Cabin Rental Policies

RENTAL POLICIES

AGENCY DISCLOSURE – Overland Trails Property Management services as the agent and representative of properties in its rental program.

RESERVATION REQUIREMENTS – 50% of the total rental fee is required in advance to hold reservation. Visa, MasterCard, Certified Checks and Money Orders are accepted. Checks drawn on U.S. Banks are accepted for deposit but must be received within 5 days after reservation is made. (Personal checks are not accepted less than 30 days prior to arrival.) Balance is due 30 days prior to arrival.

DAMAGE DEPOSIT - A $100.00 damage deposit is due for each rental. Damage deposits will be credited back to credit card on which reservation was made, or by check if reservation is paid by other means. Damage deposit will be refunded within 7 to 10 days, provided there is no breakage or damage to the premises and/or contents, extra cleaning costs other than those normally incurred in connection with the occupancy of the premises. Guest(s) acknowledges Agents authority to charge Guest(s) credit card for damages to the unit occupied by the Guest(s) and/or his/her Guest(s). Each Guest will be financially responsible for damage done to the property beyond normal wear and tear. If there is damage to a property or it’s property within, after Guest(s) departure, the Guest will be notified of any excessive cleaning needed or damages made and the amount will be deducted from the damage deposit. If cost for cleaning or damages exceeds $100 damage deposit, the excess cost will be charged to Guest(s) credit card. Agent will pursue collection to the fullest extent.

CANCELLATION POLICY – Cancellations must be submitted in writing and confirmed received no later than 30 days prior to check-in date, in order to receive a full refund, less $30.00 administrative fee. If cancellation is made less than 14 days prior to arrival, no refund will be offered. If we can rebook the cabin for the same number of days, a refund will be given, less $30.00 administrative fee.

No refunds will be given for early departures.
No refunds for reducing the number of nights within 14 days of arrival.
No refunds for no shows.

CHECK-IN/CHECK-OUT TIMES - Check-in time is after 3:00 p.m. Check-out time is 12:00 p.m. Failure to vacate cabin by 12:00 p.m. will result in loss of damage deposit.

CHECK OUT PROCEDURES –

Dishes, pots, pans, silverware and all kitchen utensils must be washed, dried and put away. Stove/oven should be left in clean condition.
Refrigerator should be left cleaned and free of food.
Windows and doors must be closed and locked. Air conditioner should be left on 78 degrees and heat on 60 degrees depending on outside temperature.
All trash is to be placed in bags in outside trashcans.
Property should be left neat and in order and in same condition as when Guest(s) arrived.

CONFIRMATION/DIRECTIONS – Confirmation will be mailed, faxed or emailed upon receipt of the reservation payment. Please check for accuracy of dates, number of guests and name of cabin reserved. Please report any errors to the office immediately. A signed rental agreement must be received in our office prior to arrival. Directions to the cabins will be sent with confirmation. If Guests are unable to find rental cabin due to being without directions, no refund will be offered.

REPAIRS/SERVICE CALLS – Agent cannot guarantee against mechanical failure of heating, air conditioning, TV’s, VCR’s, DVD Players, Cable, telephone, gas grills, jacuzzi or other appliances. Guests should immediately notify office or manager of any inoperative equipment. Agent will make every reasonable effort to have repairs done quickly and efficiently. Guests understand and agrees that Agent reserves right to enter property at anytime for the purpose of making needed repairs. No refund or rebate will be given for failures of mechanical units or appliances.

ACTS OF GOD – Agent shall not be liable for events beyond their control which interfere with Guests occupancy, including but not limited to; Acts of God, acts of government agencies, fire, strikes, war, inclement weather, road maintenance, and construction noise from nearby sites. No refunds or rebates will be offered in these circumstances.

FIREPLACES – Guests acknowledge, understand, and agree that wood burning fireplaces are seasonal and Agent will provide six (6) to eight (8) hardwood logs, and kindling, per night, enough for an ambient fire from October 1^st through April 30^th. Guests may bring or purchase their own hardwood logs.

PROPANE GRILLS – Guests acknowledge, understand and agree that Propane grills are fueled by liquid propane, and under NO circumstances may Guests add charcoal or any derivative of charcoal to the propane grill. Guests acknowledge, understand and agree that if charcoal is added to grill, $100 damage deposit will be forfeited.

HOUSE PARTIES – ARE NOT ALLOWED! – Guests understand that Agent will accept families, married couples and responsible adults over the age of 21 only. Guests agree that more than the number of people stated on the lease shall not occupy the premises. If the unit is occupied by more than the number of people stated, it will result in loss of total rent and damage deposit.

ALCOHOLIC BEVERAGES – No drinking of alcoholic beverages by persons under the legal age of twenty-one (21) is allowed on rental properties. Should a Guest(s) be arrested for underage drinking at the rental property, or should Agent observe Guest(s) under the age off 21 drinking alcoholic beverages, this rental agreement may be terminated and the Guests evicted at the option of Agent. Illegal drug use is strictly prohibited. Kegs are not permitted on any property.

PET POLICY – Guests acknowledge, understand and agree that no pets are allowed without owner approval. A $25 fee for pets will be charged. If bringing a pet, guests agree to abide by the following:

· Please bring your pet’s bedding and/or crate as pet’s are not allowed on furniture or bedding. Guests will be charged a $50 cleaning fee if pet hair causes a delay in cleaning services. Damage deposit will be forfeited if furniture or bedding is found soiled from pet.

· Pets must be completely housebroken, well behaved and pest free.

· Guests agree that if pets have an accident in cabin, all cleanup will be performed by Guests. Guests further agree to police waste from lawn and/or garden areas. Guests agree that failure to comply with clean-ups either inside or outside will result in forfeiture of $100 damage deposit.

SMOKING – Smoking is not permitted inside. Outside smoking is permitted but please do not litter. Failure to obey this rule will result in loss of $100 damage deposit. This policy is strictly enforced.

LONG DISTANCE – Guests acknowledge, understand and agree that cabin phones are toll restricted and do not permit long distance calls except for calling card calls, credit card calls, valid third party calls and emergency (911) calls. Cell phone coverage varies in our area so please plan accordingly for long distance calls.

INDEMNIFICATION AND HOLD HARMLESS – Guests agree to indemnify and hold harmless Overland Trails, its owners and employees for any liabilities, theft, damage, cost or expense whatsoever arising from or related to any claim or litigation which may arise out of or in connection with Guests use and occupancy of the rental property including but not limited to any claim or liability for personal injury or damage or theft of property which is made, incurred or sustained by Guests.

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