Policies
RESERVATION/ RENTAL AGREEMENT:
This short term rental agreement is made between Kuilima Estates at Turtle Bay, LLC and the registered guest(s).
All persons staying at this unit must be registered and only registered guests may occupy unit. There will be a penalty of $100 imposed for each additional guest staying in the unit per night, beyond the maximum declared in the reservation paperwork. Every guest occupying the unit, including children, must be declared on the authorization form.
Minimum Stay/No Guarantee of Exact Unit:
We do not offer one-night stays. Most units have a minimum of two nights at all times of the year, except for the period of Dec 20 – Jan 5, during which time we require a 5-night stay. Exceptions, if any, are noted on each unit.
Due to unforeseen circumstances beyond our control (fire, flood, owner occupancy, etc.) it will be necessary to move you to another unit. We will make every effort to accommodate your needs.
Online Reservation:
Reservation made online must be made at least 3 days prior to arrival or reservation will not be honored. We are not in the office to confirm reservations on Saturday, Sunday, or holidays. Please call our office if your dates are less than 3 days prior to arrival.
Security Deposit:
We require a $250 security deposit on all reservations. Your security deposit will be refunded within 5 days after departure, provided:
- Security gate fobs are returned to it designated spot in the assigned unit.
- Unit does not require any additional cleaning beyond what is normal and customary. (Excessive sand left in the unit will incur additional charges. If linen packages clearly marked “owner” are opened and used, there will be a charge for additional laundry.)
- There are no missing or damaged items
- The No-Smoking and pet rule has not been broken
- There were no additional guests staying in the unit, beyond registered guests or the maximum allowed
- No illegal activities
- No policies or house rules were violated.
Deposit will be automatically forfeited shall any type of smoking occurs while in the unit. Should charges exceed the deposit amount, the guest(s) authorizes Kuilima Estates at Turtle Bay, LLC to charge the remaining balance to the credit card on file.
Payment:
Guest(s) agrees to pay all charges without notice or demand to Kuilima Estates at Turtle Bay, LLC
The credit card you provide will be charged a $200 down payment upon reservation. $250 security deposit and remaining balance will be charged 30 days prior to your arrival. If your arrival date is within 30 days of arrival, the entire amount due will be charged immediately.
All reservations must be paid in full 30 days prior to arrival. Should your credit card decline, you must submit another card for payment or reservation will be cancelled. Any payment collected will be forfeited.
Changes to Original Reservation:
We will make every effort to assist in making changes to your reservations. However, prior to your arrival, if there are excessive changes, your reservation may be subject to additional administrative charges. In the event you do not show up for your original check-in date, or if you depart earlier than your check-out date, NO REFUND WILL BE GIVEN. Once you are checked in, if you wish to extend your stay, we will be happy to assist you based on availability.
No changes will be made within 30 days of arrival. This includes shortening your stay, change to another unit, or change in dates.
Cancellation:
30 day written notice is required for cancellation. Cancellations that are received with more than 30 day notice will be refunded less $100 processing fee. Reservation is non-refundable in the event of cancellation within 30 days of the arrival date, non-occupancy, no-show, or early check-out.
Smoking:
Kuilima West is a non-smoking PROPERTY.
All of the units are non-smoking units. Should there be evidence that any type of smoking has taken place in the unit, or if there are reports from neighbors, security personnel, or KETB employees that people are entering or exiting the unit while smoking, there will be a fine of $250-$500 imposed.
Pets:
Kuilima West is a no pet property. Pets are not permitted in any of our units. A $250 fine will be imposed.
Supplies:
Every unit will have a complimentary starter supply of toilet paper, paper towels, bar soap, dish soap, dishwasher detergent, and laundry soap. These supplies are enough for about 2 days. We do not re-supply these items during your stay. Beach towels are available but there are no lotions, shampoos, beach equipment, snorkel gear, or travel alarms.
Parking:
All of our units have a designated marked parking stall (unless otherwise noted) that coincides with your unit number.
Kuilima East does not require a parking pass. If you have an additional car, park in a guest stall and obtain a parking pass from security.
Kuilima West requires a parking pass for all cars which is obtained by contacting security.
Arrival/Departure:
Check in instructions and codes are automatically generated and sent 1 day prior to arrival to the email address we have on file. If you booked through a third party booking site (VRBO, AirBnB, Booking.com, etc) we will not likely have your personal email address. Please contact us to ensure you receive important information about your reservation.
Check in time is 3:00 pm and check out is by 11:00 am. Early check in or late check out may be granted based on availability and approval by Kuilima Estates at Turtle Bay (fees apply).
Cleaning staff/Management will promptly arrive at checkout time. Should guest(s) fail to vacate on time, they will be liable for a charge of $125 per hour for each hour (or portion thereof) of holdover past check-out time. Holding over for more than two (2) hours will result in a charge of twice the nightly rate for entire holdover period.
Gate Fob/Key:
All fobs/pool keys must be returned to its designated unit. There will be a $100 charge for each gate fob, if not returned.
DISCLAIMER:
While we make every effort to keep all of our property information as current as possible, it is not guaranteed. Changes in inventory occur from time to time, as these units are privately owned. Although some units have more than one TV, only one (1) TV is guaranteed in each unit. Changes in inventory or decor will not void the rental agreement, nor are such changes valid reason for cancellation or discounts.
While appliances and air conditioning units are checked and serviced as needed, these are subject to malfunction, possibly during your stay. Should a malfunction occur, Kuilima Estates at Turtle Bay will strive to make the necessary repair in a timely manner, and if unable to do so, may offer a substitute unit, if available.
Since Hawaii is located in a tropical environment, it is common to see insects and geckos in the units. No amount of spraying will completely eliminate insects, especially ants. Please keep your counters and tables free of unsealed or open container food items. Keep all food in zip top bags or in plastic containers. If you fell you have an EXCESSIVE insect problem, please notify our office and we will do or best to assist you with the problem. No refunds will be given unless a unit becomes unfit for habitation, and this determination will be made by Kuilima Estates at Turtle Bay.
Such instances will not void the rental agreement, nor are such changes valid reason for cancellation and does not give the guest(s) right to any refund, rental adjustment, or discounts.
Any issues with the unit should be reported immediately. Resolutions cannot be offered if issues are not reported. We will make every effort to resolve such matter.
Please be advised that violations of the house rules may result in eviction and no refunds will be granted for unused days.
Travel Insurance:
Vacation Rental Insurance has been made available with your reservation. Vacation Rental Insurance provides coverage for the loss of prepaid, non-refundable expenses due to certain unforeseeable circumstances that may jeopardize your vacation investment and force you to incur unplanned expenses. Trip Cancellation and Trip Interruption coverage is available for events such as a sickness or injury of yourself, family member or traveling companion; flight delays due to adverse weather; interruptions of road service; terrorist acts; and mandatory evacuations. The plan also includes other valuable coverages such as Medical and Dental, Baggage, and Emergency Assistance and Transportation in addition to useful services such as identity theft, concierge and 24/7/365 emergency assistance. We strongly recommend you purchase this valuable protection. Additional terms and conditions apply; please read your Description of Coverage/Policy carefully and contact Generali Global Assistance at 866-999-4018 with coverage questions.
You can review the Description of Coverage or Insurance Policy here: https://www.csatravelprotection.com/certpolicy.do?product=G-330CSA
Damage Insurance:
As a part of your stay, you may purchase a Vacation Rental Damage Protection plan designed to cover unintentional damages to the rental unit interior that occur during your stay provided they are disclosed to management prior to check-out. If purchased, the policy will pay a maximum benefit of [Policy Limit]. Any damages that exceed [Policy Limit] or are not covered under the plan will be charged to the credit card on file. If, during your stay at one of our rental properties, an insured person causes any damage to real or personal property of the unit as a result of inadvertent acts or omissions, the Insurer will reimburse the Insured for the cost of repair or replacement of such property up to a maximum benefit of [Policy Limit]. Certain terms and conditions apply. Full details of the Vacation Rental Damage coverage are contained in the Description of Coverage or Insurance Policy here: https://www.csatravelprotection.com/certpolicy.do?product=G-20VRD. The Vacation Rental Damage Protection can be purchased up to, and including at, check-in. By submitting payment for this plan, you authorize and request Customized Services Administrators, Inc. d/b/a Generali Global Assistance & Insurance Services to pay directly [Company Name] any amount payable under the terms and conditions of the Vacation Rental Damage. Please contact [Company Name] directly if you do not wish to participate in this assignment.
KUILIMA EAST and WEST HOUSE RULES
Kuilima Estates is a private residential community. The majority of the units are occupied by permanent residents. As a guest in this community, please follow the HOUSE RULES.
* Excessive noise that disturbs your neighbors will not be tolerated at any time.
* Quiet must prevail from 10 PM thru 8 AM daily, without exception.
* Only registered guests are authorized to use the recreational facilities on the property.
* Only registered guests may spend the night in the unit. There is a 2 car limit per unit and only 2 parking passes will be issued per unit. Vehicles must display a dashboard parking pass, or will be towed at the guest’s expense.
* Nothing shall be hung from the lanai’s railings, such as towels, swimsuits, or similar items.
* Roller blades, roller skates, skateboards, and razor scooters, etc. are not permitted to be used on the property. Bicycles are not permitted on the sidewalks.
* Please do not walk through or take a short cut through the planted areas. Please refrain from picking flowers from the trees and shrubs.
*We are NOT affiliated with The Turtle Bay Resort or the golf courses. Hotel amenities are for hotel guests only. Please stay off the golf course paths and other areas of the golf course.
* No golf carts are allowed on the property.
USE OF THE POOLS:
Follow all posted rules.
No lifeguard on duty.
All persons using the pool do so at their own risk.
The pools are open from 8 AM to 9 PM.
No glass of any kind is allowed in the pool area.
Pools are not intended for large groups and may not be reserved for private use.
Maximum pool capacity is 20 people.
* The barbeque/lanai area may be reserved for a private party of no more than 15 persons for a short time of not more than 3 hours. Arrangements must be made with the Resident Manager prior to using the facility.
TAILING: Only 1 car entry at a time. Tailing the car in front of you to get through the gate is ABSOLUTELY PROHIBITED and is documented by the gate camera. Damages to the gate can result in charges up to $1500. The fine for tailing without damages is $300.
ALL HOUSE RULES ARE ENFORCED BY THE RESIDENT MANAGER AND THE SECURITY STAFF. PLEASE BE ADVISED THAT VIOLATIONS OF THE HOUSE RULES MAY RESULT IN SEPARATE FINES AND EVICTION.
