Booking & Cancellation Policy
We have created some general guidelines and recommendations as renting a vacation villa or condominium is slightly different than booking a hotel or resort.
When a villa or condominium is reserved, IRE Vacations will send you a Rental Confirmation via e-mail or fax. Once you have sent in your deposit for the villa or condominium, the Rental Confirmation becomes a binding agreement and all terms & conditions must be adhered to as stated on your confirmation. A confirmation letter will be sent to you upon receipt of any/all deposits/payments received.
Along with your Villa or Condominium Rental Confirmation, we will also send you a Security Deposit Form.
This form must be completed and returned as part of the confirmation for your reservation. This form is to guarantee that any additional charges that you may incur during your stay may be charged to your credit card and will be processed at the end of your stay.
These charges may include, but are not limited to, telephone charges, additional nights at the villa, additional maid service, telephone charges, lost keys, lost remote controls, rental items such as cribs or roll-a-ways, damage to the property and/or contents (not including general wear & tear), etc.
If you do not get a copy of your final charges prior to your departure, a copy will be sent via mail for your records.
Children under the age of two are not counted as part of the number of persons occupying a villa under the condition that the child sleeps in a crib in the bedroom with the parents. Villa rates are based on two guests per bedroom where children 2 years and older are counted as part of the total number of persons occupying the villa.
Payment and Cancellation Policy
To protect against cancellations caused by unforeseen events such as illness or any other personal issues, IRE Vacations strongly recommends that our clients purchase trip cancellation insurance to assure refund of any deposits paid that would be non-refundable.
IRE Vacations recommends Travel Guard.
Year Round with the Exception of Christmas, New Year’s & Holiday Weeks
We require a 25% deposit of the total rental amount in order to confirm the reservation. The deposit must be received within 14 days of reservation otherwise the reservation will be subject to cancellation. The balance is due at least 60 days prior to arrival date.
Cancellation received more than 60 days prior to arrival date, the 25% deposit will be refunded less a 15% service fee assessed against the refund value. If cancellation is received 60 days prior to arrival date or less, 100% of the rental prices will be forfeited.
When a reservation is canceled 60 days prior to arrival or less, refunds for villas will only be made if the villa is rebooked for the period of the booking. If a portion of the rental time is rebooked, then a pro-rated refund will be made.
Any refund approved, will be subject to a 15% service fee assessed against the refund value.
Christmas, New Year and Holiday Weeks
A 50% DEPOSIT OF THE TOTAL RENTAL AMOUNT IS DUE WITHIN 14 DAYS OF RESERVATION OTHERWISE THE RESERVATION WILL BE SUBJECT TO CANCELLATION.
THE BALANCE IS DUE 90 DAYS PRIOR TO ARRIVAL DATE. ANY RESERVATIONS ACCEPTED WITHIN 90 DAYS PRIOR TO ARRIVAL MUST BE PAID IN FULL WITHIN 14 DAYS OF RESERVATION OR AS STIPULATED ON YOUR RENTAL CONFIRMATION.
ALL HOLIDAY RESERVATIONS ARE NON-REFUNDABLE.
A cancellation policy request or any changes to your reservation must be submitted in writing.
Prior to your Arrival
After you have confirmed your villa or condominium, the following will give you the guidelines further information or arrangements required prior to your arrival to the island.
Since you are renting a villa or condominium, it is highly recommended to rent a vehicle (car/van/jeep/etc.) during your stay. Concierge Services will be happy to assist you with making the reservation for you and arranging the confirmation to be sent directly to you for your records. If you decide to rent a vehicle on your own, we will require the name of the car rental agency where the arrangement has been made.
Flight Arrival Information and Delays
We will require your arrival flight information so we know what time to expect you on island in order to arrange the meet & greet on day of your arrival. Please submit this information to your Rental Specialist,via e-mail or fax, at least 30 days prior to your arrival date.
If you are delayed for any reason on your scheduled day of arrival, you must contact us to inform of your delay. Failure to notify us of your delay, especially if you are extremely delayed, a $50.00 charge might be added to your final bill. Since we have a representative waiting for you who will escort you to your villa or condominium, it is very important that we are informed of any changes to your arrival on island.
Concierge Services and Additional Rental Items
If you require any additional rental items to include a roll-a-way, air bed, crib, etc. we will be happy to assist you. You may refer toAdditional Rental Items for items available and pricing.
Our Concierge Services is here to assist you with any of your needs prior to your arrival to include, but not limited to, car rental arrangements, special gift options (i.e. floral arrangements, champagne, cakes, etc.), restaurant reservations, boat excursions, other island activities and much more!
Arrival and Departure Procedure
In order to make your arrival and departure from the island as smooth and easy as possible, the following is a guideline for the arrival procedure from the airport to the villa and the departure procedure at the end of your stay. If you have any questions or require any further information, please make sure to contact us prior to your departure date.
Upon arrival into St. Maarten/St. Martin, you will go through immigration. You will be required to fill out an Immigration Form (which should be given to you on board the arriving flight to the island). This form will require the address for the villa or condominium you will be staying at. We provide you with the villa address and telephone number on your Rental Confirmation Form. Make sure to note it down with your travel documents. Once the Immigration Form is filled out, you will have to present it along with your identification and return ticket.
Meet and Greet at time of Arrival
After you clear immigration and collect your luggage, you will need to meet our representative at the car rental agency where your car rental has been confirmed.
Most car rental companies have a booth right in the arrival hall of the airport when you exit the baggage claim area. If not, there will be a representative from the car rental with a sign with your name on it. You will then be shuttled by the representative from the car rental company to pick up your vehicle. Our escort will be waiting there for you and you will follow the representative to your villa or condominium.
If you opt not to make any car rental arrangements upon arrival, our representative will meet you at the Airport outside the terminal with a sign with your name on it. The representative will put you into a taxi and will escort you to your villa or condominium.
Arrival at the Villa or Condominium
Once you arrive to the villa or condominium, our representative will escort you into the property. The escort will give you a tour of the property, an arrival package and the keys. In your arrival package, you will be provided with contact numbers that are accessible 24 hours a day should you require any type of assistance during your stay.
If you need any assistance during your stay, you are more than welcome to contact your Rental Specialist. We will assist you with any questions you may have, any issues that may arise where you require assistance, island information, restaurant reservations/suggestions, information about island activities, boat trips, island excursions, shopping, etc.
We are here to assist you in order to make your stay as enjoyable and memorable as possible.
Check out and Departure Procedure
Check-out time is 11:00 AM. If you have a late flight and would like to stay a little longer at the villa or condominium, please contact us during your stay. You may be able to stay longer at the property as long as we do not have a check-in scheduled for the day of your departure.
All keys are to be returned to the office on the day of your departure.
If you are staying in the neighborhoods of Oyster Pond, Dawn Beach, Tamarind Hill or Red Pond Estates area, all keys are to be dropped off at the front desk of Oyster Bay Beach Resort.
If you are staying in the neighborhoods of Simpson Bay, Pelican Key, Cupecoy or Terres Basses area, all keys are to be dropped off at the office of Island Real Estate Team/IRE Vacations in Simpson Bay located right across the street from Simpson Bay Yacht Club (on the other side of the street where Top Carrot is located). If you are leaving during the weekend or before/after office hours, you can leave the keys in the special “Key Drop Box” located right next to the front door.
If by chance, you do see your housekeeper prior to your departure, you may leave your keys with her.
You will not be escorted back to the airport. If you need any assistance to arrange a taxi back to the airport, please do not hesitate to contact us to make the arrangements for you. It is recommended to check-in approximately 3 hours prior to your scheduled departure time.