Rental Agreement

Carolina Getaway Cabins

POLICIES & PROCEDURES

This Cabin Rental Agreement is a legally binding agreement between Guest, Agency and Owner. Information regarding individual listings is believed accurate but cannot be guaranteed. Carolina Getaway Cabins serves as the Agents and represents the owners of vacation properties in its rental program, and is acting at all times, in and for the best interest of the property owners. Guests are a licensee of the Owner and not a tenant; and Guests are not acquiring any interest in the property. Carolina Getaway Cabins Reserves the right to refuse service to anyone. All rental properties are rented without regard to race, color, religion, sex, national origin or handicap. Registering guest must be age 25 or above and must be in attendance at the cabin. By submitting their reservation guest confirms they are 25 years or older.

1. RATES & FEES:

Guests acknowledge, understand, and agree that the moment Guests give Carolina Getaway Cabins their credit card information Carolina Getaway Cabins is authorized to charge credit card for the rental amount agreed upon including cleaning fees, non-refundable $99 damage waiver, security deposit, processing fee, and lodging tax.

Guest shall provide a guest list prior to driving directions and entry credentials being sent. If you are found to exceed the maximum occupancy of your cabin, it will be considered a breach of contract and may result in immediate eviction with NO REFUNDS OR REBATES.


2. CANCELLATION AND RESCHEDULING POLICY:

Cancellations, rescheduling, or changes must be submitted in writing and confirmed received by Carolina Getaway Cabins no later than sixty (60) days prior to check-in date, in order to receive refund, less a 3.5% processing fee PLUS TAX. If cancellations, rescheduling, or changes are made less than sixty (60) days prior to check-in date  NO REFUNDS OR REBATES will be offered. Carolina Getaway Cabins is not responsible for Guests inability to arrive or if Guests chooses to depart early for any reason, or if members of Guests party do not show up. NO REFUNDS OR REBATES will be offered.


3. REFUNDS:

This Cabin Rental Agreement is a legally binding agreement between Guests, Agency & Owner. Your reservation binds you to a specific period of time. Carolina Getaway Cabins will make every reasonable effort to correct any problem that arises during your stay in a timely manner. There should be no expectation of refund, and there will be no refund in the event that something associated with the property is not working to your satisfaction. There will be no refunds or compensation for: Acts of God, Mother Nature (i.e. Snow/Ice), acts of war or government agencies, road maintenance, gas shortages, power outages or water outages. Cancellations less than 60 days prior to check-in will not be refunded.

4. PAYMENT PLANS:

Carolina Getaway Cabins offer payment plans for bookings made three (3) or more months in advance. Payment plans require a minimum of 25% deposit to hold the reservation. Payment plans have a 3% processing fee per transaction. The total balance of the reservation including cleaning fees, processing fees, and taxes is due 30 days prior to check-in. This does not include the refundable $500 damage deposit which will be collected 7 days prior to check-in. To enroll in a payment plan, please contact Carolina Getaway Cabins directly to discuss the plans available. When enrolling in a payment plan, guests authorize Carolina Getaway Cabins to automatically charge the credit card on file for the payment installment due on the dates agreed upon in the payment plan. Guests may change the credit card on file 3 days prior to the set processing date.

 

5. INSURANCE:

Carolina Getaway Cabins offers travel insurance which can protect against financial loss from unforeseen conditions that lead to trip cancelation, such as sickness or injury, job loss or relocation, severe weather, revoked military leave. You must opt-in for coverage at the time of your reservation. The cost is 6.95% of your total reservation and you have 14-day risk free trial period. Guest may choose to add travel insurance at the time of checkout and up-to 14 days from their booking date. Guest may call to request additional information about the travel insurance options.


6. CHECK-IN, CHECK-OUT TIMES:

Check-in time is any time after 4:00 PM; check-out is any time prior to 10:00 AM. Cabin will not be available until check-in time of 4:00 PM. Guest acknowledges Agreement/Contract and authorizes Carolina Getaway Cabins to charge their credit card on file one full night's rental for check-in earlier than 4:00 PM or a check-out later than 10:00 AM. No Check-In or Check-Out allowed on Thanksgiving Day or Christmas Day.

7. PET POLICY: Only selected properties allow pets at an additional fee.

$150 PET FEE APPLIES PER PET FOR MAXIMUM OF 2 PETS- Call our office to book with a pet.
 Guests acknowledge, understand, and agree that for Carolina Getaway Cabins to continue to offer DOG-FRIENDLY CABINS the following items must be adhered to:

  • Limit of animals to 2 pets unless prior agreement is reached. Please notify our office for pets over 30 pounds or for more than 2 pets. Prior approval from office is needed and must be noted on your reservation.

  • Pets are only allowed in Pet-Friendly Cabins. Pets brought to a non-pet-friendly cabin are not allowed. Certain cabins are anima-free due to sever allergies and do not allow any pet, no exceptions. ​If you have a service-pet, you must follow the same procedure of notifying our office at the time of booking for a list of homes that can best accommodate the guests and service-pet. Guests agree that any damage caused by the service-pet will go against the security deposit.

  • Pets are only allowed in Pet-Friendly Cabins. Pets brought to a non-pet-friendly cabin are not allowed.

  • Pets are not permitted in hot tub. Guests agree to pay minimum $100 cleaning fee if pet gets in the hot tub.

  • Pets must be completely housebroken, well behaved, and pest free.

  • Pets are not allowed on furniture or on or in beds. Guests will be charged a cleaning fee of not less than $50 if pet hair causes a delay in cleaning services. We will charge an additional cleaning fee for soiled comforters. Guests agree that they will NOT use any linens or towels on pets other than towels provided by Guests.

  • Pets shall NOT be left uncrated while alone in cabin.

  • Guests agree to pay for any damages caused by pets. If pets have an accident in cabin, all clean-up will be performed by the Guests. Guests further agree to pick up waste from the grounds and deposit in plastic bags and then put into the outside garbage cans. Guests agree that failure to comply with clean-up of either inside cabin or outside cabin will result in an additional cleaning charge of no less than $50.

  • Guests agree to be in full control of their pets at all times and take full responsibility for their pets. For your dog’s protection, please keep him/her on a leash at all times and be wary of other dogs. You are surrounded by thousands of acres of forest; pets can get lost very easily if they are off the leash.

  • If any of these Pet Policy items are not met, Guests are in violation of this Agreement/Contract. Guests acknowledge Agreement/Contract and authorize Carolina Getaway Cabins to charge their credit card on file for any damages sustained.

8. CONDUCT:

Each of our properties are privately owned and built to accommodate the number of guests shown on each property description. Carolina Getaway Cabins does  NOT permit weddings, wedding receptions, rehearsal dinners, parties, family reunions without prior notice. Large group celebrations that exceed the number of guests in which the property accommodates must be coordinated with Carolina Getaway Cabins and guests may incur additional fees. Any additional guests at the property for any given time is not allowed and may lead to immediate eviction.

Maximum occupancy is stated in all accommodation descriptions. Guest further agrees that each guest over the age of 4, including visitors, will be counted as a guest on file with Carolina Getaway Cabins. Rollaway beds, inflatable mattresses & sleeping bags are prohibited.

 

NON SMOKING - All cabins are non-smoking. Guests must use outside areas away from any entry door or window as a smoking area. Guests agree to pay not less than $350 for odor abatement if they smoke in the cabin or if cigarette butts are left on the grounds.

 

No drinking of alcoholic beverages by persons under the legal age of twenty-one (21) is allowed in rental properties. Guests agree that if Guests are arrested for underage drinking at rental properties or if Carolina Getaway Cabins observe Guests under the legal age of twenty-one (21) drinking alcoholic beverages, this Agreement/Contract may be terminated, and Guests evicted with no refund or rebate at the option of Carolina Getaway Cabins. NO alcoholic games permitted inside the properties. NO BEER PONG or any other type of game consisting of alcoholic drinks inside the property. This can cause damage to the wooden floors in which the guests will be responsible for. Illegal drug use is strictly prohibited

 

Use of premises shall not be such as to disturb or offend neighbors or residents, including but not limited to; parties, excessive speeding through neighborhoods, riding of ATV's or Off Road Motorcycles/Dirt Bikes, excessive noise and/or obnoxious behavior, discharging of Firearms, BB/Pellet Guns, Paint Ball Guns, Potato Cannons, or Fireworks, etc. Carolina Getaway Cabins has the prerogative to terminate this Agreement/Contract and to demand that disruptive Guests vacate the premises, thereby forfeiting all monies to Carolina Getaway Cabins. Noise carries in the mountains, refrain from making excessive noise between the hours of 10 pm - 8 am. Any violation of the above terms of conduct will result in immediate eviction. NO REFUNDS OR REBATES will be offered.


9. AMENITIES:

Cable/Satellite TV Carolina Getaway Cabins cannot guarantee TV channel availability. Rental properties do not offer premium packages, i.e., Movie Channels, Sports Channels, Pay Per View, etc. Carolina Getaway Cabins cannot under any circumstance activate premium channels.

FURNISHINGS/FURNITURE - All furnishings/furniture in the cabin are in place as the owners wish them. Guests agree to pay not less than $100 if furniture is rearranged in such a manner that results in cleaning services being delayed.

PROPANE GRILLS - Properties with propane grills are fueled by liquid propane, and under NO circumstances may Guests add charcoal or any derivative of charcoal to the propane grills. Guests agree that if Guests add charcoal to a propane grill, Carolina Getaway Cabins is authorized to charge not less than $100 to Guests credit card for cleaning of grill. Guests must provide their own propane as Carolina Getaway Cabins does not provide propane.

FIREPLACES - DO NOT LEAVE BURNING OR SMOLDERING FIRES UNATTENDED. All Fireplaces, GAS or WOOD BURNING, are only operable between October 1 and April 1. Using fireplaces outside of these dates is strictly prohibited.

Guests acknowledge, understand, and agree that fireplaces are seasonal and are only operational from October 1st through April 1st. No other items may be burned in gas log fireplace, including but not limited to; sticks, wood, charcoal, lava rocks, etc. Gas logs may not be moved or restacked; guest agrees to pay not less than $250 if logs have been moved or broken.

FIRE PITS - Guests acknowledge, understand, and agree that fire pits may be used year-round (unless we are under a mandatory fire ban), however, firewood is NOT provided for use in the fire pits. Guests must provide their own hardwood logs to burn in fire pits - firewood at the cabin cannot be used in fire pits. If a property does not offer a fire pit guests will not make one. Guests agree to pay not less than $100, if any other items are burned in fireplaces or if Carolina Getaway Cabins wood is used in fire pit.

HOT TUBS - Guests may not add any objects or chemicals to the hot tubs. Guests agree to pay not less than $100, if hot tub has been compromised in such a manner that results in cleaning services being delayed. Hot tubs have been cleaned prior to Guests arrival. Guests agree to pay an additional charge of $50 if Guests request an additional cleaning of hot tub during stay. Guests understand that hot tub usage is at their own risk and will not hold Carolina Getaway Cabins or Property Owner responsible for any injury. It is absolutely forbidden for children to be in the hot tub without a responsible adult. NO REFUNDS OR REBATES will be offered.

10. MAINTENANCE ISSUES:

In case of a breakdown of any property equipment, guests shall notify Carolina Getaway Cabins immediately. Carolina Getaway Cabins will make every reasonable effort to correct any problem that arises during your stay in a timely manner. We cannot guarantee; heat, air conditioning, electricity, wi-fi, water, any appliances, cable, satellite, television, telephones, electronics, gas logs, grills, hot tub, etc. NO REFUNDS OR REBATES will be given. Should a repair person make a call to repair or replace a unit that is found to be in non-working order and the problem was due to Guests oversight, neglect or misuse, Guests agree that the repair call costs may be billed to the Guests credit card on file. Guest agree to not attempt to repair any electronics, utilities, or appliances on their own prior to calling Carolina Getaway Cabins to report the issue. Only if instructed to do so can a guest follow steps provided by Carolina Getaway Cabins to reboot an electronic device or appliance including thermostat, fire alarms, wi-fi router, and hubs.

BEAR - DEER - LADYBUGS - INSECTS - Guests are in the mountains and woods and depending upon the time of year may encounter Bear, Deer, Coyote, Turkey, Ladybugs, Carpenter Bees, Wasps, Scorpions, Snakes, Ticks, Ants, Chiggers, Squirrels etc. Guests are encouraged to dress accordingly and to bring insect repellent for outdoor activities. NO REFUNDS OR REBATES will be offered for inconveniences due to but not limited to; insects/wildlife.

CONSTRUCTION - Guests acknowledge, understand, and agree that construction of new accommodations and attractions occur in resort areas. NO REFUNDS OR REBATES will be offered for inconveniences due to but not limited to; construction, construction noise, road repair, and maintenance.


11. RIGHT OF ENTRY:

Guests acknowledge, understand, and agree that Carolina Getaway Cabins reserve the right to enter property at any time to investigate disturbances, check occupancy, check damages, make repairs, alterations, and improvements, as Carolina Getaway Cabins deem necessary.

 

12. ITEMS LEFT BEHIND:

Carolina Getaway Cabins is not responsible for any items Guests leaves behind in cabin. If guest would like items shipped a fee of $25 plus UPS shipping costs for the return will be charged to credit card. Items will be discarded or donated after 7 days.


13. DAMAGES TO PROPERTY:

Premises are to be left in clean, undamaged condition, and Guests must follow check-in and check-out procedures located in the cabin book or in kitchen, along with the pet policy. Properties have been cleaned and inspected prior to Guests arrival. Guests agree to call Carolina Getaway Cabins if any damages or defects are noticed. Repairs for any damage to the property is subject to be deducted from the security deposit. Carolina Getaway Cabins reserves the right to charge the credit card on file for any repairs needed for damage done to the property in the case the required repairs exceed the security deposit. 

 

14. SECURITY DEPOSITS:

Refundable Deposit will be automatically charged on the credit card on file 7 days prior to check-in and may be refunded 7-10 business day after check-out providing the cabin is left as instructed in our check out procedures and no extra cleaning is required, nor any damage is done to the property. 

15. AGENCY DISCLOSURE:

Carolina Getaway Cabins strives to comply with all reservation requests for specific vacation properties. However, due to ownership changes, properties being removed from rental program, mechanical problems, or other unforeseen circumstances, Carolina Getaway Cabins cannot absolutely guarantee a specific property. Carolina Getaway Cabins reserves the right to change property unit assignment without liability should rental property become unavailable. Where comparable properties are not available Guests will have the option of selecting from available properties at the published rate or receiving a complete refund. Due to liability issues, Carolina Getaway Cabins will be unable to provide prospective renters with directions or keys to preview properties. Information regarding individual listings is believed accurate but cannot be guaranteed.

 

16. VIOLATION OF AGREEMENT/CONTRACT:

Guests acknowledge, understand, and agree that Carolina Getaway Cabins reserves the right to remove renter if any of the of Agreement/Contract items are not met. NO REFUND OR REBATE will be offered.

17. EXPEDITED EVICTION:

A material breach of this Agreement by Guests, which, in the sole determination of Carolina Getaway Cabins, results in damage to the Premises, personal injury to Guests or others, a breach of the peace, a nuisance to others, or a violation of criminal law or local code, shall be grounds for termination of Guests tenancy. Violation of any of the rules contained herein will result in IMMEDIATE EVICTION and forfeiture of rent and security deposit. If the tenancy created hereunder is for 30 days or less, the expedited eviction procedures set forth in the Cabins Act will apply. Guest(s) may be evicted under such procedures if Guest(s): (I) hold over in possession after Guest(s) tenancy has expired; (II) commit a material breach of any provision of this Agreement that according to its terms would result in the termination of Guest(s) tenancy; (III) fail to pay rent as required by this Agreement, or (IV) have obtained possession of the Premises by fraud or misrepresentation. Any reservation made under false pretenses will result in forfeiture of advance payments and the party will not be permitted to check-in.

 

18. DISPUTES:

This Agreement/Contract shall be governed by and interpreted in accordance with the laws of the State of North Carolina and be treated as though it were executed in the County of Surry, State of North Carolina. Any action relating to this Agreement/Contract shall be instituted and prosecuted only in the Surry County Superior Court, North Carolina. Guests specifically consent to such jurisdiction and to extraterritorial service of process.

19. INDEMNIFICATION AND HOLD HARMLESS:

Guests acknowledge, understand, and agree that Guests shall be solely responsible for any property damage, accident or injury to any person or loss sustained by any person, including loss of money, jewelry, and other items of personal property, arising out of or in any way related to Guests use of the premises or the items of personal property provided by Carolina Getaway Cabins, the Owner at Guests request. Guests shall inspect and be familiar with proper use and application of such items prior to using them. Guests hereby agree to INDEMNIFY and hold Carolina Getaway Cabins, its affiliates, employees, owners and officers; and/or Homeowners harmless from any and all claims including those of third parties, arising out of or in any way related to Guests use of premises or the items of personal property provided therein. Guests hereby agree to hold Carolina Getaway Cabins and/or homeowner, employees and officers harmless and to indemnify same against any and all claims which may arise during and after the course of rental as a consequence of any acts or omissions of Carolina Getaway Cabins and/or cabin owner, employees and officers. Guests assume the risk of injury or other losses relating to any recreational activities and will hold owner Carolina Getaway Cabins harmless with respect thereto.

 

20. GROUPS:

When renting 2 or more cabins on the property, the house rules found on this document continue to apply to each individual home. The number of guests in one home at any given time cannot exceed the maximum capacity specified for each property unless otherwise agreed upon in writing by a team member at Carolina Getaway Cabins. Carolina Getaway Cabins welcomes organizations, corporate retreats, churches, schools, production teams and special events but we must receive prior notice as these require separate processes and procedures, documentation, and possible fees. Carolina Getaway Cabins has designated gathering areas and homes for groups that exceed the standard rental accommodations.

 

21. VEHICLES AND ROADS:

A maximum of 8 vehicles are allowed to be parked on the driveway of each home at any given time. Guests must provide a full list of the make and model of each vehicle tied to the reservation twenty-four (24) hours prior to check-in. If the make and model is unknown at the time of list submission, for reasons such as a rental car, guests must submit the make and model of any missing vehicles on the first night of their stay. Guests agree that they will not bring more than 8 vehicles per rented cabin into the property. If additional vehicles are required for any reason, guests must contact and receive written approval from Carolina Getaway Cabins prior to check-in. RV’s and motor homes, ATV’s, Dirt bikes, and any other off-roading vehicles will not be permitted on the property. None of Carolina Getaway Cabins’ properties require four-wheel drive vehicles to access. However, please be advised, unless otherwise noted, all of the roads leading to our cabins will be; mountainous and/or hilly, may have gravel and dirt, may be bumpy, and none of the roads have guardrails along the way. They are driven daily in two-wheel drive vehicles. Carolina Getaway Cabins is not responsible for road conditions or driver’s ability. If guests schedule a private tour or transportation which requires a charter bus or other large vehicle during their stay, guest must contact and coordinate with Carolina Getaway Cabins to receive instructions on the designated pickup area.

 

22. REVIEWS AND SUBMITTED IMAGES


Guests agree if they sign a guest book in a cabin or any of our venues, submit a review, share an image on our social media sites or via email, tag us in a social media post or submission or do anything like it, that they are consenting to fair use by Carolina Getaway Cabins in advertisements, social media posts, newsletters, and all other print or electronic promotions or publications. If you prefer that we not use any of your submissions, you will need to notify us via reservations@carolinagetawaycabins.com, listing any place you left a submission that you do not want shared or used.

© 2019 by Carolina Getaway Cabins. All Right Reserved.