Accommodation Agreement (sample copy)

 

💡 Please Note: This document is a sample copy of our rental terms for your review prior to booking. Once your reservation request is received, a link to a secure, mobile-friendly electronic form will be emailed to you for quick and easy digital signing. You will not need to print or scan this document.

1. RATES & PAYMENT TERMS

  • Nightly Rate: $340 + 18.712% tax (based on 1 or 2 persons occupancy).
  • Minimum Stay: 7 nights. Shorter stays accepted with a $50 cleaning fee.
  • Reservation Deposit: A $400 deposit is required to hold the reservation upon receipt of the invoice.
  • Final Payment: The remaining final balance is due sixty (60) days prior to your arrival date.
  • Occupancy Limits: Rates are based on the number of Guests and the length of stay indicated. Occupancy may not exceed allowable Guest count. If the allowable Guest count is exceeded without express written permission, an additional charge may be applied.
  • Accepted Payment Methods: * US Check
    • Zelle (use info@mauibythesea.com)
    • Venmo (2% transaction fee applies)
    • PayPal/Credit Card (3.5% transaction fee applies for US / 4.5% for non-US)
    • International Wire Transfer ($20 processing fee)

2. RESERVATION & GUEST DETAILS

  • Primary Guest Name: __________________________________________________
  • Arrival Date: ________________________ Departure Date: ________________________
  • Vehicles Allowed: 1 (Maximum)
  • Number in Party: 2 Adults (Maximum)
  • Check-In Time: 3:00 PM or later
  • Check-Out Time: 12:00 PM or earlier (We are happy to offer flexibility on these times if there is no arriving guest on your departure day; please coordinate with the owner in advance).

3. EFFECTIVENESS OF THIS AGREEMENT This reservation is not fully confirmed or effective until all of the following conditions have been met:

  1. This Agreement is completed, signed, and dated by the primary Guest. An actual physical or legally binding electronic signature is required; a typed name is not acceptable.
  2. The completed Agreement is returned to the Owner along with the required initial payment.
  3. The reservation is approved by the Owner, who will then furnish an official receipt and final booking confirmation.

4. REQUIRED GUEST DISCLOSURES Please read and initial each of the three critical disclosures below to acknowledge your understanding and acceptance:

  • A. Hana Highway & Road Noise: The Maui by the Sea Cottage sits off the Hana Highway (which operates as a local two-lane island road). At times, excessive road noise may be audible. To maximize guest comfort, the cottage features high-quality insulation and central air conditioning. No refunds, rate adjustments, or cancellations will be given due to road or traffic noise. 👉 GUEST INITIALS HERE: _________
  • B. Property Layout & Ocean Access: From the guest cottage, the view of the ocean looks over the roofline of the Owner’s primary residence. While direct ocean access is limited by the location of the Owner’s home, a private, intimate oceanfront sitting area has been curated and reserved exclusively for the enjoyment of Cottage Guests. There is also one security camera located inside the garage for property safety. 👉 GUEST INITIALS HERE:_________
  • C. Tropical Environment & Insect Policy: The guest explicitly acknowledges that Hawaii features a warm, tropical climate. Despite our strict quarterly professional pest control treatments with Terminix and regular, diligent preventative maintenance, the outdoor and indoor environments may occasionally experience tropical creatures. These include, but are not limited to: ants, gecko lizards, flies, bees, beetles, roaches, toads, centipedes, millipedes, small scorpions, rodents, and spiders. The presence of occasional tropical insects or wildlife is a natural part of the island ecosystem and shall not be deemed a breach of this agreement, nor will it entitle the guest to any refunds, early departures, or rate adjustments. 👉 GUEST INITIALS HERE: _________

5. IMPORTANT HOUSE RULES

  • Strict No Smoking Policy: Smoking, vaping, incense, candles, or any type of open flame burning are strictly prohibited both indoors and outdoors anywhere on the property.
  • Quiet Hours: Neighborhood quiet hours are observed from 9:00 PM to 8:00 AM daily in compliance with Maui County ordinances.
  • No Parties/Events: Group entertaining, gatherings, or parties are not permitted. Violations can result in immediate eviction without refund.
  • Residential Use Only: Use of the premises is strictly limited to residential vacation lodging. No commercial business may be conducted on the property.

6. REFUNDS AND CANCELLATIONS

Because the Maui by the Sea Cottage is an exclusive, single-unit property, cancellations significantly impact our calendar. Our policy is as follows:

  • Cancellations More Than 60 Days Prior to Arrival: Guest will receive a full refund of their deposit, minus any applicable credit card or transaction processing fees incurred by the Owner.
  • Cancellations Within 60 Days of Arrival: All payments become non-refundable. However, the Owner will make every reasonable effort to rebook the cottage for your dates.
    • If the entire reservation period is successfully rebooked, a full refund will be issued, minus any applicable credit card/transaction processing fees.
    • If only a portion of the dates are rebooked, a prorated partial refund will be issued based on the rebooked nights, minus credit card/transaction fees.
    • If the Owner is unable to rebook the cottage for any portion of the cancelled dates, no refund will be issued.
  • Weather & Natural Disasters: Refunds due to adverse weather events, severe storms, or natural disasters (such as hurricanes) are limited and will be considered strictly on a case-by-case basis. We highly recommend purchasing travel insurance.
  • Unused Nights: No refunds will be issued for late arrivals, early departures, or unused nights. Vacating the premises early without notifying the Owner forfeits all claims to reimbursement.

7. MECHANICAL & APPLIANCE MAINTENANCE Should the TV, Wi-Fi, BBQ, hot water heater, air conditioning, or any other mechanical device become temporarily inoperable, this agreement will not be voided or altered. The Owner will make every immediate attempt to correct the deficiency as soon as professionally possible. If a critical system is not repaired within 24 to 72 hours (depending on part availability and the severity of guest inconvenience), a reasonable rate adjustment, partial refund, or alternative compensation may be offered at the Owner’s sole discretion.

8. SAFETY, SECURITY & PROPERTY CARE

  • Vehicle Security: Guests are strongly advised not to leave personal articles or valuables inside vehicles (even if locked in the trunk) at the property or while out exploring the island.
  • Dwelling Security: Guests agree to secure the cottage by locking all doors, windows, sliding glass doors, and sliding screens whenever leaving the home vacant, day or night.
  • Air Conditioning Usage: To ensure optimal system performance and prevent utility or equipment damage, all doors and windows must remain completely closed while the air conditioning is running.
  • Gate Remote Control: A $50.00 fee will be charged to the guest if the automated gate remote control is lost or not returned upon checkout.
  • Immediate Notification: Guest agrees to immediately notify the Owner of any property issues, including theft, fire, water leaks, lost keys, or mechanical malfunctions.

9. HOUSEKEEPING & AMENITIES The cottage is provided with a professional pre-arrival cleaning. A neat, tidy, and respectful condition is expected from the guest upon departure. A starter supply of paper products, soaps, and trash bags is provided; however, unlike a traditional hotel, these items are not replenished during occupancy. Guests should purchase additional everyday supplies as needed for their stay.

10. LIABILITY RELEASE & ASSUMPTION OF RISK The primary Guest shall be legally liable and responsible for the safety, actions, and conduct of all persons in their party or invited onto the property. Unsupervised use of the barbecue or other property equipment by minors under the age of 21 is prohibited.

All guests, occupants, and invitees agree to exercise due caution and explicitly agree to enter the ocean, use the shoreline, or utilize any equipment/facilities provided on the property entirely at their own risk, without liability to the Owner.

The Guest acknowledges that no lifeguard service is available at the Maui by the Sea property. Entering and swimming in the ocean can be hazardous under any conditions and may cause serious bodily injury or death. Under no circumstances shall the Owner or any reservation agents/employees be held responsible for any loss, expense, damages, claims, injury, or death resulting from allowing entry to the premises, rendering services, or providing accommodations. Guest assumes all risk of property damage, personal injury, or loss. In the event a third party suffers injury or damage due to the Guest’s negligence or intentional wrongful conduct, the Guest agrees to defend and hold the Owner entirely harmless.

11. GUEST FINAL ACKNOWLEDGMENT & SIGNATURE By signing below, I hereby apply for the reservation of the property noted above and warrant that I have read, understand, and voluntarily agree to all terms, conditions, and disclosures contained in this Agreement. I certify that I am authorized to sign on my own behalf and on behalf of all other intended occupants. I understand and agree that this Agreement is legally binding.

PRIMARY GUEST NAME (Printed): __________________________________________________ SIGNATURE:__________________________________________________ DATE: _________________

📋 GUEST REGISTRATION & FLIGHT DETAIL FORM

  • All Registered Guest Names: __________________________________________________________________
  • Mailing Address: ____________________________________________________________________________
  • City, State, Zip: ______________________________________________________________________________
  • Primary Email: ______________________________________________________________________________
  • Travel Mobile Phone Number: __________________________________________________________________

✈️ Flight Information

  • Arriving Airline & Flight #: __________________ Maui Arrival Day & Time: _____________________
  • Departing City: ____________________________
  • Departing Airline & Flight #: _________________ Maui Departure Day & Time: ___________________

Signature of Primary Guest: _________________________________________ 

Date: _______________