Policies & Procedures
For legal and accounting purposes, the person placing the reservation must be the same as the credit/debit card holder. This person is considered to be the guest. All other persons involved with the rental are considered to be the guest’s invitees, and all discussions regarding reservation, cancellation, and damage policies will be discussed with the guest, not the guest’s invitees.
Thanks for your business and we hope you enjoy your stay in our property!
RULES, REGULATIONS, & OTHER:
- GENERAL REQUIREMENTS a) All Guests (and any Visitors) must comply with all House Rules and any other instructions from the Property Manager during their stay; and b) Guests must notify the Property Manager of any disputes or complaints from neighbors as soon as reasonably practicable.
- NOISE AND THE NEIGHBORHOOD a) This Vacation Rental is suitable for children of all ages! Guests are fully responsible for the safety and security of their children at all times, as well as any disturbance caused to other residents in the Neighborhood; b) Guests and Visitors must keep noise to a minimum as not to disturb the occupants of neighboring properties – especially during nighttime hours (10pm – 8am), and upon arrival and departure; c) Excessive noise is prohibited at all times and may result in termination of the vacation rental agreement, eviction, loss of rental paid and extra charges which may be deducted from the Security Deposit;
Terms include a No Tolerance Policy regarding excessive noise, parties, or disturbing neighbors. Please make sure you are comfortable with our Terms as they are strictly enforced.
- VISITORS a) Guests are allowed a maximum of 6 visitors at any time during their stay. b) Guests are responsible for ensuring maximum visitor numbers are not exceeded; and that visitors are complicit with these House Rules.
- FUNCTIONS a) Parties and large gatherings of any kind are strictly prohibited at the Vacation Rental; and b) Any small gathering must comply with other rules set regarding Noise, the Neighborhood and Visitor numbers.
- PARKING a) Guests and any visitors are to comply with parking regulations and other requirements set out below and show consideration to neighbors and other vehicles; please use the designated parking with signs for the Vacation Rental.
- SECURITY a) Any time Guests leave the Vacation Rental, it is their responsibility to ensure all windows and doors are closed/locked to maintain security and prevent rain and water damage. b) Guests must switch off the lights, air conditioning, fans, electronics such as televisions when not in use to promote energy saving.
- SMOKING a) Smoking is not permitted inside the Vacation Rental; and b) Cigarette butts must be disposed of properly (in large trash cans located outside property or off property all together) and not thrown on property grounds. Failure to do so will result in a deduction from the security deposit.
- PETS a) IF dogs are permitted at the Vacation Rental; b) Specific rules regarding Pets at the Vacation Rental are as follows: Please keep pets off all furniture and be sure to have on a leash at all times when outside of the home. Also be sure to clean up after your pet and dispose of waste in the trash bins located outside of property. Please respect neighbors by limiting the barking of pets on the property; c) A maximum of 2 dogs are allowed at the property; for short term reservations the pet fee is $75/dog, for extended stays the fee is $150/pet. All mention of pets denotes dogs only, no other pets are permitted.
- DAMAGES AND BREAKAGES a) All Damages and Breakages must be reported to the Property Manager as soon as reasonably practicable. Failure to report them will likely result in a penalty deduction from the security deposit. And; b) To avoid Damages and Breakages, no furniture is to be moved from one room to another without prior agreement.
- CHECK OUT ARRANGEMENTS a) Please be sure to lock all doors and leave both sets of keys back in the lockbox. Check out is at 10am – if you need a later checkout please contact me as soon as possible to request arrangements.
- EMERGENCY CONTACT DETAILS: a) In the event of an emergency relating to the Vacation Rental, your emergency contact is: Heirloom Vacation Rentals 218-409-4885 b) In the event of all other emergencies please call 911.
- COMPLIANCE a) Breach of any of these House Rules is a breach of the Terms and Conditions of occupancy as per the Rental Agreement. b) The Owner and Manager reserve the right to terminate permission to occupy and to evict from the Vacation Rental, any Guests or Visitors who refuse to follow these House Rules or who cause a nuisance to neighbors or other residents of the community.
PROPERTY: Guest rents, for vacation purposes only, the furnished real property and improvements described.
ARRIVAL & DEPARTURE: Check-in time is no earlier than 4:00 PM on arrival date. This time may be delayed should unforeseen circumstances arise. Check-out time is NO LATER than 10:00 AM on the departure date. Early Check In and Late Check Out options are available for an additional fee if available (Not an option during Peak Times). If Early Check and/or Late check out are approved you will get a email confirmation from the reservation team.
PAYMENTS: Outside 60 days of arrival, 50% Deposit Payment is due to reserve property. Balance Payment is due 60 Days before Arrival and will be charged automatically to same credit card used, unless communicated otherwise. Within 60 Days of Arrival, Total Cost is due to reserve property. . ALL Payments are NONREFUNDABLE. We offer Vacation Rental Insurance
CANCELATIONS, ALTERATIONS & REFUNDS: Full refund for cancellations made within 48 hours of booking, IF the check-in date is at least 14 days away. 50% refund for cancellations made at least 7 days before check-in. No refunds for cancellations made within 7 days of check-in. Guests may request to move their reservations; between 21 – 7 days prior to the check in date with a charge of 25% of the full stays nightly rate and from 7 days to 48 hours prior to the check in date with a 50% charge of the full stays nightly rate; we are unable to move reservations within 48 hours of check in.
UNAVAILABILITY: For any reason beyond the control of Management, the Premises become unavailable, Management may substitute a comparable unit or cancel this Agreement and refund in full all payments made by Guest.
STRICT NOISE ORDINANCE: We have a strict noise ordinance that must be followed. No loud noises, music, load vehicles are allowed between the hours of 10:00 pm and 8:00 am. Please note if the these are not followed you can be fined and asked to vacate the property.
APPROVED GUESTS AND USE: The Premises are for the sole use as a personal vacation residence by Approved Guests. Reserving Guest is responsible for any guests that use the property during the term of this agreement. Guest may not exceed Max Occupancy for Property at any time. If the Premises are used, in any way, by more than max allowed guests, (i) Guest and all others may be required to immediately leave the Premises or be removed from the Premises; (ii) Guest is in breach of this Agreement; and (iii) Guest forfeits its right to return of any monies collected.
OCCUPANCY: Approved Guests are persons who will occupy the Premises. No unlawful activity or any other activity that constitutes a nuisance is permitted on Premises. Approved Guests take full responsibility for all lost or broken items, and any damages to the Property of any kind.
SECURITY DEPOSIT WAIVER: A Valid Credit Card to be kept on file is required upon Reservation. A $49.00 Security Deposit Waiver was charged at the time of booking. This waiver covers any damages up to $1500.00 that occur during the guests stay. Any damages above $1500 will be charged to the credit card on file.
NO SMOKING: a) Smoking is not permitted inside the Vacation Rental; and b) Cigarette butts must be disposed of properly (in large trash cans located outside property or off property all together) and not thrown on property grounds. Failure to do so will result in a deduction from the security deposit.(c) Guests may be required to immediately leave the Premises, or be removed from the Premises; (d) Guest is in breach of this Agreement.
CONDITION OF PREMISES: Guest shall, on arrival, examine the Premises, all furniture, furnishings, appliances, fixtures and landscaping, if any, and shall immediately report, in writing, if any are not in operating condition or are in disrepair. Reporting repairs does not give Guest the right to cancel this Agreement or receive a refund of any payments made.
LOST ITEMS OR LEFT ITEMS: Management assumes no responsibility for lost, stolen or abandoned items. Reasonable effort will be made to contact the Guest for return. There will be a $25.00 handling charge plus shipping costs for any found items returned at Guest’s request. Management shall not be held liable for condition of said items. Any items not claimed for longer than 30 days, may be donated or sold.
MAXIMUM OCCUPANCY: No guests in excess of the maximum occupancy specified in the rental agreement shall occupy the property. Breach of this will result in immediate termination of the rental agreement with a forfeiture of the entire rental amounts and or security deposit.
NO PARTIES: All of our rentals are in residential areas and may NOT be used for weddings, receptions, parties, or large gatherings. Any disruptive events could result in the eviction and forfeiture of entire rental amount and security deposit.
ILLEGAL SUBSTANCES: No illegal substances are allowed in the rental, and minors should not be in possession of alcohol. Violations will result in eviction from the property and no refunds will be issued.
TV/CABLE/INTERNET/SATELLITE: No refund shall be given for number of devices, outages, content, or lack of content or personal preferences with regard to cable/internet/satellite service. Services are provided as a convenience only, and are not integral to this agreement. No refund shall be given for outages, content, lack of content, speed, access problems, lack of knowledge of use, or personal preferences with regard to service.
AIR CONDITIONING/HEATING: Most rentals are not equipped with air conditioning. If so equipped, and if not regulated otherwise, Guest agrees that Air conditioning shall not be set below 72 degrees and heat shall not be set above 78, and that the fan setting shall be “Auto”. Doors and windows shall be closed when either heat or air conditioning is in operation. There are no refunds for lack of, or malfunctioning HVAC units.
POOL AND SPA: If so equipped, spa heating is included. Pool heating, unless solar equipped is an additional fee and must be paid for prior to use. Guest agrees not to tamper with pool heat controls or manipulate heater in any way. Pool heat shall not exceed 86 degrees. Guest understands that the area surrounding pool and spa may not be fenced or secure. Guest understands and agrees to be responsible and liable for any damages that occur to the pool and spa and its support equipment through Guest misuse and/or negligence.
SYSTEM(S) FAILURES: In the event the rental unit sustains a failure of a system, including but not limited to water, sewer, septic, electrical, gas, plumbing, mechanical, appliances, heat pump, ventilating, pool, hot tub or other system or structural systems, neither the property owner nor the Management shall be liable to Guest for damages, and no refunds will be given for such failures. However, Management will make an effort to promptly repair or replace the failed system or equipment, and in such event, Guest agrees to permit Manager or its service provider to have reasonable access to the property to inspect and make such repairs.
PLUMBING: Do not put any feminine products in the toilet. The toilets are water-saving models and don’t have a strong flush – limiting the amount of toilet paper used will help prevent a clog. Plungers are provided if a clog occurs. Please do not pour grease down the drain. Grease pots are provided.
LINENS & TOWELS: Bath towels, sheets, pillows and blankets are provided. We do not provide any linens or towels for outdoor use. DO NOT take the cabin’s linens or towels outside. Bring items with you that you may need for hot tub use, sunbathing, or smoking outside. Please allow us to wash the cabin’s linens unless you need clean linens during your stay. Extra sheets and towels are provided if you are staying a week or longer (otherwise one set per guest are provided where laundry facilities are available).
UNFORESEEN OCCURRENCES: Management will not assume liability for any loss, damage or inconvenience caused by but not limited to the following: weather conditions, natural disasters, pests, construction, acts of God, or other reasons beyond its control. There shall be no refunds available as such instances are beyond the control of Management. It is highly recommend that Guest considers travel and/or rental insurance.
RULES; REGULATIONS: NO COMMERCIAL USE. Guest agrees to comply with any and all rules and regulations that are at any time posted on the Premises or delivered to Guest. Guest shall not, and shall ensure that Guest and licensees of Guest shall not: (i) disturb, annoy, endanger, or interfere with other Guests of the building in which Premises is located or its neighbors; (ii) use the Premises for any commercial or unlawful purpose including, but not limited to, using, manufacturing, selling, storing, or transporting illicit drugs or other contraband; (iii) violate any law or ordinance; or (iv) commit waste or nuisance on or about the Premises.
MAINTENANCE & REPORTING: Guest shall properly use, operate and safeguard the Premises including, if applicable, any landscaping, furniture, furnishings, appliances and all mechanical, electrical, gas and plumbing fixtures, and keep them clean and sanitary. Guest shall immediately notify Management of any problem, malfunction or damage. Guest shall pay for all repairs or replacements caused by Guest, excluding ordinary wear and tear. Guest shall pay for all damage to the Premises as a result of failure to report a problem, malfunction or damage in a timely manner.
ENTRY: Management and Managements representatives and agents have the right to enter the Premises, at any time, (i) for the purpose of making necessary or agreed repairs, decorations, alterations, improvements, for maintenance or to supply necessary or agreed services; (ii) to verify that Guest has complied with the terms of this Agreement; or (iii) in case of emergency. Management and Managements representatives and agents have the right to enter the Premises, upon reasonable notice of at least 24 hours, to show the Premises to prospective or actual purchasers, tenants, mortgagees, lenders, appraisers or contractors.
PARKING: During winter, snow removal from the driveway is provided automatically. But during severe storms, please be patient with the drivers as they are doing all they can to keep up with accumulation. Be sure you know the laws in regards to winter parking. Driving conditions may be hazardous as well. Be prepared.
TERMINATION OF OCCUPANCY: Upon termination of occupancy, Guest shall: (i) return all copies of all keys or opening devices to the Premises, including any common areas; (ii) vacate the Premises and surrender it to Management empty of all persons at agreed upon time; (iii) vacate any/all parking and/or storage space; and (iv) deliver the Premises to Management in the same condition less ordinary wear and tear as received upon arrival.
WEATHER/MOTHER NATURE: We cannot be held responsible for circumstances beyond our control. This includes excessive noise from construction or public/private events, wildfire/smoke, weather related interruptions, road closures, lack of snow, frozen pipes, interruption of services and utilities or unexpected appliance breakdown. Properties that are listed as Ski-in/ Ski -out, Ski Access, Walk to ski, and the ski accessible homes are subject to weather and we cannot be held responsible weather/snow conditions that make these homes ski accessible.
PERSONAL PROPERTY AND INJURY: (i) Owner Insurance: Guest personal property, including vehicles, are not insured by Owner or, if applicable, HOA, against loss or damage due to fire, theft, vandalism, rain, water, criminal or negligent acts of others, or any other cause. Owner/Management does not insure against personal injury to Guest, guests or licensees due to any reason other than the condition of the Premises. (ii) Guest Insurance: Management recommends that Guest carry or obtain insurance to protect Guest and licensees and their personal property from any loss or damage. (iii) Indemnity and Hold Harmless: Guest agrees to indemnify, defend and hold harmless Owner and Management from all claims, disputes, litigation, judgments, costs and attorney fees resulting from loss, damage or injury to Guest or licensees or their personal property.
MEDIATION: Guest agrees to mediate any dispute or claim arising out of this Agreement, or any resulting transaction, before resorting to arbitration or court action. Mediation fees, if any, shall be divided equally among the parties involved.
JOINT AND INDIVIDUAL OBLIGATIONS: If there is more than one Guest, each one shall be individually and completely responsible for the performance of all obligations under this Agreement, jointly and individually with every other Guest.
ENTIRE CONTRACT: Time is of the essence. All prior agreements between Owner and Guest are incorporated in this Agreement, which constitutes the entire contract. It is intended as a final expression of the parties` agreement, and may not be contradicted by evidence of any prior agreement or contemporaneous oral agreement. The parties further intend that this Agreement constitutes the complete and exclusive statement of its terms, and that no extrinsic evidence whatsoever may be introduced in any judicial or other proceeding, if any, involving this Agreement. Any provision of this Agreement that is held to be invalid shall not affect the validity or enforceability of any other provision in this Agreement. The waiver of any breach shall not be construed as a continuing waiver of the same or any subsequent breach.
Indemnification & hold harmless
While Heirloom Vacations and its property owners strive to maintain vacation properties in the finest condition, no guarantees are expressed nor implied regarding suitability or for any particular purpose. All guest(s) and their invitees use the vacation property structures and premises at their own risk. Heirloom Vacations and its property owners shall not be held liable or otherwise responsible in any way for injury to any guest and/or their invitees that is caused or permitted to be caused by the intentional or unintentional acts of said guest(s) and/or invitees, or by the failure of structures, appliances, (including hot tubs and bbqs) furnishings, and/or other equipment, whether by malfunction, misuse, acts of god/nature, and/or are otherwise naturally occurring. No guarantees are expressed nor implied as to the suitability of utilities and other services provided to the vacation properties and adjacent structures and premises. No guarantees are expressed nor implied regarding the suitability/compatibility of materials utilized in the construction of the vacation property and/or its contents. Heirloom Vacations and its property owners shall not be held liable nor otherwise responsible in any way for allergic reactions to guest(s) or invitees, caused or permitted to be caused by materials utilized in the manufacture of the vacation property and/or its contents, nor from mold and/or airborne spores, nor from pet/animal allergens, nor from chemical agents including, but not limited to appliances, linens, carpeting, utensils, fixtures, hot tubs, and/or other equipment. By written or electronic endorsement of this agreement, guest(s) and invitees hereby agree to forever hold-harmless and indemnify Heirloom Vacations and its property owners from and against all claims, demands, loss, liability/responsibility of any kind and character, including cost of defense, arising out of or in any way connected with the guest(s) use of the property.