Section 8.1
General guidelines
Time restrictions
Open House Showings
10:00 AM – 5:00 PM
Any day of the week
Estate Sales
8:00 AM – 5:00 PM
Thursday, Friday & Saturday only
Signage requirements
In accordance with the DIA Covenants and Restrictions and the Architectural Review Committee, all Realtor, owner, and Estate Sale signs must comply with the criteria below. Signs that do not meet these standards may be removed by Access Control.
Sign specifications
- Maximum sign size: 18" × 24"
- No attachments of any kind — balloons, streamers, pinwheels, or banners
- A rider not exceeding 4" × 10" may be attached at the top or bottom for the Realtor's name and phone number
- One "For Sale," "For Rent," or "Estate Sale" sign of approved size may be placed on the property. The sign may be smaller but not larger
- Signs indicating "Contract Pending," "Agent Name," or "Coming Soon" are subject to the same requirements
Sign placement
- One Open House or Estate Sale sign may be placed at the subject property in addition to the For Sale sign
- Additional directional signs may be placed within common areas — maximum 5
- Only one Open House sign per event may be placed in the same common area, except in larger areas where traffic approaches from multiple directions
- Placement may be on either the street side or golf course side, but only one sign per listing is permitted
- No signs may be placed outside the Baymeadows or Southside gates
- Open House signs are permitted only during the event and must be removed by 6:00 PM
Approved sign vendors
Matt Broadus Signs
Mail Masters Printing & Signs
Giglio Signs
Section 8.2
Realtor guidelines
Gate access & notification
- Access Control will accept Realtor notification of Open House dates and times with at least 48 hours advance notice and will use reasonable care to facilitate access for prospective visitors
- Realtors are encouraged to notify Access Control in person in advance — preferably at each gate. A one-page printed MLS summary sheet with directions and hours is recommended for gate personnel
- Realtors showing a vacant property or conducting a drive-through of Deerwood must advise the on-duty Access Control Officer of their purpose upon entry
- For caravans or Brokers' Open events, the coordinating agent should notify Access Control in advance
Identification & access requirements
- All agents must present a photo business card, a valid Florida Realtor license, or a business card accompanied by a valid driver's license
- All prospective buyers or clients must be accompanied by a qualified real estate agent or broker
- Agents showing an occupied residence must obtain prior authorization from the owner or resident, recorded in the EIQ Connect system
Section 8.3
Estate sale guidelines
Estate Sales may take place Thursday, Friday & Saturday, 8:00 AM – 5:00 PM only. All conditions below must be satisfied before an Estate Sale may proceed.
Advance notice & registration
- The resident must notify both the DIA Property Manager and the security vendor at least 21 days in advance via email (contacts below)
- The resident must pre-register expected guests in the EIQ Connect application
- For larger visitor groups, the resident or Estate Sale manager may submit a guest list using the EIQ template (available from the FCS account manager or property manager) for bulk upload by Steve Tutson
- Visitors not pre-registered will be entered manually by gate personnel and marked "unregistered," which will slow the access process
Security requirement
The resident or Estate Sale manager must retain, at their expense, a security patrol from the DIA's contracted security provider (currently First Coast Security) for the duration of the event. Contact Steve Tutson to schedule — see contacts below.
Required gatehouse flyer
The resident or Estate Sale manager must prepare a standard letter-size (8.5" × 11") flyer in sufficient quantity for all expected visitors, and deliver copies to the FCS Account Manager for distribution to both gatehouses. The flyer must follow this format:
Required flyer format — reproduce on letter-size paper
ESTATE SALE
[Property Address]
FROM [Start Date] TO [End Date]
8:00 AM – 5:00 PM
[Property Address]
FROM [Start Date] TO [End Date]
8:00 AM – 5:00 PM
⚠ IMPORTANT: No pick-up of items on Sundays · Estate Sale companies are not to bring in extra items for the sale
Estate sale visitor entry procedures
At the gatehouse
- Visitors shall use the visitor lane at the gatehouse
- Visitors must state their intention to attend the Estate Sale, providing the address and name of the resident or Estate Sale manager
- Pre-registered visitors will be processed normally
- If a visitor is not pre-registered, the gate officer will manually register the visitor in EIQ under the destination address as "unregistered," note the authorized duration, and provide the prepared flyer to be displayed on the visitor's dashboard
Large-group events: Visitors who were not pre-registered but properly identify the event they are attending will be manually registered by gate officers with the notation "unregistered" and granted access without telephone verification by security personnel with the resident or event organizer.
Key Contacts
Who to notify
Patty Truax-Stewart
DIA Property Manager
First Coast Association Management, LLC
First Coast Association Management, LLC
Steve Tutson
Account Manager — First Coast Security
Advance notice, guest list uploads & security scheduling
Advance notice, guest list uploads & security scheduling
Cell: (904) 952-1920
Baymeadows Gate: (904) 642-1633
Southside Gate: (904) 329-2458