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Tropical Escape Vacation Homes: Terms and Conditions

Please ensure you read and understand the following terms and conditions pertinent to your Vacation Home rental stay with Tropical Escape Vacation Homes.   These terms become the contract between you and Tropical Escapes when you agree to its terms as part of making an electronic booking over our website. 

This Booking Contract is a binding agreement between the person(s) above and Tropical Escape Vacation Homes as Agent to rent the Vacation Home described above.  

Door Codes and Directions can only be released after completed booking contract and full payment has been received.

By signing this agreement, the Lead Guest promises to be primarily responsible for payment of all fees and charges due hereunder, and to ensure that all other guests listed abide by all rules and regulations in this Booking Contract.Door Codes and Directions can only be released after completed booking contract and full payment has been received.Please ensure you read and understand the following terms and conditions pertinent to your Vacation Home.  This Booking Contract is a supplement to, and incorporates all of the Terms and Conditions found on the Tropical Escape website.  If you have any questions, please do not hesitate to contact Tropical Escape for clarification before you sign the booking contract.

Payment and Rental Deposit: To confirm a reservation a $200.00 rental deposit is due at the time of booking, and this Booking Contract must be signed by the Lead Guest and returned to Tropical Escape Vacation Homes upon booking. The specified remaining rental balance must be paid in full 45 days prior to arrival. If reservation is confirmed 45 days prior to arrival the full rental balance is due at the time of booking and this Booking Contract must be signed by the Lead Guest and returned to Tropical Escape Vacation Homes.
Florida Law requires that sales tax and occupancy hotel-motel tax be collected on all rentals.  Tax requirements are subject to change by state and local taxing authorities.  

-       12% or 13% taxes are added to rental rate for each reservation and are based on homes location.

Rent includes the right to stay in the selected Vacation Home for the period of time specified above, and includes all services and utilities, including electric, gas, water and garbage disposal.

-      A Processing Fee of 12% is added to the rental rate for each reservation for administrative cost. 
 
Please be advised that intentional damage or gross negligence will result in additional costs, and is not covered by the Property Protection fee. The additional cost will be invoiced and charged to the credit card on file, should intentional damage occur to the home.  

Property Protection Fee:   There is a Property Protection Fee included in every reservation. The Property Protection Fee is designed to safeguard you against accidental or inadvertent damage that may occur during your stay in the home. This fee depends on the size of the home.
The damage fee is $100.00 for 4-5 Star vacation homes.
The damage fee is $200.00 for Elite vacation homes. 
This is included in your total rental rate.

 
Please be advised that intentional damage or gross negligence will result in additional costs, and is not covered by the Property Protection fee. The additional cost will be invoiced and charged to the credit card on file, should intentional damage occur to the home.  
 
Refunds and Cancelations: All cancelations must be in writing or they will not be recorded.

Cancelation Charges will apply as follows:

61 or more days prior to arrival                  No charge – $200.00 rental deposit returned

60 to 46 days prior to arrival                      $200.00 rental deposit forfeited

45-1 days prior to arrival:                           100% of the rental rate is forfeited.

No Show, no cancelation notice:                100% of the rental rate forfeited.

Confirmation Calls: Prior to arrival our guest service team will contact you to confirm you are traveling on schedule, you received your check in information and to answer any questions you may have. Our representative will also confirm the number of guests staying in the home and go over any parking restrictions in the community if applicable as well as confirm your check in details. If you would like to add any additional amenities to your reservation this is the time to do so. During this call a follow up check in call will be scheduled for after arrival.

Check-In and Check-out Procedures: At least 7 days prior to arrival, Tropical Escape will provide you with the security code or lock box code to allow entry into your Vacation Home along with the alarm and gate code where applicable. Check in will be directly at the Vacation Home unless otherwise instructed by Tropical Escape Vacation Homes prior to arrival.  Upon arrival, please check the Vacation Home thoroughly to make sure everything is in order and promptly report anything broken, damaged or in need of repair. At the time of the pre-arranged check in call our guest service representative will be happy to address any questions.

The property is available after 4:00 p.m. on the day of arrival and must be vacated by 10:00 a.m. on the day of departure.  

Early check-in (anytime between noon and 4:00 p.m.) or late check-out (any time between 10:00 a.m. and 2:00 p.m.) is available prior to arrival with prior authorization from Tropical Escape Vacation Homes and is based on availability.

Early check-in/Late check-out charges of $65.00 will automatically be added to any early check-in or late check-out.

A Check-out checklist is provided in your Vacation Home.  Please review the checklist and follow its instructions on the day you depart to make sure your stay ends successfully and smoothly.

A Guest handbook is provided in your Vacation Home.  It contains important information about your Vacation Home, including the rules and regulations of the community in which your Vacation Home is located, as well as emergency information.  It is your responsibility to comply with the rules and regulations of the community, so please become familiar with the Guest handbook when you arrive.

Cleaning Charges: Guests are responsible to keep the Vacation Home clean and in good repair. Please empty the garbage when you leave and place all garbage in bags.  A departure cleaning fee is included as part of the rental fee for bookings.
 
The charge is dependent upon the size of the property:
3 Bedroom- $160.00
4 Bedroom - $170.00
5 Bedroom- $190.00
6 Bedroom -$240.00
7 Bedroom- $270.00
8 Bedroom- $280.00  
9 Bedroom- $290.00


Occupancy Limits and extra charges: The rental quote provided initially is based upon the full guest count of all adults and children.  If the full guest count changes before arrival, you must let us know of all additions and deletions via fax, and provide the names (and ages if under 18) of all additional guests, this will be covered in your confirmation call prior to arrival.  The rent will not be reduced if fewer guests arrive.  In the event that more guests are added prior to arrival and occupancy maximum is exceeded, an additional charge of $10.00 per guest per night may apply. This can be addressed during your confirmation call.

Maximum occupancy depends on individual homes and bedding arrangements. Management reserves the right of eviction for unauthorized occupancy.
 
According to local Fire Marshall Regulations, the following maximum occupancy is not to be exceeded:
3 bedrooms =  6-8 person maximum occupancy
4 bedrooms =  8-10 person maximum occupancy
5 bedrooms = 10-12 person maximum occupancy
6 bedrooms = 12-14 person maximum occupancy
7 bedrooms = 14-16 person maximum occupancy
8 bedrooms = 16 person maximum occupancy
9 bedrooms = 22 person maximum occupancy


You agree that you will not sublet or share the property except with persons listed as guests on this Booking Contract.  In the event that it is discovered that more guests are staying in the home than are listed as guests on this Booking Contract, a charge of $15.00 per guest per night will be payable immediately or charged to the card on file.

The local government licensing authority prohibits your visitors from staying in the Vacation Home over night. Only the persons listed as guests on this Booking Contract may stay in the property after 10 p.m.  Tropical Escape reserves the right to check on the occupancy of every home after arrival.  Failure to follow this policy will result in a fine of $50.00 per day which will be charged to the card on file.

Pet Policy and Charges:  Pets and other animals may not be accommodated at any time without the prior written permission by Tropical Escape.  You must provide us in writing with an accurate description of your pet, including animal type, size, age and sex.  Tropical Escape will then, in the exercise of its sole discretion, determine if your pet will be allowed to stay on your selected Vacation Home.  If such permission is granted a non-refundable pet fee of $125.00 per stay shall become immediately payable. 
Pool Policies and Pool Heater Expense:  If your Vacation Home is equipped with a private swimming pool, use of the pool is entirely at the guests’ risk. Children must be properly supervised at all times when using the pool or when around the pool area.
 
There are two different types of pool heaters: GAS $35.00 per day and ELECTRIC $25.00 per day.  
Gas Heaters are more expensive to operate; however, they have the potential to heat water to desired temperatures regardless of the ambient temperature. Electric Heaters are less expensive to operate, however, when ambient temperatures fall below 70 degrees, Electric Heaters may struggle to achieve desired water temperatures.  Please keep these disclosed facts about pool heaters in mind when making a reservation to a specific home.  

There is a five (5) day minimum requirement for pool heating.  
You must order pool heating at least three (3) days prior to your arrival or there is an additional $20.00 Turn-on Fee.  

Florida Law states that the pool heat cannot be increased above 88 degrees Fahrenheit.  Tropical Escape is not liable for weather that could impact the pool temperature or unexpected equipment malfunctions. 

Sending of Mail to your vacation home: If you wish to receive mail while staying at your vacation home you must coordinate delivery with the nearest postal office, UPS store or FedeX store. Tropical Escape is not responsible for any lost mail or mail that has been sent to home address that is not received.

**Special PARKING Notice for Vacation Homes in WEST HAVEN COMMUNITY:  Please be advised that there is a special parking ordinance in the community of West Haven.  Street parking is not permitted after 10 p.m. throughout the community.  Vehicles parked on the street after 10:00 p.m. will be towed.  Tropical Escape is not responsible for towing charges or any related inconvenience or loss.
 
**Special PARKING Notice for Vacation Homes in PROVIDENCE:  Please be advised that there is a special parking ordinance in the community of Providence.  Street parking is not permitted after 10 p.m. throughout the community.  Vehicles parked on the street after 10:00 p.m. will be towed.  Tropical Escape is not responsible for towing charges or any related inconvenience or loss. Guests may park at the Lakeside Villas town homes pool area conveniently located right before you turn onto Victoria Drive. 

**Special PARKING Notice for Vacation Homes in CHAMPIONSGATE:  Please be advised that there is a special parking ordinance in the community of ChampionsGate.  Street parking is permitted however, there is a 5 car maximum for this community per Tropical Escape Vacation Homes. Extra vehicles will be subject to extra charge per vehicle per day. Guests may park at the Oasis clubhouse if parking is available. Tropical Escape is not responsible for towing charges or any related inconvenience or loss.

Important BBQ Notice:  If vacation home has a BBQ grill on site, a $35.00 charge for propane gas will apply. If home does not offer a BBQ grill on site a $65.00 charge is applied to order the BBQ grill from a third party vendor. BBQ grill will be delivered prior to arrival. A BBQ grill is an extra amenity at your vacation home. If you use the BBQ grill please be courteous and clean after use.

Important Trash Notice: I acknowledge that we as guests of Tropical Escape Vacation Homes are responsible for proper trash disposal during our vacation stay. Prior to departure I agree that all trash will be bagged and placed in Large Outdoor Trash Bin provided.  I understand that failure to bag and dispose trash on designated collection days will result in a charge of $50.00, to be charged to the card on file.
 
Check-in details will provide information about the appropriate day for removal of trash. Tropical Escape Vacation Homes will supply trash bags for your use under the sink to properly dispose of any trash.

Initial below also hereby represents authorization for Tropical Escape Vacation Homes to charge my credit card for breach of the above agreed upon terms & conditions for trash removal in amount of $50.00.

Liability and Indemnification:  Tropical Escape is not responsible for, and is hereby irrevocably released by you and all guests or visitors from liability for, acts or omissions of third parties such as airlines, car rental companies, towing companies, etc., or for loss of enjoyment as a result of bad weather or schedule changes by others.  Tropical Escape is not responsible for, and is hereby irrevocably released by you and all guests or visitors from liability for, and shall not be liable in respect of, loss or changes caused by acts of god, strikes, fire, flood, closure of airports, terrorism, weather conditions, war, riots, or any other event beyond its control, including any inconvenience caused by construction/building work in the local area. If home booked should become unavailable due to unforeseen circumstances Tropical Escape Vacation Homes reserves the right to substitute any advertised vacations homes or features with equal or greater value. If substituted vacation home is of greater value an extra fee may apply. Tropical Escape is not responsible for, and is hereby irrevocably released by you and all guests or visitors from liability for, and may not be held liable for, the failure of any equipment or services in the Vacation Home, regardless of how it may have occurred.  Tropical Escape not responsible for, and is hereby irrevocably released by you and all guests or visitors from liability for, and may not be held liable for any accident, loss of property, theft, injury or illness arising from or sustained during your occupancy of the Vacation Home, regardless of how it may have occurred.  You and all your guests and visitors assume sole and complete responsibility for the safety and security of all personal belongings, money, goods and items of any nature that are brought into the Vacation Home by you or your guests or visitors.  In the unlikely event of any problems, in good faith but without waiver of the foregoing releases of liability, however, Tropical Escape is available to offer such help and advice as may be reasonable and prudent under the circumstances. 

Lead Guest on behalf of himself and all other guests and visitors or wholesale agent signing on behalf of guest,  hereby agrees to indemnify, defend and hold Tropical Escape harmless from and against any and all claims, judgments, damages, penalties, fine costs, liabilities, losses or expenses (including reasonable attorneys' fees) which arise during the term of this Booking Agreement, including against any and all claims or liability for any injury or damage to any person or property whatsoever occurring in, on or about the Vacation Home or any part thereof, unless such injury or damage to property is caused by the negligence, gross negligence or intentional misconduct of Tropical Escape, together with all reasonable costs, reasonable attorneys’ fees, expenses and liabilities incurred in the defense of any such claim or any action or proceeding brought thereon.  These obligations of indemnity shall survive the expiration or sooner termination of this Booking Contract.

Use Limited to Residential:  Every Vacation Home is a privately-owned residence, which is deeded, zoned and licensed as a vacation home property only.  It cannot be used for any other purpose, including business meetings or any other commercial activity.  Guests will be solely responsible for any violation of this limitation. 

Agency Disclosure: Tropical Escape acts as the booking agent and rental management company for the Vacation Home, but is not the owner of the Vacation Home.  The responsibilities that Tropical Escape undertakes as agent are limited to those set forth in this Booking Contract.

Attorney Fees; Venue:  This Booking Contract and the rights and obligations of the parties hereto are governed by the laws of the State of Florida.  Exclusive venue for any action arising out of this Booking Contract shall be the Circuit Court for Osceola County, Florida.  If any legal action is commenced by any party to enforce or interpret any provision of this Booking Contract, the party which does not prevail shall pay to the prevailing party all costs and expenses of suit, including without limitation attorney, paralegal and expert fees, incurred by the prevailing party in all judicial and administrative proceedings and at all levels of such proceedings.  This provision shall survive the expiration or sooner termination of this Booking Contract.


A valid proof of ID must be presented prior to arrival.