Spring and Fall rates: discount for fewer than 4 guests
March 20 - May 12 and September 1 - December 15 $225/night for 1 or 2 guests $260/night for 3 guests
Add $35 for each additional guest. For 4 to 10 guests, rates are the same as summer & winter rates above. (During the week of the Merrie Monarch festival we do not offer a discount for couples.)
Local Big Island property managers have recommended we set our rates at $500-$600/night, but we know that would be unaffordable for many vacationers, unless several people split the costs. So our highest rate of $505/night is only for groups of 10. Then it's $35 less per night per person less. (The Kapehu Retreat House is not a profit-making business - the rental income does not cover the expenses, or even come close. We only ask you to help in sharing our costs when you stay in our home.)
Last-minute discount for fewer than 4 guests: In addition to the fall and spring discount for small groups shown above, we also offer the small group discount on all "last-minute" bookings - 6 weeks out or less - regardless of the season. So if you see availability on our calendar sooner than 6 weeks from now, and you are a couple or family of 3, please contact the owner about the discount. Marcy's cell phone # is 505-688-2000, or email us at firstname.lastname@example.org or use our contact form.
Minimum rental period: 4 nights.
EXCEPTION: The 4-night minimum stay is waived when only 2 or 3 consecutive nights remain. It's also waived on dates still available less than 4 weeks out. But if you're using any of the large vacation rental sites and you attempt to book it for fewer than 4 nights, your request will be blocked, because those sites are all automated. It's necessary to talk with the owners directly about waiving the minimum stay. Call Marcy at 505-688-2000, or use our contact form, or email email@example.com.
HOLIDAY MINIMUM RENTAL 6 nights: For Thanksgiving, Christmas and New Year holidays, and the Merrie Monarch hula festival in April, our minimum rental period is 6 nights.
TO MAKE A RESERVATION: To make a reservation directly with the owners, please contact Tom and Marcy at 505-688-2000, or firstname.lastname@example.org, or use our contact form. A deposit of 20% of the rent (or one night's rent if booking fewer than 5 nights) will hold your reservation, and we accept all debit and credit cards except American Express. The balance of the rent + fees can be paid any time up to 2 days before your check-in date. You can pay the deposit securely online here: /payments.html. Clicking on the "pay now" button takes you to a secure page of our merchant credit card bank.
If you prefer, you can make your reservation on one of the major vacation rental websites, like VRBO. HomeAway and VRBO have recently started adding a new fee for travelers which adds 7 to 8% to your total cost, so it will cost you less to book it directly with us. We're also listed on FlipKey, TripAdvisor and airbnb. These sites require you to pay the entire amount of rent+tax in advance, with very little flexibility if anything changes. So if there's any likelihood of changes in your dates or numbers of guests, you'll find it easier to book directly with us. We can easily make changes to a reservation up to 2 days before check-in. The deposit is separate from the rental fee. Part of your deposit will be applied to your rent at the time you make the final payment, and part of your deposit will be retained until after check-out when the cleaning crew finishes and gives us the bill. The cleaning fee will be deducted from the deposit and the balance will be refunded to you. If anything is found damaged or missing after your stay (the cleaning crew has an inventory checklist), the cost of repair or replacement will also be deducted from your deposit. If you smoke in the home or bring in a pet (see Malama House Rules), a special intensive cleaning will be necessary to remove every trace of smoke or animal dander. This is for the sake of those guests with allergies and asthma. In the event of damages and/or cleaning fees in excess of your deposit, you will be charged the overage. Hawaii Taxes: Hawaii taxes must be collected on all rents and paid to the state. They are: general excise tax 4.167% transient accommodations tax 9.25% The two taxes total 13.417%.
Rental Contract: Before we charge your credit or debit card, we'll need you to read and agree to our rental contract. We will email you the contract with your dates and the $ amounts filled in, as well as the invoice number you'll use when you make a payment on our secure online payment portal. You can read a blank copy of the contract:Kapehu Retreat House rental contract.
Children: Children are people. We've been asked if young children count as guests, and charged the same rate as adults. Yes they are. Children are actually a higher risk than adults and can even cause more wear and tear. Exception: we don't charge for infants not yet walking. Note: The Kapehu Retreat House is not ideally designed for toddlers. There are steep stairs from the lanai down to the lawn, with no gates on them. We have a playpen but not a crib. We have no plastic children's dishes. Parents must assume responsibility for keeping a close watch on their children.
RETREATS and CONFERENCES: The name "Retreat House" actually refers to the quiet serenity: the Kapehu Retreat House is a soothing sanctuary from the hurry-worry life.
Yet it's also perfect for small retreats such as small-group spiritual quests or small yoga retreats. Maximum 10 participants. The rates vary according to the size of the group, same as vacation rental rates. No Events or gatherings larger than 10 people Due to county zoning restrictions (agricultural zone, 1-lane farm road) and resulting limits on our vacation rental license, we cannot allow any events such as weddings or large parties. The maximum number of people we can allow on the property at any time is 14. Since the cottage across the creek is allowed up to 4 people, the maximum number of people at the Kapehu house is 10. So if you rent it for 10 guests, you won't be able to invite additional people over to the house. Maximum vehicles on the property is 4, including one for the cottage, so that means you can have a maximum of 3 vehicles at the house.
Cleaning Fee A cleaning fee is charged in addition to the rental rates. It will be deducted from your deposit after check-out, before the balance of your deposit is returned to you. No tax is added to the deposit. The cleaning fee is determined by the number of hours of labor the cleaning crew spends. It averages around $90 or $100, though it can be as low as $70 when a small group leaves it spic & span, and one time it was as high as $245 following a large family who didn't do any cleanup.
Note: You'll find a list of cleaning suggestions in the house, and if you do some of the the tasks on the list you'll save the cleaning crew time. If you leave the house as sparkling as it was on your arrival, it will be greatly appreciated though not required. Even if you do, there will still be a minimum cleaning charge, because the cleaning crew still makes the trip to the house with their supplies, sanitizes every surface, and goes through a 2-page single-spaced checklist. Cancellation Policy: If your dates can be re-booked, the amount of your deposit over $295 will be refunded. If you do have to cancel a reservation, let us know as soon as possible to increase the chance we'll be able to re-book those dates.
Checking in: Two weeks before your arrival we will email you the driving directions and our property manager's contact info. A few days before your arrival you'll contact our property manager, and arrange to have her meet you at the house to check you in.