Booking Conditions
These Booking Conditions apply to bookings arranged through Island Villas (“Island Villas”). “Client” means the person making the booking or party leader; “Guest” means a person staying at or visiting the property; “Owner” means the owner of the property; and “property” means the accommodation booked. “You” and “your” refer to the Client and all members of the travelling party.
Island Villas acts as a marketing and booking agent for property Owners and does not own the properties listed on its website. Bookings made through Island Villas form a legal agreement directly between the Client/Guest and the Owner. These conditions must be read with the Finer Details section of the relevant property listing, which forms part of the agreement.
1. Making a Booking and General Information
All bookings are subject to availability. The person making the booking (the Client or party leader) must be at least 18 years old and authorised to make the booking on behalf of all members of the party. By booking, the Client confirms that all members of the party agree to these Booking Conditions and is responsible for ensuring that all payments due are made.
Island Villas, on behalf of the Owner, may refuse a booking before written confirmation is issued. If a booking is refused, any money paid will be refunded. The Client must check the booking confirmation carefully and notify Island Villas immediately of any errors. Pre-arrival information will include details of the property manager and contact arrangements.
Island Villas makes reasonable efforts to ensure property descriptions and marketing information are accurate and representative. Changes, upgrades, errors or differences may occasionally occur. The Client must check the property details, arrangements and price at booking. Unless otherwise stated, prices are for the entire property and not per person. Property-specific restrictions and conditions in the listing’s Finer Details form part of these conditions.
2. Deposits, Payments, Cancellation and Security Deposit
2.1 Deposits and Payment Schedule: A deposit of 25% of the total rental fee is required to secure a standard booking. For bookings during the Christmas and New Year period, a deposit of 50% is required. The deposit must be received within five (5) days of issue of the Booking Agreement and Statement of Account. The remaining balance is due no later than 90 days before arrival. If a booking is made within 90 days of arrival, full payment is required to secure it. Full payment must be received before access to the property is granted. If payment is not received by the due date, Island Villas reserves the right to cancel the booking, and the Client may forfeit the deposit. Payments may be made using methods specified by Island Villas.
2.2 Cancellation by the Client: Cancellation must be submitted to Island Villas in writing. The date Island Villas receives the written notice determines the applicable refund. For Summer and Winter bookings: 90 days or more before arrival—100% refund; 60–90 days before arrival—90% refund; less than 60 days before arrival—non-refundable. Deposits for bookings during or including the Christmas and New Year period (15 December to 5 January) are non-refundable. Refunds are subject to a 10% processing fee covering associated bank charges, administration and restocking fees. Bank charges and currency exchange fluctuations are borne by the Client. These cancellation terms apply to cancellation of the entire party. Changes to confirmed bookings are subject to availability and may incur charges; a change to dates or accommodation may be treated as cancellation of the original booking.
| Season | Cancellation Notice | Refund |
|---|---|---|
| Summer | 90+ days prior to arrival | 100% |
| Winter | 90+ days prior to arrival | 100% |
| Summer | 60 - 90 days prior to arrival | 90% |
| Winter | 60 - 90 days prior to arrival | 90% |
| Summer | Less than 60 days prior to arrival | Non Refundable |
| Winter | Less than 60 days prior to arrival | Non Refundable |
2.3 Security Deposit and Card Pre-authorisation: A security deposit is required for each property. The amount and property-specific conditions will be stated in the Finer Details of the listing or confirmed at booking. The Client must provide valid credit card details as security. Where applicable, a pre-authorisation may be placed on the card before arrival and may be released 14 days after departure, provided no damage, missing items, excessive cleaning or other charges have been reported.
The security deposit/card authorisation covers damage, lost or missing items, incidentals and other costs arising during the stay. Island Villas and/or the Owner may charge the Client’s card for such costs up to 14 days after departure. If costs exceed the security deposit, the Client remains responsible for the additional amount.
3. Property Rules and Guest Responsibilities
Please read and observe these rules throughout your stay. They apply to all guests and visitors. The Client is responsible for ensuring that all members of the party are aware of and comply with them.
3.1 Occupancy and Party Size: The Client must notify Island Villas of the total number of guests staying at the property. Maximum occupancy stated on the listing must not be exceeded. Only registered guests, within permitted occupancy, may stay overnight. Island Villas and/or the Owner may refuse access to or require the departure of anyone breaching these conditions. Infants who sleep in a cot do not count towards the total occupancy figure, however, due to space restrictions, owners may restrict the extent to which the occupancy limit can be exceeded by infants.
3.2 Check-in and Check-out: Check-in is from 3:00 p.m. and check-out is by 12:00 noon, unless otherwise agreed in writing. Late check-out must be arranged in advance and is subject to availability. Where not approved, an hourly fee may be charged for each hour after noon. If the property has not been vacated by 6:00 p.m., a charge equivalent to one full day’s rental rate may apply.
3.3 Visitors: All visitors must leave the property by 12:00 midnight. Only registered guests, within maximum permitted occupancy, may remain after midnight.
3.4 Parties and Events: Parties and events are strictly prohibited unless expressly authorised in writing by Island Villas and the Owner.
3.5 Smoking and Illegal Substances: Smoking and the use or possession of illegal substances are strictly prohibited. A US$500 charge may apply for a breach, in addition to charges for damage, cleaning or other resulting costs.
3.6 Subletting and Commercial Use: Subletting, assigning the booking, or allowing anyone not accepted by Island Villas or the Owner to stay at the property is prohibited. The property must not be used for an illegal or unauthorised commercial purpose. Commercial, promotional or advertising photography, filming, video shoots or promotional activities are prohibited unless prior written permission is obtained from Island Villas and the Owner.
3.7 Keys: The Client is responsible for keys during the stay. A US$75 charge applies per lost key set. Guests must not copy keys or change locks.
3.8 Damage, Missing Items and Additional Charges: The Client must take reasonable care of the property, furnishings, fixtures, fittings and contents, and promptly report damage, breakage or missing items. The Client is responsible for actual costs of damage, breakage, missing items or additional cleaning caused during the stay, including costs exceeding the security deposit. We understand that accidents happen, occasionally this can result in breakages or damage to the property or its equipment contained within. If such an incident occurs, we ask that you report it immediately to ourselves, or the housekeeper/property manager as soon as possible. Owners are entitled to charge you for the actual costs of any breakage or damage to items within the property or to the property itself, or the cost of replacing missing items, along with any additional costs that may result. However, Owners will be practical about the application of this rule and consider each incident on a case-by-case basis. Please take care not to remove anything from the property. If you take something away by accident, you must notify Island Villas immediately and return the item to the property at your own expense.
3.9 Access for Maintenance and Emergencies: The Client must allow Island Villas, the property manager, Owner or representatives reasonable access for inspections, maintenance or other necessary matters. In an emergency or where immediate action is required to prevent damage or address a safety concern, access may be required without prior agreement. If a requested tradesperson visit finds no fault or the issue was caused by the Client or party, the Client may be responsible for the visit cost.
3.10 Concierge Services: Concierge services requested by the Client are subject to a 10% administrative fee calculated on the total invoice for the requested services. Applicable fees will be communicated to the Client.
3.11 Arriving and departing: Once you have paid your final balance you will be sent confirmation of these details, including the arrival and departure times, how to find the property, and how to gain access.
3.12 Bed linen, towels and travel cots: Bed linen and towels are provided at no extra charge. This is for your convenience and comfort and we ask that you take special care to look after them. Damage or permanent staining can occur as a result of tanning lotion/fake tan, for example. Cots are generally rented at a nightly cost and can be arranged with Island Villas concierge.
3.13 Gardens: Many properties have private gardens or courtyards. If you require an enclosed outdoor space suitable for children, this will normally be stated in the property description, however, this does not guarantee that children cannot find a way out. Most gardens are not secure by fencing or walls. If you are concerned about this, please check with us before you book. We strongly recommend that children are always supervised in the garden.
3.14 Housekeeping & Cleaning: Villas are thoroughly cleaned during bookings and set up for your arrival. The cost of Housekeeping is included in the price you paid. Additional cleaning charges may be levied if significant additional cleaning is required after you leave, or you do not leave the property and its contents as you found them. To assist the housekeeper, we kindly ask that you tidy the property before you leave, ensuring that dishes are washed thoroughly or the dishwasher is loaded and turned on. Please empty all rubbish into bin bags provided. There are service charge penalties for smoking, damages to the property, Housekeepers do not provide laundry for guest clothing, concierge can provide details on laundry cleaning services. Bathroom amenities are provided in the villa upon arrival only. Any replacement toiletries or other consumable items required during the stay are the responsibility of the guest to purchase.
3.15 Unreasonable behaviour: The property Owner or their property manager can refuse entry to the property if the unreasonable behaviour of anyone in your party is likely to cause offence to other guests, to members of staff or to neighbours, or if they have reasonable cause to believe you or any member of your party will cause damage or loss to the property, its services or facilities. The Owner or property manager can end your stay after check in if the unreasonable behaviour of anyone in your party (including anyone invited into the property by you) is likely to spoil the enjoyment, comfort or health of other guests, residents, neighbours or members of staff or where you or any member of your party (or anyone invited into the property by you) has broken or is likely to break any of your obligations as the Guest contained within the booking conditions or online listing of the property. If this happens, you will have to leave the property immediately and no refund will be given. You may also be responsible for any costs incurred as a result of your behaviour.
3.16 Utilities: In the event of a partial, intermittent, or major failure in the supply of a public utility, please report the issue to Island Villas as soon as possible, so that they can report the problem to the utility company and attempt to resolve the issue swiftly. The supply of public utilities is beyond the control of the Owner or ourselves and, even after the issue has been reported to the appropriate utility company, a resolution may not be possible in a timely fashion. These events are classified as Force Majeure in this contract and are not subject to compensation, therefore we strongly recommend that adequate travel insurance is taken out to cover you should an issue of this nature occur.
3.17 IT and other appliances: Details of TV and WIFI provisions are recorded on each property’s QR code. In addition to local terrestrial channels others may be available where cable television is listed in the Finer Details. The provision of any additional channels is a complimentary service and therefore, in the event of failure, owners will not be liable to pay compensation. Most properties have free wireless internet access, the availability of which is dependent on the supplier and cannot be guaranteed. This is a complimentary service and therefore, in the event of failure, owners will not be liable to make compensation payments. Some properties contain a landline telephone for guest use, this will be stated in the property’s Finer Details if applicable. The owner has the right to claim reimbursement from you if there is a material difference between the cost of any telephone calls made during your stay and any contribution you make. Please ensure that calls are properly terminated and that phones are kept away from children. All properties, unless otherwise stated in the Finer Details, have a cooker and a fridge.
3.18 Minor incidents: The property Owners and housekeepers work hard to ensure that the property is in good order in time for your stay, however minor incidents may occur during your stay, for example a light bulb failing or a fuse blowing. We ask for your cooperation, understanding and the application of common sense from you in order to help resolve any issues that do occur during your stay, replacing a broken light bulb with one of the spares provided, for example. Island Villas will attempt to resolve any issues that occur during your stay; however, this may not always be possible and neither we nor the Owner can be held liable for any perceived or actual loss resulting in this failure.
3.19 Special requirements: Please contact us prior to booking if any of your party have special requirements, we can suggest properties that are especially suitable for those who require easy walking or wheelchair access, for example.
3.20 Personal safety: We do our best to ensure that property owners take the safety and wellbeing of their guests very seriously and that their properties are well maintained for your comfort and safety. Nevertheless, please remember that when you staying in an unfamiliar property you should take extra care of yourself and your family. We highly recommend that you:
- Review the layout of your holiday property upon arrival so that you can get out quickly and easily in an emergency;
- Read the property information booklet found on our QR code, if there is one, for relevant health and safety information;
- Check for a fire extinguisher and fire blanket, and read the instructions on their use.
- If you are unsure of how to use any electrical appliances, please ask the property manager.
- Take special care when moving around the property at night;
- If cots or highchairs are damaged or deficient in any way, please let us, the property manager know;
- Look out for glass patio doors or glazed interior doors;
- Keep young children off balconies;
- If there is a Swimming Pool, garden pond or other water feature, please ensure that children or anyone at risk are supervised by a responsible adult or cannot access it. Look for any steep drops or steps in the garden and if there are garden sheds or outbuildings, ensure that children or anyone at risk cannot get into them;
- All activities during your holiday are undertaken at your own risk.
If you have any concerns about the safety of your holiday property, then please tell the property manager immediately.
3.21 Customer satisfaction: We are committed to providing high quality holidays to our guests, feedback is an important part of monitoring this and we are always keen to hear from you. Your comments and suggestions will be used to help us to improve our services.
We work very hard with our property owners to ensure that you will have an enjoyable holiday, however, in the unlikely event that you are dissatisfied with your accommodation, then it is very important that you register this straight away with us, the owner or the designated property manager and do not wait until you return home, when the chance of resolving your issue has passed. Even if you believe that nothing can be done to improve your situation, you must report the issue whilst you are on holiday. Please see our Booking Conditions for further information on our complaints procedure.
4. Additional Booking Conditions
4.1 The Property and Guest Conduct: The Client and party must keep the property clean and tidy, leave it in a reasonable condition consistent with its appearance on arrival, and behave lawfully and responsibly. The Owner or representative may refuse access or require guests to leave where these conditions are breached or behaviour is likely to cause damage, loss, disturbance or harm. Where guests must leave due to a breach, the booking may be treated as cancelled by the Client and no refund may be due.
4.2 Pets: Pets are not permitted unless the property listing specifically states that pets are welcome. Where permitted, property-specific rules and charges apply. Registered guide and support dogs belonging to guests with disabilities are permitted in accordance with the property information.
4.3 Swimming Pools and Amenities: Swimming pools and other amenities are used at the Client’s own risk. Guests are responsible for the safety of their party, particularly children and anyone requiring supervision. The Owner and Island Villas cannot accept responsibility for injury, loss or damage arising from amenity use, except where liability cannot be excluded by law.
4.4 Changes or Cancellations by the Owner: The Owner may need to change or cancel a booking due to unforeseen circumstances. For a significant change or cancellation, Island Villas will contact the Client as soon as reasonably practical and advise available options. If the change or cancellation is unacceptable, monies paid for the booking will be refunded. Neither Island Villas nor the Owner is responsible for additional costs, expenses or losses incurred by the Client, except where liability cannot be excluded by law.
4.5 Force Majeure: Neither Island Villas nor the Owner is liable for delay or failure to perform an obligation due to circumstances beyond reasonable control, including natural disasters, severe weather, public utility failures, epidemics, civil disturbance, war or fire. Refunds, compensation or reimbursement of additional costs may not be payable in such circumstances. Guests are strongly advised to arrange adequate travel insurance.
4.6 Complaints: Concerns or complaints about the property or services must be reported to the property manager, Owner or Island Villas as soon as possible during the stay, to allow reasonable efforts to resolve them. Complaints relating to Island Villas services must be submitted in writing as soon as possible and no later than seven days after the stay.
4.7 Privacy and Personal Information: Island Villas will collect and process personal information as required to administer the booking. Further details are set out in the Privacy Notice on the Island Villas website.
4.8 Governing Law: These Booking Conditions and any dispute or claim arising out of or in connection with them are governed by the laws of Barbados and subject to the exclusive jurisdiction of the courts of Barbados.
