New Reservation Process
Owners:
If you have read the Board minutes, looked at our news area on our website, or viewed Facebook, you will likely know that there has been a great deal of frustration with the reservation process for the most popular weeks. Specifically, owners try to book the week they want 365 days in advance (the earliest one can book in advance) but find that all rooms have already been booked. One of the factors leading to this is that some owners who own multiple weeks book multiple rooms one year in advance with no intention of staying at the resort. Instead, they rent the rooms out. After a great deal of discussion among Board members and input from owners, the Board has come to the conclusion that this is not fair to our owners who wish to use the resort for purposes of vacations rather than monetary gain. As such, the Board will implement a new reservation policy, which will take effect May 1, 2025. This is not going to please every owners, but we feel it is the fairest system we can come up with and ensures the greatest opportunity for our owners to get the weeks they want.
Please remember, this only applies to those who are making a reservation request 365 days in advance.
NEW PROCESS WHEN MAKING YOUR RESERVATION
When booking your owner’s week, you may do so on the start date of the next year (i.e. 365 days in advance) by ONLY ONE PROCESS NOW, which is a submission form found on our website at www.tropicshoresresort.com. Again, this is the only way we will allow request to come in starting May 1st, 2025. Submission forms cannot be submitted earlier than 9:00AM EST, the day of the next year you want to book. YOUR REQUEST WILL BE DENIED IF PREPAYMENT HAS NOT BEEN RECEIVED PRIOR TO MAKING YOUR REQUEST. PAYMENTS WILL NOT BE ACCEPTED THE DAY THAT YOU SUBMIT YOUR REQUEST.
There is still no guarantee that you will get that week you are requesting but we find that this is the only fair way for our owners to get the week they want without having to compete with owners that are here in person, call in, leave messages or emails.
IT IS VERY IMPORTANT THAT YOU KNOW YOUR OWNER NUMBER. YOU CAN NOT SUBMIT A REQUEST WITHOUT IT. Call, email, or log into the owners’ portal prior to submitting your reservation request if you don’t know your owner number and we will be happy to get that for you.
If you would like to pay by credit card, you can do so by calling the resort anytime or going to our website at www.tropicshoresresort.com under the owners’ portal section. There is a 3% credit or debit card fee added to any online or phone payments made. MAKE SURE YOUR PREPAYMENT IS MADE PRIOR TO REQUESTING YOUR WEEK.
REMINDERS WHEN MAKING YOUR RESERVATION 365 DAYS IN ADVANCE:
-
Only one submission form per account number PER 24 HOUR PERIOD.
-
No more than FOUR units PER FORM can be submitted for the week you are requesting.
-
You must know your account number to submit the form.
-
Prepayment of your maintenance fees for the units you wish to book must be made BEFORE submitting the form.
-
Requests must be made no earlier than 9:00am EST
-
Requests cannot be submitted earlier than the year to the start date of the week you are wanting to book.
Here is a quick example: Let’s assume I want to book 6 of my units for July 11, 2026 – July 18, 2026 AND, I’m going submit my reservation request on July 11, 2025:
-
I will only be allowed to book 4 of my units ON THIS DAY. These can be a combination of 2-bedroom or 1-bedroom units if I own both, but I’ll be limited to 4.
-
I can only make my reservation request via the online form.
-
I cannot submit my request prior to 9:00am EST.
-
All of my maintenance fees must be paid in full prior to the submission day.
-
I will need to know my owner’s number.
If I want to submit a reservation request for the other two units on the next day (July 12 per this example), I may.
Again, there is no perfect solution to this issue, but the Board has decided that this is the best way to give our owners the best opportunity to get the weeks they want rather than those weeks going to renters.