Policies

Reservations
Reservations can be made by phone, fax or email. A minimum deposit of 50% of the total accommodation rental fee is required at time of booking and can be paid for by credit card. This deposit will remain fully refundable for five business days, in order that you may finalize your travel arrangements. The balance of your accommodation rental fee, service fee and hotel tax are due 30 days prior to your arrival date and will be automatically charged to your credit card at that time without further notice. Reservations made within 30 days of arrival require a non-refundable payment in full at the time of booking. The resort does not accept reservations of less than 5 nights mid December through April, and 3 nights May through mid-December, unless the booking is made within 14 days of arrival, subject to availability.

Confirmation
You will receive a confirmation by fax or email of your reservation. In order for you to begin your vacation as comfortably as possible, we will also ask you to specify any preferences and services that you might desire.

Cancellation Policy
Your deposit is refundable with written notice of cancellation received at least 60 days prior to arrival, except for a non-refundable cancellation fee equal to 20% of the total reservation price, as well as any direct expenses incurred on your behalf. Direct expenses would include any bookings, deposits, commitments, purchases or rentals requested and made on your behalf in relation to your reservation. For Group & Special Events or if the entire resort is being rented, the cancellation fee will be 50% of the total reservation price, subject to written notice being received at least 60 days prior to arrival. Cancellations, for whatever reason, within 60 days of your arrival are subject to forfeiture of 100% of your total rent, unless we’re able to re-book or reschedule your rental dates. We will do our best to re-book your reservation period so that we may issue a full or partial refund or credit you for a future reservation within the following year. Naturally, we’ll make every effort to fill the dates.

Refund arrangements depend largely on the amount of notice given to us of the cancellation, and on the time of the year.

For peace of mind, we recommend cancellation insurance, available through your travel agent. No refunds may be given for early departure or late arrivals.

Check-In/Check-Out
Check in time is 4:00 p.m. Check-out time is 11:00 a.m. We’ll make every effort to adjust these times to suit your flight times or to arrange for storage of your luggage until your departure. Charges incurred during your stay may be settled at time of departure by cash, traveler’s checks, or credit card – Amex, Mastercard or Visa. Please note that debit cards are not generally accepted in the British Virgin Islands.

Quiet Enjoyment
Surfsong Villa Resort provides a secluded, peaceful atmosphere for our guests. For this reason we do not allow functions or parties in the villas or on the property without prior permission. In general, we request that our guests are sensitive not to cause disturbance to others and respect each other’s quiet enjoyment of our little slice of paradise.

Children
To maintain the serene atmosphere for which Surfsong is known, we accept children over 8 years of age with an exception made for “Full Resort” rentals and for designated “Family Weeks” when other children may be at the resort. We will inform you if children will be present at the resort at the time you make your reservation. Please contact us for details and available calendar dates.

Capacity
The total number of persons staying in the villa is restricted to two persons per bedroom. Arrangements can be made for a roll-away bed to accommodate an additional guest, for an additional $50 per night.

Damage Deposit
A credit card imprint will be taken on arrival and held for damages.  Final charges will be processed at departure, and provided that there are no broken, damaged, or missing items, or unsettled long-distance calls, the imprint held for damages will be destroyed. If there are any outstanding charges expected, we will forward the processed credit card slip and statements to you by e-mail within 30 days of departure with a full account of additional charges.

Villa Keys And Entry Gate
There will be a replacement fee of $25 for lost keys and $10 for lost gate passes.

Functions
On occasion there may be a wedding ceremony or private dinner event at the resort. These functions will be announced to you if they are known at the time of your booking or as far in advance as possible. These events are usually held in the common areas, away from the villas and we will ensure that the level of disruption to our resorts guests is minimal. All functions will end prior to 10:00 p.m. unless the entire resort is reserved by the celebrating party.

Maintenance
Surfsong Villa Resort strives to keep each villa and its inventory in pristine condition. In case of a maintenance problem, please let us know immediately and we will arrange for repair or replacement as quickly as possible. Surfsong’s management and staff may enter your villa to perform such necessary repairs. Refunds and rate adjustments are not possible due to unforeseen mechanical failures such as the supply of electricity, telephone service, water, air conditioning, television or satellite service.  Appliances and electronics will be treated as priority. The villas are maintained at a high level of cleanliness at all times, however we are located in a tropical region and as such, you may encounter geckos and various harmless insects passing through – we cannot be held responsible for these occurrences.

Hurricanes
Hurricane season is from June 1 – November 30 with the most activity typically in September. Upon notice of a hurricane approaching the Virgin Islands, guests are strongly advised to leave the island. Alternatively, if you decide to stay, you must check for availability at one of the larger hotels or public shelters. Due to our seaside location, guests are not permitted to remain on the property during such severe weather conditions. Guests will receive a full refund of rent and hotel tax prorated from the day that the property is vacated. Damage deposits will be assessed before vacating the property. We advise that you purchase trip cancellation insurance with your travel agent.