Balancing Community Harmony and Short-Term Rental Policies During Spring Break

Spring Break brings an influx of visitors to Florida, and with it, a surge in short-term rental activity through platforms like Airbnb, Vrbo, and similar services. While short-term rentals can provide income for property owners, they can also create challenges for HOA and condominium associations. Issues such as noise, parking, and security can disrupt the community’s peace and negatively affect full-time residents.

Here are best practices for managing short-term rentals effectively, ensuring a harmonious balance between rental opportunities and resident satisfaction.

1. Establish Clear Short-Term Rental Policies

A well-defined policy is the foundation of effective short-term rental management. Your community association’s governing documents, including CC&Rs (Covenants, Conditions & Restrictions) and rules and regulations, should explicitly state:

• Minimum rental durations (e.g., a minimum of seven days to reduce turnover).
• Occupancy limits based on unit size.
• Requirements for tenant registration with the management office.
• Prohibited activities, such as large gatherings or events.
• Prohibitions or restrictions on pets. It’s also a good idea to check with your association attorney to become familiar with the rules for service animals and comfort animals.

Associations should also consider amending bylaws if needed, ensuring that the community has the legal authority to enforce these rules. Your association attorney will be able to provide some guidance on your specific situation.

2. Enforce Guest Registration and Screening

To enhance security and maintain community standards:

• Require property owners to submit guest information, including names, contact details, and vehicle information, before arrival.
• Ensure that property owners are providing a copy of the Rules and Regulations to renters prior to arrival. These can additionally be supplied in a Welcome Package (explained in greater detail below).
• Utilize guest passes or parking permits in an alternate color or style to monitor visitor access.
• Implement a visitor screening process if your community has access control, such as gated entrances or security personnel.

A well-managed registration process not only enhances security but also ensures compliance with community rules.

3. Communicate Rules and Expectations Clearly

When guests are unfamiliar with community guidelines, misunderstandings can occur. Providing short-term renters with a welcome packet that includes:

• Community rules (e.g., noise restrictions, pool hours, parking rules).
• Information on amenities and shared spaces.
• Emergency contact information and safety procedures.

Additionally, associations can create signage in common areas reminding all residents and guests of community expectations.

4. Implement Noise and Nuisance Controls

One of the biggest concerns with short-term rentals is noise. Associations can take proactive steps by:

• Enforcing quiet hours, particularly in the evenings.
• Installing noise monitoring technology in common areas.
• Establishing clear penalties for violations, such as fines or restricted access to amenities.
• Reminding owners who live onsite of the process for reporting violations and excessive noise, both during and after regular business hours.

Associations can also provide property owners with templates for their rental agreements that include community noise policies, ensuring guests are aware of expectations before arrival.

5. Maintain Open Communication with Owners

Proactive communication with property owners who participate in short-term rentals is crucial. Associations should:

• Hold annual or semi-annual meetings to discuss short-term rental policies.
• Share reminders and updates through newsletters or emails.
• Provide resources and guidance to help owners manage guests responsibly.

Encouraging owners to maintain open communication with their guests can help prevent potential issues.

6. Be Prepared to Address Violations

Despite best efforts, issues may arise. It is important to have:

• A clear process for handling complaints, including documentation and follow-up.
• Established penalties for repeated violations, such as fines or restricted use of amenities.
• The ability to suspend short-term rental privileges for non-compliant owners, if permitted by governing documents.

Consistency in enforcement is key to maintaining fairness and community trust.

Managing short-term rentals during Spring Break and other busy seasons can be challenging, but with clear policies, proactive communication, and consistent enforcement, associations can maintain a peaceful and well-managed community.

At KW Property Management & Consulting, we have extensive experience in supporting Florida communities with best practices for short-term rental management, ensuring that all residents—whether full-time or visiting—can enjoy a safe and harmonious environment.