MOUNTAINSIDE GETAWAYS VACATION RENTAL AGREEMENT
Thanks for booking! Please read the below terms. Signatures and/or agreement to the terms and conditions will be required prior to access of your retreat property.
All issues/questions should be referred to +1 (304) 671-8282, (304) 671-0882, or +1 (304) 676-3993.
If booking through a booking platform such as AirBNB, Homeaway, VRBO, and other locations, deposits, booking fees and payment methods will be handled according to the policies of the booking platform. Booking directly at www.mountainsidegetaways.com, credit card payments will be accepted including PayPal, with 50% of the cost of the stay due upon agreement and 50% due within a min of 30 days of check in, with no booking fee.
INDEMNIFICATION AND HOLD HARMLESS
Guest(s) shall assume sole responsibility for themselves and for every member or guest of their party, as follows:
- Guest(s) shall be solely responsible for any property damage, accident or injury to any person or loss sustained by any person arising out of or in any way related to Guest(s) use of the premises, amenities, facilities or equipment located on premises. Guest agrees to release, indemnify and hold harmless Owner and Owner’s Agent from and against all liability for injury to the person of the Guest, to any member of his/ her party resulting from any cause whatsoever. This indemnification specifically includes, but is not limited to, use of any fireplace, BBQ, fire pit, swimming pool, hot tub, sauna, hiking trail, or boat, canoe, raft, tubes or other recreational equipment of any kind or nature that is available on the premises.
- Guest(s) shall be solely responsible for any property damage, accident or injury to any person or loss sustained by any person arising out of or in any way related to Guest(s) use of community property, amenities, facilities or equipment located in the private community where the premises are located. Guest agrees to release, indemnify and hold harmless Owner and Owner’s Agent and the community association from and against all liability for injury to the person of the Guest, to any member of his party resulting from any cause whatsoever. This indemnification specifically includes, but is not limited to, use of any clubhouse, picnic area, tot lot/playground, park, open space, hiking trail, bike path, swimming pool, pond, lake, river/lake access, beach, dock, tennis court, basketball court, or any other amenity, facility, equipment or other community property of any kind or nature.
Prior to your stay, Mountainside Getaways will email you directions to the cabin and access instructions, please note the directions as GPS is not the most accurate for all properties in our area.
Due to insurance and liability issues, guests may not preview or enter cabin prior to check-in time without prior arrangements. Entering prior to check-in time without authorization forfeits your payment and cancels your stay.
Check-in time is 4:00pm and Check-out time is Noon. Departing the cabin later will delay cleaning services and result in additional charges of a minimum of $50 per hour until 4:00 pm. Departures after 4:00 pm will be charged an additional night stay, unless agreed upon in writing otherwise. Arrival Instructions will be emailed to you after agreement of all rental terms and departure instructions will be provided in your arrival instruction email as well as inside the cabin, a minimum additional housekeeping fee of $25 will be charged if the departure requests are not followed.
PROPERTY KEY, POOL PASS, AND GATE KEY RETURN
Guest(s) is/are responsible to secure the property and return the house key/keys inside the lock box or proper location prior to departure. Guest(s) will be charged for the costs of re-keying if the keys are lost or removed from the property. For River Ridge guests a gate key is required for your stay and the gate key must be returned to the gate lock box at departure time. If the gate key is lost or taken with you with no return within 7 days, a min $50.00 for replacement will be charged to you. For Coolfont Mountainside Guests, during pool season- (Memorial Day-Labor Day) Guest(s) are responsible for returning the pool pass to the designated area in the cabin prior to departing. Guest(s) will be charged a minimum of $50 for the cost of replacement of the Pool Pass card if lost or taken with you with no return within 5 days of the guest(s) stay.
PRIVATE HOT TUB USE
Properties with private hot tubs- Guest(s) is/are solely responsible for their own safety with the use of hot tubs. Guest(s) is/are responsible to follow hot tub guidelines, rules and recommendations:
No glass or food in or around the hot tub, enter and exit the hot tub at your own risk, shower before using the hot tub, children must be supervised at all times. It is recommended that children under the age of 13. If you are pregnant, or have any heath conditions/concerns, a physician should be consulted prior to using the hot tub, limit use to 15 min times, and no jumping or diving. Max temps to not exceed 104 degrees.
Do not use oils or soaps in the hot tub, the use of oils and/or soaps will result in additional fees for cleaning services (minimum $50 fee). Do not apply or tamper with hot tub chemicals. Our hot tubs are inspected by CPO's, tested and treated regularly and the chemical levels should not be adjusted by an unlicensed professional and member of our team. Pets are not permitted in hot tubs. Guest(s) agree to pay not less than $200 cleaning fee if pet gets into the hot tubs. Please place hot tub cover back on and secure it to the hot tub when not in use and prior to departure.
Hot tub covers and securing prevents small children from falling in and/or debris from inserting the hot tub which could cause damage to jets and filters. If the hot tub cover is not on the hot tub and secured damage to the hot tub or the cover may occur and Guest(s) will be responsible for any and all damages.
PROPER BEHAVIOR FOR MOUNTAINSIDE RENTALS
Occupancy and use of premises shall not disturb or offend neighbors or residents. Fireworks and ATV's are strictly prohibited on the grounds and in the event of these items being used in the community, you will be required to vacate the property without a refund and will be fined. Loud parties, excessive speeding, excessive noise and/or disruptive behavior, discharging of Firearms, BB, Pellet or Paintball Guns, or Fireworks, etc. will result in guest vacating the property immediately without refund and may be fined.
USE OF COMMUNITY PROPERTY
If the property rented is in a private community such as “Coolfont Mountainside Community" or "River Ridge" please note the amenities and facilities are maintained and controlled solely by the community association. These may include, but are not necessarily limited to a clubhouse, picnic area, tot lot/playground, park, open space, hiking trail, bike path, swimming pool, pond, lake, river/lake access, beach, dock, tennis court, basketball court, and other areas or facilities. Use of community property by Guest(s) and any member or guest of their party must conform to the rules of the community. Guest(s), for themselves and for any member or guest of their party, acknowledge that community property is available solely on a “use at your own risk” basis, and will hold Mountainside Getaways, Owners of the rental property, the community, and/or community members harmless.
DAMAGE TO PROPERTY
Properties must be left in reasonably clean, undamaged condition. Cases of repair including special cleaning, scratches, marks, scuffs, dents, blemishes, etc., may result in additional charges. All properties are inspected by our team in detail after guest departure. Guest is held financially responsible for damages that result during their stay, and with acceptance of this Rental Agreement authorize charging of the credit card on file for said damages.
Guest will not remove any items from property. If guest has been found to have stolen an item or items from property, Owner and Owner’s Agent will seek monetary reimbursement and prosecute to the full extent of the law.
All trash must be bagged in appropriate (13 gallon bags or larger) trash bags and placed in proper outdoor locations prior to departure. No small bags or grocery bags are to be left in trash bin. Absolutely no coals can be placed in the trash or in trash bags, from the charcoal grill or fireplace, due to risk of fire. If fire occurs Guest will be charged for any and all damages. If coals are found in the trash bins or in surrounding areas of the property, clean up fee’s not less than $25.00 will be charged to the guest. Failure to properly bag (kitchen size bags or larger only) and/or remove garbage from cabin will result in assessment of additional charges not less than $25.00 per bag of trash.
NUMBER OF GUEST(S)
Rental is limited to stated number in the party. An additional charge of $25/guest/night plus applicable taxes will be assessed for extra persons. Unreported extra guests will result in all guests immediately vacating the property without refund.
NUMBER OF VEHICLES
A maximum of 4 vehicles are allowed per driveway. Additional guest or vehicles will need to coordinate with the management service for overflow parking locations.
If the property rented is pet-friendly please note the following below. This agreement is limited to the stated number of pet(s) in the party. Additional pets found to be on the premises will result in assessment of a min fee of $50 per day, per pet. Pet bedding is not supplied. Guest(s) agree to bring pets crate, pets’ bedding, blankets, kennel and/or scooper and any other pet accessory needed for your pet. Pets are not permitted in hot tubs. Guest(s) agree to pay not less than $200 cleaning fee if pet gets into the hot tubs. Pets must be housebroken, well behaved, and PEST free. Pets that are left unattended in the cottage are recommended to be crated. Guest(s) agree to pay for damages that occur to deck areas or other areas due to tie out mechanisms; scoop yard and place pet residue in proper trash bag in trash bin (noted in trash procedure) before departing cottage; not allow your pets on the furniture; and pay for any damages or extra cleaning due to pet Owner negligence. Cabin bedding, blankets, towels, etc…is NOT permitted to be used for pets. If any of the items above or cabin furniture has been used for pets bedding additional cleaning fees or damage fees, not less than $50.00 will be applied. Guests(s) that have a pet that sheds, agree to use the provided vacuum cleaner and clean up after you/r pet. Guests will be charged for any damages or extra cleaning due to pet Owner and Owner’s Agent negligence. Any accidents inside of the cabin shall be promptly cleaned and management must be contacted.
NON-PET FRIENDLY RENTAL- If the property you are renting is NON-pet friendly, please note- any pet/pets brought to these properties will be in violation of our agreement. If this action is discovered during your stay, you and your guests will be asked to vacate the property immediately with no refund and will be subject to the minimum fee of $300.00 for special cleaning. If found after your stay you will be subject to the minimum of the $300.00 special cleaning fee to assure the cabin is brought back to its original non-pet friendly state. We respect guests/ homeowners with pet allergies, and we require that you, will do the same.
If the property rented is pet-friendly. Our area does have a leash law. Guest(s) agrees to be in full control of their pets at all times and takes full responsibility for their pets wellbeing, and be courteous to others.
AGES OF GUEST(S) / FALSE
PRETENSES Reservations may only be made by adults 25 years of age or older. The reservation holder is welcome to include other guests under the age of 25, with the understanding that as the paying customer, Guest is obligated for any damages caused by the guests under the age of 25. For safety and legal reasons, please verify that the total number in your party is declared and accurate when you make your reservation and that that number falls below or equal to the total allowed at that property. Violation of this provision constitutes a rental under False Pretenses and is in violation of this Agreement/Contract. Guest(s) will be asked to vacate premises immediately without refund.
OWNER AND OWNER’S AGENTS CLOSET/PRIVATE PROPERTY
Each property has a private Owner and Owner’s Agent’s Closets that is not part of the Guest(s) rental and Guest(s) agree(s) not to disturb them. This closet may be locked. A charge may apply if this area is accessed.
GUEST (S) PERSONAL BELONGINGS
Guest(s) are responsible for their own personal belongings. Mountainside Getaways and the Owner(s) of the rental property are not responsible for guest belongings during the stay or after departure. If personal belongings are left behind and found, items can be returned with a min $25.00 return fee, but will be discarded if not claimed within a timely manner.
ACTS OF GOD
Owner and Owner’s Agent are not responsible for Acts of God, fire, strikes, war, road maintenance, and inclement weather.
REPAIRS & SERVICE CALLS
+1 (304) 671-0882 or +1 (304) 676-3993
Owner and Owner’s Agent cannot guarantee against mechanical failures and Guest agrees to immediately notify Mountainside Getaways of defective or non-working units. Every effort to repair or replace defective units quickly and efficiently will be made. No refunds will be given for failure of mechanical units. Service calls resulting from neglect or misuse of the Guest shall be the Guest’s financial responsibility. If guest does not notify Owner and Owner’s Agent regarding non-working items, Owner and Owner’s Agent is not responsible after the fact for any interruption, early departure, or shortening of stay; nor discomfort or inconvenience caused by failure to notify Owner and Owner’s Agent of issue. There are absolutely no refunds or discounts if management is not notified of any issue during your stay.
RIGHT OF ENTRY
Owner and Owner’s Agent and Owner and Owner’s Agent’s agent reserves the right to enter property to investigate disturbances, check occupancy, check damages, and make repairs if Owner and Owner’s Agent find(s) it necessary. Owner and Owner’s Agent and Owner and Owner’s Agent’s agent will attempt to notify guest when service/repair entry is to take place.
Guest(s) are responsible for monitoring the grill and will never leave the grill unattended while in operation or cooling down. Guest(s) are strictly prohibited from using BBQ grills during windy or dry conditions. Before using BBQ Grill guest(s) shall identify where water source and fire extinguisher are located at the property (fire extinguisher is in the kitchen to the left of the sink). Charcoal/lighter fluid are not permitted to be used in propane grill and will not be provided. Owner and Owner’s Agent makes every effort to ensure that propane is provided during your stay for properties with propane grills.
WOOD BURNING STOVE
Wood burning stoves or fireplaces are seasonal and Owner and Owner’s Agent will provide a limited ration of wood from Oct 1 through May 15. Additional firewood during these months is available for a fee. All additional firewood must be requested and delivery will take place within 24hrs. Guest (s) are responsible for knowing where the fire extinguisher is located at the property (in the kitchen, to the left of the sink) prior to use of the fire place area. Fires will not be left unattended at any time, and guest(s) is prohibited from operating wood burning stove during windy or dry conditions. During windy conditions down-drafts can occur, ensure fires are never left unattended. Guest(s) agrees to put a maximum of 3 standard size logs in the device to prevent overfilling and the fire exceeding the heat limit, causing damage to the chimney or stove. Other items (charcoal, accelerants, etc.) will not be burned in the wood stove. Guest(s) agree(s) to pay not less than $100 if any items other than wood logs are burned in the wood stove. Your fire needs to burn down before departing the cabin. Never pour water into the wood stove, as it will crack the device, ruin the unit and you will be financially responsible for repairs and/or replacement. Do not remove ashes to the trash or exterior. All firewood refuse should remain in fireplace or in the ash bucket provided beside the wood stove. Wood Supply is checked just prior to every arrival. Fires at no time are permitted to be left unattended.
Guest(s) agrees to pay not less than $50 if furniture is rearranged. Damages to flooring/walls from furniture will be charged at cost.
Smoking is permitted on outdoor decks only, and cigarette and cigar butts must be properly and safely disposed of in provided sand buckets. Guest(s) agrees to pay no less than $350 for odor abatement if they smoke inside the home.
ALCOHOLIC BEVERAGES/ILLEGAL DRUGS
Consumption of alcoholic beverages in rental units is limited to persons of legal age. Illegal drug use is strictly prohibited and will result in termination of the contract, and dismissal of the guest without refund.
BEAR – DEER – INSECTS
Bear, Deer, Turkey, Bobcats, Snakes, Coyotes, etc.. may be encountered outdoors in the mountains. Ladybugs, Carpenter Bees, Wasps, Ticks, Ants, Stinkbugs, etc… may be encountered as well. There is no refund for the presence of typical mountain creatures. All our properties do have routine pest treatments however we cannot control every natural insect/pest.
SNOW EMERGENCY PROCEDURES
Properties that are in a mountainous area, and during inclement weather, 4 wheel drive/AWD vehicles are recommended for remotely located properties. The state of West Virginia does an excellent job of keeping the main roads open during inclement weather events. During winter snowstorms, we recommend that renters remain in place at our properties. Please assist us in being patient, allowing the storm to pass, and please make sure it is safe to travel on the roadways before you depart. We want you, your family, and your vehicle to have a safe transit.
VIOLATION OF AGREEMENT/CONTRACT
Owner and Owner’s Agent reserves the right to remove renter without refund if any of the above agreed upon items are not met. All renters must sign and read this form in order to have a valid reservation. Guest will bag and properly dispose of all of their trash. Please note, if trash is not bagged and disposed of correctly, we’ll charge a minimum $25.00 per bag, bagging fee.