Vacation Rental Agreement
Thanks for your interest! Please read the below terms and sign. Once completed we will receive a notification and confirm your reservation. Please read the following. Signatures and/or agreement to the terms and conditions will be required prior to access of your retreat property.
Onsite, all issues/questions should be referred to +1 (304) 671-8282, or +1 (304) 676-3993.
If booking through a booking platform such as AirBNB please note taxes will not be included in the quote, due to AirBNB’s platform. Taxes will be requested separately after booking confirmation and required to be paid prior to access to your rental. AirBNB, Homeaway, VRBO, and other locations, deposits 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 5 days of checkin.
INDEMNIFICATION AND HOLD HARMLESS
Guest(s) shall assume sole responsibility for themselves and for every member or guest of their party, as follows:
A. Guest(s) shall be solely responsible for any property damage, accident or injury to any personor loss sustained by any person arising out of or in any way related to Guest(s) use of thepremises, 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 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.
B. 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, you will be provided with directions to the cabin and instructions on how to access the cabin. TRESPASSING 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/CHECK-OUT TIME 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 $25 per hour until 4:00 pm. Departures after 4:00 pm will be charged an additional night stay, unless agreed upon in writing otherwise.
KEY AND POOL PASS RETURN
Guest(s) is/are responsible to secure the property and return key/keys inside the lock box or proper location prior to departure. During pool season- Guest(s) are responsible for returning the pool pass to the designated area in the cabin prior to departing. Guest(s) will be charged for the costs of re-keying if the keys are lost or removed from the property and a minimum of $40 will be charged for lost or non-returned pool pass.
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.
PROPER BEHAVIOR IN COOLFONT
Occupancy and use of premises shall not disturb or offend neighbors or residents. Coolfont Mountainside asks that exterior lights are dimmed or turned off after 11:00pm in respect of others. 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. 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.
USE OF COMMUNITY PROPERTY
If the property rented is in a private community such as “Coolfont Mountainside Community, 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 that the user of community property shall at all times remain solely responsible for his/her own safety. The hot tub and Pool facilities are open Memorial Day thru Labor Day only. You will find inside the cabin a pool pass that must be taken with you/your group to access the community pool and hot tub. Without this pass you will not be able to access the facilities. We ask that the pool passes are not removed from the lanyard and are returned to the original location found prior to departing. If the pool pass is lost or not returned a minimum fee of $40.00 will be charged to the Guest(s).
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 trash bags and placed in outdoor containers prior to departure. Absolutely no coals can be placed in the trash 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 and/or remove garbage from cabin will result in assessment of additional charges not less than $25.00. Property trash instructions will be located inside the property.
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 of $30/day/pet fees. Pet bedding is not supplied. Guest(s) agree to bring pets crate pets’ bedding, blankets, kennel and/or scooper. Pets are not permitted in hot tubs. Guest(s) agree to pay not less than $100 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 should be crated. Guest(s) agree to pay for damages that occur to deck areas due to tie out mechanisms; scoop yard and place pet residue in proper trash bag in trash bin before departing cottage; not allow your pets on the furniture; and pay for any damages or extra cleaning due to pet Owner and Owner’s Agent 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 $25.00 will be applied. Guests(s) that have a dog that sheds agree to use the provided vacuum cleaner and clean up after your 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. 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.
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.
OWNER AND OWNER’S AGENTS CLOSET
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. A charge may apply if this area is accessed. 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) 671-8282 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 mechanicalunits. 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.
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 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, Ladybugs, Carpenter Bees, Wasps, Bobcats, Ticks, Ants, Coyotes, Stinkbugs, etc. may be encountered in the mountains. There is no refund for the presence of typical mountain creatures.
If the property rented is pet-friendly. Guest(s) agrees to be in full control of their pets at all times
and takes full responsibility for their pet’s well being.
SNOW EMERGENCY PROCEDURES
Properties that are in a mountainous area, and during inclement weather 4 wheel drive 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. BBQ GRILL 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.
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 bagging fee