GUEST AGREEMENT AT A GLANCE
Rental Policies Overview
PLEASE READ YOUR CONFIRMATION PAGE AND THE GUEST DIRECTORY CAREFULLY. YOUR RESERVATION WILL BE CONSIDERED CONFIRMED ONCE DEPOSIT IS PAID AT TIME OF BOOKING. YOU ADDITIONALLY CONFIRM AND ACKNOWLEDGE THAT YOU HAVE READ, UNDERSTOOD AND AGREE TO ABIDE BY THE INFORMATION PROVIDED WITHIN THE GUEST DIRECTORY AND ALL POLICIES AND PROCEDURES.
YOU WILL BE RECEIVING YOUR RESERVATION CONFIRMATION BY EMAIL. PLEASE STUDY THE INFORMATION CAREFULLY FOR ACCURACY. YOUR RESERVATION WILL BE CONSIDERED CONFIRMED ONCE DEPOSIT IS PAID AT TIME OF BOOKING. THE SIGNED RESERVATION CONFIRMATION REQUIRES AN ELECTRONIC SIGNATURE AND IS REQUIRED TO BE RECEIVED BY OUR OFFICE WITHIN 10 DAYS OF RECEIPT VIA EMAIL.
THE PROPERTY MANAGER WILL NOT BE HELD LIABLE FOR ANY RESERVATION DISCREPANCIES IF SIGNED RESERVATION CONFIRMATION IS NOT RECEIVED IN OUR OFFICE WITHIN 10 DAYS OF MAKING RESERVATION. UPON PAYMENT OF DEPOSIT AND SIGNING OF ANY DOCUMENT WITH THE PROPERTY MANAGER, YOU ARE ATTESTING TO BEING THE RESPONSIBLE RENTAL PARTY AND THAT YOU ARE 24 YEARS OF AGE OR OLDER.
THE PROPERTY MANAGER CAN NOT BE HELD LIABLE FOR UNFORESEEN CIRCUMSTANCES SUCH AS unsuitable weather, availability of tourist attractions, acts of God, war, government regulation, threats or acts of terrorism or similar acts, state department or other travel advisory, disasters, necessary and essential construction or renovation of homes, strikes, lockout, work stoppage or other restrains of labor either partial or general, civil disorder, curtailment of transportation facilities, allergic reactions brought about by the environment, or any other cause beyond the Property Manager's control.
Please note that air conditioning is normally not needed here in our mountain climate so most of our rentals do not have air conditioning. If it is provided, it will be listed in the description as an amenity. Our homes are well maintained and clean, but understand that these are unique and intricate homes which, just like your own home, experience a wide variety of unexpected breakdowns. Please notify us promptly upon arrival if you experience inoperative equipment or other problems. Understand that emergencies do take precedence. You can expect a courteous and professional staff member to help remedy the situation; however refunds will not be issued due to malfunctioning equipment or conditions out of our control. Keep in mind that due to the remoteness of our location and the inability to obtain replacement parts quickly; immediate servicing of malfunctioning units is not always possible. Owners and the Property Manager have the right to enter and inspect the property during your occupancy and make repairs to its fixtures, appliances, furnishings, and facilities. T4SR is a vacation rental agency and can only assume responsibility for providing you with your lodging. T4SR is not responsible for any condition out of our control.
The Property Manager does not allow Saturday to Saturday weekly booking except for during slow seasonal periods or last minute un-booked weeks.
50% of the base rental amount plus Administrative Security Fee is due when making your reservation. The rental balance is due 60 days prior to your arrival. All credit cards are accepted except for AmEx. A $30.00 bank charge will be assessed on all returned checks. Base rental rates do not include fees and taxes therefor please confirm with our office about your grand total rate.
Please mark your calendar. Final payment is due 60 days prior to your arrival for most properties. If final payment is not received by the specified date, the reservation is subject to automatic charging of the credit card on file…OR… cancellation and the advance deposit forfeited.
Holiday rates will apply to the time between Christmas and New Year’s, Martin Luther King and President's Weekends. Summer Holiday rates may also be in effect for particular homes.
Each unit is privately owned and maximum occupancy is determined by the homeowner. Occupancy includes children over the age of two. Exceeding occupancy is grounds for eviction with no refund and loss of damage deposit.
Cancellations must be made at least 60 days prior to arrival in order to receive a refund of your initial deposit less the Administrative/Security Fee of $125.00. Cancellations made after the 60 days prior to arrival date will result in forfeiture of total payment. When changing dates or units the cancellation policy applies. Your best protection is the Travel Insurance option described below.
~TRAVEL GUARD INSURANCE~
The Property Manager offers travel insurance. This insurance is provided by Travel Guard Insurance Company. Insurance coverage is optional and can be obtained by contacting the Travel Guard Insurance Company at or by visiting online at
~NON REFUNDABLE ADMINISTRATION/DAMAGE PROTECTION FEE ~
Your reservation rates include accidental damage protection on the home and a reservation fee. This fee does not cover extra cleaning or damage caused by neglect or intentional abuse or any accidental damage over 3,000.00. If extra cleaning or damage caused by neglect or intentional abuse occurs, the credit card on file will be charged. Note: renters are liable for damages in excess of the coverage. Person signing contract is responsible for informing his/her party concerning rules and procedures.
Check-in time is 3:00 PM. Early check-ins are not provided. Our housekeeping, maintenance and hot tub staff work very hard to ensure that properties are prepared for your arrival. Please do not enter rental units or hot tubs until you have been formally checked in. There are rare occasions when it is necessary to delay the release of keys because of maintenance issues, etc. Please note that we make every effort to avoid those instances and refunds will not be given should a delayed check-in be necessary.
~KEYS and CODETAGS~
Two sets of keys will be given to you at check-in. Please return these to our office at check-out. Keys and CodeTags not returned to our office will result in $25.00 per unreturned key being charged to your damage deposit or credit card.
Late arrivals need to make prior arrangements with our office staff. The Property Manager does provide a monitored, well lighted late arrival location.
Check-out is 10:00 AM. No exceptions please.
Pet friendly homes will have an added pet fee per dog included in the reservation rate
The Property Manager welcomes you and your dog. If you are like most pet owners, your pet(s) are part of the family, and leaving them behind when traveling can be a traumatic experience. We understand this, and as a result have created this pet friendly policy. NOT ALL HOMES PERMIT PETS.
You must select a pet friendly home if you intend to bring your pet(s).
1. Please inform us if you do not intend to bring a pet. The pet fee per pet is automatically added when you book a pet friendly home.
2. Two pets maximum, dogs only. One dog per townhome or condo.
3. Pet must not exceed 70 pounds.
4. We require a non-refundable pet fee per dog which varies according to property rented. Pets are allowed ONLY in designated pet-friendly properties.
5. At check-in or before, guests are required to advise office that they have a pet. Any unit reported to have a pet without properly registering the pet will be charged a $250 pet fee. Any pet found in a non-friendly pet home will be charged $250 fee, will risk immediate eviction and incur the extra-clean fee.
6. Guests are fully responsible for their pet’s actions and any damages that may occur. While the pet is in the unit it is expected to be supervised at all times. When left unattended, crating may be suggested to avoid any potential damages.
7. Pet must not disturb other guests.
8. When pet is out of the unit and on property, it is expected that the pet be on a leash and under control of its handler. It is expected that the handler will pick up and properly dispose of any pet deposits.
9. In the event a pet soils or stains fabric, or scratches furniture, additional charges may be assessed accordingly.
10. Pets are not allowed around pool areas, and/or common retail spaces or amenities.
Please feel free to contact our office if you have further questions.
The Property Manager reserves the right to relocate you if unforeseen circumstances preclude your occupancy. If guest desires a transfer to a different property or different dates outside of the sixty day reservation; transfer/date-change requires a $125.00 transfer fee. Rates will not be adjusted when transferring from Holiday time frames to non-Holiday time frames.
Each home is individually owned and reflects the taste and style of each owner. Every effort is made to ensure that our descriptions, rates, and amenities are accurate. However, we cannot be held responsible for changes made by owners to furnishings, rates, and equipment or for printing errors. Hot Tubs, TVs, VCRs, DVDs, Grills, etc. are furnished as a courtesy by the owner and are not guaranteed.
All units are equipped with coffee makers, toasters, pots and pans, dishes, utensils and glassware, linens and towels. There is a starter supply of paper supplies, detergents and trash bags. These products are NOT guaranteed to last your entire visit. Cleaning and maintenance of grills is not done by T4SR. Propane is provided by calling the office, however charcoal must be provided by guest. Wood for wood burning fireplaces is provided (kindling is not). Wood is NOT provided thru the summer months or for outside fire pits. Wood burning fireplaces need careful attention. To minimize the risk of a house fire, or shattering the glass fireplace doors, please do not build big fires. Hot ashes should be left in the fireplace when you depart.
Routine plowing of roads and driveways is done during snowfall but icy and drifting conditions may persist. Snow tires, chains, and 4-wheel drive vehicles are a must for winter travel in the mountains. Snow removal of walkways, steps and decks is not provided by the rental agent. Guests should come prepared to shovel snow on walkways and decks.
Gas logs should not be removed or rearranged under any circumstances. DO NOT ATTEMPT TO BURN WOOD OR PAPER IN A GAS FIRE PLACE.
Units with hot tubs are charged $79.50 for up to a one week stay. If your rental property has a hot tub, there is a hot tub fee attached to you rate. Only the hot tub fee will be refunded if your hot tub is unusable. If you request additional hot tub service during your stay, the rate of 45.00 per hour is charged.
The Property Manager is not responsible for lost or stolen articles, or liable for accidents, illnesses, allergic reactions brought about by the environment, or the treatment thereof directly or indirectly related to your stay in any of the properties managed by this company.
Do not rely upon GPS in rural West Virginia. In winter conditions please observe the need for four-wheel drive and/or tire chains for access to particular properties. The Property Manager is NOT responsible for towing/rescues/internet/or cell phone provision. Please be prepared for mountain travel and our ever-changing weather conditions without the use of Internet or Satellite devices. Cell phone reception can be unreliable. Your safety is our primary concern.
Statement of Non-Discrimination
The Property Manager conducts all its activities in connection with the sale or rental of real estate without respect to the race, color, religion, sex, national origin, handicap or familial status of the buyers, sellers, guests or any other party to any real estate transaction. Further, Realtors have an ethical duty to conduct such activities without respect to the sexual orientation of any party or prospective party to this agreement.