Vacation Rental Agreement
A completed “Vacation Rental Agreement” is required to be on file before you will be allowed to check in.
CHECK IN is after 4 pm P.S.T. and CHECK OUT is before 11 am P.S.T. Occasionally we may be able to accommodate special requests but there are no guarantees.
All properties are NON SMOKING. City/Strata bylaws dictate that there is no smoking inside, outside, on balconies or even within 30 feet of all buildings. Fines are enforced.
NO PETS Most of our properties do not allow pets. Certain properties may consider a small, non-shedding dog. Please inquire by phone.
BIKES Bike storage can be a tricky issue. Every building has a different bike storage policy and there are no guarantees that spots will be available. Every building has a zero tolerance for bikes in the lobbies or elevators, fines will be issued for such. If you are bringing a bicycle, please be aware that it is your responsibility to check to see if the unit you want to rent has a place to store it.
We recommend renting bikes while you are here, many of the bike rental companies will allow them to be stored there at the end of the day even if you rent them for a week.
GARAGE HEIGHT If you have a large vehicle, please be sure and check the garage clearance for the building to make sure your vehicle will fit.
PAYMENT An advance payment of 50% of the rental rate is required to reserve the desired dates. The advance payment will be applied toward the room rent. Payments outside of Canada may be made in the form of credit cards (Visa, MasterCard) or bank transfers. Bank money orders, cashier’s cheques or personal cheques are payment options (for Canadians only) payable to Victoria Prime. Cheques must be secured by a credit card authorization while in route. Email transfers (Canadian banks only) can be sent to [email protected] The advance payment is not a damage deposit. The BALANCE OF RENT is due sixty (60) days before your arrival date. All payments are in CANADIAN DOLLARS.
DAMAGES/CREDIT CARD AGREEMENT A credit card is required to be on file as a guarantee of payment and for damages or any additional fees, if assessed. For your convenience we accept Visa and MasterCard. Guests accept all terms and conditions of the rental agreement and accept all liability for rent and charges related to property rental, as well as any damage beyond normal wear and tear during the term of the rental. Guests understand and authorize that these costs will be charged to the credit card provided. The guest whose credit card is on file is liable for all payments and damages on a reservation and is fully responsible for the full reservation rent and charges.
Charges can be made for the following reasons:
-To repair or replace anything that is damaged or missing
-To pay any and all charges accrued during your stay
-To change locks and replace all keys if any are lost (security key fob replacement cost up to $250 each)
-To cover excessive cleaning upon departure (i.e. stained carpets, furniture, walls, appliances, mattresses, etc.)
-To put the unit, and the things in it, in the condition when you moved in
-To cover utility overages (see Utility Caps)
The property shall be in the same condition upon departure as at check in. Normal wear and tear expected.
CANCELLATIONS A sixty (60) day notice is required for cancellation. Cancellations that are made more than 60 days prior to the arrival date will be refunded less a $50 admin fee. Cancellations or changes that result in a shortened stay, that are made within 60 days of the arrival date, forfeit the full payment. Cancellation or early departure does not warrant any refund of rent, deposit or cleaning fee. However, if we are able to re-rent the property for the dates cancelled, we will be happy to refund any part of that whether it is partial or the full amount.
Cancellation Insurance is the renter’s personal responsibility. Victoria Prime will not be held responsible for cancellations for ANY reason. Please protect yourself.
REFUNDS No refunds or concessions will be made for circumstances beyond our control; such as weather, road conditions, work projects in the area, plane or ferry cancellations, power or service outages, and health or personal reasons. Trip insurance is recommended, which covers items such as these.
In the rare but possible circumstance, due to but not limited to, the sale of the property, or damage such as flooding, fire, and major construction on building or environs, and Victoria Prime is unable to provide you, the guest, with the property originally booked, we then reserve the right to offer to you an agreed upon suitable property in exchange. Or if this is unacceptable, you will be given 100% refund of your remaining dates. If the only thing available is a smaller property of lesser value, you will be given a choice of taking it with a refund for the difference in price from your original booking or if this is unacceptable, you will receive 100% refund of your remaining dates. If the issue happens before you check in and if nothing is available for your dates, we will cancel the booking and immediately give you a full refund.
RATES Rates are quoted on a per night (3 night minimum), per week, or per month basis as noted and in CANADIAN DOLLARS. Unless specified, check in time is after 4:00 p.m., and check-out by 11:00 a.m. on the day of departure. Quotes for longer than a week will receive the weekly rate pro-rated. Quotes for longer than a month will receive the monthly rate pro-rated.
Most rates quoted are for a specified number of people (4 for 2-bedroom, 2 for 1-bedroom). Some properties accept additional guests and are subject to a per person, per night charge. Charges are $10 per night per guest. All reservations incur an exit clean fee, processing fee and applicable taxes. There is no tax charged on 30+ night rentals.
RATE CHANGES Posted Rates are subject to change without notice, but will not change after a reservation has been made.
ACCIDENTS AND INDEMNIFICATION All of the units are privately owned. Neither the Homeowners nor Victoria Prime Services and its employees, are responsible for any accidents, injuries or illness that occurs while on the premises or its facilities, nor are they responsible for the loss of personal belongings or valuables of the guest. By accepting this reservation, it is agreed that all guests are expressly assuming the risk of any harm arising from their use of the premises or others whom they invite to use the premises.
CLEANING FEE Each reservation includes a exit cleaning fee. Daily housekeeping is not provided and it is the responsibility of the guest to maintain the cleanliness of the home during the term of a stay. At the end of a guest’s stay the home will be cleaned by a professional cleaning staff. While the home will be cleaned after a guest departure, guests are required to leave the home in a comparable condition as it was found. Failure to do so will result in an additional clean fee charged to the guest. Interim cleans may be arranged.
UTILITY CAPS In order to ensure responsible usage of utilities, all properties have a Hydro Usage Cap, and that figure is based on size and history of consumption. Overages will be charged to credit card on file. Note: Our very generous allowances have the expectation that hydro does not exceed $75/month (one bedrooms), $100/month (two bedrooms), $150/month (townhomes) or $250/month (houses). (Relevant to monthly rentals only)
LOCK OUT CHARGES A $40 fee will be charged if a member of our team must rescue you due to lost or mismanaged keys. This does not include cost to replace keys and fobs.
FALSIFIED RESERVATIONS Any reservation obtained under false pretense, including false ages or number in party will be subject to forfeiture of advance payment, deposit and/or rental money, and the party may not be permitted to check in or may be evicted.
MAXIMUM OCCUPANCY The maximum number of guests varies by property and is detailed in your reservation.
MINIMUM AGE for renters is 25.
MINIMUM NIGHT STAYS 3 night minimum stay is required for some properties. Others are subject to a 30 night minimum as required by City of Victoria bylaws. January and February are generally limited to full month bookings.
PARKING Parking is limited to one (1) vehicle for our condos and is included in the rent, except Juliet Gem which has no parking spot associated with it. Our houses have parking on the property and/or on the street. Any illegally parked cars are subject to towing; applicable fines/towing fees is the sole responsibility of the vehicle owner.
NOISE AND DISTURBANCES It is expected that guests will behave in a civilized manner and will be good neighbours, respecting the rights of surrounding property owners and guests, being thoughtful not to disturb, annoy, endanger, and/or interfere with the enjoyment of others. If excessive noise or disturbances occur resulting in notification by police or neighbours, guests will be asked to vacate the Property and will forfeit the reservation and any monies paid.
QUIET HOURS For guest's enjoyment and the enjoyment of others, please respect quiet times between 9 PM and 8 AM.
STRATA BY LAWS All guests must abide by them. Copies are available online.
MAINTENANCE In the event of equipment malfunction during your stay, Victoria Prime Services will expedite repairs as quickly as possible.
IT IS GUESTS’ RESPONSIBILITY to contact Victoria Prime Services if anything in your rental needs our attention. This is to ensure your safety and that you have an enjoyable stay at the property. Please call your concierge or Bruce as soon as you notice a problem. Most issues can be taken care of quickly. You are never bothering us; we want to hear from you.
No Refunds or rental adjustments will be available unless the problem results in long term issue of major loss of primary necessary service (heat, refrigerator, water, electricity). If the problem is just loss of manageable things such as toaster, cable outage, dishwasher issue, washer or dryer issue, shut down of one bathroom while there is still another, garage door won't open, and similar events, then we will work as quickly as possible to repair the issue but it will not be considered a major loss. However, if there are failures to necessary systems (such as water, hot water, heat, or septic system) that cannot be resolved in a timely manner, we will make every effort to provide alternative accommodations or compensation. We appreciate your understanding.
ENTRY OF PREMISES Guests agree to allow Victoria Prime management, concierge, vendors, and contractors/subcontractors to access the rental property to make repairs, improvements, clean, care for, or manage the property. We will make every effort to avoid/limit interruptions during your stay.
ACCIDENTS HAPPEN If you have a spill please soak up with paper towels and call immediately and we will tell you how to take care of the spill.
LAUNDRY and STAINS Most stains can be prevented if treated immediately and properly.
If you have a baby or small child that wets the bed please provide a waterproof pad to prevent stains on the bedding.
If you have an accident in the beds, please soak linens in cold water immediately.
Please do not wash and dry towels or linens that have been stained, let us know and we will treat them.
When you wash our sheets and towels, DO NOT mix light and dark colours together or over fill the machines in an effort to get a lot of laundry done. DO NOT wash our comforters, duvets, pillow shams or other items of the same type. If you have any questions about the laundry please call the office.
CARPETS Every effort is made to keep the carpet in good clean condition for all of our guests and owners. You will be responsible for any excessive soiling of the carpets and substantial stains created during your stay. Please remove your shoes and clean up after yourself to avoid carpet cleaning charges.
*As a courtesy, if something gets broken during your stay, i.e. a glass or plate or anything, please let your concierge know at check out.
COMPOST/RECYCLE/TRASH The city of Victoria has explicit rules regarding how waste is to be processed. Please be sure and note the rules and regulations that are provided in the house book at each property. If the city issues a fine for failure to comply, it will be charged to your card and proper paperwork will be provided.
WHAT IS PROVIDED/AMENITIES All linens, fully equipped kitchen with pots, pans, utensils, flatware and glassware you will need to prepare and serve a meal. Toasters/toaster ovens, coffee makers, kettles, and blenders are all normal stock items. You will find many of our kitchens are better equipped than your own kitchen at home with numerous small appliances. If there is a reasonable item that you are needing, we are happy to get it for you. Cable TV and telephone with free local calls and fast wifi with Netflix access are basics provided. All properties offer washer/dryers (except FantaSea), microwave and dishwashers (except FantaSea). Our rental properties are individually owned and each reflects the owner’s personal taste. Please note furnishings and amenities may be changed without notification.
A START UP SUPPLY For your convenience, we provide a start-up of supplies at your arrival, until you have time to go to the market to purchase any additional things you may need. Toilet paper, paper towels, hand soaps, shampoo, body wash, cleaning products, garbage and compost bags, aluminum foil, saran wrap, kitchen scrubber, salt and pepper, oil, and sugar. Guests are responsible for replenishing their own additional products during their stay.
Some of our homes acquire seasonings, teas and other items that are left behind but it is not guaranteed. As it is difficult to guarantee freshness. Please bring the special items you enjoy cooking with.
TERMINATION Guests agree that any violation of the Vacation Rental Agreement will be grounds for immediate eviction, forfeiture of all rental fees and assessment of additional fees.
CUSTOMER SATISFACTION It is our goal to provide each of our guests with a wonderful stay here in Victoria . We want you to feel completely satisfied with your rental property. If at any point during your stay, you need something, or feel we have not met your needs, please contact us immediately. We aim to exceed your every expectation.
To reinterate, due to the ongoing municipal and provincial changes regarding short term rentals and taxation we reserve the right to a 24 hour review of all bookings. Liz or Maureen will contact you directly if needed.
This agreement is considered to be accepted by both parties with or without signature upon initial payment.
This agreement is part of your reservation confirmation. Please print off, fill out, sign and either scan and email a signed copy back to us, reply to the original email reservation sent to you stating you have read and understood the terms and conditions, or snail mail it back to us.
By signing below, I agree to all the terms and conditions of this agreement.
Names of All Guests________________________________________________________
Victoria Prime must be notified in advance, and approval given, in the event of any changes in occupancy.