Rental Terms


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When you make a reservation, you will receive a Vacation Rental Confirmation/Invoice requesting deposit on the property you have booked with Caribbean Villas Management. This Vacation Rental Confirmation becomes a binding agreement when you send rental deposit; it states the terms and conditions concerning this property rental between you (the “Guest”) and your principal, and Caribbean Villas Management. Your sending payment in response to this invoice constitutes your acceptance and agreement to these terms, conditions, limitations and restrictions as printed below. If you have any problems or questions with any of the following, please be sure to seek clarification and explanation before you send rental deposit monies. Upon deposit receipt, all applicable cancellation penalties will immediately apply.

1) Payment & Cancellation Policies: Fifty Percent (50%) of your total rent is due here within ten (10) days of rental request to confirm your reservation. Failure to make payment subjects your reservation to automatic cancellation without notice to you. The balance due of total rent, Government Hotel Tax (for the rental rate plus any additional charges, such as an energy surcharge or a maintenance fee), and refundable damage deposit must be paid in full at least sixty (60) days prior to your arrival. Only one (1) credit card will be accepted from a rental party for rental payment. All cancellations and any request for changes to your reservation (such as date changes or changes in the number of persons) must be made in writing. If you cancel more than sixty (60) days prior to your arrival date, one hundred percent (100%) of your total deposited rental funds (excluding damage deposit) will be converted to property account credit. If you cancel within forty five (45) days of your arrival date, Caribbean Villas Management will retain one hundred percent (100%) of your total rent as full liquidated damages. However, if your cancelled dates are able to be rebooked to another guest, one hundred percent (100%) of your total deposited rental funds (excluding damage deposit) will be converted to property account credit. Account credit is valid only for use as payment towards a rental invoice at same property within a twelve (12) month period of cancelled reservation’s original arrival date.

Account credit will be available only for use through Caribbean Villas Management.

2) Changes to Your Reservation: If you must change or cancel any portion of the rental or services you have already booked, you must notify us in writing. Please send payments in on time to avoid cancellation of your reservation. No shows, late arrivals, a reduction in number of persons in your group within sixty (60) days of or after your arrival, and early departures from your property are nonrefundable.

No refunds will be granted unless there is a serious problem which cannot be remedied within a reasonable timeline, and/or which causes the Guest extreme, undue discomfort or serious inconvenience (see also Complaints and Maintenance, below). Guests who abandon their property without permission from Caribbean Villas Management agree they have no rights to compensation.

We Highly Recommend Travel Insurance: For peace of mind, Caribbean Villas Management highly recommends travel cancellation insurance. If you must change or cancel any portion of the reservation you have already booked, you must notify us in writing.

Interest Bearing Account: Guest understands that rental monies shall be deposited in an interest bearing escrow account upon deposit, with any and all interest accrued to the benefit of Caribbean Villas Management.

Accidental Damage Waiver Policy: The Guest will provide a credit card (Visa or MasterCard) to be placed on file for any incidentals. Caribbean Villas Management requires a $60 non-refundable Security Deposit Waiver fee for all reservations. This fee is in lieu of a damage deposit and covers all minor accidental damage or breakage up to $1,000.00. If such damages occur during a stay, guests are required to notify Caribbean Villas Management in writing immediately. Damages that are determined to be accidental will be covered by Caribbean Villas Management up to the stated policy value. This privilege is offered to guests as our way of saying thank you for your business. This policy does not cover intentional acts that results in damage, gross negligence, willful and wanton conduct, or any cause if guests fail to report the damage to Caribbean Villas Management before departure. Coverage does not apply to theft or damage of any property owned by or brought onto the premises by a guest. In cases of abuse and malicious damage to rental property the guest will reimburse Agent and/or Owner the amount of all damage including attorney's fees.

Specific incidents that are NOT covered by Damage Waiver:
  1. Guests are notified of where they should drop off their trash during their stay. If any trash is left on the premises following a reservation, a $50 removal fee will be assessed.
  2. Any items broken/damaged/missing at a property that not reported (in writing) to Caribbean Villas Management prior to departure will be billed in full, no matter the cause of damage.
  3. Water levels are checked prior to every arrival. Guests will be charged for all excessive use and/or abuse of water. A bill will be sent to guests/agent to purchase additional water.
  4. Any/all bedding stained with sunscreen or makeup, ripped or ruined during laundering will be charged to guests/agent. This is not considered ‘accidental damage’.
  5. Any/all towels lost or ruined during guests stay will be billed to guest/agent and not considered ‘accidental damage’.

Rearranging the furniture or removing any items from the property is prohibited. All normal utilities (except for long distance phone calls, trash removal, additional cleaning, or careless or excessive use of property’s utilities) are included in your rental price unless otherwise noted on your rental invoice. You hereby agree to pay Caribbean Villas Management on behalf of the owner of your property the cleaning or replacement costs for all damages to personal property or to the real estate, which may occur as a result of your occupancy, excluding normal wear and tear, which exceed the coverage amount. Locked rooms, pantries, closets and other marked areas are reserved for the use of the property owner and are not included in this rental. You as the Guest agree to take all reasonable steps to ensure that your family and other guests in your party adhere to the rules and regulations affecting your property. All properties are privately owned, so decor, colors and inventories will of course vary. All properties are fully furnished, including an ample supply of bed linens and towels for Guests’ use.

Smoking in Villas: There is to be absolutely NO SMOKING in any villas - smoking may be permitted out of doors, but some properties are 100% non-smoking and will be noted as such. If you are unsure, please inquire; ignorance of smoking rules at a villa will not absolve you or anyone in your party from fines or additional costs:

Smoking in any non-smoking villa is subject to a fine of $250.00 . Additionally, there are to be no burning materials or open flames (i.e. candles, incense, etc.) burned inside of any villa.

Damages resulting from smoking, or the use of burning materials/open flames where not permitted, are not to be covered under the Accidental Damage Waiver and will be subject to the fine for smoking or burning of materials or open flames ($250.00), PLUS the cost of replacement or repair of any damaged interior surface, furniture or accessories.

Liability: Caribbean Villas Management is acting hereunder as agent for accommodations, and assumes no liability for property loss or damages, nor liability for injury, accidents, delay, or irregularity which may be occasioned either by reason of defect in any vehicle or the acts of any company or persons engaged in conveying passengers to or from their property. Transportation (airlines, ferries, charter vessels, rental cars and taxis) is supplied by providers who operate independently of Caribbean Villas Management. We assume no responsibility, therefore, for any loss, injury, or damage to person or property because of the acts of those providers. Furthermore, Guest is responsible for their rented property during occupancy, must lock property’s windows and doors securely at all times when not on the premises, and must exercise care in securing all personal property. Guests must observe all cautions as given by Caribbean Villas Management and/or by your escort or local contact people. All Caribbean Villas Management properties are privately owned. The villa owner and Caribbean Villas Management reserve the right to refuse service or rentals to anyone at their complete discretion.

No Pets: Pets of any kind are NOT allowed in or on the villa’s premises without specific written permission from Caribbean Villas Management (granted prior to arrival). A pet or evidence of a pet found on premises will cause immediate eviction, and forfeiture of Guest’s entire rent and deposit.

3) Complaints & Maintenance: Caribbean Villas Management shall make every effort to keep all properties and their inventories in good working order. In case of a maintenance problem, they will strive to repair the problem as soon as possible after being notified. They reserve the right to be allowed a reasonable timeline (up to 24 hours) to attend to a reported problem. However, no refund or rate adjustment shall be made for unforeseen mechanical failures such as the supply of electricity, telephone service, internet service, water, pool filtration systems, hot tubs, air conditioning, television or cable service, appliances, etc. It is the Guest’s obligation to report any problems or damage to their property immediately to us, regardless of the hour.

Check-In & Check-Out Times: Guests may check in to their properties no earlier than 3:00PM. Guests must check out of their properties no later than 11:00AM. Failure to check out of your property before 11:00AM may result in a $250 penalty charged to Guest. Some properties may require adjusted checkin/out times.

Please see your Vacation Rental Confirmation for your property’s specified times.

Check in and check out times are strictly enforced at our properties. If you would like a later checkout time, you are required to submit your request, in writing, to Caribbean Villas Management prior to your stay OR within 24 hours of departure. All adjustments to entry/exit times are required to receive written prior permission from Caribbean Villas Management.

Entry to Property: Caribbean Villas Management or its associated staff may enter your property to perform any repairs as necessary. If your property is on the market for sale, we reserve the right to allow the property to be shown, but only by advance appointment made with Guests. To respect your privacy, we will make every effort to schedule such brief showings at a time convenient to you.

Substitution: Caribbean Villas Management reserves the right to substitute comparable or better accommodations without liability, should the property reserved be sold or rented long term, be out of order, been inadvertently double-booked, or be deemed substandard by us for any reason. If comparable accommodations are not available, Guest will receive a complete refund of all prorated rent and Hotel Tax paid for the original property.

Illegal Substances & Hazardous Materials: Guest and members of their party shall not use or permit to be brought into any villa any illegal substances, inflammable fluids (e.g., gasoline, kerosene, naphtha or benzene), fireworks, or other explosives or articles deemed hazardous to life, limb or property. Additionally, there shall be no candles, open flames (aside from gas stoves or grills) or the burning of any materials such as incense inside of any villa.

Property Keys: Caribbean Villas Management shall charge Guest $35 for each set of lost or mishandled keys; gate remote controls will be charged at replacement cost of $100. Guest is required to follow all instructions precisely on where to leave your property keys and gate remote controls when you depart.

Capacity of Properties: The total number of persons allowed in the property at any one time is restricted to the number of persons scheduled and paid for, based on two persons per bedroom. Should a group misrepresent themselves, they will be required to pay for all excess persons immediately, or shall vacate the property immediately, without refund. Exceptions to this Term are made only for infants under 24 months old at the time of travel. If a crib and not occupying one of the villa’s beds, then the infant is not included in the property’s total headcount. There is a limit of two (2) infants under 24 months per rental in any property.

At time of booking, all property Guests are required to provide Caribbean Villas Management with the full names of all guests staying in the property, and with the full names and ages (at the time of travel) for all children under 18 years accompanying the adults in the rental party.

Quiet Enjoyment & Parties: Caribbean Villas Management wishes to maintain a tranquil atmosphere for the quiet enjoyment of Guests. We rent to responsible adults only; absolutely NO house parties, commercial uses or functions such as weddings are allowed without advance written permission from Caribbean Villas Management.

Guests shall be sufficiently quiet and peaceful, so as not to disturb other residents of the neighborhood, particularly after 10:00PM. If Guest is found to have had a wedding or any sort of group gathering for more persons than officially scheduled and paid for at the property , and/or without Caribbean Villas Management’s advance written permission, they are subject to forfeiture of entire security deposit.

Rates & Publishing Errors: Caribbean Villas Management is not responsible for publishing errors or for the content of other websites. All rates and details are subject to change without prior notice. In any dispute arising, the laws of the United States Virgin Islands shall apply and the prevailing party shall recover costs, expenses and attorneys’ fees. This Vacation Rental Confirmation becomes a binding agreement when you send rental deposit. Sending payment in response constitutes acceptance to these terms, conditions, limitations and restrictions.

Important Islands Arrival Procedures

Caribbean Villas Management will need to know the following information to plan your arrival:
1) Flight Information
Arrival Airline: ___________________ Departure Airline: ___________________
Arrival Flight #: ___________________ Departure Flight #: ___________________
Arrival Time: ___________________ Departure Time: ___________________
2) Transportation Requirements
Transfers Needed: Yes / No
Car Rentals Needed: Yes / No
If Yes, Explain Car Rental Requirements:
____________________________________________________
____________________________________________________
If No, What vehicles and agency have you prearranged:
____________________________________________________
____________________________________________________

Your arrival information is essential. Please note that the properties in the Virgin Islands rarely have a recognizable street addresses. We need to know when to expect your party.
3) Document Requirements
Always travel with the proper identifications, currencies and all reservation documents including your list of island contact numbers in case of emergencies. A checklist involves the following Identification

Drivers License: ____ Passport: ____
Banking
Primary Credit Card: ____ Secondary Credit Card: ____
Banking Debit Card: ____ $200 US Currency: ____

Reservation Documents
Vacation Rental Confirmation: ____ Emergency Contact Numbers: ____
Rental Insurance Information: ____ Airline Tickets & Applicable Visas: ____
American Guests staying on or planning to visit the British Virgin Islands or any other non-American Caribbean territory (Tortola/Virgin Gorda/St. Martin) are required to have a current U.S. Passport to gain entry back into the United States. American guests renting in the U.S. Virgin Islands (STT, STJ, STX) not planning on traveling off island may enter and depart the USVI with a valid Passport, or Passport Card, or Valid Birth Certificate accompanied by a government issued photo ID. Always check with your airlines for the latest boarding requirements before you travel!

Please visit the U.S. Passport Office online at http://travel.state.gov for updated information, and always verify boarding requirements with your airline before you travel. If your flight is delayed or cancelled while en route, you are required to contact Caribbean Villas Management so we can notify all parties involved.

4) Escort to Property/Property Manager
You’ll be met upon arrival at the airport or ferry dock, OR at your car rental agency, led (escorted) to your property, and when you arrive at your property, you’ll be given the keys and a walkthrough of the property to help get you settled and comfortable. You will also be given an island orientation so you can get around.

There is no extra charge for these services, although a tip for your escort is at your discretion. You'll be given an island manager’s phone numbers for contact during your vacation.

Transportation back to the airport or ferry dock upon your departure is not provided. Please be sure that you rent a vehicle large enough for your entire party plus your luggage. Island rental cars are usually small compact models, and jeeps will hold four passengers but little to no luggage. Please plan accordingly.

Car rentals are highly recommended. If you choose not to rent a car for your arrival, then you must pay a taxi to take you and your luggage to your property. Property managers and escort staff cannot carry guests as passengers due to liability insurance restrictions. All private taxi rates are government regulated.

Private taxi estimates are $55 $110 for up to 4 persons (+ $7-$15 per person for each additional passenger). Taxi fares depend on the location to which you’re traveling. All port arrivals subject to $10 VI Port Authority Fee.

St. John Arrivals: You are required to phone your contact person before you board the ferry from St. Thomas to St. John, so he/she will know at what time and at which dock you will be arriving, and can meet you there promptly. Please be sure to travel with all island contact numbers. The St. John passenger ferry from Red Hook (East End) charges $6-$10 one-way, plus fees per bag. The trip is about 20 minutes. All passengers are required to tag their baggage, and to travel with their photo I.D.s, which may be checked at boarding on all ferries.

5) Food/Grocery Delivery & Chef Services
With advance notice, we can pre-stock your property with the food and beverages of your choice. Let us deliver your custom grocery order to your property just before your arrival. For grocery provisioning and all other such needs, please contact our Concierge.

We also have excellent chefs who are available for your specific needs. Whether is a single special dinner or three meals a day for the duration of your stay. For a list of chefs with and sample menus for each island, please email our Concierge. Chefs require an advance deposit for both grocery shopping and for their services; Please remember: all of our chefs book up far in advance for all holidays, so please plan way ahead.

6) Special Services
We can arrange almost any special services you wish, on any island. Call and discuss your needs ranging from restaurant reservations, activities and water sports, island activities, boat charters, SCUBA diving, jet skis, parasailing, windsurfing, massage, spa services and more!

7) Child Services
Portable cribs are available for rent (furniture only you bring your own mattress pad and sheets). Full-sized baby cribs are also available for rent (requires assembly, so you must specify in advance in which room you want the crib setup). High chairs, booster seats, bed rails and a stroller are also available for rent. There are also very comfortable air beds for rent. All rentals will be delivered to your property, ready for you to set up in the area of your choice after your arrival. There is a flat fee for delivery and pickup.

U.S.V.I. law requires that “No person may operate a motor vehicle while transporting a child under the age of 13, without providing for the protection of the child by properly securing the child in an appropriate child restraint system or booster seat as follows: (1) Passengers up to one 1 year of age must be rear facing and placed in the outboard rear or center rear position of the motor vehicle; 2) Passengers one (1) to five (5) years of age shall use a child restraint system that meets the Federal Motor Vehicle Safety Standards; 3) Booster Seats must be used with children who have outgrown a forward facing child car seat based on manufacturers' specifications, or for children between 40-80 lbs. less than 8 years of age and less than 4 ft. 9 in. tall; 4) Children 13 and under shall always ride in the rear seat of vehicles equipped with air bags; and 5) Except when safety seats must be worn, seat belts must be worn in both outboard, rear positions and center rear of vehicles. Car seats are available from your rental car agency. Please order one when you book your rental car; there may be a small charge.

8) Staff Gratuities
If you receive excellent service, we recommend tipping about $25-$50 per week for each housekeeper.

9) Stairs
Islands are for the most part very hilly, and properties are often built into steep hillsides, which afford you the fantastic ocean views we offer in the Caribbean. Often this means that many of our properties have many stairs so if you're person with a disability or if you cannot handle many stairs, please be sure to ask when booking your property how many stairs you'll have to climb, and please be sure to let us know if you are on crutches or in a wheelchair so we can be sure to book you into a property which is appropriate.

10) Noise & Gathering
Most of our homes are located in sedate, residential neighborhoods, and if you and your family and friends want to make some partying a part of your vacation, please check with us before you book a particular property we'll advise you as to the neighborhood climate.

Caribbean Villas Management Virgin Islands
(813) 388-8995 info@caribbeanvillasmanagement.com