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Booking Terms & Conditions


1. YOUR BOOKING After making a provisional reservation with us, the party leader (minimum age 25 years) must complete our booking form and sign on behalf of all members of the party that these booking conditions together with our general information have been read and accepted. The accommodation is booked solely for the use of the guests named on the booking form. Due to State fire regulations in Florida, the maximum occupancy as advised by us must not be exceeded. To confirm your booking, we will require a deposit of £150 per week within 7 days of our verbal confirmation of your arrangements. A higher deposit may be required for longer stays exceeding 4 weeks. Your booking is confirmed once we have received your deposit and booking form, and the confirmation notice has been issued by us.


The balance of your rental cost is payable 10 weeks prior to your arrival in Florida. Where payment in full has not been made and cleared within 8 weeks of departure, we reserve the right to cancel the booking and cancellation charges as detailed to follow, will apply. If you book within 10 weeks, we will require full payment at the time of booking.


You have use of the property including all utilities except pool heating, for which a supplement is payable. Your holiday villa is cleaned and prepared for your arrival. Maid service is not usual in Florida private homes and it's therefore up to you to keep the property clean and to change and wash bed linen and towels (which are supplied) as required during your stay. Your holiday villa is available from 4.00PM local time on the day of your arrival. We ask that you vacate the property by 10.00AM on the day of your departure, leaving it in a tidy condition to enable our cleaners to prepare for our newly arriving guests. Excess cleaning required will result in a deduction from your security deposit.


We understand that accidents do happen, but we do ask that you inform our Management Company of any defects or breakages as soon as possible and pay for the repair or replacement so that neither you nor the following guests are inconvenienced. The guest is responsible for notifying our Management Company immediately upon arrival should damage already be evident. Your security deposit (£150 for 1 week stay, £200 for 2 week stay and £250 for stays greater than two weeks) will be returned by cheque (payable to the party leader unless requested otherwise) within 28 days of the end of the rental period subject to inspection by the management company, less any deductions to cover the cost of replacement or repair, excess cleaning costs or damage to the property (including lost keys/changing locks). Costs in excess of this amount will be invoiced to and payable in full immediately by the signatory of the original booking. We reserve the right, using our management company or other agent, to pursue this amount, with costs and interest, if payment is not received within 14 days of invoice.


The party leader is responsible for requesting, in writing, amendments to a booking (including, but not limited to, proposed change of occupant(s) and proposed changed holiday dates/duration). We reserve the right to refuse any such request without reason. In the event of a refusal, the owners liability is limited to return of deposit paid. Amendments declined after full payment will result in application of the schedule of cancellation charges below. NB. Any failure to notify any changes to the list of proposed occupants will, upon discovery by the owners, their management company in Florida or any other appointed representative, immediately render the reservation null and void. All monies (including the security deposit) will be forfeit and you will be required to leave the property without compensation.


Clients are personally responsible for the provision of international travel / health documentation. Cancellation caused by clients due to incorrect documentation will be charged the relevant cancellation fees.


In the even that the reservation has to be cancelled, the party leader should inform contact the owner immediately by telephone and confirm in writing as soon as possible. Upon receipt of written confirmation, the following schedule of charges will apply: More than 8 weeks prior to departure Deposit only 6-8 weeks prior to departure 40% of total cost 3-6 weeks prior to departure 60% of total cost Less than three weeks before departure 100% of total cost


In the unlikely event that it becomes necessary to amend or cancel your booking through reasons beyond our control, we will inform you as soon as possible and where possible offer you the choice of alternative accommodation of a similar standard or a refund of all monies paid, providing it does not arise for reasons of 'Force Majeure'. No consequential, compensation or interest will be paid.


No liability can be accepted for events, which are 'force majeure'. These include, but are not limited to war, threat of war, riots, civil commotion, terrorist activities, industrial disputes, technical difficulties with transportation, natural or nuclear disaster, fire, adverse weather conditions or other events outside our control.


The owners accept no liability whatsoever for any death, illness, injury or loss/damage sustained by guests or any other visitors to the home or swimming pool, or for any loss or damage howsoever caused to any property brought to the premises, nor to motor vehicles, howsoever caused, even by force majeure. Guests should make themselves aware of the pool rules, especially with respect to supervising children. No glass should be taken into the pool/patio area.


While it is unlikely that you should have a complaint, occasionally things do go wrong. If you have a problem during your stay, you MUST inform the management company immediately who will endeavour to rectify the matter. We cannot accept liability for any dissatisfaction or other complaint not reported to the local managing agent during your stay.


It is vital that you have adequate comprehensive travel/medical insurance cover for you and all members of your party. Check that any policies you are considering do in fact cover you for rented accommodation booked independently of travel arrangements.


Our web site and brochure are guides to the quality and description of our holiday home and its facilities. No liability is accepted for unintentional errors, mistakes or omissions, which may arise as a result of subsequent changes.


Approximately 30 days before arrival, we will send you details, giving directions to your holiday home and information on the key 'lock box' facility and security code. The security code will be needed in order to allow you to access the security box, which holds the keys to the villa. The security box is easy to access and can be found at the entrance to the property. Please remember to take these details with you otherwise access to the holiday home cannot be guaranteed.


No pets are allowed in 'The Lookout' at any time. 'The Lookout' is a strictly non-smoking home. If you must smoke, you can use the covered lanai, by the pool area. NB. Any contravention of these regulations will, upon discovery, render the reservation null and void. All monies (including the security deposit) will be forfeit and you will be required to leave the property immediately without compensation. The full security deposit will be forfeit if there is evidence of smoking in the accommodation requiring additional deep cleaning.


All occupants undertake the following: * To take good care of our home * To report any loss or damage immediately to our local property management company * To permit the owners, their management company or appointed representatives reasonable access to the property during their stay to undertake inspections, repairs and necessary maintenance * To familiarise themselves with, and comply with, all health and safety regulations posted in our home. This includes, but is not limited to, rules relating to use of the pool and spa, the supervision of children and the prohibition of diving. (NB. All occupants use the facilities of 'The Lookout' at their own risk). * To observe all relevant Florida State laws and Polk County ordinances as well as the West Haven Home Owners' Association as they impact on your occupancy of the property. These are, for the most part, common sense/courtesy provisions relating to litter, noise, obstruction, parking and the like. * Not to tamper with or adjust in any way controls associated with pool timing or heating. Anyone found to have done so will forfeit their security deposit. Changes may be requested via the management company. The owners and the agents undertake to exercise best endeavours to ensure that the full facilities of The Lookout are available for the enjoyment of all occupants.


All of the 58 properties comprising The Abbey are now complete and have been occupied. There may be building works in the surrounding areas over which we have no control.


There are alarms on all doors leaning to the pool area. These are a mandatory requirement for the safety of our guests and their children. Tampering with these alarms is illegal. They should be switched on at all times.

Booking terms & conditions amended JAN 2009