MOUNTAINSIDE GETAWAYS VACATION RENTAL AGREEMENT
Thank you for booking! We look forward to you making your perfect vacation memories with us. We have taken pride in preparing our vacation home to give you a pleasant and relaxing visit. Since you will be in our home, we ask you treat it as your own.
Contacts for Before, during and after your stay
Office: Monday-Friday 8AM-4PM +1 (304) 500-8282
After hours Emergency: +1 (304) 671-0882 or +1 (304) 676-3993.
(Text or Call- Please be sure to provide your name. the cabin you have rented and your stay date so we can best assist you)
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 and/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, the loft, 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. Children and pets must be supervised at all times.
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.
Booking directly at www.mountainsidegetaways.com - Mountainside Getaways requires a 10% down payment to secure your booking. 30 days prior to your stay, the remaining booking payment will be due.
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.
OBTAINING KEYS AND ACCESS
Prior to your stay, Mountainside Getaways will email you access information and instructions to your cabin. Directions will be included, please note the directions as GPS is not the most accurate for all properties in our area.
Check in is 4:00PM - Adhere to check in times to allow our crews time to clean, inspect, and prepare the cabin for your stay. 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 may forfeits your deposit and checking into a yet-to-be-cleaned property will cause issues for our crews and they will not be permitted to clean a rental with personal property in it.
Check-out time is 11:00AM. 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 $50 will be charged if the departure requests are not followed.
A $25 processing fee will be charged for all canceled reservations.
Reservations canceled 30 days prior to check-in will be fully refunded, minus the processing fee.
Cancellations 15-30 days prior to check-in will result in a 50% refund.
Cancellations within 15 days of check-in will be nonrefundable.
There are no refunds for early checkouts.
If booking through a booking platform such as AirBNB, Homeaway, VRBO, and other locations, please note that those platforms have their own cancellation policies and any cancellation will have to go through the platform you booked on.
PROPER BEHAVIOR FOR MOUNTAINSIDE RENTALS
When renting in the private community, “Coolfont Mountainside" please note the following rules and regs associated with the community. Any complaints or issues reported with the following below will result in being charged.
1. Noise: Quiet hours are 8PM-8AM. Occupancy and use of premises shall not disturb or offend neighbors or residents. Please be mindful of neighboring cabins with noise especially after dark. Loud parties, excessive speeding, excessive noise and/or disruptive behavior, discharging of Firearms, BB, Pellet or Paintball Guns, or Fireworks, open fires, etc. will result in guest vacating the property immediately without refund and may be fined up to $500.
2. 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 accordingly.
3. Outdoor Firepits- No fires are to be started with out being inside proper fire-pits with a fire resistant lid on the fire at all times and in accordance with guidelines and regs. If the property rented does not have a proper fire-pit, outdoor fire is not permitted. Open fires will result in a min of $500 fine (see Fire section).
4.Lights- Exterior lights must be turned off at 11:00PM
5. Vehicles- No ATV's/RV's/Campers may be parked in driveways of the cabin. With permission one can be used to travel into the community and parked in the overflow parking area. No more than 4 vehicles are permitted to be parked in the driveway at a time. Overflow parking is available and can be accessed for your group. Please contact in advance for location and approval.
USE OF COMMUNITY PROPERTY
These areas may include, but are not necessarily limited to a 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.
PROPERTY KEY AND POOL PASS
Guest(s) is/are responsible to secure the property and return the house key(s) inside the lock box or proper instructed 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.
Coolfont Mountainside Guests, during community pool and hot tub 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.
DAMAGE TO PROPERTY
Properties must be left in reasonably clean, undamaged condition. Cases of repair including special cleaning, scratches, marks, scuffs, dents, blemishes, etc., will result in additional charges not less than $50. All properties are inspected by our team in detail after guest departure. Guest will be held financially responsible for any and all 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.
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.
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. Pet fee is to be paid prior to arrival. 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 must be housebroken, well behaved, and PEST free (if pests are found after departure, guests will be held financially responsible for any and all fees). 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. Do not throw pet bags 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 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. Pets should be supervised at all times. If Pet feces is found in or around the cabin a min of $100 will be charged for proper cleanup.
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 well being, and be courteous to others. Pets are not to be left running loose at any time. Guest(s) may be fined or asked to vacate the premises if pets are not leashed at all times outside the home.
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. If you are pregnant, or have any health conditions/concerns, a physician should be consulted prior to using the hot tub, limit use to 15 minute time frames, no jumping or diving. Max temperatures 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 $100 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/rental guests. Pets are not permitted in hot tubs. Guest(s) agree to pay not less than $250 cleaning fee if the pet gets into the hot tubs. Please place the 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.
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
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 will be applied if this area is accessed.
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. 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/FIRE PITS
Wood burning stoves or fireplaces are seasonal and Owner and Owner’s Agent will provide a limited ration of wood from Oct 1 through April 1. 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 prior to use of any fire place/woodstove/fire-pit area. Fires will not be left unattended at any time, and guest(s) is prohibited from operating wood burning stoves, fireplaces, and/or fire-pits during windy or dry conditions. During windy conditions down-drafts can occur- do not use fireplaces/woodstoves/fire-pits. Guest(s) agrees to put a maximum of 3 standard size logs in the wood burning device to prevent overfilling and the fire exceeding the heat limit, causing damage to the chimney or stove or outdoor elements. Other items (charcoal, accelerants, etc.) will not be burned in wood stoves or fireplaces. 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/fireplace/fire-pit as this could cause cracking of 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/woodstove/fire-pit. Wood Supply is checked just prior to every arrival. Fires at no time are permitted to be left unattended. No outdoor fires are to be started in the woods and no firepits are to be built on site. No open fires are to be started at any time.
If your rental property does have a proper firepit- you are welcome to use the firepit. Fires started inside the proper existing firepit are to be monitored at all times until completely burned out and are to be kept enclosed, with the proper spark resistant lid on at all times. No open fires are permitted. NO OPEN FIRES OR HAND BUILT FIRE-PITS ARE PERMITTED, AT ANY TIME. Open Fires will result in a fine of not less than $500.00 and you may be asked to vacate the property immediately if found during your stay, with out any refund. Fires that are NOT kept inside the proper provided fire receptacles will result in guest(s) being held legally and financially responsible for any and all fire damages to the property and/or neighboring properties that are affected by the fire.
All properties are inspected within 24 hours of checkout.
Rearranging of furniture is not allowed. 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 outdoors only, any cigarette and cigar butts must be properly and safely disposed of. Guest(s) agrees to pay no less than $350 for odor abatement if they smoke inside the home. Smoking debris remains not properly disposed of and left on the property will be subject to not less than $100 fee for cleanup.
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, Bees, Ticks, Ants, Stinkbugs, etc… may be encountered as well. There will be no refund for the presence of typical mountain creatures and wooded insects. All our properties do have routine pest treatments however we cannot control mother nature and her insects and wildlife.
Guest(s) will bag and properly dispose of all of their trash and recycling items.
All trash/recycling items must be bagged in appropriate kitchen trash bags or larger and placed in proper outdoor locations prior to departure. No loose trash, loose recycling, small bags, pet bags, or grocery bags are to be left in trash bin. Failure to properly bag (kitchen size bags or larger only) and/or remove garbage/recycling from cabin and leave it in the proper trash receptacle will result in assessment of additional charges not less than $200.00.
Absolutely no coals can be placed in the trash bin or in trash bags, from a charcoal grill, fireplace, or fire-pit 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 $150.00 will be charged to the guest.
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.
Mountainside Getaways can not guarantee cell service or internet. We have limited cell towers and internet providers in our mountainous area and reception can be spotty and wifi speeds can be slow or problematic at times and may not support multiple users. If an internet issue occurs, please note, we will work diligently to have the company repair, but there will be absolutely no refunds for any internet issues as we are not affiliated nor do we have any control over the companies who service this area.
ACTS OF GOD
Owner and Owner’s Agent are not responsible for Acts of God, fire, strikes, war, road maintenance, and inclement weather.
AFTER HOURS REPAIRS/SERVICE CALLS/EMERGENCIES
+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) 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.
Mountainside Getaways does offer AAA and Military discounts when booking directly through our company. Proof of these items will be required along with submission of this agreement for the discount to apply.
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(s) hereby acknowledge and understand that they will be fully responsible for themselves, their group, and their personal belongings. Guest(s) hereby agree to abide by all rules, instructions, policies and procedures imposed by Mountainside Getaways relating to the use of the property and/or facilities.
By agreeing to this rental agreement and waiver, Guest(s) fully assume any liability and agree to use their best judgment while retreating with Mountainside Getaways. Guest(s) further agree to indemnify and hold harmless Mountainside Getaways, its employees, agents, officers, and the owner of the rental property from and against any and all liability incurred at the rental property.
Guest hereby certifies that he/she is of legal age and competent to execute the Rentals Terms and Conditions Contract and Waiver and, that in doing so of your own free will and accord, voluntarily and without duress.
I have read and understood the foregoing and acknowledge my consent to the terms of this Contract and Waiver.
Through submission of this agreement with the following information below filled out, you are acknowledging and agreeing to this contract.
Thank you for renting with us!