am to 7pm and from 8am to 5pm on Saturday and Sunday. For each individual reservation, you will receive an e-confirmation within 24-hours.
You are free to call on us any time and we would be pleased to share this information with you. Please keep in mind that your fellow Members and Guests are rather active so the pending reservations are certainly subject to change.
By definition, we consider a long-term rental any reservation longer than 28-days. As a courtesy to you, the residence owner, we will tentatively accept the long-term reservation, pending your approval. We appreciate that many of our Members value use of their residence above the rental revenue. We remain committed to ensuring your satisfaction.
Each Vacation Rentals’ is supported by the depth of the Club’s Engineering department. This is one of the most comprehensive, and economical, protection plans in the industry. In short, we become your first line of defense. Should any issues arise, we will immediately dispatch an Engineering Associate. Most issues can be quickly resolved. In the event, however, the issue be above our team’s skill set, we will engage the preferred vendor of your choice.
This service is available while your residence is vacant or while you, your Guest or a rental Guest is enjoying your residence.
One of the benefits our Members enjoy is complimentary installation of many commonly replaced items including light fixtures, plumbing fixtures and ceiling fans.
In the event the requested work is outside the Engineering Plan, labor will be billed at a substantial discount off the standard fees.
As you know, the Club has established brand standards and we ask that each residence adhere to these standards. While you are not required to use a particular type of kitchen and housewares inventory, we will provide a summary of the items we ask that you consider offering in your residence.
Your Club has thoughtfully assembled a comprehensive kitchen package inventory, which is available for you to purchase. This high quality package seamlessly transforms your kitchen to a comfortable and impressive presentation. The purchase of the package includes delivery, set-up and the removal of any of the old inventory you do not wish to retain. In addition, should we need to replace a missing or broken item, we carry surplus inventory and can respond quickly to bring your kitchen inventory to full complement.
As you can imagine, the Club has great leverage and purchasing power. As a result of this strength, the Club offers bulk purchasing on items such as electronics, appliances and bedding. While there is seldom substantial savings when we purchase one item, we often facilitate ‘flash sales’, which provides impressive values to our Members.
By working through the Club on purchases, in addition to the savings a Member may realize, they enjoy the convenience of the Club handling everything from the ordering, delivery, set-up and the removal of the old inventory, if warranted. Members also enjoy the pleasure of all purchases billed through their Member billing account.
A member may dispose of their old furnishings in any manner they wish. If desired, we can facilitate the disposition to an agency of your choice, or we can simply contact a local source, such as Habitat for Humanity. Usually, these agencies provide a tax receipt for the Member’s personal use.
If the Member is not concerned with the tax benefit, one option is to donate the asset to the Club. The Club disposes these furnishings in a variety of ways. The Club supports many charitable organizations and these furnishings help to support these organizations. On occasion, the Club will host Associate lotteries and allow the Associate to take possession of the furnishings for their personal use. Many Associates support family abroad and they ship these furnishings to their extended family.
They say, ‘everything is for sale.’ By this philosophy, our entire collection of Ocean Reef residences is on the market. While we recognize this isn’t the case… we do recognize some of our Members are actively trying to sell their home or condominium. In the event you are considering selling your residence, please let us know. You are certainly welcome to participate in the Club’s rental program while you are attempting to market your residence. We will work in tandem with your real estate professional to ensure we remain a trusted resource and will work to be certain your residence is always looking its best.
Please keep in mind that it is important to disclose to the buyer that you are working with the Club so they know there may be some pending reservations, which we may not have the ability to relocate. Disclosing this information will assist in a seamless closing, without compromising the integrity of the Club.
While many Members rely on the Club’s Vacation Rentals’ team to be their property managers, some continue to employ a caretaker for their residence. We respect these relationships and are proud to share that we have worked with most of the professional real estate caretakers here at Ocean Reef.
Whether it is something as simple as coordinating professional furniture cleaning or a comprehensive residence enhancement, the end goal is to protect the Member’s asset and enhance the value of the Club. The Member’s trust in both the caretaker and the Vacation Rentals’ team is supported by open and transparent communications between all involved.
If you currently employ a caretaker please let us know what responsibilities your caretaker will assume so we may work to exceed your expectations.
We are often asked this question. Vacation Rentals is Club owned and managed. Thus, you enjoy the depth and breadth of the Club’s global advertising and marketing Plan. This alone is enough to drive the highest levels of desired occupancy and a very respectable daily rate at the Reef. However, generating interest is only the beginning. Your Vacation Rentals’ team is determined to showcase your Ocean Reef home in the best possible way.
We are pleased to share that we enjoy an alliance with the foremost, industry provider of on-line visual marketing services. In addition to world-class photography, this partnership will provide interactive floor plans and video of each new residence. As a Member or Guest is considering their accommodations’ options, they will be engaged in a cutting-edge, user-friendly experience.
Not surprising, some Members and Guests prefer to personally preview residences before they select. Your Vacation Rentals’ team is well prepared for this opportunity and are often in the field showcasing our collection one residence at a time. Rest assured, we work hard to showcase the subtle nuances and special features of each residence.
In closing, we diligently work to be completely transparent with our marketing. As a result, whenever there are changes in a residence (furnishings or décor), we engage a professional photographer to capture the new features. After all, we want to exceed the expectations of each and every valued Member and Guest.
In some instances, we are provided an opportunity to showcase the Club, and more specifically, the Vacation Rentals’ program. This opportunity may originate from a large group or a VIP. While we traditionally provide lodging at the Inn, we are occasionally able to convince the planner to consider a Vacation Rentals’ residence. This often translates into future measurable values at very respectable rental rates. Rest assured, we would never compromise the trust you have placed in your Club’s rental program. We will surgically evaluate these opportunities and only extend this gift when we determine the long-range net return to you and the Club warrants the courtesy stay.
It is important to share that these complimentary nights do not accumulate, or roll over. Each fiscal year begins anew.
Our goal is to align the standards within the Vacation Rentals’ program to that of the Inn. Should your Lodging Leadership staff elect to elevate the linens used in the Inn rooms in an effort to elevate Member/Guest experiences, it would be our intent to replicate their decision. The Club may ask each participating Member to absorb a small portion of this linen fee.
The rental agreement automatically renews August 1 of each year. If you wish to not continue with your Club’s rental program, you simply need to send us a short note, at least 30-days prior to August 1, indicating your desire to pull your residence from the program. Please keep in mind that there may be some pending reservations, which we may not have the ability to relocate. We will ask that you honor these pending reservations.
There are presently no real estate agent rental commissions on rentals through the club.
In an attempt to build brand integrity within the Club, ORCA is asking Members to adhere to strict regulations as it relates to rentals. While some of the language is simply common sense (i.e.: noise, parking, etc.) there are some changes that directly impact the residence owner. We believe the most important point to consider is, whenever a residence owner is involved in a rental relationship, they must designate a rental manager who must be available 24/7 should there be any issues with the Member/Guest or within the residence.
In the case of your Club’s Vacation Rentals’ program, we are pleased to share that your Club’s team is available 24/7, 365 days a year, which ensures any concerns are swiftly addressed.
This is simply a proactive step to ensure we keep pests out of the Club. You should take comfort in knowing that we currently do not have bed bugs and, by the thoughtful use of bed protectors, we can continue to stand proud.
Ocean Reef Club has been built on traditions of excellence. Further to this point is the Club’s commitment to exceeding each Member and Guest’s expectations. For this reason, the Club solicits feedback from all our Guests on their visit. The survey is extremely comprehensive and covers every aspect of the Club experience including the processing of the reservation, arrival experience, food and beverage venues, recreation, retail and so much more. The in-residence portion of the survey explores the Member/Guest experience with lighting, technology, kitchen inventory, furniture, comfort and housekeeping.
We thoughtfully peruse every survey and use this feedback to better understand how we can elevate the Member/Guest experiences. Should the information we learn be of value to you, as the residence owner, we immediately share this with you so we may work together to achieve higher levels of satisfaction.
The daily service charge is $15 for one-bedroom residences and $25 for residences two-bedrooms and larger. This daily fee is often confused with a housekeeping fee. However, this is a Club fee that is received and disbursed to the Club’s hourly Associates, as outlined in the Club’s Human Resources compensation plan.