Policies and Procedures
You have chosen a unique way to travel. Bed and breakfasts, homestays and private apartments offer a unique experience that is different from a standard hotel. Please read the following carefully!
ONE TIME AGENCY FEE: $25 for new customers. Non-refundable. (The value for you is that we represent properties we regularly inspect and approve, which eliminates the risk of scams and inappropriate accommodations and locations.)
STANDARD CANCELLATION POLICY: (January through August, November and December except special event dates) Minimum $25 applies to all cancellations regardless of the cancellation date. If you cancel more than two weeks prior to your arrival date, the fee is $25. If you cancel two weeks to 24 hours prior to your arrival date, you are responsible for 50% of each of those nights not rebooked. If you cancel within 24 hours, the first cancelled night is non-refundable. The policy applies to shortened stays. If you shorten your stay during occupancy, the cancellation policy applies plus one night is non-refundable.
EVENT CANCELLATION POLICY: (the Boston Marathon in mid-April, Graduation periods from mid-May through early June, and the Fall season in September and October) Minimum $100 applies to all cancellations regardless of the cancellation date. The fee is $100 if you cancel more than one month prior to your arrival date. Your reservation is non-refundable for those nights not rebooked if you cancel one month or less prior to your arrival. This policy applies to shortened stays. If you shorten your stay during occupancy, the cancellation policy applies plus one night is non-refundable.
SHORTENED STAYS: If a one week reservation is shortened, the rate reverts to the appropriate nightly rate.
PRORATED RATE: Weekly and monthly rates are prorated for extra days.
ONE NIGHT CANCELLATION POLICY: Must be paid in full in advance and is non-refundable.
LONG TERM CANCELLATION POLICY*: (*Long term refers to all monthly rentals.) If you cancel at any time, the first month’s rent is non-refundable unless we are able to rebook the dates. Additional months are non-refundable if cancelled in less than 2 months, unless we rebook the dates. Minimum cancellation fee, $100. No refunds for a one month shortened stay (monthly rates are given for a minimum stay of one month). Extra days for one or more months are pro-rated. Security deposit of ½ the monthly rent and first month’s rent are due at time of booking. Additional months are due one month in advance. If paying by check and check is not received 1 month in advance, your credit card will be processed.
COMMERCIAL INNS & HOTELS have their own policies that will be stated to you and will be included on your confirmation.
REVISIONS: $25 reprocessing fee.
CLEANING SERVICE: Some B&Bs offer daily partial cleanings. Most apartments do not offer daily cleaning. You will find the unit clean when you arrive and it will be cleaned when you depart. Extra cleanings are available for a fee.
CLEANLINESS: Guest shall maintain the rented premises in a clean and orderly condition. Most apartments and many accommodations do not include daily cleaning. If we incur additional cleaning charges, we will add the amount to your rate.
DISTURBANCE: Most accommodations are in residential buildings. In consideration of neighbors and other guests, please do not knock on doors or ring doorbells. Instead, please direct inquiries or problems to the agency at 781-449-5302. Guests shall not make any unlawful, noisy or otherwise offensive use of the rented premises, nor commit or permit any nuisance to exist thereon, nor cause damage to the rented premises, nor create any substantial interference with the rights, comfort, safety, or enjoyment to the owner or other guests.
ACCESSIBILITY: The owner or agency may enter the room/unit during the day or early evening when there is a concern for the unit and at any time when there is an emergency. For monthly stays the owner or agency may enter the room/unit to show it to a prospective guest with a 24 hour notice.
CHECK IN AND CHECK OUT: Please notify your host at least 3 days prior to arrival. It is possible you will not gain entry when you arrive if your time is not confirmed. Normal check in is 4 – 10 p.m. (Some accommodations accept late arrivals.) Many properties offer earlier luggage drop off. Normal check out is 11 a.m. Most properties will allow you to leave your luggage for a limited period of time with prior approval. At private apartments, occupancy is any time after 4 pm on your arrival date until 11am on your departure date. We make every effort to accommodate guest schedules while taking into account arrival/departure of existing guests and necessary cleaning times. If you need assistance with early luggage drop-off or late pick-up, please contact the agency for instructions. If you do not vacate your room or apartment by 11 a.m. you will be charged 50% of one night. If you do not vacate by 4 p.m. you will be charged one entire night(s) and any costs incurred by the agency to compensate a guest who has reserved the night(s) of/after your departure date and any subsequent nights
RATES/ROOM TAX: Posted rates are for single or double occupancy in most cases. During special events, rates are higher than posted. Many properties charge extra for additional guests. Small B&Bs and most apartments include applicable taxes in their rates.
MINIMUM STAYS: Most B&Bs require a 2-night minimum. Some accept one night at short notice (within 3 days of arrival). Most vacation rentals require a 3-night minimum and some accept 2 nights at short notice. Larger Inns and hotels accept 1 night. NOTE: There is a 3-night minimum in the Fall (September and October) and during graduations in mid-May through early June. There is a 4-night minimum at most accommodations during the Boston Marathon in April and the Head of the Charles Regatta in mid-October.
MAXIMUM NUMBER OF OCCUPANTS: Your rate is based on the number of guests on your confirmation. Most rooms or units allow a limited number of occupants. Please contact the agency for approval of extra guests and applicable charges. Additional guests may be asked to leave or your credit card may be charged for each night the additional guest occupies the unit.
KEYS: Missing keys are a security issue. There is a $50 fine for any set of missing keys. If keys are missing when you arrive, please contact the agency immediately so that you are not held responsible. If you forget to leave keys in appropriate places and we have to deliver one, there is a $50 courier key.
MONTHLY STAYS WHO MAY EXTEND: Guest has 1st option to extend within 24 hours of agency notification of a new reservation request. Extending beyond the committed period of time will be in writing by the guest (email is acceptable). A guest who is no longer extending also needs to notify us in writing (email is acceptable). The “1st option to extend” policy must be arranged at the time of the booking.
SMOKING AND PETS: Consideration is given to guests with allergies. Smoking and pets are not permitted, unless stated otherwise at specific accommodations. Extra charges will be incurred if this policy is not honored. The charges are based on the fee for professional smoke cleaning services plus a fee for loss of business due to inability to rent to guests who have allergies.
Bed and Breakfast Associates Bay Colony, and the property it represents, is not responsible nor liable for any damage, loss or delay incurred by any person to themselves or to their property as a result of the act or omission of any person which might result from the placement. Giving your credit card number indicates you accept our cancellation policy.
ADDITIONAL IMPORTANT INFORMATION
TO MAKE A RESERVATION: Call us at the numbers below OR complete the secure Reservation Form online.
PAYMENT PROCEDURES: We require a deposit equal to 50% plus any applicable taxes or fees. If you are new to our service, please add a $25, one time agency fee. Full payment is required two weeks prior to arrival during standard times and one month prior to arrival during special event times and for monthly reservations. We accept MC, Visa and Discover. We require a credit card to make a reservation.
PROPERTY ADDRESSES: Many of our properties are private home B&Bs. The exact address is only provided to guests with reservations, and is not published to the general public. We provide the cross streets, which will (maps.google.com) map to the location.
BOSTON IS KNOWN AS "AMERICA'S WALKING CITY." It is small enough to visit and enjoy on foot and all of our properties have easy access to public transportation. We urge you to leave your car at home as our historic city can be confusing to newcomers and parking is expensive and at a premium. See our Travel Resource Guide page.
PARKING: While only a few B&Bs have parking facilities on site (see notations in listings), parking in Boston is always available at a nearby garage or lot, and we are happy to assist you with locations. Most other areas in suburban Boston and Eastern Massachusetts provide parking.
BREAKFAST: Our website indicates if there is or is not a complimentary breakfast. Most smaller B&Bs in Metro Boston provide a continental breakfast. Most commercial B&Bs and inns serve full breakfasts unless otherwise indicated. Private furnished apartments have kitchens or kitchenettes and do not provide breakfast foods.
TELEPHONE & TV AVAILABILITY varies by property. If a private phone is essential, please be sure to check with our office immediately as we do not guarantee in-room telephones in every location. At most accommodations, a telephone calling card is necessary for long distance calls. Note: If the owner is charged for your calls, you will be responsible for the cost and we will charge your credit card along with a 10% service fee.
HIGH SPEED INTERNET is provided at most accommodations. Please check as a few do not.
PETS: Because some hosts have cats or dogs, please let us know if you would prefer a B&B with no pets on the premises. We have very few B&Bs and furnished apartments that accommodate guests traveling with pets.
DOOR LOCKS: Some smaller B&Bs do not have locks on guest doors.
ELEVATORS AND FLOOR LEVELS: As elevators are rare in historic buildings and small B&Bs, please note the floor location of guestrooms if stairs are a problem. When there is an elevator on site, the listing will note this. LUGGAGE SERVICE: So sorry, we do not have luggage service at our apartments and at some of our B&Bs.