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Reservation/Rental Agreement

Please note that guests rent the vacation villas on this site directly from individual owners. Some owners may have reservation policies that differ slightly from those described below. For example, not all condominiums have a sleeper sofa, so an owner may wish to limit the number of guests accordingly. Please read the reservation policies for each villa, located on that villa’s individual web page. (Click on KOLEA LUXURY VACATION VILLAS—at the top right of this page.)

ALL RESERVATIONS ARE CONSIDERED TENTATIVE UNTIL YOU ARE CONTACTED BY OUR RESERVATION DEPARTMENT (usually within 24 to 48 hours after you make your request).

Accepted Payment:
We accept cash, personal checks, travelers’ checks, money orders, VISA and MasterCard credit and debit cards. Credit card transactions are processed through our secure site.

Minimum Stay:
Minimum stay is 3 nights (unless stated otherwise in a villa’s individual reservation policies, and for Holiday Season).

Holiday Season:
December 17-January 7th is the defined holiday season: Minimum stay: 7 nights unless other arrangements are agreed upon with owner; please inquire. A three-night initial payment is required for Holiday season bookings at the published rate, plus security deposit. A cancellation within 90 days prior to arrival is subject to full forfeiture.

Deposit and Payment:
Other than Holiday Season, initial payment is two nights at the rate published, plus security deposit (described in the next paragraph). Initial payment is due when you book and must be received to confirm a reservation. If your arrival date is less than 60 days from your reservation request, full payment is due at time of booking.

Security Deposit:
The security deposit insurance of $39 is included the “charges” section of the on-line quote you receive. This is in lieu of a refundable $1,000.00 security deposit. You may opt for a $1,000 refundable security deposit which will be charged to your credit card used when you make the reservation. If you prefer this option please make a note to this effect in the “comment” section when you make your reservation online. This $1,000.00 deposit should be refunded within 45 days after your stay is completed, subject to inspection. In case of damage, a written description of the reason for retention will be furnished. If the amount of damage exceeds the security deposit, you authorize the owner to charge the credit card used for the initial payment. The owner will provide a written description of any such charges.

Taxes:
In addition to nightly rental rates, the owner is required by Hawaii law to collect taxes. These are a 4.166% Hawaii State General Exercise Tax (GET) and a 9.25% Hawaii State Transient Accommodations Tax (TAT). These taxes total 13.416%, and are due on the total rental amount, excluding security deposit.

Cleaning Fees:
Cleaning fees are published on each villa’s individual web page. A full cleaning, also known as a check-out cleaning, generally ranges from $200 - $250 plus Hawaii GET tax (4.166%). For stays of longer than 13 nights, our owners require interim cleanings, once every 7 nights until one week before departure. For example, if you reserve a vacation villa for 21 nights, there will be two interim cleanings during your stay. One cleaning would be on the 8th day of your stay and the other on the 14th day. Interim cleanings are in addition to the check-out cleaning. Fees range from $65-$95 for this service, depending on the size of the villa. Interim cleanings include cleaning the villa, fresh towels, and making beds (but not changing sheets). Owners’ requirements may vary slightly; please check each villa’s individual web page. You may arrange for a full cleaning (interim cleaning + fresh sheets), which costs roughly $150 more than an interim cleaning. All cleaning fees are pass-through expenses based on the amount the maid service charges the owner.

Final payment:
We accept Visa and Master Card credit or debit cards only for the final payment. We will automatically process your card 60 days (90 days for Holiday Season) prior to your arrival for the final payment unless notified before this time of your intent to cancel. If you prefer to pay your final payment via check, please notify us at the time of booking. We must receive your check at least 70 days before your arrival (to allow sufficient time for the check to clear). If you make a reservation within 60 days before your arrival, the full balance is due at the time of booking. Please note that third party charges (such as cleaning fees) are subject to change without notice; however these will be fixed & unchangeable after we receive your final payment.

Cancellation:
Reservations that are canceled for any reason are assessed a booking fee of $100, plus 3% of all money paid as of the cancellation date. If your reservation is paid in full and you cancel less than 60 days before your scheduled arrival (90 days for Holiday Season), and we are able to re-rent the villa, we will prorate a refund to you. If we cannot re-rent the villa, we will retain all rental payments, except for cleaning fees and security deposit (assuming cancellation is made prior to arrival). If your reservation is not paid in full and you cancel less than 60 days before your scheduled arrival, we will retain all payments you have made, up to the amount where your reservation becomes fully paid. After arrival there are no refunds for any reason.

No Shows/Early Departures: Subject to full forfeiture.
Insufficient Funds Checks: $40 service fee per check will be charged.

Check-In/Checkout:
Check-In Time is 4 p.m.
Checkout Time is 11 a.m.

We are generally unable to accommodate earlier check-ins or late check-outs because we often have guests departing and arriving on the same day. The cleaning crew needs time between guests in order to properly clean the villa. If you want a guaranteed late departure time, you will have to reserve an “extra” night’s stay. Similarly, we are not able to offer early check-ins. Before your arrival, the owner (or manager) will e-mail you directions, information on keys (or electronic locks, depending on the villa), local Hawaii contact numbers, and discount coupons.

Villa Choice:
If the specific villa that you have reserved is not available as your stay approaches due to circumstances beyond our control (such as the villa being sold), we will place you in a comparable villa. “Comparable” means a two-bedroom to a two-bedroom, three-bedroom to three-bedroom. This is a rare occurrence and is by far the exception and not the rule.

Pets:
Pets are not allowed.

No Smoking:
All villas (and any other vacation rentals) are strictly NON-SMOKING, which includes both inside and outside areas. There are NO exceptions! Violators will be assessed a substantial cleaning/deodorizing fee.

Housekeeping:
Before your arrival, your vacation villa will be cleaned and furnished with fresh linens, towels, and supplies. One set for the maximum occupancy of the property is provided. Daily housekeeping is NOT included, but is usually available upon request for an additional fee. All villas feature a washer/dryer for your convenience.

Supplies:
Starter sets of soaps, toilet paper and paper towels are provided. You may want to bring or locally purchase additional supplies to last your entire stay.

Events:
The Kolea Owners Association (KOA) occasionally allows (with advanced permission) special events such as weddings, parties or large gatherings. If you are interested in such an event, let the owner know so he/she can contact the KOA for the required permission. Otherwise, such events are not allowed and the guest will be charged for any costs (including fines) imposed on or otherwise incurred by the owner.

Keys:
Please make sure that all keys are left behind at the condo. Lost keys and lock out charges vary depending on the time of day ($25-$100). This is a pass through charge and will vary by owner. Please inquire directly with owner for specific details.

Parking:
The maximum number of vehicles is two per villa. The large three bedroom units may have a private garage available while the two bedroom condominiums have a carport. Plenty of outside parking is available.

Occupancy:
Maximum Occupancy is displayed on each villa’s web page and is strictly enforced. An “authorized guest list” is required and is a material (important) term of your vacation rental contract. Your acceptance of this contract is part of the booking process. Owners do not allow over occupancy; if you violate this provision of your contract, you will be required to leave the villa immediately, and to pay additional fees.

Travel Insurance:
We strongly recommend you secure your vacation reservation with travel insurance. Please see our website for details or call your travel professional for information on travel insurance.

Please review all of your contact information you provided to us for accuracy, and notify us by email of any corrections, changes, or updates.

Mahalo.

Kolea Luxury Vacations, LLC ~ P.O. Box 30034 Walnut Creek, CA 94598 (877) 277-8889 Toll Free Voice Mail & Fax

Kolea Luxury Vacations, LLC.P.O. Box 30034 Walnut Creek, CA 94598-4662+1 (877) 277-8889reservations@klvhawaii.com
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