Coral Bay, St. John    


Rental Agreement


     When you make a reservation, you will receive a Vacation Rental Confirmation/Invoice from us requesting your deposit on Villa Carolina. This Vacation Rental Confirmation becomes a binding agreement when you send us your rental deposit; it states the terms and conditions concerning this villa rental between you (the “Guest”) and your principal, __________________.
     Your sending payment in response to this invoice constitutes your acceptance and agreement to these terms, conditions, limitations and restrictions as printed below. If you have any problems or questions with any of the following, please be sure to phone us for discussion and explanation before you send us your rental deposit monies.

__ OUR PAYMENT AND CANCELLATION POLICIES:  Half of your rent is due here within 7 (seven) days of booking to confirm your reservation. Failure to make this payment subjects your reservation to automatic cancellation without notice to you. The balance due of rent, Government Hotel Tax (10%), and damage deposit must be paid in full at least 60 days prior to your arrival. All cancellations and any request for changes to your reservation, such as date changes or changes in the number of persons, must be made IN WRITING. If you cancel more than 60 days prior to your arrival date, 80 per cent of your total rent will be refunded to you and 20 per cent of your total rent will be retained by Owner as full liquidated damages. If you cancel within 45 days of your arrival date, Owner will retain 100 per cent of your total rent as full liquidated damages. However, if your canceled dates are re-booked to another guest, 80 per cent of your rental monies will be returned to you for the nights re-booked, and 20 per cent will be retained by Owner as full liquidated damages. In rare cases, we may consider allowing you to rebook the villa at a later date, without penalty to you. Refunds due to last-minute reductions in the total number of guest originally booked will only be considered on a case-by-case basis when requested within 45 days of your arrival.

     We highly recommend travel insurance!   We ask that you please send your payments in on time to avoid cancellation of your reservation.  If you must change or cancel any portion of the services you have already booked, please notify us IN WRITING by email, fax or letter.  No-shows, late arrivals, a reduction in number of persons in your group after your arrival, and early departures after your arrival are non-refundable. No refunds will be granted unless there is a serious problem which cannot be remedied within 24 hours, and/or which causes the Guest extreme, undue discomfort or serious inconvenience (see also Complaints and Maintenance below).  Guests who abandon Villa Carolina without
permission from Owner agree that they have no rights to compensation.   
__ DAMAGE DEPOSITS:  Damage deposits are fully refundable within 45 to 60 days of your departure, provided there is no breakage, damage, missing items, additional cleaning for villas left abnormally dirty, long-distance calls charged to the villa's telephone, and no other charges incurred before, during or after your 
stay, still outstanding. All normal utilities (except for long- distance phone calls or careless or extremely excessive use of the villa's water supply) are included in your rental price. You hereby agree to pay Owner the cleaning or replacement costs for all damages to personal property or to the real estate, which may occur as a result of your occupancy, excluding normal wear and tear. 

     Locked pantries and closets are reserved for the use of the villa owner and are not included in this rental. You as the Guest agree to take all reasonable steps to ensure that your family and other guests in your party adhere to the rules and regulations affecting your villa. The villa is fully furnished, including an ample supply of bed linens and towels for Guests' use. Rearranging the furniture or removing any items from the villa is prohibited. 

LIABILITY:  Owner assumes no liability for property loss or damages, or liability for injury, accidents, delay, or irregularity which may be occasioned either by reason of defect in any vehicle or the acts of any company or persons engaged in conveying passengers to or from their villa. Transportation including airlines, ferries, charter vessels, rental cars and taxis is supplied by providers who operate independently of Owner. They assume no responsibility, therefore, for any loss, injury, or damage to person or property because of the acts of those providers.  Furthermore, Guest is responsible for Villa Carolina during occupancy, must lock villa windows and doors securely at all times when not on the premises, and must exercise care in securing all personal property.  Guests are advised to place all valuables in the provided safe.  Owner is not responsible for any loss or theft within the Villa or surrounding property, and reserve the right to refuse service or rentals to anyone at their complete and sole discretion.  

NO PETS:  Pets of any kind are NOT ALLOWED in or on the villa's premises without specific written permission from Owner granted prior to arrival. A pet or evidence of a pet found on premises will result in immediate eviction, and forfeiture of Guest's entire rent and deposit.

COMPLAINTS AND MAINTENANCE:  Owner shall make every effort to keep Villa Carolina and its inventories in good working order. In case of a maintenance problem, they will strive to repair the problem as soon as possible after being notified.  They reserve the right to be allowed several hours and possibly up to 24 hours to remedy a reported problem.  However, no refund or rate adjustment shall be made for unforeseen mechanical failures such as the supply of electricity, telephone service, internet service, water, pool filtration systems, air conditioning, television or cable service, appliances, etc. It is the Guest's obligation to report any problems or damage to the villa IMMEDIATELY to the Villa Manager, regardless of the hour.

__ CHECK-IN and CHECK-OUT TIMES: Guests must vacate their villas no later than 10 am.  Check-in time is 3 pm
 - NO EARLIER.  If you would like a later check-out time, you are required to check with the Villa Manager during your stay to see if another group is arriving on the day you leave. If not, you might be able to stay later into the afternoon at no charge, but you are required to get prior permission to stay later than the published check-out time.
ENTRY INTO VILLA:  The Villa Manager or his staff may enter the villa at any time to perform any repairs as necessary.

DRUGS AND HAZARDOUS MATERIALS:  Guest and members of their party shall not use and are not permitted to bring into the villa any illegal narcotics or substances, inflammable fluids (e.g., gasoline, kerosene, naphtha or benzene), or other explosives or articles deemed hazardous to life, limb or property.

VILLA KEYS:  Owner shall charge Guest $75 for each set of lost or mishandled keys.  Guest is required to follow all instructions precisely on where to leave your villa keys when you depart - call our Villa Manager if you are unsure!

 CAPACITY OF VILLA:  The total number of persons allowed to stay in the villa at any one time is restricted to the number of persons scheduled and paid for, based on two persons per bedroom. There is a maximum of SIX (6) guests permitted to stay in the villa.  Should a group misrepresent themselves, they will be required to pay for all excess persons immediately, or shall vacate the villa without refund.  Your security deposit will also be retained as a fee for misrepresenting the number of people in your party and attempting to illegally obtain free accommodation. You and everyone in your party will also be blacklisted at every rental agency on the island.

__QUIET ENJOYMENT AND PARTIES:  Villa Carolina wishes to maintain a family atmosphere for the  quiet enjoyment of Guests. We rent to family groups and responsible adults only; absolutely NO house parties or functions such as weddings are allowed without advance WRITTEN permission from Owner. Guests shall be sufficiently quiet and peaceful, so as not to disturb other residents of the neighborhood, particularly after 10 pm
 at night.

In any dispute arising out of this rent agreement, the laws of the United States Virgin Islands shall apply and the prevailing party shall recover its costs, expenses and reasonable attorneys' fees. This Vacation Rental Confirmation becomes a binding agreement when you send Gordon and Sharon Ostrum your rental deposit.  Your sending payment in response to this invoice constitutes your acceptance and agreement to these terms, conditions, limitations and restrictions as printed above. If you have any problems or questions with any of the preceding, please BE SURE to email or phone Gordon and Sharon Ostrum BEFORE you send us your rental deposit monies.  Thank you. 

                                                            *****IMPORTANT NOTES FOR YOUR INFORMATION*****



                                                                               *****PLEASE READ CAREFULLY*****


     You will fly into the Cyril King Airport in St. Thomas.  You have a choice in renting your car.  You can rent from one of the major companies at the airport and drive to the car ferry, where you will catch the boat to St. John (about $50 per car round trip). OR you can take a taxi to the passenger ferry ($12-$15 each way) and pick up your rental car when you arrive on the island of St. John.
  Please note that if you choose to rent a car on St. John, it cannot be taken over to St. Thomas.  If you rent the car on St. Thomas, please make sure you are allowed to take it to St. John.  Some companies don't mind, others do not allow this.  PLEASE CHECK IN ADVANCE. 


      We will need to know your airline FLIGHT NUMBER, ARRIVAL AND DEPARTURE TIMES, AND YOUR CAR RENTAL COMPANY at least THREE WEEKS before you travel (please email this vital information to This is essential - there are no street addresses in the islands, and you will be stranded at the ferry when you arrive unless we know when to expect you and can arrange to have your escort person meet you and lead you to Villa Carolina.  Always travel with your list of island contact numbers in case of emergencies. Please be sure you remember to bring your passport OR your original (or certified copy) birth certificate with a photo ID.  US PASSPORTS ARE NOW REQUIRED TO GAIN ENTRY BACK INTO THE UNITED STATES IF YOU ARE PLANNING A DAY TRIP TO ANY OF THE BRITISH ISLANDS.   If your flight is delayed or canceled while en route, you are REQUIRED to contact the Villa Manager so he/she can notify everyone involved, including your car rental company.  Failure to do this will result in a $50 penalty.  We are on Atlantic Standard Time (during the winters, this is one hour ahead of Eastern Standard Time). 

     The Villa Managers or one of their staff WILL ESCORT YOU TO VILLA CAROLINA.  You'll be met on arrival at the ferry dock, OR at your car rental agency, and escorted to Coral Bay.  Upon arrival at the villa, you'll be given the keys, an island orientation, and a villa orientation to get you settled and comfortable. Meeting you at the ferry dock and escorting you to the villa is part of our provided service included in your rental rate.  There is no extra charge for these services, although a tip for your escort is at your discretion for excellent service. You will also have the Villa Manager's day and night phone numbers for contact in case you need anything during your island vacation. However, transportation back to the airport or ferry dock upon your departure is NOT provided or included.  Please be sure that you rent a vehicle large enough for your entire party PLUS your luggage.  Island rental cars are usually small compact models, and Jeeps will hold four passengers but little or no luggage.  Please plan accordingly.  

You are required to phone the villa manager before you board the ferry or barge from St. Thomas to St. John so he/she will know exactly which ferry, which dock, and what time you will arriving, and can meet you there promptly.  Please be sure to travel with all island contact numbers!  You may rent a car on St. Thomas and put it on the barge to St. John for your stay (except Hertz).  For complete information on barge schedules and fares, please call in advance or search online.  The St. John passenger ferry from Red Hook (East End) charges $5 one way, plus $3 per piece of luggage, and the trip is about 20 minutes. Due to heightened security, all passengers are now required to tag all pieces of their baggage, and to travel with their photo I.D., which may be checked at boarding on all ferries. Luggage tags are for sale for $2 each at the ferry ticket booths.

__MAID SERVICE - We arrange cleaning service before your arrival and after your departure so that your villa is very clean.  We provide one cleaning per week.   If you require midweek or daily maid service, it is available at an extra charge.  This must be arranged with Owner prior to the first deposit.  Please request pricing for these needs upon booking. This service is for hotel-type general cleaning and tidying only; any personal laundry, cooking, or babysitting must be arranged in advance, and prices set according to services required.  We'll be happy to book these extra services for your vacation. 

 __SPECIAL SERVICES - We can arrange almost any special services you wish, on any island. We can also arrange your car rentals to be delivered to the villa OR picked up by you at the airport on arrival, with ample advance notice.

__TIPPING THE VILLA STAFF - For really excellent service with a smile, we recommend tipping about $20 to $30 per week for each housekeeper.  Also, if you have food or beverages left in the villa when you depart, we ask that you leave these for the housekeeping staff - they will appreciate it. 

__STAIRS - Our island is mostly very hilly which provides dramatic sweeping vistas from many locations.  One of the beauties of Villa Carolina is that you walk straight out of your car to the front door without having to negotiate stairs.  However, once inside, there is a stairway that leads to the lower level bedroom.  There are of course two bedrooms upstairs and the entire pool deck can be easily accessed from this level. All doors are wide enough to accommodate a wheelchair if necessary. 

                                                                     THANK YOU.  ENJOY ST. JOHN AND VILLA CAROLINA.



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