Honolulu Property Management Terms and Conditions
Please read the Honolulu Property Management Vacation Rental Agreement (“Rental Agreement”) and this Terms and Conditions document (“Terms and Conditions”), carefully before making a reservation. Any monies received by Honolulu Property Management, LLC (“HPM”) for occupancy of a vacation rental property that it manages, (“Rental Property”), will indicate the acceptance in full, of the terms of the Rental Agreement and the Terms and Conditions, by the person(s) making the reservation (“Guest”). All policies and requirements are strictly enforced. It is the responsibility of the Guest to be familiar with and to comply with all policies and requirements pertaining to the Rental Property.
CHECK-IN and CHECKOUT TIMES
Check-in time is 3:00 pm. Due to HPM’s high standards for cleanliness, not all units may be ready for check-in promptly at 3:00 pm. Guest is encouraged to have alternative plans available between 3:00 pm and 4:00 pm in case the unit is not yet ready.
Checkout time is 11:00 am. Checkout time is strictly enforced in order to prepare for the next guest. Checkout time is not flexible and overstaying may result in an additional charge of $50.00 per half hour or up to and including a full daily rent rate, at HPM’s discretion.
Early Check-In or Late Checkout may be available on a limited exception basis at an additional fee of $75.00 per hour. Not all Rental Properties are available for early check-in or late checkout. Requests must be made and approved by HPM a minimum of 7 days prior to Guest’s arrival date. If early check-in and/or late checkout has not been requested, approved, and paid for; then normal check-in and checkout times will apply.
Direct Check-In. Some of the Rental Properties may offer a direct check-in option, which will allow the Guest to go directly to the property at time of arrival. A credit card will be required at time of booking and it will be charged prior to arrival. When full payment has been made, a confirmation statement will be emailed with the direct check-in lock combination. Direct check-in requires the guest to provide an email address for notification. Check-in time for direct check-in is 3:00 pm. Checkout time is 11:00 am.
All reservations include a reservation or vendor fee and a cleaning fee. The reservation or vendor fee is calculated on the total rent, including the cleaning fee. The reservation or vendor fee applies to each separate stay, even if multiple stays are booked simultaneously. The reservation or vendor fee is non-refundable. The reservation fee is not charged to extended-stay rentals (30 days or more).
Cleaning Fee. All Rental Properties require a departure cleaning fee to be paid by the Guest. Extended-stay rentals (30 days or more) are also subject to the cleaning fee and it will be charged when the Rental Property is booked.
Security Deposit. A security deposit is required to cover any damages to and/or loss of items from the Rental Property and to assure payment of items charged to the Guest account, (“Security Deposit”). The Security Deposit will be held in HPM’s client trust account. The Security Deposit will be returned to the Guest minus any deductions, not later than (14) calendar days after the checkout date. Reasons for deductions from the Security Deposit include but are not limited to; repair or replacement of anything that is damaged or missing, to pay any and all amounts due, to change locks and replace keys or openers that were provided to the Guest and not returned, for extensive cleaning (beyond standard departure cleaning due to condition of the Rental Property), and to return the Rental Property and the items in it to the condition at check-in. If the Security Deposit is not sufficient to cover the actual cost, Guest is responsible for the difference. In certain circumstances, it may take longer than 14 days to determine the exact amount of deductible costs. In these circumstances, an estimated amount will be deducted. When the actual cost is known, any difference will either be refunded to the Guest or billed to the Guest. No portion of the Security Deposit may be applied to rent, additional rent time, fees, or other charges incurred by Guest or Guest’s visitors.
Payment Terms. A credit card is required for booking. At the time of booking, a credit card advance payment will be required equivalent to twenty-five percent (25%) of the total rent, including the daily rate, reservation/vendor fee, and cleaning fee. The advance payment is due when the reservation is made. Final payment, consisting of the remaining balance and Security Deposit must be received by HPM at least thirty (30) days prior to the check-in date, or immediately if the reservation is booked less than thirty (30) days in advance of the check-in date. If the final payment has not been received by 30 days prior to the check-in date and written notice of cancellation has not been received; HPM will automatically charge the balance due to the credit card that was used for the advance payment at time of booking. If Guest prefers to have the balance due charged to a different credit card, Guest must contact HPM prior to the final payment due date, to make alternative arrangements. If a request to use an alternative credit card is made after the final payment due date and HPM has already charged the credit card on file, a 10% service fee will be added to the balance due amount, for the additional processing required. If the final payment and the fully completed/executed Rental Agreement are not received at least thirty (30) days prior to the check-in date, the reservation and Rental Agreement may be canceled at the sole discretion of HPM.
A $35.00 fee will be charged for returned checks. HPM will not re-deposit returned checks.
Cancellations less than 60 days before the check-in date, will result in loss equal to the advance payment made (25% of the total due). Cancellations after the final payment due date will result in a 100% loss of the total reservation amount. There will be no obligation to refund any amounts paid, except for the Security Deposit. Early departures do not warrant and will not be eligible for any refund. If Guest shortens the stay or changes to another Rental Property after the final payment due date, standard cancellation penalties will apply.
Cancellations due to weather, acts of nature, or power, including but not limited to; road conditions, power outages, forest fires, flight cancellations, emergency evacuations, will not be eligible for any refund. Guest may consider purchasing travel protection insurance to protect the vacation investment. The insurance is optional and must be purchased independently by Guest as HPM is not currently offering the insurance.
Transfers between properties within 30 days of the check-in date are considered cancellations. Property transfers more than 30 days out can be processed for a $50 fee provided that there is an alternative property available.
Refund of amounts other than the Security Deposit, will be processed by HPM no more than 30 days after the original checkout date of the reservation.
A completed Rental Agreement is required within 24 hours after a confirmation email is sent to Guest, to hold the reservation.
For legal and accounting purposes, the person making the reservation must be the same person as the holder of the credit card or debit card used to pay for the reservation. This person is considered to be the “Primary Guest”. All other persons involved with the rental and registered as being part of the Guest party, are considered to be “Other Guests”. All discussions regarding the reservation, cancelation policy, damage policy, and all other matters, will be discussed with the Primary Guest, not the Other Guests.
The person making the reservation must be 25 years of age or older, and must occupy the Rental Property for the entire term of the reservation. Persons under 25 years of age are prohibited unless accompanied by a parent or legal guardian. The foregoing age requirement is waived for active duty members of the United States Armed Forces, the National Guard, the Reserve Forces, and the Coast Guard, upon presentation of a valid military identification card.
Restrictions may apply regarding the number of persons that may accompany a parent or legal guardian. Additional restrictions may apply during the spring break vacation period and other holiday or peak periods. Chaperoned groups are prohibited unless prior approval is given by HPM.
Persons other than those registered in the Guest party set forth in the Rental Agreement may not stay overnight in the Rental Property. All persons in the Rental Property are the sole responsibility of Guest. Guest is not allowed to exceed the occupancy limit agreed to in the Rental Agreement.
Guest and Guest’s visitors will conduct themselves in a manner so as to be respectful of and not disturb neighbors. Guest is responsible for the actions of Guest’s visitors. Any violation of this requirement may subject Guest to financial penalties. HPM will not be liable for any interference or disturbance by neighbors or other third parties, nor shall Guest be released from any obligations of the Rental Agreement or these Terms and Conditions because of such interference or disturbance.
All Rental Properties are considered to be 100% smoke-free. Smoking is not permitted anywhere on the Rental Property, including patios, lanais, shared areas such as pool, BBQ, tennis court, etc. This means no smoking of any kind, including vapor and/or e-cigarettes. Guest will be assessed a $500 fine, which will be charged to the credit card on file for any violation to the Smoke-Free Policy. Any Guest smoking in a Rental Property will subject the entire group to expedited eviction with no refund of any kind. In addition to the smoking fine, any damages as a result of smoking (i.e. burns, deodorizing or additional housekeeping required, etc.) will be charged to the credit card on file or withheld from the Security Deposit.
Pets are permitted only in select pet-approved properties, with advance reservations and a non-refundable pet fee. Service animals that have been properly trained are allowed in all properties. Emotional support animals are not permitted for rentals under 30 days. For rentals of 30 days or more, emotional support animals are allowed if an acceptable doctor’s note is provided. HPM must be notified of service animals or emotional support animals at the time of booking.
Pet owners are responsible for picking up droppings, keeping pet leashed when outside and keeping pets off of furniture and bedding. The pet must be kenneled if left alone in the home. If we find that a pet was left alone in the home without being kenneled, there will be a $250 fine charged to the credit card on file in addition to a charge for any damages. The Security Deposit does not cover any pet-related fee or damage.
Any Guest found with a pet in a property that is not a designated pet-friendly property or that was not prior approved in accordance with the pet requirements; will be required to vacate the premises without refund. The Guest will be assessed a fee of $2,500 and will be charged for the cost of pest control and deep cleaning of the property.
Occupancy / Guests /Parking Capacity
The definition of “occupant” includes children age 2 and up.
HPM has set occupancy and parking limits for each Rental Property, and strictly enforces these limits. The maximum occupancy is determined by the bedding provided in the Rental Property and/or the limit set by HPM and the owner of the Rental Property. The number of off-street parking spaces determines the parking capacity. Guest agrees to use only the on-site parking spaces provided for the property. Parking on the street or yard is strictly prohibited. Offending vehicles may be towed or booted at Guest’s expense without notice. Campers, RVs, trailers, and boat trailers are not allowed. The Rental Agreement will state the occupancy and parking capacity for the Rental Property. If Guest needs to rent a second property to accommodate the Guest party, HPM should be notified so that necessary accommodations can be coordinated.
The established maximum occupancy for each Rental Property must not be exceeded. Exceeding the maximum occupancy limit is grounds for immediate termination of the reservation and Rental Agreement without refund. The number of Guests and information on each Guest must be provided with the Rental Agreement. Guest information includes; name, age, number of nights occupying. Contact information and valid ID may also be required.
Some of our Rental Properties are ground floor level or equipped with elevators. Please refer to property descriptions for details. HPM cannot guarantee complete ADA compliance for any of the Rental Properties but we will be happy to assist Guest with finding a unit that best suits Guest’s needs.
Furnishings, Equipment, Internet
Rental Properties are privately owned and individually furnished. Neither the owner nor HPM will be responsible for providing any additional furnishings or equipment. Guest is not to rearrange or move furniture or accessories, and interior furniture and accessories are never to be moved outdoors.
Most but not all Rental Properties have telephones, televisions and internet service. Rental Properties have different subscription packages for cable and/or satellite and internet service. HPM does not guarantee any programs, events, or reception. Guest is liable for any pay-for-view programs, if Guest does not use Guest’s personal credit card for the ordering, programming charges. It is Guest’s responsibility to check the amenities listed for the Rental Property that Guest chooses to rent. Every effort is made to ensure that the information on HPM’s website and property listings on third-party websites is as accurate as possible. HPM is not responsible for incorrect assumptions regarding cell phone coverage, internet access, television service, etc. HPM does not warrant the equipment or connectivity.
Any long distance charges incurred during Guest’s stay will be billed to Guest. If a Rental Property does not have a landline telephone, it is the Guest’s responsibility to make arrangements for emergency calls and communication. HPM will not be responsible for Guests who are unable to contact emergency services.
Internet support is not offered by HPM beyond providing the access or log-on information. Support may be obtained by Guest via the internet provider only.
Equipment or appliance malfunction, including telephones, televisions, VCRs, DVDs, air conditioning, hot water heaters, stoves, ovens, refrigerators, microwaves; or connectivity failure are not cause for any refund, whether full or partial.
Windows and doors are to remain shut while air conditioning is on inside the home. Any charges incurred because these instructions are not followed will be passed on to Guest.
Grilling is permitted at properties where the owner provides a grill. The International Fire Code prohibits use of open flame cooking devices (this includes gas and charcoal grills and open flame cookers) on combustible balconies, decks, and porches on condominium or apartment buildings. Grilling with charcoal type grills is discouraged at all Rental Properties as it may result in burn marks and risk of fire. The use of turkey fryers is strictly prohibited at all Rental Properties. Grills must be left clean after use. Guest’s failure to leave grills clean will result in additional cleaning fee per grill, which will be automatically charged to the credit card provided. Any damage to the home, decks, porches, or other areas resulting from grilling will be charged to the credit card provided or withheld from the Security Deposit.
For Rental Properties with a hot tub, no children under the age of 18 are permitted in the hot tub at any time. Guest should be aware that there are certain health risks associated with the use of hot tubs and understand that use of the facility is at Guest’s own risk. The hot tub cover is for insulation purposes and Guest is not to sit, stand, or lie on it. If the hot tub cover is damaged, Guest will be charged for a replacement. Instructions for the use of the hot tub and the tub controls ae posted at the hot tub. Failure to follow the rules will result in a charge to Guest for any required maintenance, repair and/or supplies. Guest is never to attempt to repair the hot tub, change chemistry, or alter the hot tub in any way. HPM reserves the right to close and prohibit use of the hot tub if it becomes unsafe. Guest will be notified and must agree to stay out of the hot tub. No refund or relocation will apply.
Condominium and/or Community Homeowner Association
Guest must comply with condominium bylaws and/or community homeowner association covenants, conditions and restrictions, if Rental Property is located in a condominium project and/or a community that it governed by a homeowners association.
All non-vacation uses including but not limited to; parties, events, receptions, weddings, bachelor/bachelorette parties, reunions, proms, prom parties, spring break parties; and like gatherings are strictly prohibited. HPM has the right to inspect the Rental Property at any time during Guest’s stay to determine if the prohibited use provision has been violated. Any misrepresentation, violation of the occupancy and/or parking limits, or sub-letting of the Rental Property will result in both the forfeiture of all monies paid and immediate, expedited eviction; and may also subject Guest to additional charges for fines and/or damages.
Fireworks. The use of firearms and fireworks is strictly prohibited at all Rental Properties.
Alcoholic Beverages. No drinking of alcoholic beverages by persons under the legal age of twenty-one (21) is allowed. Should Guest or Guest’s visitors be arrested for underage drinking at the Rental Property or should HPM’s agent observe a Guest under the age of twenty-one (21) drinking alcoholic beverages, the Rental Agreement may be terminated and Guest evicted at the option of HPM. Illegal drug use is strictly prohibited. Kegs are not permitted on any Rental Property.
HPM reserves the right to charge Guest $500 per incident for neighborhood complaint calls made to the police or applicable agency, or to HPM.
HOUSEKEEPING AND SUPPLIES
Rental Properties are furnished with bed linens, pillows, blankets, bath towels, and kitchen towels. A starter supply of basic household products such as soap, shampoo, trash bags, paper towels, and bathroom tissue are provided. Guest will need to bring or purchase additional supplies.
A non-refundable cleaning fee is required with all reservations. The fee will be charged to Guest for one-time departure cleaning. Daily housekeeping service is not provided.
Guest is required to comply with the departure cleaning requirements and is required to leave the Rental Property (interior and exterior), in the same condition that it was in when Guest checked in (good order, tidy, and damage-free). Undue and/or exceptional cleaning required because of excessively unclean condition, or if the departure cleaning requirements were not adhered to, will result in additional cleaning charges at a rate of $50.00 per hour, with a one hour minimum.
Departure Cleaning Procedures
- Place used towels in the bathtub.
- All dirty dishes, cookware and eating utensils should be washed, rinsed, dried and put away in the proper location.
- Floors should be in generally good condition.
- All household trash, garbage, recycling and/or other discarded items should be properly bagged up so as to avoid spillage/leakage, and deposited in the proper refuse container.
- Refrigerator and microwave should be left clean and free of food.
- Appliances (stove, oven, BBQ, etc.) should be left in clean condition and free of spills and grease.
- Counters and other surfaces should be wiped down.
- Leave bedspreads on the beds. They are laundered separately.
- Turn off all lights and air conditioners.
- Close and lock all doors and windows.
- Place garage remote if applicable to the Rental Property, on the kitchen counter.
MAINTENANCE / DAMAGES
If Guest notes any damage to the Rental Property upon check-in, Guest must report it to HPM immediately. If HPM does not receive notice from Guest of any damage within one hour from check-in or for late check-in after 8:00 pm, by 9:00 am the following morning, it will be presumed that the Rental Property was found in satisfactory condition with no damages. Guest will be responsible for all damages to the Rental Property, including unreported damage discovered upon checkout. Damages will be charged against the Security Deposit or may be covered by a Vacation Rental Damage Protection plan, in accordance with the terms and conditions of the plan, if purchased by Guest. Any damages that exceed the Security Deposit or the maximum benefit of the Vacation Rental Damages Protection plan, will be charged to Guest’s credit card.
Every effort is made to keep each property and its equipment in good working order, however, unexpected maintenance situations may arise. Maintenance issues will be handled in a timely and professional manner. Guest should notify HPM of any maintenance issue as soon as possible so that repairs can be coordinated. Reminder: No refunds or rebates will be given for mechanical malfunction.
If Guest is locked out of the Rental Property and requires assistance from HPM to reenter, a $100 fee will be charged per incident in addition to any applicable locksmith or other expense.
Guest is responsible for personal items. Items left at the Rental Property after departure can be returned upon request, with a fee for retrieval, processing, and shipping. Unclaimed items will be disposed of 30 days after the departure date. HPM will make every effort to retrieve items left behind upon notification from Guest, however HPM will not be responsible if the items cannot be located and returned.
Any reservation obtained under false pretense will be subject to forfeiture of advance payment, deposit and/or rental money and the party will not be permitted to check in.
HPM serves as the agent and representative of all owners of Rental Properties and acts at all times in and for the best interests of the owners.
Right of Entry
HPM reserves the right to enter the Rental Property at any time to investigate disturbances, check occupancy, check for damages, deliver household items, or have a scheduled service carried out to make such repairs, alterations or improvements as HPM may deem appropriate.
HPM reserves the right to refuse service to anyone. All Rental Properties are leased without regard to race, color, religion, sex, national origin, handicap or sexual orientation.
Indemnification and Hold Harmless
Guest agrees to indemnify and save individual owners, HPM and its employees, free and harmless for any liabilities or any loss or damages whatsoever arising from, related to, or in connection with rental of Rental Property. This includes but is not limited to any claim or liability for personal injury, accidents, loss, damage or theft of Guest’s personal property, which is made, incurred or sustained, by Guest or guests of Guest, or any occupants of the Rental Property.
HONOLULU PROPERTY MANAGEMENT OFFICE LOCATION
1003 Bishop Street, Suite 2250, Honolulu, HI 96813
The name, address, and contact information for the person residing on the island where the Rental Property is located and who is designated to act on the Rental Property owner’s behalf will be set forth in the confirmation email that will be sent after a reservation is accepted.