Guest registration

We know you will have a great stay at the home and thanks for deciding to stay here! 

Once we have your booking you need to complete this guest registration form. We need to know who is staying at the home, there just in case we have any need to verify guests. We don’t share this information with anyone, but it helps keep everyone safe and secure, including our home. 

We also need this information to issue your gate pass into the resort. 

If you complete travel/flight information as well this helps us make sure we are all set for your arrival and estimate when you should arrive.  Sometimes, we carry out more checks on certain group profiles such as single gender large groups. This is only to make sure we check the purpose of the trip and for the protection of the home. We do reserve the right to refuse groups of certain make up or increase damage deposits.

Booking Terms and Conditions

This booking form must be completed and signed showing names and ages of all guests. The person signing the booking form confirms that they have the authority of all other persons included in the holiday to make the booking on their behalf and that they have read, understood and accepted the Booking Conditions. The rental deposit is accepted as part payment towards the total cost of rental. Under no circumstances may the booking be, sold on, transferred, or gifted to any other person or persons. N.B.: The booking form must be received within 14 days of receipt of the form and failure to comply may invalidate the booking. 

1 ) Booking terms and additional charges

a ) All bookings incur an additional cleaning fee of US$225/GB£175. This will be added to your reservation upon issue of the booking form or depending on how you make your reservation, may be shown in your booking total online.

b) Pool/Spa heat is not included in quotes (unless clearly stated) but is available upon request. Pool/Spa heat is recommended during the months October – April. Pool/Spa heat is charged at $40/£30 plus tax per day. A discount may be applied on stays greater than 14 nights. The spa is operational at all times of the year, however, if pool/spa heat is not selected, then the pool/spa water will not warm up and will remain at ambient water temperature. See further information on the pool/spa below – 12h

c) An additional refundable damages deposit of maximum US$500/GB£350 may apply in the following circumstances:

c.1) If your stay is less than 7 nights

c.2) If we deem that the party gender or age makeup is such that the risk of damage to our property is higher than typical.

This deposit is returned after a clear inspection from our housekeeping department, and you can normally expect return of the funds via a check to the party lead within 14 days of your departure. Our decision whether to impose a damages deposit or violation of the accommodation regulations is final. We will advise you as soon as practically possible if a deduction of the damages deposit is likely. In the event recovery of fines cannot be collected where a damages deposit is not held, then the amount I payable to the owner within 7 days of notification of such fine. 

d) Our property accommodates a maximum of 13 persons which is typically a combination of adults AND children. Children’s bedrooms and especially the beds are not planned for adults in mind. Parties made up solely of adults should assume a capacity of 8 with 4 couples sharing a master bedroom. Adults cannot sleep on children’s bunk beds. Once you have sent your booking form to us, we will review the booking. We reserve the right to charge excess payments or cancel the reservation entirely where the house capacity or party make up is such that the house bedroom capacity and/or sleeping arrangements is being compromised. Guests cannot bring temporary inflatable beds into the home. We reserve the right to charge a fully returnable damages deposit at any stage up to the point we send arrivals information to a guest. We also reserve the right to make changes to our charges where the initial enquiry and declaration of party size or party make up varies significantly, in our opinion, from the initial enquiry. We also reserve the right to make additional charges where a guest significantly changes, in our opinion, the party make up after having already sent in their signed booking form.

e) The balance (60%) of the cost of your holiday must be paid no later than 10 weeks before arrival, or as we may otherwise specify. If you book within 10 weeks of arrival at the villa, you must pay the total cost of your vacation at the time of reservation.

f) If we do not receive unconditional payment of the balance by the date due, we reserve the right to cancel your booking, and all monies paid are forfeit, except any damage deposit paid, which is refundable.

g) Smoking and vaping of any kind is prohibited inside the home. If there is evidence of smoking or vaping upon departure this will incur a fine of $500 to cover additional cleaning fees. Please use appropriate ashtrays if smoking on the patio/yard and on resort community property. Abide by all signs in the community. Smoking butts found on the patio or yard will result in a fine.

h) Pets are not permitted in the home under any circumstances. If you take a pet into the home, we will invoice you and you accept to settle, a sum no greater than $500.00 to cover cleaning fees plus any additional services required to be provided to deal with any issues arising from an unauthorised pet stay. Payment must be made within 7 days. We promote this home as a pet free home and taking pets inside compromises this integrity to future guests who are intolerant to pets.

i) You can hold gatherings and parties within the home so long as they only involve those on the booking form. 

j) Terra Verde operates quiet hours between 10pm and 6am. Please always keep the noise to a respectful level. Noise violations can be fined and levied to the guest.

k) Fireworks are strictly prohibited anywhere on the Terra Verde Resort. Guests will be fined if they are found in breach of this regulation.

l) The lead guest on the booking will have sole responsibility for any actions that violate the terms of the agreement.

m) A maximum of 4 vehicles is permitted when renting our home. A maximum of 2 vehicles is permitted to be parked on the driveway. They must not block the sidewalk. Only park in designated parking spots only. Do not park on the grass and do not block other driveways. Oversized vehicle parking including commercial vehicles, campers, mobile homes, RVs, trailers, boats are not allowed to be parked on Terra Verde Resort. Each vehicle is required to obtain a Terra Verde Resort Access card. The speed limit throughout the resort is 15 MPH. Failure to follow parking rules throughout the resort may result in a fine being issued to a guest and/or towing. 

n) Chewing gum must be disposed of in garbage bins provided. If chewing gum is found anywhere in the home on counters, furniture, linens, pool enclosure, screen, patio, bottom of pool etc you will be liable for a fine of no less than $100 and no more than $500.00 depending on the extent of the damage and work required to remove the matter.

2 ) Changes to bookings

a) Where the guest chooses to amend their booking 30 days or more prior to arrival, and where there is availability, which results in a change of dates of stay, a $100 Booking Administration Fee will be levied. Where the guest alters the booking resulting in a reduction in the number of nights, the owner will charge the $100 Booking Administration Fee in addition to the cancellation fee warranted against the number of nights cancelled as described below. Where the guest chooses to cancel their dates in full but has already settled for pool/spa heat and BBQ gas rental or any other ancillary services booked with the owners, a refund will be payable after deducting a $100.00 administration fee. If a guest transfers dates, the fee may be removed at the sole discretion of the owners. 

b) The owner reserves the right to amend rates at any time. Confirmed reservations, where the guest has made a deposit or balance payment, will are not subject to price change.

c) Should it become necessary for us to make a material change to your accommodation arrangements before the date of departure, we will notify the signatory on the booking form. We will then offer either directly or through such signatory the choice of accepting the change, which, if available, will be of at least comparable standard. Alternatively, a full refund of money paid will be made. Any such refund will be made to one signatory to the booking form within 14 days.

d) Please note that although we will use our best endeavours to find an alternate site for your accommodation in the event of the original property not being available, it may not in practice be possible to do so. Our financial obligations in these circumstances are limited to a full refund of money paid.

3 ) Cancellation

The guest may cancel their booking at any time up to or during the rental period. If the guest exercises their right to cancel, the owner will levy the following cancellation policy:

– Up to 10 weeks prior to the arrival date: Loss of deposit

– Less than 10 weeks prior to the arrival date: 100% loss

The owner regrets that it is unable to waive any of the cancellation policy above, whatever the circumstances. The owner recommends that all guests take out adequate cancellation or vacation insurance either through their insurance broker or travel agent. It is a condition of this contract that you will have adequate holiday insurance cover at the time of booking, which should include cover for cancellation.

4 ) Rental commences at 4.00pm on the date of arrival as shown on the Booking Confirmation.

Check out is on the date of departure as shown on the Rental Agreement, at 10:00 am. If it is found that the guest has not departed the property on the date of departure, at the due time, then the guest will pay a penalty charge of one day of rental. If a party size exceeding that stated on the booking form attempts to take up residence in the accommodation, we reserve the right to evict the whole party without notice. Any extra guests must be declared. No refunds will be given for guests who leave prior to their check out date.

5 ) The Villa at Terra Verde is a short-term rental provided on a self-catering basis. We endeavour to provide the kitchen household essentials you will require for you stay of which you are welcome to use such as trash bags and liners, dishwasher tablets etc, but the owner is not obligated to do so. The owner provides a complimentary roll of toilet paper in each bathroom and a soap bar.  Once these items are used, it is the guest’s responsibility to replenish them.

6 ) All passport, visa and health certificate requirements are your responsibility. We cannot accept responsibility for any irregularities of personal documents.

7 ) Property Fee

A property fee is levied and contributes towards other costs and resort fees which the owner incurs on bookings. The guest agrees that the Party Leader (lead name on booking form) remains responsible for all loss from or damage to the property which is beyond reasonable wear and tear during the Rental Period. Furthermore, the guest acknowledges and understands that the Party Leader must notify the owner of any damage that occurs during their stay immediately to avoid penalties. 

The guest agrees that the owner can charge additional fees to cover:

* Early arrival or late departure charges

* Loss or breakage of inventory items

* Failure to place out garbage cans in the correct location and/or if lids are not fully closed. Or dumping of garbage on the ground and not inside trash cans.

* Non-return of any keys that may be issued/Unauthorised allocation of access codes to any other guest not shown on booking form

* Damage to the Property or its equipment

* Anti-social behaviour resulting in violations levied by the Manors Committee.

Where loss or damage to the property, the inventory, or equipment exists, the owner will bill the guest for the shortfall, and the guest agrees to pay within 14 days. In the event that the guest fails to pay any such shortfall, the owner reserves the right to exercise any legal remedies to pursue the amount owed from the guest. Where the property manager  finds damage or loss to the property following the guest’s departure that, in the view of the owner , constitutes malicious or wanton damage,  the owner reserves the right to notify law enforcement authorities and prosecute, in addition to billing the guest for the full amount of repair or replacement, and the guest agrees to pay within 14 days.

8 ) During occupation you are expected to assume all reasonable responsibility for the safety and security of the property. (For example, ensuring that the property is secure when you go out, supervising young children to avoid domestic hazards etc.) The party lead must take responsibility for the good conduct of their party to prevent serious occurrence of emergencies such as fire and flood. Where negligence is found, the party lead may be liable to legal action. Any complaints regarding malfunction of facilities or any deficiencies in the services received by you will be attended to and remedied, if possible, by us or by an agent acting on our behalf. All personal items & valuables are the client’s own responsibility. We cannot be held responsible for reclaiming items left in accommodation after the party’s departure. You must report any dissatisfaction with or malfunction of equipment, services, or any aspect of your holiday to the owner promptly when becoming aware of the problem. This is in order to improve our ability to deal with the issue promptly. 

9 ) The owner agrees to a Service Level for the remedy of any problems found at the Property, either on arrival of the guest, or during the Rental Period, as follows. The owner agrees to provide a prompt response to remedy problems that, at the sole discretion of the owner, constitute emergencies, which would affect the immediate safety of the guest. Any problems arising during Rental Period at the Property that do not constitute an emergency as determined by the owner will be remedied during or after the Rental Period, based on the severity of the problem, at the sole discretion of the owner. The guest shall allow the owner/property manager/maintenance personnel access to the property for purposes of necessary repair and inspection with proper notice to the guest. The owner/property manager/maintenance may enter the home without notice if any emergency, at the direction of housekeeping or the home owner, inside the home arises.

The owner makes all reasonable efforts to maintain each property and its equipment in good working order. No refunds are granted for malfunctioning mechanical or electrical equipment including (but not limited to): inoperable appliances, TVs, air-conditioning units, pools and/or spas. No refunds will be given for unfavourable weather, early departure, utility service interruption including internet, construction nearby, or maintenance issues. Some minor issues which arise may wait until guest departure before they are remedied where they are not deemed essential to continue to enjoy your stay.

10) Pool/Spa – Our pool and spa are serviced weekly. The guest understands and agrees to allow property manager/pool company access to the pool at all times so that it can be maintained. The guest agrees to refrain from attempting to make any repairs or adjustments to the pool equipment, any controls, temperatures or to any of the electrical wiring. The guest is asked to immediately notify the owner of any repair that the swimming pool/hot tub may require. The guest is responsible for the full cost that may be due for repair to the pool/spa in circumstances where it is deemed that it has been caused as a result of negligence by the guest. The guest must operate the swimming pool/hot tub in a safe, responsible manner. The guest understands that the swimming pool and/or hot tub is strictly an amenity and that the use of this amenity is not guaranteed under the terms of the lease. Any interruption or non-availability of the use of the swimming pool/hut tub will not violate any terms of the rental agreement. Do not use the pool during times of lightening and hurricanes. The pool heater is operated on a timer typically between 8.00am/9am and 8.00pm/9pm and does not operate at night. 

If you require a hot spa then pool/spa heat must be purchased regardless of the season. Our pool will be warmed to a daytime temperature of between 75 and 85 degrees Fahrenheit. The ambient temperature in the air determines the impact the pool heater has.  The owner agrees to ensure the pool heat is on for the guest arrival once booked. If you haven’t ordered pool/spa heat this can be arranged after check-in however the guest understands that it can take up to 2 days to reach optimum temperature after the pump is activated (subject to weather conditions). Pool heat cannot be activated for a part of a stay less than 4 days due to effectiveness of the pool heat for short durations. Therefore, pool/spa heat is only available as a 4-day minimum optional extra which must be booked and paid for prior to the heat pump being activated. Once activated, the spa water level lowers in order to allow that body of water to heat up more than the pool temperature. When off, the spa water level returned to the usual level, overflowing into the pool. 

11 ) Garbage – Terra Verde Resort and the waste collection company require us to meet their strict regulations regarding garbage collection. Please see additional information included in your Arrivals information and by the front door of the house. Fines are charged to owners who do not adhere to them, and this will be passed onto the staying guest at the time of any infringement. The resort is inspected by our property manager and Terra Verde staff. Please pay particular attention to garbage lids which must be fully and totally closed with the lids flat and leave the permitted location where garbage carts are to be stored following collection. Carts are never to be left in front of garage.

12 ) Limitation of liability

The owner makes all reasonable efforts to provide advice and safety information. This information can be found in the Home Information Pack (HiP) founds inside the Property. It is the responsibility of the guest to ensure that they have read and understood the contents and advice given following arrival at the property. The owner is willing to provide any and all further information pertaining to the property providing the guest has first read the HiP. In addition, the owner states the following:

a) The owner will not provide access codes to the property until all paperwork has been reviewed, and payment has been received in full. This is a security measure.

b) The owner does not accept liability for equipment failure and or services in the property. In the event of failure of equipment, the guest must notify the owner within 1 working day such that the owner may elect to affect a remedy to the failure.

c) The owner does not accept liability for lost or stolen personal property of the guest from the property during the Rental Period. The owner provides information and advice in the HiP to the guest in an advisory capacity only, with no guarantee or promise of security, even where the guest makes use of any advice given by the owner or its representatives. If the property of the guest is stolen with a home invasion, the guest should advise the appropriate authority immediately, and then the owner of the lost or stolen items. The owner will either make good and secure the property, or will transfer the guest to another property, where the original cannot be secured, and this will be the extent of its liability to the guest under such circumstances.

d) The owner or its representatives may enter the property at any time, without notice, for the immediate and necessary purposes of protection and/or critical maintenance of the property. Wherever possible, the owner will provide notice to the guest prior to such entrance.

e) The owner accepts no liability for personal loss or injury to the guest during the Rental Period. The guest must ensure that they have adequate insurance cover. The owner provides information and advice in the HiP to the guest in an advisory capacity only, with no guarantee or promise implied. The guest should always secure the home when unoccupied by activating the house alarm. The guest may also choose to use the house alarm at night using the ‘Arm Stay’ function.

f) The guest must ensure that children are supervised at all times. It is the policy of the owner that all children under the age of 18 years are not left in rental accommodation unsupervised during the rental period.

g) The owner does not accept any liability for the acts or omissions of any agent. These include but are not limited to, airlines, car-hire companies, travel agents, ticket agents, homeowners, or utility providers.

h) The owner does not accept liability for the failure of the pool/spa where the outside air temperature drops below 55 degrees Fahrenheit. Electric heating pumps do not operate effectively below this temperature, and disengagement of such devices to heat the pool is outside of the owner’s control and is regarded as an act of nature. Pool hat is not refunded in times of cold weather where the heater is unable to warm the water to a comfortable temperature. All pool heat pumps are mechanical devices – and they can fail to heat the water of the pool or spa under certain circumstances. Occasionally, the filters and water pumps fail and need to be repaired. If the pool/spa heater fails and cannot be promptly repaired, you will be credited with the pool heat charges for each day that the heater is inoperative. The owner and pool company will make every effort to correct and fix the problem as quickly as possible. If the pool/spa heat has been running at all, we will not be able to refund these operating days. The liability of the owner regarding pool/spa heat will never exceed an amount greater than the pool heat fee paid.

i) The owner does not accept liability for acts of violence, nature, fire, flood, war, civil disobedience, riot, or other force majeure that may have a deleterious effect on the guest and their experience whilst in the home.

j) Where the property is booked by the guest and is subject to a construction discount, which will be clearly notified on the quotation, or on the booking confirmation to the guest, the discount is the sole compensation offered to the guest for any inconvenience caused by protracted construction, i.e., that which continues for greater than a 4-week period, within 150 feet of the Property.

k) Failure to comply with any of the terms herein will, at the sole discretion of the owner, result in the eviction of the guest from the property, without recompense or refund.

l) The owner will always attempt to address and deal with anti-social behaviour from neighbours promptly but is not liable for compensation for any matter outside of its control whereby, i.) There is antisocial noise from a neighbour, ii.) The guest chooses to move out of the home as a result of anti-social behaviour.

m) Where the owner is aware of upcoming planned maintenance to facilities it will notify a guest at the earliest opportunity. The owner cannot guarantee that all services provided in the Terra Verde resort are available to use during a stay. There are planned and unplanned maintenance needs which can impact certain facilities provided in the resort. In this event, no refund’s part or whole are given where certain facilities are unavailable.

13 ) CCTV

For our own and your added security, CCTV operates on all external entrances/exits to the home, front and rear. This also includes the side exit from the pool deck/lanai. For your valued privacy, the CCTV to the rear door exits does NOT operate when the home security system is disarmed (i.e. when the home is occupied). We recommend arming the security system to the house when it is unoccupied (arm away) or at night (arm stay), in order to activate the rear cameras. This will further protect the home, yourselves and your own personal belongings inside.

If the power supply is removed by guests, the reconnection cost and fixing of the system is $500 or £375.00. The outlets that must not be tampered with are clearly marked and secured to the wall so the accidental removal of these is not possible.

14 ) Payment Options

When payments are required to be made to us for accommodation and pool/spa heat, cleaning fees, crib rental, BBQ gas rental or damages deposits these can be made as follows.

a ) Guests travelling from within the USA and settling in US$.

You can pay in the following ways.

a.1) Present a check at the counter to your nearest branch of Bank of America which has the peace of mind you are happy that it is our account you are presenting your check for clearance. No fees are levied by the bank in this instance.

a.2) Mail a check to our branch of Bank of America. Whilst no fees are levied by the bank, we do ask that you send your check tracked so that we can confirm via the tracking number that the check has safely arrived at the bank.

a.3) Make a payment with Zelle

b) Guests from Canada

b.1) Make an electronic payment to our Bank of America Account in US$ via your internet banking.

If you are wiring money, please ensure you complete the correct application of an international payment and ensure you select to pay any charges from the banks. The amount we receive MUST be that of the total due. 

c) Guests from UK

c.1 )May pay over a counter of Barclays Bank direct to our account in GB£. Details of sort code and account details will be stated on the booking form. 

c.2) Electronically payments can also be made to our account in the UK via BACS. 

c.3) Via credit card with PayPal where a 4% fee is levied to cover PayPal charges.

c.4) Post a cheque in GB£ to the UK address shown on the booking form.

15 ) Use of sun creams/sunscreen, lotions, and body oils

We ask that you look after the house as if it was your own. Some suntan lotions stain fabrics and we simply ask that lotion is applied outside of the house, so it does not drip onto furnishings and fabrics. Please allow cream to absorb and dry before laying on beds or sitting on chairs outside. Use a towel to lie on so cream is not transferred to the fabric of outside chairs and always remove sun cream before sitting on interior furnishings. 

Some guests like to use P20, a high-quality brand of sun lotion that claims to last all day. However, P20 has serious risks of damaging sheets and towels in the house. P20 must fully absorb before laying on towels and must always be thoroughly removed before towelling down after a shower and getting into bed. Like hotels, we use bleach in order to ensure sheets are crisp and fresh. When P20 remains in a residue on sheets and towels and is laundered, the results are often permanent damage to sheets in turning them red. If this occurs after a guest visit, we will charge the guest for the replacement of the linen and towels since we deem this negligence from the guest and not fair wear and tear to the property.  

Similarity, certain body oils also permanently stain sheets and towels. If body oils damage them after laundering this is deemed negligence and the same charges for replacement will apply. By returning this form, you accept you have read, understand and agree with this.