Booking Procedure: The receipt of the booking form indicates to the booking agent that the client would like to reserve the said property for the dates indicated on the form. The agent will then reserve the dates requested with the owner of the property. After the dates are confirmed by the owner, the property will be put on a “soft” hold for 2 working days. An email confirmation and rental agreement will then be sent to the client. This confirmation will outline the amount due, due dates, and payment options. Please note that the soft hold is not in effect until the confirmation letter and rental agreement has been issued by the booking agent. The deposit to hold the booking as firm is due within the two day soft hold period. The booking will not be considered firm until the deposit is received. The balance of the rental fee plus government tax is due 60 days prior to arrival.
Cancellation Policy: The renter may cancel and get a full refund up to 60 days prior to arrival, less a cancellation fee equal to 10% of the moneys paid or $200 whichever is greater. Within 60 days of arrival and over Christmas week and/or New Year Holiday week, refund is subject to re-letting the property. If the property is re-let , the renter will be reimbursed in an amount equivalent to the new rental fee less the administrative fee. The purchase of travel insurance to cover unexpected cancellations is recommended. Travel insurance provides coverage to protect renters from a wide array of unexpected events such as, but not limited to, unpredictable weather, medical or family emergency. Renters are encouraged to give consideration to the purchase of travel insurance as there are circumstances that can cause renters to cancel or interrupt their stay thereby forfeiting any non-refundable pre-payments or payments made for their trip.
Occupancy: Each rental property lists the maximum occupancy and number of beds available. Please consider all members of your group when making reservations even children and infants. In cases of unauthorized overage of persons, the owner reserves the right to ask for immediate decrease in occupancy to continue the stay or to have the property vacated with no refund of rent. The person signing this rental agreement must be a member of the party occupying the Property, this person agrees to the conditions of the booking on behalf of all of the persons occupying the property and all shall be deemed to be Renters for all purposes of this agreement , and who, by occupying the property shall be deemed to have ratified and confirmed their agreement to be bound by all of the present terms and conditions. Upon expiration of the rental period, renters agree to give peaceable possession of the said premises.
Property Equipment: Each rental property is privately owned. Each has met basic inventory requirements. All properties include basic furniture, including a television, telephone (no direct dial long distance) kitchen equipment and linens for the maximum occupancy of the house . In the case of linens, this means a minimum of two sets of sheets for each bed, and two sets of towels for each person. Each house is decorated and furnished according to the taste of the owner. Turks and Caicos Safari takes no responsibility for the décor of the house. Neither Turks and Caicos Safari nor the property management company can furnish extra supplies for the property. Neither Turks and Caicos. Safari nor the property management company can supply extra furnishings nor can they change the bed configurations. Most homes have locked closets or rooms, these locked areas are the private property of the owner. Please respect the privacy of these areas. A supply of dry goods are provided i.e. paper towel, toilet paper, soap, etc. to get you started. These are not, however, replenished during your stay. There is no guarantee of food stuffs being available in the villa, however, often you will find items such as salt and pepper, coffee, tea bags etc. which you are welcome to use. Toiletries, hair dryers, beach towels, floats, snorkeling equipment, coolers, insect repellent, beach chairs, sunscreen etc. are not provided by the owner. Most of these items can be found locally, however, you will find it more cost effective to buy them prior to your departure from home and bring them with you.
Check - In: Check in time is 4:00pm. There is no guaranteed check in prior to 4:00pm. If you arrive early, you are welcome to leave your luggage at the house and then vacate the property.
Check-Out: Check out time is 10:00am. All guests, along with their possessions, must be removed from the property by 10:00am. Guests staying in rental properties after the check out time will be subject to a charge of $200/per hour or fraction thereof. Check in at the airport is normally slow. We recommend that you check in at least 3 hours prior to flight time. If you have a car to return please add ½ hour. Upon expiration of the rental period, renters agree to give peaceable possession of the said premises.
Problems and Concerns: Although every effort is made to maintain all rental properties in good order, wear and tear on a rental property is unavoidable. Please notify the property management company (a telephone number will be provided for you as part of your pre-arrival information), as soon as possible if a problem relating to the rental property exists. Every effort will be made in order to rectify any problem that exists in a timely manner. Please keep in mind that Providenciales, like many small islands, is without ready access to many goods and services that are available in the United States, Canada or Europe. No refund or rate adjustment will be made for malfunction of air conditioners, TV's , appliances , pool or any other malfunction. Repairs will be made as soon as possible after notification.
Outside Services: Each property is individually owned and managed. The owner and agent are providing a residential villa rental only and expressly disclaim any responsibility for any acts or omissions by third persons or other legal entities for the provision of any services, goods, or other products which may be provided during the tenancy of the rental agreement. The owner, agent or property management company are in no way responsible or otherwise liable for services beyond the normal operation of the villa as a vacation rental only and have no responsibility nor liability whatsoever for any referrals or recommendations made, offered, or provided for any ancillary services including, but not limited to, car rentals, taxi services, restaurants, chefs, cooks, caterers, groceries, fishing guides, medical, babysitters, nannies, diving, boat trips, boat rentals, SCUBA, air service, shopping, sightseeing excursions, or any other personal service or vender of any type or description, the same being intended for information purposes only and is in no way intended as a guarantee or warranty as to the fitness or suitability of the goods and services offered, either express or implied. Staff may assist the renter in booking or recommending any of these or similar services, but in doing so, accepts neither responsibility nor liability as principal, agent, contractor, master servant, or promoter. Every effort will be made to deal with these outside service providers to solve any problems that may arise in a timely fashion, however, no rebates or refunds will be given for lack of services that are beyond our control.
Private Functions: Private functions/parties are not allowed in rental accommodations without prior written approval. Live bands are not allowed. Premises shall be used for recreational purposes only in a non-offensive manner. No use shall be made of the premises that is unlawful, improper, noisy, offensive or contrary to the laws of the Turks and Caicos Islands.
Maid Service: At some villas, there is a mid week maid service provided during the stay if it is 7 nights or more . If you desire additional maid service, please indicate your request on the Guest Information Questionnaire which will be provided in your Pre Arrival Packet. Additional maid service runs approximately $50.00/hour with a three-hour minimum. If you have ordered additional maid service, and change your mind once you arrive, a 24 hour notice is necessary in order to cancel the maid service. Same day cancellations must be paid for regardless of service rendered. Maids do come in at the end of your stay, however, renter shall be responsible if excessive cleaning is necessary at the end of your stay.
Swimming Pools: If the villa has a swimming pool, please note that for sanitary reasons, we would like to remind you that all children must wear proper bathing attire before entering the pools. Toddlers and infants are required to wear swimming diapers before entering the pool. Swimming diapers may not available on island so please bring them with you. Also no dogs or scuba equipment please in any of the pools. The owner provides no lifeguard if a swimming pool is on the premises and guests take full responsibility for their own safety should they wish to engage in use of said pool since it is an inherently dangerous activity. ANYONE USING THE POOL THEREFORE DOES SO AT THEIR OWN RISK.
Attention Scuba Divers- Putting dive tanks or equipment in the swimming pool can easily chip the thin surface coating of the pool. This repair is quite costly since the pool must be drained and refilled. Additionally, throwing any salty gear in the pool will throw off the balance of the chorine-making system. All repairs to swimming pools caused by scuba or other equipment being put in the pool will be charged back to the renters.
Children Responsibility for the proper supervision of children is the sole responsibility of the renter and that the owner expressly disclaims that the premises and its adjuncts thereto are suited or otherwise designed for children or young adults who lack the maturity to recognize the inherent risks associated with the use of a swimming pool or the entering of a natural wilderness such as the ocean. Renter is specifically advised not to allow children to swim or play in the swimming pool or the ocean without responsible adult supervision.
Construction Unfortunately, we cannot predict the location of all construction activity on the island. We will not make refunds based on construction activity.
Security: Be Safe - lock the doors and windows when you are away and at night as you would do at home. Don't leave valuables lying around. Neither the owner, nor Turks and Caicos Safari nor the property management company is responsible for stolen or lost items.
Indemnification: Renter(s) agree to indemnify and save harmless the Owner(s) and Agent(s) for any liabilities, theft, injury ,damage, cost or expense whatsoever arising from or related to any claim or litigation which may arise out of or in connection with Renter(s) use and occupancy of the rental property.
Upon check-in, you will be asked to present a credit card to secure against any incidental charges or to cover additional costs such as air conditioning. Guests wishing to use equipment provided, such as kayaks, paddle boards, or dinghies are also asked to sign a release of liability waiver.
Travel insurance is recommended to guard against unexpected cancellations, especially if traveling during the months of August, September, or October.
Several of our villa rentals will permit weddings or private functions, but only with prior approval. Since these are private homes, the property must be used for recreational purposes only in a manner that is lawful and non-offensive to neighbors.
Extra Fees: Published property rates are the final cost of the villa. There is no added gratuity. There are, however, extra fees associated with the rental as:
a. Security deposit - some villas are subject to a security deposit, this deposit covers replacement costs for any damage over and above normal wear and tear, long distance telephone calls and cost of Internet usage.
b. Telephone and Internet Usage - The renter is responsible for all long distance telephone charges and Internet charges if applicable.
c. Air conditioning costs - Some of the villas are air-conditioned but the air conditioning cost is not included in the price of the villa. Some villas charge a flat daily rate for air conditioning and other villas are designed so that the air conditioners run on a separate meter. This is so indicated in the description of each property. Where the air conditioning units are run on a separate meter, a meter reading is taken upon check in and again upon check out. The power costs are charged back to the renter at cost which is approximately $.59/ kilowatt. If the renter wants the air conditioning units turned on, they must indicate so prior to arrival.
d. Maid Service - A mid-stay maid service is provided as part of the rental fee at some villas if the rental period is 7 nights or more. This is meant to be a light cleaning of the kitchen and bathroom areas and a change of linen. Additional maid service can be requested and paid for by the renter.
e. Government Tax: PLEASE NOTE that all villa rental bookings are now subject to an 12% accommodation tax. This amendment was made to section 3 of the Hotel and Restaurant (Taxation) Ordinance and became effective July 1, 2013. This tax will be payable at the time the balance is paid on the booking.
f. Damage due to scuba equipment All repairs to swimming pools caused by scuba or other equipment being put in the pool will be charged back to the renters.
g. Excessive Cleaning Renter shall be responsible if excessive cleaning is necessary at the end of your stay.