Hale Kai Rental Terms
The following terms and conditions have been developed based on our latest Policies. Questions regarding these terms and conditions may be addressed to: firstname.lastname@example.org
This is an agreement between the guest, ("Guest"), representing all persons in the party for which this reservation is made, and HKR, LLC, ("HKR"), a rental management cooperative offering vacation rentals at the Hale Kai Condominiums, 3691 Lower Honoapiilani Road, Lahaina, HI 96761. As this agreement describes the obligations of both parties, please read it carefully before agreeing to be bound by its terms and conditions.
1. Reservation Acceptance
Guest Reservations for a particular unit shall only be accepted as made by the party responsible for payment and shall not be transferrable. Guest must acknowledge and agree to be bound to HKR's rental terms and conditions as set forth below. In the case of online reservations, this must be done at the time of reservation by means of the Guest checking the box preceding the statement, "I have read and accept the above rental policies agreement". Otherwise, the Guest must do this by signing and returning a signed copy of the reservation confirmation within 14 days of receipt of Guest's deposit, except in the case of reservations beginning within one month, in which case the signed confirmation must be returned within two days. Guest may return the signed confirmation by email, fax, mail or in person, as long as it is received by the Rental Office within the required interval.
Although Guest Reservations are for a particular unit, units may become unavailable on rare occasions due to factors beyond our control, such as the sale of the unit, the owner leaving our rental group, or emergency repairs. In these cases, we shall offer to accommodate guests in an alternative unit when one to their liking is available. Otherwise we shall return any funds received from the Guest without charging a Cancellation Fee.
Guest agrees and acknowledges that no more than the number of persons indicated under "Total Guests" on the rental confirmation will occupy the condominium unit, except wih specific approval of the rental manager as reflected on an updated confirmation. For these purposes, please note that this limitation includes children, regardless of age.
2. Deposit and Final Payment
Guest Reservations shall require a $500 deposit to reserve the unit, (payable by VISA or MasterCard credit card only), with the final balance due 60 days prior to arrival. Except when approved in writing by the Rental Manager, Guest Reservations not paid in full by the Final Deposit Due Date as indicated on Guest's reservation confirmation shall be deemed cancelled seven days after this date.
Payment of the balance of the rental fees and taxes may be made by VISA or MasterCard credit cards, electronic check, money order or personal check. In the case of reservations made within 60 days of arrival, the balance shall be due at the same time and in the same manner as the deposit.
Guest Reservations cancelled more than 60 days in advance shall be subject to a $75 cancellation fee, to be deducted from the deposit prior to its refund.
Guest Reservations cancelled within 60 days of scheduled arrival shall be subject to forfeiture of the entire rental amount unless the unit can be re-booked with another guest for that period. In the latter case, the forfeiture shall be limited to the amount, if any, by which the rent received by the replacement booking falls short of that due for the Guest Reservation. As above, any refund provided under these circumstances shall be subject to a $75 cancellation fee.
In light of the above, Guests may wish to consider purchasing Travel Insurance with Trip Cancellation coverage when arranging their travel.
4. Check-In / Check-Out
- Check-In: 3:00 PM on day of arrival
- Check-Out: 11:00 AM on day of departure
On the day of their departure, Guest agrees to:
- Dispose of all garbage
- Load and start dishwasher
- Turn off all lights, fans and appliances besides dishwasher and refrigerator
- Close and lock all windows and doors
- Return all keys other than the lockbox key to the rental office, depositing the keys in the mailbox slot if departing outside of office hours
- Inform the office of any items that the Guest may have damaged, broken or lost
In some cases, early check-in and late check-out arrangements can be made in advance if rental and cleaning schedules allow. Charges for this access, when available, will be as follows:
- Early Check-In between 8:00AM – 11:00AM: $50.00 plus applicable taxes
- Early Check-In between 11:00AM – 3:00PM: gratis once unit has been inspected and deemed ready
- Late Check-Out between 11:00AM – 2:00PM: $50.00 plus applicable taxes
- Late Check-Out after 2:00PM: a fee equal to the full daily rate plus applicable taxes
Requests for early check-ins or late check-outs shall be subject to availability and must be received at least 48 hours in advance of arrival or departure, respectively. Guests wishing to ensure that they may check out
late are advised to book their unit another night.
Guests failing to vacate their unit by 11:00 AM on the day of their scheduled departure shall be charged a Late Check-Out Fee as detailed above.
5. Housekeeping / Maid Service
Units will be fully cleaned and supplied with fresh linens prior to a Guest’s arrival. No additional housekeeping services will be provided during a Guest’s stay except as described on our Policy webpage for stays of 21 nights or more, or as otherwise coordinated with the Rental Office for an additional fee.
Starter supplies including dish detergent, soap, paper towels, trash bags and toilet paper shall be provided. Replenishment of these items during a guest’s stay shall be Guest’s responsibility.
6. Extensive Cleaning / Damage / Lost Property
Guest is responsible for any damage, stains, or soiling beyond reasonable wear and tear to the condominium unit or any other component of the condominium complex caused by Guest or any person in Guest`s party.
Guest’s unit shall be inspected prior to arrival to ensure it ready for their enjoyment, and immediately upon departure to verify that it has not been extensively soiled, damaged or altered, or is missing any of its contents. To avoid being held responsible for pre-existing conditions, Guest should immediately inform the Rental Office of any anomalies they discover upon check-in that may have escaped our notice.
Guest specifically authorizes HKR to charge the credit card ending in the 4 digits indicated on the first page of the rental confirmation as follows:
Unit found to require extensive cleaning: an amount equal to the cost to clean the unit beyond the normal cleaning charge
- Unit furnishings damaged or missing: an amount equal to the cost to replace the damaged or missing item
- Unit found to have been altered: an amount equal to the cost to restore the unit to its prior condition
- Lost Beach Towels: $20/towel
- Lost Unit Keys: $25/key
For security purposes, the full card number is not shown on the rental confirmation but is recorded in our reservation system in encrypted form. Guest may alternatively arrange for other means of payment in such cases.
7. House Rules
All occupants of Hale Kai, including its guests, shall be subject to the Homeowners Association's House Rules, which are located in each unit’s guest binder and online.
Pets shall be prohibited in HKR LLC managed units except for bona fide service animals trained to provide assistance to a guest. Guests shall be responsible for any damage or mess caused by their service animal in accordance with Section 6. above.
9. Lost or Stolen Belongings
HKR LLC shall not be responsible for items lost or stolen during a guest’s stay. Items found after a guest’s departure may be returned upon request subject to the applicable postage fee. Guests should be careful to secure their unit while out and to verify that they have not left any of their belongings in the unit upon their departure.
10. No Smoking in Unit or on its Lanai
The Hawaii legislature enacted State Law 295, effective November 16, 2006, which prohibits smoking in all enclosed or partially enclosed areas open to the public. In accordance with this law, all units occupied by guests and managed by HKR LLC have been designated as Non-Smoking Accommodations. Smoking is therefore specifically prohibited inside the Guest’s unit and on its lanai.
Guest agrees that a $400 smoke-removal fee may be charged in the same manner as damage charges discussed above if Guest or any person in Guest`s party smokes in the unit or on its lanai. Please note that HKR, LLC does not manage all units at Hale Kai, and that some units and common areas will not be subject to our control.
11. Involuntary Termination of Occupancy
Guest agrees that HKR may terminate Guest’s occupancy without refund under the following conditions:
- Unit found to be occupied by more than the number of guests indicated under Total Guests on the Reservation Confirmation
- Unit found to be occupied by a pet other than a bona fide service animal trained to provide assistance to a guest
- Guest persists in violating House Rules after being warned once by HKR
- Guest persists in smoking inside the unit or on its lanai after being warned once by HKR