Terms & Conditions for Tropical Vacations Group Rentals (revised January 31, 2013)
Our team at TROPICAL VACATIONS GROUP,LLC is looking forward to having you as our guest! Please review this Rental Agreement ("Agreement") in its entirety. It will govern your rental arrangement and legally binds you ("customer") to the terms set forth below. This rental is conditioned expressly upon your acceptance without modification of the terms, conditions, and notice requirements set forth below. CLICKING THE BUTTON 'I AGREE TO THE TERMS AND/OR SUBMIT PAYMENT' BY GIVING US YOUR CREDIT CARD INFORMATIONAT CONSTITUTES YOUR AGREEMENT TO ALL SUCH TERMS, CONDITIONS AND NOTICE REQUIREMENTS, INCLUDING THE CANCELLATION AND NO REFUND POLICY.
1) ACCEPTANCE & PAYMENT TERMS
Our reservation team is instructed to explain our terms & conditions as they govern the agreement between you and our company. Giving your credit card information to our reservation agent to secure a reservation binds you to accept our terms as it binds us to honor the same. Please sign this agreement by clicking “I agree” once you received your reservation confirmation with a reservation number issued for your specific reservation. Your first payment must be received in a timely fashion (either the deposit or full payment) for your reservation to be confirmed. Complete your online reservation by clicking both “I agree” buttons and the “Process Reservation” button and make your required payment of 50% if your reservation is more than 30 days in the future, or the full balance if it falls within 30 days. By authorizing payment via credit card you are authorizing TROPICAL VACATIONS GROUP LLC, acting as an intermediary between you and the HOME OWNERS, and to charge your credit card the balance of the total charges 30 days prior to the commencement date of your rental period. If you book your rental less then 30 days in advance of your stay, we will charge your full payment immediately by credit card or you must otherwise arrange for payment immediately for your reservation to be accepted.
FAILURE TO MAKE FINAL PAYMENT ON A TIMELY BASIS MAY RESULT IN CANCELLATION OF YOUR RESERVATION AND LOSS OF ANY DEPOSIT PAID PURSUANT TO THIS AGREEMENT'S CANCELLATION AND NO REFUND POLICY.
Until payment is received, the house remains available for other customers to rent. If you made arrangements to wire transfer or mail a check, we will hold the reservation for 3 business days. If the required payment and your acceptance of this Agreement are not received by our office on or before 5:00 PM of the 3rd business day following the "Date Agreement Issued" indicated above, your reservation will be automatically cancelled. Once your signed agreement and your deposit or full rental fee are received, a confirmation notice will be emailed to you.
2) CHECK IN & CHECK OUT PROCEDURE:
Check-in is no earlier than 3:00 PM on arrival and check-out no later than 10:00 AM on departure, unless expressively agreed upon otherwise. Please call at least 1 hour in advance if your check in is delayed, and be prompt upon check out. A waiting fee of $25/hr. will be charged to your credit card for waiting time of our crew after 30 minutes if no arrangements have been made.
It is recommended that customers purchase travel insurance. You are a valued customer and we want to do everything possible to make your trip enjoyable and worry free.
We have to pay the home owners in advance and they will not refund us under any circumstances, unless their home becomes unavailable due to unforeseeable circumstances. Because the unforeseen and unexpected can occur before you leave or when you are away from home, we recommend TRAVEL GUARD’S Cancellation Insurance Plan. For more information on what this insurance covers please go to our website. at www.tropicalvacationsgroup.com
4) CANCELLATION AND NO REFUND POLICY
Cancellation after confirmation of booking, which includes a customer's decision not to stay at a rental upon arrival, results in forfeiture of any and all collected money, except the Customer's security deposit and cleaning fee (if applicable) if full payment has been made. The security deposit and pre-paid cleaning fee are not part of the deposit to hold the rental. The security deposit and pre-paid cleaning fee (if applicable) are included in the balance payment, therefore, the total deposit will be forfeited if you cancel after confirmation of booking. Collected money is non-refundable unless the rental unit becomes unfit for habitation as deemed by Owner and Agency. Under no circumstances shall customer be able to determine if a rental unit is unfit for habitation.
To protect against cancellations caused by certain unforeseen events, such as illness, hurricanes or other weather hazards we recommend that customers purchase travel insurance to assure refund of deposits paid.
Our company will not refund for any reason including hurricanes or other weather related events, except our inability to deliver a rental home pursuant to this agreement.
5) This is a NON-SMOKING home and pets are prohibited, unless other arrangements have been made in advance and in writing. If we detect that the house has been smoked in during your stay or that pets have been brought without authorization, a $250.00 charge to air out and clean the premises will be charged.
6) SECURITY DEPOSITS
We require a security deposit for the protection of the owners and their homes. In lieu of a cash deposit, Tropical Vacations Group, LLC uses a Damage Waiver Protection Policy. This third party insurance covers any event in which you may be liable and is a mandatory part of your reservation. In addition, you hereby grant consent for Tropical Vacations Group, LLC to charge your credit card any amount of actual damages to the Property arising from your use of the Property, as well as for missing items, excessive clean-up, and, if necessary, the cost incurred in removing you from the Property above the amount covered by Damage Protection Policy. The property must be left in the exact condition that it was in when the Licensee arrived, except for reasonable cleaning for which you have paid a cleaning fee. Any damage, even if not directly caused by Licensee such as wind blowing a door and shattering the glass, or boiling liquid damaging the controls of the stove, or low water levels in pool burning out the electric pump motors,. etc. is the responsibility of the Licensee and shall be covered by the mandatory damage waiver, if not exceeding its coverage in which case it becomes the Licensees responsibility.
7) EXCESSIVE USE AND MISCONDUCT
During special times and conditions, such as renting to tenants under the age of 25 or during Spring Break, we may charge a cash security deposit to warrant that the tenants conduct themselves in an orderly fashion. . If we receive a code violation from the municipalities, have the police dispatched due to neighbor’s complaints or breaching the city ordinance due to the tenant’s misconduct, we shall retain all cash deposits as liquidated DAMAGES because repeated violations may result in the city revoking our rental license for such home, causing significant financial damage to the owner and to our company.
We charge $50 for missing keys and $150 for missing beach access cards and remote controls. It is also the Licensees responsibility to put the trash out for pick up on the posted days. We charge $50 per hour for service calls caused by irresponsible action of the Licensee, such as complaints about malfunctioning internet while it is unplugged, malfunctioning alarm systems while doors or windows were left open, or clogged toilets due to excessive deposits of paper. If the home is left behind “trashed” beyond reasonable wear and usage (used linens, towels and reasonable amount of dirt and garbage) we charge an excessive cleaning fee of $250.00The renter hereby expressively authorizes us to enforce these terms and charge any credit card on file if applicable.
**** AS A REMEDY FOR VIOLATIONS OF ANY OF THE STATED RENTAL CONDITIONS OF IN THIS AGREEMENT, TROPICAL VACATIONS GROUP LLC, ACTING AS AN INTERMEDIARY BETWEEN YOU AND THE HOME OWNERS, HAS THE RIGHT TO TERMINATE THIS AGREEMENT AND EVICT THE CUSTOMER FROM THE RENTAL WITHOUT ANY REFUND OF COLLECTED MONEY AND MAY KEEP ALL OR ANY PORTION OF THE SECURITY DEPOSIT IF THERE IS DESTRUCTIVE, UNAUTHORIZED OR CRIMINAL ACTIVITY TAKING PLACE.
8) PROPERTY INSPECTIONS
All problems, including inadequate cleaning and damage, must be reported in writing
to Tropical Vacations Group, LLC within 24 hours of check-in. Email is an acceptable form of communication in writing. All our homes are equipped with internet, and our office is in close proximity of all our homes except “Key Largo Paradise”.
9) ACCESS TO PREMISES
Tropical Vacations Group, LLC reserves the right to enter premises at any time for the purpose of performing maintenance calls, or to show the property to insurance or bank representatives or city inspectors. We will contact you in advance and schedule such visits with you. We will not enter the property without having obtained your consent, which shall not unreasonably withheld.
10) CHANGES IN ACCOMODATIONS
Tropical Vacations Group,LLC operates the homes on behalf of the home owners. It may happen from time to time that a home becomes unavailable for occupancy last minute. Such occurrences are beyond our control. We reserve the right to move reservations last minute into alternate accommodations of equal or higher standard, as reflected by the posted rental fees, if the rented accommodations become unavailable. We will make every reasonable attempt to find alternate accommodations but shall not be held liable if unsuccessful. The maximum amount we shall refund is the amount we have received. We shall not be responsible for plane fares, increased cost of last minute arrangements, hotels, or more expensive accommodations than what we had agreed to provide to you.
Customer understands that there are certain risks inherent to persons and property located adjacent to the ocean or to a golf course. Customer acknowledges that the Owner would not rent this rental unless the customer accepted these conditions and assume these risks.
11) ADDITIONAL DISCLOSURES:
TROPICAL VACATIONS GROUP LLC acts only as an intermediary for the owners, suppliers and contractors providing accommodations, transportation and services to customer. Under no circumstances shall TROPICAL VACATIONS GROUP LLC, managing agents, owners of rental, and/or their respective employees be responsible for any loss, expense, damages, claims or injury direct, indirect, consequential or otherwise whatsoever, caused or incurred whether arising in contract, or otherwise in law or equity as a result of rendering of the services or accommodations as described in this Agreement or as a result of any delay(s), substitution(s), rescheduling(s) or change(s) in the services or the conditions of the accommodations arranged by TROPICAL VACATIONS GROUP LLC. Additionally, TROPICAL VACATIONS GROUP LLC, managing agents, rental owners, and/or their respective employees shall not be responsible for any loss, expense, damages, claims or injury direct, indirect, consequential or otherwise caused by reason of military actions, acts of God, or by any agents, employees, subcontractors, servants or services as provided or substituted. TROPICAL VACATIONS GROUP LLC at all times will act in good faith and use its best efforts when required under this Agreement to substitute with accommodations or services of a type comparable to those contracted. TROPICAL VACATIONS GROUP LLC, acting as an intermediary between you and HOME OWNERS, reserves the right to refuse or discontinue service to any person(s) and/or to rescind any contract for accommodations or customer services and TROPICAL VACATIONS GROUP LLC will not be liable under any circumstances, including substitutions, to refund any unused portion of booked accommodations or services. TROPICAL VACATIONS GROUP LLC, managing agents, rental owners, and/or their respective employees are not responsible for theft or damage of personal property and no refunds will be given for any such occurrences. Customer and all occupants have been advised not to leave personal articles in locked vehicles, even if in the trunk; to always lock their vehicle; to always secure the rental. If renting mopeds, bicycles or any vehicles, customers are strongly encouraged to arrange for additional insurance, which provides adequate protection in the event of damage or theft arising out of such activities.
Customer understands that TROPICAL VACATIONS GROUP LLC acts as an intermediary between the customer and the HOME OWNERS. TROPICAL VACATIONS GROUP LLC receives a commission of the value of the Agreement once all other monies are paid by customer. Therefore, in order to process a reservation all monies are paid immediately to the legal rental owner, other agent or agency, caretaker, realtor or property manager to secure the reservation. Since funds are paid to third parties TROPICAL VACATIONS GROUP LLC cannot warrant that client funds will be recoverable on behalf of the customer in all circumstances. As a result, customer acknowledges that, if all rental monies have been paid, the maximum recourse the customer has against TROPICAL VACATIONS GROUP LLC for any alleged breach of this Agreement is the amount of the commission paid or to be paid to TROPICAL VACATIONS GROUP LLC arising out of this Agreement or 20% of the actual rental fee, which ever is less.
Credit Card Payments: it is NOT acceptable to put stop payments or charge backs through your credit card company for ANY reason other than us being in violation of this agreement. If there is any reason or issue with the rented premises causing dissatisfaction, please notify us in writing and we shall correct it promptly. Do NOT stay in the premises for the duration of the agreement to then initiate a charge back because you were not satisfied. Using our premises and services constitutes agreement to pay for it and irrevocably voids any right to charge backs or stop payments.
The above rental information, while deemed reliable, is not guaranteed. Changes in inventory and or decor occur from time to time and such changes will not void or alter the terms of the rental and is not a valid reason for cancellation. Customer is aware that TROPICAL VACATIONS GROUP LLC acts as an intermediary and this Agreement is provided on behalf of the owner or owner's designee and TROPICAL VACATIONS GROUP LLC cannot ensure specific performance of owner. TROPICAL VACATIONS GROUP LLC is acting merely as a intermediary and does not own any rental offered and does not exercise control over or have direct supervision of the owners, managers, other agents, or service providers. If any disputes arise out of this agreement, venue is Broward County, Florida, 17th district.
13) MISSION STATEMENT
Our goal is to provide you with a memorable and satisfactory experience. We will make every effort to achieve this goal. If you have problems or concerns, please talk to us. If your needs fall outside the perimeter of these regulations please talk to us as well. If we can accommodate, we will! While we are in business for profit, we are fully aware of how special vacation and family time is for our clients and would like for you to look at us as your new friends in town who are here to help you make your experience the best it can be!
Your team Tropical Vacations Group,LLC
Your team Tropical Vacations Group,LLC
Credit Card Authorization Form
PLEASE PRINT OUT, COMPLETE, SIGN AND FAX 954-656-1356 IN ORDER TO PROCESS YOUR RESERVATION.
All information will remain confidential.
Cardholder Name: ___________________________________________
Billing Address: ___________________________________________
Credit Card Type: _____ Visa _____ Mastercard ____ Discover _____ AmEx
Credit Card Number: ___________________________________________
Expiration Date: ___________________________________________
Card Identification Number (last 3 digits located on the back of the credit card OR 4 on the front right corner of American Express): ________
Amount to Charge: $ ________________ (USD)
Cardholder – Print Name, Sign and Date Below:
Once signed return the completed form to:
Fax to 954-656-1356 Thank you!