Booking Process

To book today, just send us your details including dates, party size and requirements to reservtions@samsaratci.com. We will be delighted to exchange detail, a standard contract and get your vacation booked. 

We ask for a 50% non refundable deposit on booking and 50% final payment, 60 days before you arrive.

We have a full pre-arrival concierge service so you can arrive to a fully stocked villa with your favourite wines, beers or cocktails waiting for you at the bar and your Spa treatments, wellness activities or water fun scheduled. We offer a number of personal service and beach packages to create your perfect vacation.

Team Samsara greet you on arrival with Caribbean hospitality. The welcome package includes an afternoon (4pm – 5pm) Oceanside cocktail hour.

Estate Rules

LAWS AND RULES AND REGULATIONS

Guests shall comply with all statutes, ordinances and requirements of all TCI island laws regarding the Property, including the use, possession, production or sale of illegal drugs. Guest further agrees to adhere to all rules and regulations set forth by the regulatory parties for the Estate in which the Property is located, including rules with respect to smoking, noise, odours, disposal of refuse, pets, parking and use of common areas.

OCCUPANCY

Samsara Villa and Samsara Estate occupancy is determined by the Guest Booking Agreement/ confirmation/ contract note and is for use by the guests notified in these documents. It is not a venue for use by third party vendors or Non-Residents staying elsewhere. Any such use will result in a breach of contract and subsequent withdrawal of staff, amenities and request for property to be vacated. 

The Villa occupancy is as per the contract and occupancy determines rental rates. The maximum occupancy (adults and children (children being defined as under 16 years of age)) of the property is outlined in the Guest Booking Agreement. From 1st January 2024, for Samsara Villa maximum occupancy is 14 adults and 8 children (under 16) and for Samsara Estate is 18 adults and 12 children (under 16). Occupancy for the entire stay is limited to the number of adults and children as outlined by the rental agreement/ confirmation.

If Guest would like to invite visitors not on the Booking Agreement, Samsara Reservations requires at least 24 hours’ notice, has the right to refuse for any reason, and there will be applicable charges of $1000/person for a person staying after 6pm, or $500/person for visitor leaving before 6pm. Third party vendors will need to present correct business, work permit and tax documents. All visitors need to leave by 10pm. Additional security charges may apply after 6pm.

If any costs are incurred due to Non-Residents including additional housekeeping, maintenance, security, legal or administration charges; the client indemnifies all costs of Samsara Ltd. 

If you have a third party provider such as a chef, as long as we are provided with a Liability Form in a timely manner and a copy of their business license and work permits/ ID for their employees present at Samsara we are happy to an occupancy waiver.

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SECURITY DEPOSIT

Samsara Ltd takes fixed security deposits with the final payment to secure the villa of $5,000. We can take this amount on Visa or MasterCard but there is 5% fees that are non returnable or we can do via wire transfer. All amounts are returned within seven days of departure minus the Concierge and Damage Account balance. On check-in we request the details of a Visa or MasterCard Credit Card from the principal client named on the booking contract/confirmation/ contract note opening the Concierge Account - it is possible to open more than one Concierge Account withthe hostess but the Principal Client account will be used for incidentals unless specified by guests. Damages will be documented on email within a week of departure. Any disputes will be covered by TCI law.

FURNITURE & FITTINGS

Guests enjoy furniture and fittings made from some of the finest natural materials available on the island and neighbouring countries. Damage over and above normal wear and tear is not included with particular note to soft furnishings and the natural wood finishes. Loss of Property from the Villa will also be charged with particular note to remote controls, electronic devices including electronic key fobs, island mobile phone devices, game consoles and controls and games and DVD’s provided for guest enjoyment. Any discrepancies in contents versus Samsara Villa inventory should be highlighted as soon after orientation as reasonably possible. Damage and losses will be charged on a replacement cost basis. Such additional costs to your credit card with documentation of such charges sent to you by email.

FAULTY EQUIPMENT

The Owner undertakes to repair or replace any faulty equipment with all due diligence. However no claims will be entertained in respect of equipment which remains faulty for reasons beyond the Owner’s control. As far as possible, any faulty equipment or Property impairments will be highlighted during orientation period on Client arrival.

WEAR & TEAR

Clients acknowledge that although every effort is made to maintain the premises in good order, wear and tear on a rental Property is unavoidable.   Please notify the house staff as soon as possible if a problem exists. Every effort will be made in order to rectify any problem in a timely manner. Please keep in mind that Providenciales, like many small islands, is without ready access to many goods and services that are readily available in the United States, Canada or Europe. Please be advised that neither the Owner, nor its representative, can be held responsible for problems arising from outside contracted service providers such as, for example, utility companies and public service providers including garbage pick-up.   Every effort will be made though, by the Owner and its representatives to deal with these outside service providers to solve any problem that might arise in a timely fashion, however, no rebate nor refunds will be given back for lack of service that are beyond the Owner’s control.

NOISE

International Drive is an exclusive area and we cooperate with neighbours to ensure all properties enjoy the tranquility and serenity of this part of the Caribbean. In the interests of others, Clients should ensure that there is no unreasonable amount of noise particularly after dark.

Requirement is entertainment, such as live music, karaoke, fire work display or other publicly noticeable event for a neighbouring property, is to be finalised by 10pm.

RESPONSIBILITY

The Owner, its staff and agents accept no responsibility or liability for any accident, injury, loss or damage whatsoever to Clients, their guests and their belongings during the Clients’ stay at the Property, all of which are hereby expressly disclaimed by the Owner, its staff and agents. Specific risk included but not limited to any which may arise from the use of the Property or service by the staff, in particular but not limited to use of any swimming pool, other water based facilities including but not limited to Jacuzzi, external and internal walk ways, open cliffs and pavilions on the Property, slipping or falling, and loss of or damage to personal belongings however caused.  Anyone using such facilities does so at his or her own risk and recognises. Specifically there is no diving allowed in any of the water facilities. Clients are moreover specifically advised not to allow children to swim or play in the swimming pool, jacuzzi or the ocean without responsible adult supervision. Clients agree to inform their guests of this clause and to bring to their attention to any warning notices in the Property.  The Property has a number of open walk ways along the beachfront, picturesque pavilions and beach decks which can be slippery when wet or difficult to navigate in the dark. Therefore, adult supervision of minors is a requirement and all users should take care at all times. Use of the walkways or beach after dark is strongly advised against. In no event shall the Owner, its staff or agents be liable to the Clients for an amount greater than 10% of the Rental Fee. The Clients shall, jointly and severally, indemnify the Owner, its staff and agents, against any liability or cost (including reasonable attorney’s fees) for injury to third parties caused by the Clients during their stay at the Property. The Clients shall not invite persons not specifically named as Clients in the Rental Agreement into the Property without previous agreement by the Owner. It is the responsibility of the Clients to ensure any agreed temporary guests are aware of the Rental Agreement terms and are specifically notified about the Responsibility a guest becomes party to.

SAFETY

Whilst the crime levels in the Turks and Caicos Islands are low, Clients should take precautions to guard against petty theft.  Accordingly, Clients must lock the doors and windows when away from the Villa including when at the properties beach and at night. Valuables should be placed in the safes provided in each room.

UTILITIES

The cost of electricity in the Turks & Caicos Islands has always been very expensive. This is further exacerbated by recent global increases in fuel pricing which have put this cost at an all-time high.

Hot water and jacuzzi are heated by gas.

All guests are asked to be mindful of their energy consumption and particularly as it relates to Air Conditioning (AC). Samsara suites are designed for indoor/outdoor living with sliding glass walls opened during the day to let the cool trade winds in. At night, if you are running the AC, please ensure doors and windows remain closed. Housekeeping will help and provide a turndown service and shut all suites, unless requested not to, and spray and switch on the ceiling fans or AC.

The Samsara Villa amount is 1500KWH per week or pro rata for a shorter stay, for electricity consumption. On the last day of this rental, the meter will be read and any amount over this allowance will be charged against the security deposit of the lessee at a rate of $0.60 per KWH.

NON-SMOKING VILLA

This is a non-smoking villa and any smoking in the bedrooms or internal spaces will lead to significant additional cleaning charges.

Change of plans

At Samsara, we understand that even the best-laid plans can change. As a family villa, we strive to offer as much flexibility with dates and plans as possible. Please note that deposits are non-refundable, as the villa is reserved exclusively for you. If change are plans needed, we are happy to discuss next steps - if this is government related we will follow the advice of the relevant authority.

- Travel restrictions in Turks & Caicos or in the client's home country as per booking contract;

- Lockdown in Turks & Caicos or in the client's home country as per booking contract;

- Mandatory quarantine upon arrival in Turks & Caicos.

 If this is related to your personal circumstances we offer the following remedies;

• To change the booking dates by mutual agreement with Reservations;

• To receive a voucher for the amount paid for rental amount.

The voucher:

• Is non-refundable;

• Must be used to book the Samsara Estate (Villa or Xanadu Cottage) within twelve months of the original reservation.

• Can be used to book any period, by paying the difference in price, if applicable;

• Can be gifted to a friend if the booking representative is unable to use it within the stated time frame.

If the reason for cancellation falls outside these terms, our standard cancellation policy applies. Please see Terms & Conditions for more information.

Do I need travel insurance?

Travel insurance is vital, in our opinion, and we would recommend that all guests buy comprehensive travel insurance.

Do I have to pay the balance of the Rental Fee?

The balance must be paid in accordance with the contract terms (normally 60 days before your arrival). If you choose to cancel before the balance is due, our normal Terms & Conditions apply.