Guest Terms and Conditions
A Vacation Rental Agreement is a contract between the owner/property management company and the renter. It is similar to a lease agreement for an apartment, except a vacation rental agreement only covers the short period of time guests are renting the property. The rental agreement defines the Terms and Conditions of the transaction, also referred to as Guest Policies and Procedures.
CHECK-IN & CHECK-OUT
Check-in time is at 4:00 pm local time, and check-out time is 10:00 am local time. While delayed check-ins are uncommon, occasionally extra time may be required to ensure your room is ready for your arrival.
Please provide flight information (airlines, flight number, arrival and departure date and time) when available, so we can coordinate with the property manager for a timely check-in.
If you do not depart the rental unit by the check-out time of 10:00 am on the day of departure, you may be charged for an additional night’s rent.
Please note, all door codes are on a timed setting and will deactivate within 15 mins of the check out time.
Please understand, requests for early check in and/or late checkout can be made, but may not be available and can not be guaranteed.
RESERVATIONS INITIAL PAYMENTS
The full balance is due for reservations made within 30 days of the stay. An initial payment is due at the time of booking for reservations more than 30 days in advance. All payments made apply toward the final balance of the reservation. The payment is not a security deposit and will not be refunded after your stay is completed. Please check your reservation for accuracy and call us immediately with any discrepancies. Silence denotes acceptance of accuracy. Please note that reservations made online that do not meet the booking restriction requirements will not be valid.
FINAL PAYMENT
Final payment is due 30 days prior to arrival. If payment is not received in full within 30 days of your arrival, your reservation will be canceled. Once final payment is processed, the reservation cannot be cancelled without forfeiture of the full amount.
FINAL PAYMENT FOR MONTHLY RENTALS/HOLIDAYS
Final payment is due 60 days prior to arrival for reservations 10 nights or more, Christmas, New Years and Easter reservations. A reservation and deposit are required to secure the same unit for the following year. Once final payment is processed, the reservation cannot be canceled without forfeiture of the full amount.
ACCEPTED FORMS OF PAYMENT
Online platforms (VRBO) credit card.
Direct/cash pay via Zelle or approved personal check drawn in USD from a US bank (prior approval from Owner).
ALL PAYMENTS ARE IN USD.
CHANGES TO YOUR RESERVATION
If you find it necessary to make changes to your reservation, you must notify us in writing before your final payment is processed. Changes are subject to availability. Alternative dates or unit selection may incur additional cost.
CANCELLATIONS & REFUNDS
All reservations are charged non-refundable fees which are included in your deposit at the time of booking. Non-refundable fees are identified as the processing fee, and any *paid travel insurance. Refunds are available within the cancellation windows defined below. *Refunds are not guaranteed for third party insurance or events out of our control.
CANCELLATION WINDOW
SHORT TERM RENTALS (9 nights or less) 30 Days or More Prior to Arrival. If you cancel 30 days or more prior to your arrival date, you will receive a refund of 100% of payments made minus the non-refundable service fee. Should you cancel within 30 days of your arrival you will forfeit the full amount paid.
LONG TERM AND HOLIDAY RENTALS (10 nights or more, Monthly rentals and select holidays - Christmas, New Years and Easter) 60 Days or More Prior to Arrival. If you cancel 60 days or more prior to your arrival date, you will receive a refund of 100% of payments made minus the non-refundable fee. Once final payment is processed, the reservation cannot be cancelled without forfeiture of the full amount paid.
NO REFUNDS FOR EARLY DEPARTURES, NO SHOWS or LATE ARRIVALS
All cancellations must be in writing, it is highly recommended to call and confirm your cancellation.
If you purchased travel insurance, please refer to your travel insurance policy for refund information. *See Travel Insurance section for additional information on paid travel insurance policies.
NON-REFUNDABLE FEES
When a reservation is made, by phone, website, or email, the initial payment at the time of booking includes a non-refundable fee. This non-refundable fee is a reservation processing fee of $250 USD.
REFUNDABLE DAMAGE DEPOSIT
The damage deposit in the amount of $500 USD is not applied toward the rental fee. This is paid in advance when booking through VRBO, and is fully refundable within 14 days of departure. This fee is paid upon arrival in cash when booking direct. It is fully refundable upon departure, providing the following provisions are met upon checkout and inventory is completed:
No damage is done to the unit or its contents, beyond normal wear and tear
No linens or beach towels are lost or damaged/stained ($50 USD per linen or towel)
No excessive cleaning is required
*Electricity paid upon departure directly to the property manager when applicable
*Please see the “Amenities Included” below for electricity details
CONDO AMENITIES INCLUDED This rental agreement includes water, internet, TV, electricity*, phone line to concierge/security. Electricity* - NO electricity is included for rentals 10 nights or more, MONTHLY rentals, OR Summer rentals (June-September) meaning a reading of the meter is taken at your arrival and day of departure in order to charge for it. Electricity charges will be paid directly to the property manager upon departure. Please inquire about average cost for your stay, however this has never been an issue for guests.
PARKING
Please inquire with owner at time of reservation for parking availability if needed. Parking is not always guaranteed.
RESTRICTIONS
Nightly minimums vary by property. Monthly rental rates are only available during certain times of the year and are subject to availability.
AGE REQUIREMENTS
Properties will not be rented to anyone under the age of 25. The Primary Guest 25 years of age or older must check-in and occupy the condominium. *Failure to do so will result in the removal of any unaccompanied guests under the age of 25 and forfeiture of all payments. Any reservation made under false pretenses will result in forfeiture of all payments, and the party will not be permitted to check in.
SMOKING
All units are non-smoking, including unit balconies. ENTIRE security deposit will be forfeited. The remainder of your stay will be cancelled immediately and there will be no refund.
OCCUPANCY House parties and events are not permitted. Occupancy is strictly limited to the sleeping capacity of the condo. Management reserves the right to enter the rental property anytime to: investigate disturbances, check occupancy and/or check for damages, check inventory and perform storm prep.
Maximum Capacity - The maximum number of guests is limited to MAX 4 {adults} persons. Exceptions must be in writing. We reserve the right to cancel your reservation if more than 4 guests are staying in the unit, without prior permission from the owner.
Registered Guests - Only registered guests are allowed inside the unit and on the property. All guests First and Last names must be registered with Security and Concierge. Security and entry is strongly enforced. All general services (water, electricity, and other utilities) will be cancelled for units that exceed the established occupancy.
TRAVEL INSURANCE
Travel Insurance (trip protection, interruption, cancellation). For you convenience, Travel insurance is offered (click here for more info) and is subject to terms and conditions of the travel insurance company.
**Trip protection is highly recommended during hurricane season June - October**
It is highly recommended guest purchase trip cancellation/interruption insurance in case of but not limited to illness, family emergencies/bad weather delays, flight/rental car cancellations, job loss, snow/ice, Covid-19 bans/restrictions, etc. If you live in an area prone to hurricanes, tornados, forest fires, etc. and cannot make your trip, please seek reimbursement through your travel insurance. NO refunds are given for weather, natural disasters, including but not limited to hurricanes, earthquakes, tsunami, etc. I am happy to provide you a trip insurance quote upon request.
By accepting this rental agreement and submitting payment, I acknowledge I am responsible for purchasing my own travel insurance.
PROPERTY DAMAGE
Each guest is financially responsible for damage done to the property beyond normal wear and tear. If any damage to the rental unit is observed upon arrival, report it to our office immediately to avoid possible liability. Damaged items reported during a stay do not guarantee a refund. If damage occurs to a property during your stay, you must notify our office immediately. Please do not tamper with the door sensors or leave the doors open for extended periods of time. This can cause water damage to the walls.
HOUSEKEEPING
Every rental is professionally cleaned and inspected before your arrival. If cleaning issues are found, please contact our office immediately on the day of arrival. Most issues found on the day of arrival can be corrected at no charge. Silence and/or refusal of allowing the housekeeping team to address your concerns denotes acceptance and resolution of the issue. You may be responsible for excessive cleaning fees for a failure to comply with check-out procedures or the presence of extreme cleaning requirements.
LINENS/TOWELS/SUPPLIES/BOTTLED WATER
One (1) set of bed linens is provided for your stay. One set of bath towels, washcloths, and hand towels are provided for each full bath. A starter supply of toilet paper, trash bags and 1 5 gallon jug of water are provided in each property. Bed linen, bath towels, start-up toilet paper, trash bags and water are not replenished during your stay. Concierge can order more water for a minimal charge.
Please do not take bath towels and linens to the pool/beach. Pool/beach towels are provided and must be returned to the unit. Please do not remove any linens from your unit. At the end of your stay, simply leave the towels in the bathtub and the comforters on the beds. Linens are inventoried at the end of each stay. Missing linens during our post-departure cleaning will be charged from the security deposit.
GOOD NEIGHBOR POLICY
Property Rules - You will be given a “welcome letter” upon arrival. This includes a list of property rules. A copy is also located in the unit. This includes, but is not limited to- Common area behavior, smoking areas, noise regulations, pool rules, security policies, etc. Any Association fines incurred will be taken from the security deposit. Please observe all rules and regulations set forth by the Homeowner’s Association at the property. All guests are required to obey these rules. Complex security has the authority to remove any guests that are not adhering to the HOA rules of the complex, and no refunds will be given for any shortened stays in these instances.
PETS No Pets of any kind.
CHILDREN Children must be supervised at all times, especially on balconies, around windows and around the pool areas.
POOL Swim at your own risk. Please abide by all rules set forth by the property. Note: only white towels are allowed in the pool and beach chair /cabanas.
OWNERS CLOSET
All units may have one or more storage spaces designated for the owner. Please do not attempt to gain entry to these closets.
LOST ITEMS Items left after departure are not the responsibility of owner/property management. We will attempt to retrieve the reported items. If found, you will have the financial responsibility of these items being returned.
WEATHER
Should a hurricane, tropical storm, earthquake or other related event threaten our area, we will follow the guidance of governing officials pertaining to mandatory evacuations. Weather is beyond our control and does not constitute a refund. However, some weather-related issues may be covered by travel insurance, which must be purchased by the time your final payment is due.
PROPERTY AMENITY AVAILABILITY /MAINTENANCE/ REPAIRS
Amenity availability cannot be guaranteed. Amenities are managed by the Homeowner’s Association and are not the responsibility of owner/property management. Non-working or closed amenities are not grounds for refunds or discounts. We have no responsibility or authority for issues or events that may occur on the premises or with amenities at the complex - such as, but not limited to, pools, common areas, elevators, other units, gym, pools, construction on property or neighboring properties, etc.
The property owner, property manager and their staff work hard to ensure that the unit and amenities are in place and in good working order. Problems should be reported as soon as possible, and will be corrected as soon as humanly possible. An authorized employee or contractor (repairman) may enter the premises during the business hours for any purpose connected with the repair or care of maintenance of the premises. We ask for patience as we have no control over the vendor’s schedule and will try to get someone out as quickly as we can. In some cases, services and repairs may not happen on the same day. We cannot guarantee that internet, satellite/cable, and specialty appliances will be operational.
The HOA of your complex building has the right to enter the condo without the guest's permission. If entrance is necessary, we will try to inform the guest of any instances when the HOA must enter, but this is not always possible. The HOA may require entry to a property for yearly or quarterly required inspections of the building or for maintenance issues. Guest may not deny access to the HOA. No refunds or rate adjustments will be given due to unforeseen failures in services or maintenance issues, malfunctioning equipment, or mechanical/operational failures out of our control. No refund or rate adjustment shall be made for any disturbances outside of the control of the property owner, employees or agents - such as construction or noise at nearby properties.
PROPERTIES FOR SALE
If the property you have rented is for sale, the owner of the property holds the right to schedule a showing/inspection during your stay. A rental agent will attempt to contact you to schedule a convenient time and try not to interrupt your vacation.
CONSTRUCTION
Construction at properties and neighboring complexes can occur. Guests may reserve a property at a time when no construction is nearby or present at the complex. However, construction could begin prior to your arrival. Some construction projects and property improvements are approved and managed by HOA’s, and others are done by individual property owners outside of our management. No refund or rate adjustment shall be made for any disturbances outside of the control of the property owner, employees or agents - such as construction or noise at nearby properties.
PROPERTY MANAGEMENT
ICON Vallarta 2-2302 uses a property management service. Contact information for the manager is located in the unit. Suspension of services: The property management is not responsible for suspensions and/or interruption of water, electricity, internet, or TV/cable due to causes beyond its control. Moreover, they kindly ask you NOT place anything other than toilet paper in the toilet or other items in the sink or shower that could clog it - the cost of repair will result in a charge. Property management is also not responsible for theft of items during the stay of the guest. The unit is privately owned; the owner, property manager and/or Homeowner’s Association are not responsible.
RESPONSIBILITY
The owner, employees and agents of the property are not responsible for any accidents, injuries or illness that occurs while on the premises or its facilities. The owner, employees and agents are not responsible for the loss and personal belongings or valuables of the guest. By accepting this reservation, it is agreed that all guests are expressly assuming the risk of any harm arising from their use of the premises or others whom they invite to use the premises.
LIABILITY
Payment of your Rental deposit is deemed as full and final acceptance of the terms and conditions of booking Icon Vallarta 2-2302. By booking Icon Vallarta 2-2302, you agree to indemnify the owner, employees and agents of Icon Vallarta 2-2302 against any claim of liability for loss of personal property or belongings, personal injury or death, or any claim whatsoever resulting from your stay or your guests stay at Icon Vallarta 2-2302.
COST TO COLLECT
The renter agrees to pay all costs associated with the collection of disputed or fraudulent charges, including reasonable attorney’s fees. Chargeback cases filed will result in the cancellation of future reservations.
DISCLAIMER
We have taken every precaution to assure accuracy. However, we reserve the right to correct errors. Pictures provided on our website are a representation of the general layout of the property. Property owners reserve the right to make changes at their discretion including but not limited to pricing and photos may not represent the most current furnishings or paint colors. Our Policies & Procedures are subject to change at any time without notice.
Tenant shall neither use nor occupy the Premises or any part of the Premises for any unlawful, disreputable or hazardous purpose nor operate or conduct the business of the Tenant in a manner constituting a nuisance of any kind. The Tenant shall immediately, on discovery of any unlawful, disreputable or hazardous use of the Premises, take action to halt such activity. Tenant shall release, discharge, indemnify, and hold Management Agent, Owner, any of their members, shareholders, officers, directors, agents, and/or employees harmless from any and all damages, expenses, liabilities, inclusive of attorney’s fees, and claims of every kind, inclusive of any condition of the Premises, by or on behalf of any person or entity arising out of or related to (i) failure by the Tenant to perform any of the terms or conditions of this Lease, (ii) any injury or damage happening on or about the Premises caused by Tenant, or that of the family, agent, licensee, guest, or visitor of the Tenant, or other person on the Premises with the consent of the Tenant, or (iii) failure to comply with any law of any governmental authority.
Rental Glossary:
Property Manager - person or firm charged with operating a real estate property for a fee when the owner is unable to personally attend to such details.
Online Travel Agency (OTA) - a web-based marketplace that allows consumers to research and book travel products and services such as property rentals. OTAs, such as VRBO, Airbnb, and Expedia, are websites where you can search and book your vacation rental stay. These companies charge additional service fees for booking your stay using their platform. They are not a property manager nor do they manage your reservation or offer support in any form after the point of booking. In most cases, you can save on your reservation by booking direct with your property manager.
Reservation - selection of a property with an arrival and a departure date that is confirmed when a deposit is made.
Total Rent - consists of the total nightly cost to reserve the property plus the non-refundable fees.
Non-Refundable Fees - a total of the processing fee. Amounts of these fees are subject to unit size, season, and nightly rate.
Travel Insurance - sold by various supplies and is subject to their terms and conditions.
Vacation Rental Agreement - a contract between the property management company and the renter. It is similar to a lease agreement for an apartment, except a vacation rental agreement only covers the short period of time guests are renting the property. The rental agreement defines the Terms and Conditions of the transaction, also referred to as Guest Policies and Procedures.
I have read, understand and agree with the terms and conditions above. I have read, understand and agree damage charges can be withheld from my damage deposit refund if damages are incurred during my stay. I understand that purchasing travel insurance is highly recommended and is my responsibility. I understand the cancellation policies. My payment signifies my understanding and agreement to the terms and conditions of this rental contract.