Island Concepts - Terms and Conditions

Island Concepts, hereinafter referred to as "The agency", acts merely as booking agents on behalf of the villa owners that it represents. The contract entered into is between the owner of the holiday accommodation and the holidaymaker, hereinafter referred to as "The hirer". The contract is not effective until required payment has been received and confirmation has been sent to the hirer.

The Agency categorizes the year into three (3) seasons. While some villas utilize the three (3) season structure for pricing; currently most villas have a HIGH season price that encompasses peak and high season, and then a LOW season price.

Low: January 9th to July 14th (excluding Easter), September 16th to December 19th
High: July 15th to July 31st, September 1st to September 15th, March 25th to April 1st, 2005 (Easter week)
Peak: August 1st to August 31st, December 20th to January 8th (Xmas & New Year period)

A deposit of 50% of the rental amount must be received by the agency within two (2) working days after the relevant invoice and payment instructions have been given to the hirer. If a deposit is not received within this time, the booking will be cancelled.

Balance payment is required 45 days prior to arrival (60 days for Christmas/New Year bookings) or immediately if booking is made less than 45 days prior to arrival (or 60 days in the case of Christmas/New Years bookings).

In the case of bookings made 45 days prior to arrival, full payment is required within two (2) working days, or on arrival, if less than two (2) working days, whichever comes first.

Telex Transfer – All charges incurred for Telex Transfer transactions will be borne by the hirer.
Credit Card – All payments made by credit card (Visa and MasterCard only) will be subject to a 4% additional charge.

Payments by Traveller’s Cheques, other currencies or personal cheques, will not be accepted.

In the case of last minute bookings, where is it impractical or very difficult for the hirer to make a deposit by TT, we will accept cash (post 1996 and unmarked USD banknotes) on arrival. However, a credit card authorization form will need to be used to ensure deposit requirements are met. This form will need to be accompanied by photocopies of both sides of the credit card, a photocopy of holder’s passport, and written authorization. The funds will be held as security and that the transaction will be reversed only upon receipt of alternative payment as agreed with the Agency.

All clients will be asked to sign a Waiver of Liability and a credit card authorization form, which will allow the Agency to charge the card any charges that clients incur while at the villa.

Be aware that security deposits are required for some villas. If required, a deposit will be requested by the villa manager on arrival and will be refunded in full on the day of departure, unless damages/repairs need to be performed, in which case refunds will be made, less the cost of damages.

If the reservation is cancelled 61 days or more prior to arrival (91 days for Christmas/ New Year bookings), deposits will be refunded in full less US$500.00 OR 20% of monies received (whichever is greater).

Reservations cancelled less than 61 days prior to arrival are subject to a complete forfeiture of deposit to compensate the agency for the time and effort involved in making a booking and to compensate the owner for the loss of other potential bookings that have turned down once a booking has been confirmed.

A US$50.00 administration fee will apply to each change after a booking has been confirmed. Changes cannot necessarily be accommodated in all cases.

At all hotels in Indonesia, a standard 11% Government Tax and a 10% Surcharge is levied. However, when renting the majority of private homes or villas, there are currently no taxes, surcharges, hidden costs, staff salaries, service fees, or management fees, outside or above the price quoted, unless otherwise stated. All are fully inclusive in the price. Gratuities for household staff are encouraged and normal, but shall be left to hirer's discretion.

All villas we represent have a minimum of two domestic household staff. All our properties are fully equipped with bed linens, towels, cooking utensils etc.

Our policy for bookings in which the value of the villa rental is over US$1,000 is to provide complimentary airport pickups / drop offs for our guests. Under that value we unfortunately have to charge for this service.

We strongly recommend the use of a car and driver during your stay (please see reasons outlined in transportation guidelines). If you don’t rent a car and driver for the duration of your booking, you will be charged US$15 for each airport transfer (pickups / drop offs, maximum 4 pax each).

The majority of villas have rules governing their usage for events and parties and oftentimes a surcharge of up to the equivalent of a night’s rental price is applicable, in addition to a local community or ‘Banjar’ fee. Normal bookings are for vacation purposes and special permissions must be obtained for functions where the number of people in attendance exceeds 150% of the capacity of the villa. Also clients should be aware that these are private villas located in residential neighbourhoods and, as such, not all functions or events can necessarily be accommodated. Much depends on the vagaries of the neighbourhood’s residents.

Weddings and other events held at villas are becoming increasingly popular. Please be aware that the majority of villa owners will not accept a booking involving a function without prior confirmation that a function coordinator has been employed.

If you are planning to hold an event such as a wedding or any large congregation of people at your villa it would be best to bring this to the agency’s attention as soon as possible. The agency can recommend a suitable coordinator where required.

The hirer is responsible for leaving the property in good order and in a clean condition. The hirer further undertakes to pay for any damages or losses incurred during occupation. The owner reserves the right to repossess the property if the hirer or a member of the party has caused excessive damage.

The numbers of persons occupying a property must not exceed the maximum number stated in the booking confirmation. The agency reserves the right to refuse any booking, which, in its opinion, is unsuitable for the property concerned.

Whilst the agency makes every effort to ensure that brochure descriptions are accurate and that properties meet its required standards, the Agency cannot accept responsibility for any alterations made to the property or its amenities, which are beyond its control. Nor can it accept responsibility for any injury, sickness, loss, damage, additional expense or inconvenience, directly or indirectly caused by or arising out of the use or condition of the property and its appearances, plumbing, gas, electrical or otherwise, exceptional weather conditions or owner's negligence. Further, no responsibility is accepted for the personal belongings, car, and its contents of the hirer or any member of the party during the holiday.

If the hirer considers that he/she has cause for complaint concerning a property, the matter should first be taken up with the owner or villa manager. If satisfaction cannot be obtained, the client should then report the matter at once to our office. In such cases, if the agency considers the complaint valid, a partial refund may be offered. This will have to be discussed and approved by the relevant villa owner and may take several weeks to finalize. No liability shall arise beyond the refund of the monies paid. The Agency will not entertain claims lodged by a client upon departure or after return home when it is no longer possible to investigate the complaint effectively.