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

1.            Occupancy - Only the numbers specified on the Rental Agreement may reside in the Property. Maximum booking occupancy of fourteen adults and four children under the age of sixteen – babies are included in the occupancy numbers. There is additional accommodation available. Please contact us if you would like to adjust the booking occupancy. Proof of identity including a current address to verify information provided in Rental Agreement may be requested by Samsara Ltd.’s staff and/or representatives during orientation/ check in. Please note the Property is not suitable for wheelchair users or those with mobility impairment as it is spread over an extensive footprint with steps connecting the various villa suites and a large waterfall of pool surrounding the communal facilities. 

Samsara Villa and Samsara Estate occupancy is determined by the Direct Booking Rental Agreement or the on-line booking form. Use of the property, its staff, or amenities by third-party vendors or non-residents staying elsewhere is strictly prohibited. Any such use constitutes a breach of contract and will result in the immediate withdrawal of staff and services, termination of access rights, and a request for the property to be vacated.

If guests wish to invite visitors not listed on the Rental Agreement, Samsara Reservations requires a minimum of 48 hours’ advance notice and reserves the right to refuse access for any reason. Applicable charges will apply: US $1,000 per person for any visitor remaining after 6:00 p.m., or US $500 per person for any visitor departing before 6:00 p.m. All visitors must depart the property by 10:00 p.m., after which any continued presence will constitute a breach of contract. Additional security fees may apply for access after 6:00 p.m.

All requests for non-resident access must be submitted via email to: Reservations@SamsaraTCI.com. Reservations may request additional details including visit timings, transport information (vehicle registration or ground transport provider), names, email addresses, and completed liability forms. 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, we are happy to issue an occupancy waiver provided that a completed Liability Form is submitted in a timely manner (at least 60 days prior to arrival, or at the time of booking if the reservation is made within 60 days of arrival). In addition, a copy of the provider’s business license and work permits or identification for all employees who will be present at Samsara must be provided.

Liability Form:
🔗 Complete Here

Damages and Concierge Account

Prior to arrival, guests will be asked to open a Concierge Account with a pre-funded deposit of up to $5,000, to be paid via our secure e-commerce platform using Visa or Mastercard or PayPal. This account will be used for in-villa concierge services throughout the stay and will also serve as a security deposit against any potential damages. After departure, once the final inspection is completed, the account will be closed, and any remaining balance will be refunded promptly via PayPal or international wire transfer, according to the preference of the principal client listed on the booking confirmation.

FURNITURE & FITTINGS

Guests enjoy furnishings and fittings crafted from some of the finest natural materials sourced locally and from neighbouring islands. Damage beyond normal wear and tear is not included, with particular attention to soft furnishings and natural wood finishes. Please use the coasters provided to protect wooden surfaces. Loss of property from the villa will be charged accordingly, including but not limited to remote controls (replacement cost: US $100 each), electronic devices such as key fobs (replacement cost: US $125 each), and any sports or leisure equipment provided for guest use. Any discrepancies between the villa’s contents and the Xanadu Villa inventory should be reported as soon as reasonably possible after orientation. All damage or losses will be charged at replacement cost, and any related charges will be applied to your damages account or credit card, with supporting documentation sent by email. Please note that this is a strictly non-smoking villa; smoking in bedrooms, indoor areas, or on decks will incur significant additional cleaning fees, as well as call-out charges for any alarm activations or resets.

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 Principal Client is solely responsible for ensuring that all guests are aware of and comply with the terms of this clause. Samsara Ltd, including its staff and agents, accepts no responsibility or liability for any injury, accident, loss, or damage to Clients, their guests, or their belongings during the stay, all of which are expressly disclaimed. This includes, without limitation, risks arising from the use of the Property, staff-provided services, swimming pool, Jacuzzi, water features, walkways (internal and external), open cliffs, and pavilions. Use of any such facilities is entirely at the user’s own risk.

Diving is strictly prohibited in all water features. Children may not use the swimming pool, Jacuzzi, or ocean without continuous adult supervision. Clients are required to communicate this clause and all on-site safety notices to their guests.

The Property includes unlit walkways, beachfront decks, and pavilions that may be hazardous when wet or in low visibility. Use of such areas after dark is strongly discouraged. Adult supervision of minors is mandatory at all times.

In no event shall Samsara Ltd, its staff, or agents be liable for any amount exceeding 10% of the Rental Fee. Clients agree to indemnify and hold harmless Samsara Ltd, its staff, and agents against any claims, liabilities, or costs (including reasonable attorney’s fees) arising from injury to third parties caused by the Clients or their guests.

No persons other than those named in the Rental Agreement may access the Property without prior written consent from Samsara T&C Ltd. The Principal Client must ensure that any approved guests are made aware of and agree to these terms and assume responsibility accordingly.

All guests will be asked to provide a liability waiver for use of pool, playground equipment and beach toys. All additional guests will also need to be complete before being provided an occupancy waiver.

All guests will be asked to provide a liability waiver for use of pool, playground equipment and beach toys.

🔗 Complete Liability Forms

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.

Ancillary Services – Clients may choose pre-arrival to book ancillary services such as car rentals, taxis, tours, fishing guides, medical care, babysitting or nanny services, restaurant reservations, shopping assistance, or similar offerings to enhance their vacation experience. Please note that the quality standards and punctuality of such services on the island (“island time”) may differ from expectations based on service levels in the United States, Canada, or Europe. Samsara Ltd, its staff, and representatives provide assistance in arranging these services and do not accept any responsibility or liability as agent, principal, or otherwise for any third-party services booked by Clients. Applicable fees will be clearly outlined in advance and are subject to the Terms and Conditions of the Concierge Account.

Samsara Ltd, its staff and/or representatives are in no way responsible or otherwise liable for services beyond the normal operation of the Property as a short-term vacation rental only.

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.