Terms & Conditions

EPIC REALTY LLC – Vacation Rental Agreement

Effective Immediately Upon Reservation Confirmation-Please note Epic Realty maintenance and field agents are not available after 4pm unless it’s an emergency. Our office is open until 5pm for calls and emails. 

1. Check-In and Check-Out – Strictly Enforced

  • Check-in is permitted no earlier than 4:00 PM HST.
  • Check-out must be completed by 10:00 AM HST.
  • Unauthorized early check-in or late check-out is strictly prohibited. Violations will result in an automatic charge of one (1) full night’s rent plus tax, with no exceptions.

2. Non-Smoking Policy – Zero Tolerance

  • Smoking is strictly prohibited inside the unit and on any attached balconies or lanais.
  • Violations will result in the following non-negotiable penalties:
    • $1,000 fine
    • Minimum $500 deep-cleaning fee
  • These charges will be applied directly to the credit card on file and are non-disputable.
  • This policy is enforced pursuant to Hawaii State Law 295.

3. No-Pet Policy – Immediate Enforcement

  • Pets are categorically prohibited under all circumstances.
  • Discovery of any pet or evidence thereof will result in:
    • Immediate eviction
    • $500 cleaning fee
    • Forfeiture of all rental payments

4. Damage, Loss & Disturbance – Full Accountability

  • Guests assume full financial responsibility for:
  • Any damage to the unit or contents
  • Lost, stolen, or removed items
  • Excessive cleaning beyond standard procedures
  • Guests are strictly prohibited from relocating or removing furniture or items.
  • Neither Epic Realty nor the property owner will be liable for guest belongings.
  • Mechanical failures and environmental nuisances (e.g., construction, pests, weather) do not entitle guests to any refund, rental adjustment, or cancellation.
  • All issues must be reported immediately. Failure to report during the stay invalidates any post-departure claim.

5. Reservation Deposit – Binding Upon Booking

  • A Refundable 35% deposit is required at the time of booking. This is ONLY refundable if you cancel 60 days prior to your stay
  • No damage fees will be incurred only if:
    • No violations of any agreement term occur
    • Keys and passes are returned
    • No outstanding balances remain
    • Unit is properly secured upon departure
Third-party bookings (Airbnb, Expedia, etc.) remain subject to this agreement unless stricter terms are stated by the platform.

6. Payment Requirements

  • Payment in full is required no later than 60 days prior to arrival.
  • Bookings within 60 days must be paid in full at time of reservation.
  • Only major credit cards accepted (excluding American Express).
  • Applicable taxes totaling 17.42% will be applied to all charges and are non-negotiable.

7. Strict Occupancy Limits

Maximum occupancy is enforced without exception:
  • Studio: 2 guests
  • One Bedroom: 4 guests
  • Two Bedroom: 6 guests
  • Three Bedroom: 10 guests
  • Violations will result in immediate eviction with no refund.

8. Minimum Stay

  • During peak and holiday seasons, minimum night requirements are enforced. No adjustments will be made post-booking.
  • Shortened stays will be charged at the full nightly rate.

9. Included Amenities – Guest Responsibility for Replenishment

  • A 3 day starter supply only of toilet paper, paper towels, dish and laundry detergent is provided. Replenishment is the sole responsibility of the guest.
  • Failure to maintain unit cleanliness may result in additional cleaning fees.

10. No Daily Maid Service

  • Daily housekeeping is not provided unless arranged in advance for an additional fee.

11. Rate and Tax Adjustments

  • Rates may change at any time without notice prior to booking.
  • Any tax increases or adjustments imposed by local, state, or federal law must be paid by the guest, regardless of when the reservation was made.

12. Falsified Reservations – Grounds for Immediate Cancellation

  • Any misrepresentation regarding identity, guest count, or intended use will result in immediate cancellation or eviction without refund.

13. Modifications – Only in Writing-none after 60 days prior to stay

  • No verbal amendments are valid. All exceptions to this agreement must be in writing and signed by an authorized representative of Epic Realty LLC.

14. Parking and Resort Fee Regulations-All paid to the resort at time of check in

  • Royal Kahana Front desk $18/day for parking + tax
  • Honua Kai-Pick up wristbands onsite $75 per stay
  • Kaanapali Shores Front desk $11/day+tax
  • The Whaler Front desk $33/day + tax
  • Sands of Kahana Front desk $75 + tax (includes parking)
    • Lost parking passes incur a $50 replacement charge.
    • Guests must return passes as instructed at check-in or face penalties.

15–16.Travel Insurance

  • Epic Realty is not responsible for cancellations due to:
  • Hurricanes, storms, natural disasters
  • Utility outages
  • Unforeseen resort disruptions
  • No exceptions will be granted. Guests are strongly advised to obtain comprehensive travel insurance.

17. Chargeable Incidents and Penalties

  • Excessive cleaning: $95/hour (1 hour minimum)
  • Damage repairs: $95/hour minimum, plus materials and/or third-party costs
  • User-caused maintenance: $95/hour minimum SHOULD ANY GUEST CALL US FOR MAINTENANCE AND IT FOUND TO BE A GUEST USER ERROR, WE WILL CHARGE THE CARD ON FILE FOR $95 PER HOUR MINIMUM.
  • Lost towels or items: $50
  • Reservation change -not available after 60 days before your stay
  • Mandatory non-refundable $189 damage waiver fee required with all bookings

18. Keys and Lockouts

  • Lockout assistance (after-hours): $100 service fee
  • Lost keys: $75 replacement
  • Access credentials are guest’s responsibility. No refunds issued for access issues caused by guest negligence.

19. Personal Property

  • Epic Realty LLC assumes no responsibility for lost, stolen, or forgotten items.
  • Guests are required to thoroughly inspect the unit before departure.

20. Owner-Initiated Cancellation

  • The owner reserves the right to cancel a reservation at any time due to:
  • Safety concerns
  • Property maintenance or repairs
  • In such cases, Epic Realty will offer alternative accommodations or a full refund.

21. Guest Cancellations – Final and Binding

  • All cancellations must be submitted in writing.
  • Cancellations made 60+ days prior to arrival are eligible for a full refund.
  • Cancellations made within 60 days are strictly non-refundable, without exception.
  • Weather, beach conditions, pests, or environmental factors are not valid grounds for cancellation or refund.

22. Long-Term Booking Cancellation Policy

  • 120 days’ notice required for full cancellation of monthly reservations
  • 90 days’ notice required for shortening of stay
  • No exceptions will be made

23. Signed Agreement Required

  • Access to the property will not be granted until this agreement is signed and returned in full.
  • No verbal confirmation constitutes approval.

24. Communication Policy

For security, documentation, and quality assurance purposes, all guest communication must be conducted exclusively through the official booking platform messaging system (VRBO or Airbnb). Guests agree not to move conversations to text, email, or other external channels unless explicitly authorized by the host or in the case of an emergency. This ensures accurate records of all correspondence and helps protect both parties under platform policies.

25.Credit Card Authorization & Legal Acknowledgment

  1. Chargebacks
Due to an increase in fraudulent chargeback claims, we maintain a strict no-chargeback policy.
By signing below, the guest:
  • Authorizes Epic Realty LLC to charge their credit card for all applicable rental fees, taxes, damages, cleaning, labor, and penalties as described herein.
  • Acknowledges that under this agreement if you cancel or change your stay within 60 days of stay, you will not be refunded.
  • Confirms they have been advised to purchase travel insurance.
  • Fully accepts all terms and agrees to comply without exception.
Guest Signature: _______________________________________
Date: _______________________________________