Rental Policies
* Cancellations: If you need to cancel a confirmed reservation for any reason, no refund of previously paid reservation deposits/prepaid rents will be allowed, unless the reserved property can be re-booked for the same reservation period and price. If we are notified of a cancellation, we will make every effort to rebook and will refund your prepaid amounts, which will be based upon any alternative revenue received, less a 20% cancellation fee of the total rental rate. Any such refunds will only be made once we actually receive the replacement reservation deposits and/or prepaid rents for your reserved booking period. Security deposits are fully refundable. We HIGHLY RECOMMEND TRIP INSURANCE For information or a quote on trip insurance please visit the Travel Insurance website click here
* Check-In time is 5:00PM and renter should not arrive until the property is ready for occupancy. No exceptions without prior written authorization. Renters that have paid for the early check in option will find the times have been adjusted to reflect the change in times on the rental agreement. Every effort is made to have the premises ready for guest occupancy at check-in time, but we cannot guarantee the exact time of occupancy with back-to-back reservations.
* Check-in Instructions: Upon arrival Guests are advised to perform a walk-through inspection and review the inspection report and known issues list. Please notify the caretaker immediately of any inconsistency between the report and your findings. Failure to complete this action may unintentionally hold you liable for damage that occurred before your arrival. Upon your departure a subsequent inspection report will be prepared. You are solely responsible for any and all damage that has occurred between the two reports. Please be advised that this is not negotiable after the fact and the damage security deposit will be charged. For minor accidents please complete the Oops We Broke Something form and leave the broken item so that we can remove it from inventory and arrange for a replacement
* Check-Out time is 10:00AM No exceptions without prior written authorization. This policy is strictly enforced to provide housekeeper adequate time to prepare the property for the next guests arrival. Renters that have paid for the late check-out option will find the times have been adjusted to reflect the change in times on the rental agreement. Guests who have not departed the property by 10:00AM shall incur a fee equal to the rental rate for one night.
* Check-Out Instructions: Renters and guests are asked to place everything back where you found it. Everything in the kitchen has been labeled and photos can be found in the guest service book to help guide you. Please leave all inventory intact including leaving bedding and sheets in the rooms they were originally located. This will assist us in taking inventory after your departure.
The following items must be complied with before check out:
1. Dishes, Pots, Pans, Silverware, and Utensils must be washed and dried
2. Stove/oven shall be left in a clean condition
3. Refrigerator should be left clean and free of food
4. All trash put in outside garbage cans when applicable
5. Sheets removed from beds and towels placed in laundry room area
6. BBQ grates brushed and left clean
7. TURN OFF all air conditioner units and heat down to 65 degrees
8. TURN OFF all lights and fans inside and outside
9. Check all doors and windows to insure they are locked before departure. (If you have any difficulty with locking the doors please notify us immediately as the villa CANNOT be left unlocked)
10. Property should be left neat and in order (same condition it was in when Guest(s) arrived.
* Complaints: All representations made by owner/ owner’s representative with respect to the River Ridge Lodge are complete and accurate to the best of their knowledge and made in good faith. Owner/ owner’s representative is not responsible for issues outside of their control such as the failure of the water supply, gas, electricity, heating, television, satellite service, Internet service, appliances, hot tub, BBQ, entertainment equipment, etc., though they will endeavor to arrange for any such problems to be corrected as soon as practical. If you have any such problem during a rental period, you must notify owner/ owner’s representative immediately so that we can try and remedy the problem.
* Day Guests/Visitors: Guests that have booked a stay and would like to invite family or friends as a day visitor will require pre-authorization. A maximum of two day guest visitors will be allowed at a rate is $10.00 per person. The names of the two authorized day guests must be shown on the rental agreement. Refer to Use of Grounds Venue Policy for more day guest visitors.
* Directions and Codes: One week prior to arrival, the Renter designated in this Agreement, will receive detailed driving directions, access codes for your visit for lock boxes or keyless entry systems for the property. Caretaker contact information will also be provided should renter need assistance during the visit.
* Excess Fees: Rate does not include excess cleaning or litter pick up. The following items are not included in the guest service or standard cleaning fee and will be considered to be excess cleaning at a rate of $30.00 per hour: Hot tub/spa left with dirt and debris, oven or range top left excessively dirty, dishes left in the dishwasher or put away in the cabinets dirty, BBQ grill not brushed down and/or left excessively dirty, childrens finger prints on windows or dog smears that require excessive window cleaning, excess garbage, failure to break boxes down, Christmas tree removal, fireplace cleaning, spa towels that are borrowed and not laundered.
* Fire Danger: Due to the extremely dry temperatures especially during summer months and distance from the fire department to this location; NO Fire pits, Fireworks or Smoking is permitted on the premises. The cabin has an outdoor fireplace in the gazebo area which is the only authorized area for outdoor fires.
* Garbage & Trash: We ask that our guests please help us with trash/garbage and recycling. It is extremely important that garbage and trash be disposed of properly so you do not attract bears. Guests will find seven garbage cans labeled with the seven days of the week along with recycling containers. Recycling containers are located inside the cabin in the kitchen area along with a trash compactor located next to the sink. Instructions for recycling are located in the guest service area. Excess trash fees are defined as anything that will not fit in the garbage cans that are allotted for the dates of your stay. Excess charges do not apply to the recycle containers.
Garbage bins showing days of the week
* Gold Star Guests: We appreciate guests that treat our home with respect and take care of it is if it were their own. These are the guests that have left our home in exceptionally good condition and followed all the checkout policies and procedures. Guests that receive a 5 point rating on our departure inspection report we place on our gold star customer list. These guests receive a 5% discount off the rental which includes all Holidays and also the 5% reservation processing fee is waived. If we can accommodate an early or late check-out the optional fee is also waived and a bin of firewood is complimentary. Gold star guests enter the following discount coupon code and reservation system will automatically calculate the discounted rate: Goldstar :
* Hot Tub.Spa towels: The cabin has hot tub spa towels we ask if guests borrowed them that they be laundered after use.
* Inspection Report: The house is inspected before and after every guest visit. Upon arrival renter is advised to review the inspection report and notify the caretaker of any inconsistency between the report and your findings. Failure to complete this action may unintentionally hold you liable for damage that occurred before your arrival. Upon your departure a subsequent inspection report will be prepared. Renter is solely responsible for any and all damage that has occurred between the two reports.
* Inventory: The furnishings provided are inventoried upon arrival and departure. A complete set of towels are provided for each guest (Bath, Hand and wash cloth). The kitchen has been labeled with the location of every item along with a complete inventory list in the guest service book. We ask that guests please return items back to the labeled location for ease in taking inventory at departure.
* Lost and Found Items: Guests are reminded to allow enough time before departure to insure that belongings are not left behind as costs associated with return of belongings can be quite expensive. Due to concerns with belongings lost in shipment or damaged in transit we cannot accept the liability for guests belongings. Therefore, guest is asked to contact a local UPS store in your area and arrange for UPS to pick up your belongings. We will require packaging to be sent to us ahead of time along with the return label. The fee for our caretakers time to package and arrange for the shipment is $30.00 per hour. Before belongings can be shipped back a disclaimer is required that states our caretaker will not be responsible for loss or damage. Scheduling the return or picking up of the belongings cannot take place until the next turn day as our policy is not to disturb guests.
* Non-Disparagement: Certain websites allow reviews that are unchecked with regard to reasonable sentiment and even minor unreasonable negative sentiment can unjustly cause damages to owners reputation and future business. We do not participate in reviews from websites that are not owned or controlled by homeowner or agent and believe the business transaction between all parties should remain private. Therefore, renter acknowledges and accepts that all communications related to this transaction shall remain private. Specifically, renter and invited guests agree not to criticize, make any statement which disparages or post any review on any website unless requested in writing by the homeowner or agent. If any review is posted by Renter or invitee thereof, and found to contain unreasonable negative sentiment in the sole opinion of the homeowner and is not removed within 72 hours (the Review), renter agrees that a copy of the rental agreement shall serve as renter’s full authorization to request and oblige the third party or website hosting site displaying the Review to remove it promptly upon request by homeowner or owner’s agent. Failure to remove the review will be considered a breach of this Agreement, and homeowner will consider this act to have irreparably harmed by loss of business and goodwill due to violation of this provision and will seek damages from Renter and additional legal fees necessary to enforce demand should renter not comply.
* Occupancy Compliance: Renter must be in compliance with the occupancy requirements of our insurer and local fire ordinances therefore the guest list must be accurate at all times. Maximum sleeping occupancy is 10 guests and 2 day guest visitors for a total of 12 people on the premises. Primary occupant must be age 25 or older, our caretaker may request to see a copy of a valid driver's license for verification purposes. To insure accuracy of the guest list please be advised that Vacation Holdings, LLC reserves the right to conduct unannounced visits to the property to assure accuracy. Occupancy by additional persons, beyond the specified maximum, will result in the forfeiture of your security deposit and/or early termination of your rental period, without refund or rental fees paid. Renter must understand that this property is intended to be used only by the maximum specified number of persons specified in this rental agreement. Please be respectful of property lines and boundaries between our rental home and our neighbors, and that you must observe "quiet hours" between 9PM & 7AM each day of your visit. All special occasion parties including weddings require prior approval; unauthorized Parties, Live Bands or Disc Jockeys are strictly prohibited. Rates are based on occupancy and number of bedrooms used. Renter is advised that if additional beds are found to be used at departure the security deposit will be charged at the higher rate.
* Parking Limitations: The cabin has a parking limitation as no street side parking is allowed. The circular driveway can house a maximum of six cars (greater than 6 cars car pooling will be required). Guests are advised not to block access to the garbage bins as the garbage company will skip the cabin on the route if cars are blocking access. If the trash bins are blocked by cars the day of trash pickup the renter will be billed for the costs associated with removal of the garbage and trash due to inaccessibility
* Pets: NO PETS are allowed in or on the premises at any time without specific written approval showing number of pets approved and pet fee(s) have been paid (refer to Pet Policies) To obtain an insurance policy for accidental damage protection click here
* Refunds: No refunds issued due weather, airline, road conditions, power, gas, electrical, pest and insects, media room electronics, televisions, internet outages or failure of any of the electronic equipment in the home to work properly. Renter is advised that additional persons, beyond the specified guest list, will result in the forfeiture of the security deposit and that it will result in early termination of your rental period, without refund or rental fees and that renter will be held liable for payment of the higher rental rate.
* Rental Application Fee $35.00: This is a one-time fee that is only charged to guests that have not stayed with us before. We require that new renters provide us with a copy for their Driver's License to insure that the person that is named on the rental agreement is really who they claim to be. This is also to insure that the renter meets our age requirement limit. If you are considered to be a gold star renter and can provide us with references the application fee may be waived.
* Reservations: A 20% deposit is required at time of booking, the balance is due 60 days prior to arrival. Reservations greater than one year a 25% deposit is required at time of booking and the second payment of 25% is due six months prior to arrival and the balance due 60 days prior to arrival. Reservation deposits made by check will require funds to be held by authorization hold on a credit card. If check is not received within 7 days the credit card will be automatically charged and credit card fee applied to the reservation. Sorry, no courtesy holds are permitted please read through the rental polices carefully before placing a reservation by telephone on booking a reservation on line. Once a booking confirmation email has been sent with the link to the rental agreement this will be considered to be a confirmed reservation and the terms of the cancellation policy will be enforce. Failure to return a signed rental agreement will not waive the terms of the cancellation policy as once a reservation has been submitted the dates on the calendar are immediately blocked with the inability for anyone else to reserve the property.
* Reservation changes: No deletions to a confirmed reservation will be allowed. Renter can make additions to the reservation up until two weeks prior to arrival without charge. No charge for up to two reservation changes, a $20.00 reservation change fee will be applied on the third change or after the final confirmation details have been sent.
* Riverfront Risk: Renter is advised that No Lifeguard is on Duty;No running, diving or jumping off the riverbank.
* Security Deposit $250.00: All rentals regardless of stay duration require a security deposit. This deposit is fully refundable within seven (7) days following the end of your rental period if paid by check, deposits paid by credit card will be held and released the day of departure if the premises are left undamaged and all inventory intact and all financial obligations met(guests will find a complete listing of inventory in the guest service booklet). Renter is responsible for any and all damages caused during their stay including damages caused by others in their party and/or their guests. A portion of this security deposit will be used for excess cleaning at $30.00 per hour and/or trash removal at $25.00 per hour plus the dump fee, if the property is left excessively dirty or littered.
* Sleeping Capacity: All guests staying on the premises must pay for sleeping accommodations either by ordering a bedroom or sofa bed. We do not allow guests to bring sleeping bags or air mattresses or guests to sleep on the top of the sofas in the cabin. We reserve the right to cancel reservations if sleeping accommodations are not adequate for the number of occupants listed on the reservation guest list.
* Smoking: This is a non-smoking home. If it is found that any member of the rental party, or guest of the rental party, has smoked inside the home or on the porches/decks/grounds, your security deposit will be forfeited. The entire home is designated as a No Smoking Area.
* Storms and Road Conditions: We highly recommend that guests consider purchasing trip insurance for Christmas Holiday stays as No refunds will be given for storms or formidable weather. Mountain roads can be curvy and often dangerous in snowy or icy conditions. Roads leading in and out of the cabin are well maintained but guests should not count on snow plowing on neighborhood streets. We highly recommend four wheel drive or chains during the winter months when a winter adversary alert has been posted.
* Supplies: A complete set of towels are provided for each guest (Bath, Hand and wash cloth). We provide a beginning supply of paper goods; (2 rolls of toilet paper in each bathroom a roll of paper towels, 1 bottle of amenity bath soap and shampoo for each guest. We also provide laundry detergent, dishwashing soap and kitchen trash bags. The kitchen has basic spices and herbs, salt and pepper, sugar, coffee and tea. The outside BBQ has a propane connection built into the unit. It is extremely important that guests turn the propane tank value off when not in use or the tank that feeds the home could be drained accidently.
* Televisions and Sound Systems: The projection system and surround sound system electronics in the cabin are extremely sensitive. Renters are asked to read the instructions for operating the system carefully before pushing any buttons. The main system controller is for the media room only and should not be removed from this room. No game systems of any kind are allowed to be hooked up to the projection system as reprogramming of the equipment may be necessary. The projection system and all televisions are checked before and after departure to insure everything is working properly. Renters is asked not to remove any wires from the back of the system or to remove batteries from the controller unit as this could also cause the system not to operate properly. If resetting of the system is required the cost is $100.00 per visit which will be deducted from the security deposit. The projection system should be turned off when not in use as the bulb life is only 2000 hours at a cost of $500.00 per bulb.
* Use of Grounds or Wedding Venue: Refer to use of grounds policies