Winter Park Escapes Rental Agreement
Please read your Vacation Rental Agreement carefully before you begin your vacation. Any monies received by Winter Park Escapes, LLC for occupancy of Vacation Property indicated the acceptance of the terms of our Vacation Rental Agreement in full. All policies are strictly enforced. It is the responsibility of all guests and members of their party to be familiar with all policies pertaining to rental.
RENTER REQUIREMENTS: 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 discussion regarding reservation, cancellation and damage policies will be discussed with the Guest, not the Guest’s invitees. The Guest understands that Winter Park Escapes rents to responsible adults over the age of 25 (if you are under the age requirement contact us directly prior to booking).
DOWN PAYMENT/ PAYMENT: A reservation can be made with a 50% down payment paid by credit card when the reservation is made. Full payment is charged 60 days prior to scheduled arrival date. The credit card must have an expiration date that extends beyond your stay. If a reservation is made less than 60 days prior to arrival, full payment is due when the reservation is made. This security deposit will be returned within one week of the departure date, provided there is no breakage or damage to the premises and/or contents, pay-per-view charges, no additional cleaning costs, and all other rules of this agreement are adhered to.
BALANCE PAYMENT: 60 days prior to arrival, we will automatically run the balance on the credit card on file. Balance is due no later than 60 days prior to your arrival date. We can keep the balance payment on the same credit card used for the initial payment, or you can call with a different card.
DAMAGE POLICY: Every reservation requires either (1) a $49 damage protection policy (“Vacation Rental Damage Plan”) OR (2) a $1000 refundable security deposit. This Vacation Rental Damage plan covers unintentional damages to the rental unit interior that occur during your stay, provided they are disclosed to management prior to check-out. The policy will pay a maximum benefit of $1500. Any damages that exceed $1500 will be charged to the credit card on file. If you damage the real or personal property assigned to your rental accommodation during the trip, the Insurer will reimburse the lesser of the cost of repairs or replacement of the property, up to $1500. Certain terms and conditions apply. Full details of the Vacation Rental Damage coverage are contained in the Description of Coverage or Insurance Policy (www.vacationrentalinsurance.com/G20VRD). The Vacation Rental Damage can be purchased up to, and including, check in time. By submitting payment for this plan, you authorize and request Travel Guardian Travel Protection and Insurance Services to pay directly Winter Park Escapes any amount payable under the terms and conditions of the Vacation Rental Damage plan. Please contact Winter Park Escapes directly if you do not wish to participate in this plan or assignment and instead wish to pay the refundable $1000 security deposit.
If a security deposit has been made, no portion may be applied to additional rental time or fees or other charges accrued by the Guest/ Invitees. The entire deposit will be refunded if (1) no damage was done to the property other than reasonable wear and tear, (2) all keys are accounted for, (3) no items were missing, (4) all doors and windows were closed and secured upon departure, (5) all check out procedures were followed, (6) all Rental Agreement policies were followed, (7) no miscellaneous charges were incurred, e.g., unpaid rental fees, guests or pets, additional cleaning fees, or other charges.
As a condition of the rental of all Vacation Properties, Winter Park Escapes reserves the right to charge the Guest’s credit card for any and all uncovered Guest/Invitee caused losses and damages sustained to the Vacation Property throughout the duration of their period of occupancy. In the event of any uncovered Guest/Invitee-caused loss or damage to the Vacation Property, including, but not limited to, undue cleaning, eviction, service calls, service charges, fines/assessments, repairs or replacements, plus all applicable taxes, Winter Park Escapes is hereby granted the right to charge the Guest’s credit card. An itemized statement outlining all associated costs will be sent via electronic mail to the address submitted by the Guest at such time as the reservation was booked. By written or electronic endorsement of this Agreement, the Guest hereby agrees to pay for all such charges, as defined above and on the proceeding pages.
UPON ARRIVAL: Take a look around the rental. If there are concerns or issues with your rental property, please immediately contact our office (leave a message if there is no answer). No refunds or considerations are given unless were notified of problems during your stay, so prior guests can be held responsible. We will provide a claim form for any damage that happens during your stay (if you purchased the Vacation Rental Damage insurance).
EMERGENCIES/ MAINTENANCE: In the event of a problem getting in the rental or if there are problems with condition or functionality of the rental, please immediately contact the Winter Park Escapes office (leave a voice message and send a text message if there is no answer!) at (303) 585-0440. If it is after office hours we will make every effort to return your call as soon as possible. If we do not promptly return your call and it is an urgent situation, you may call Maintenance at (970) 531-7935. Otherwise, you will be contacted during normal business hours.
ARRIVAL TIME: Check in is at 4 pm. A very early arrival may be arranged for $75, pending other reservations and the housekeeping schedule. Please contact us within 24 hours of your arrival to make these arrangements. Unless you have specifically arranged for an early arrival time, please do not arrive at the property before your scheduled check-in time.
DEPARTURE TIME: Check out is at 10:00 A.M. Your prompt departure is appreciated so we can prepare the rental for any incoming guests. A very late departure may be arranged for $75, pending other reservations and the housekeeping schedule. If you have not arranged for a late checkout, you may be charged $35 for each hour beyond 10:00 A.M. you are still on property, at a minimum of one hour. If the rental has not been vacated by 4:00 P.M. a fee equal to the rental rate of 2 days may be assessed.
CANCELLATIONS: Cancellations and reschedules may be made up to 30 days before the day of your reservation. You can credit your full down payment toward a future reservation, or we will refund 75% of your down payment. Cancellations or reschedules made with less than 30 days’ notice will result in 100% loss of all payment less any security deposit or damage waiver, unless we can re-rent the unit. If we can replace your reservation and re-book the dates, you can credit your full payment toward a future reservation, or we will refund 90% of the total payment. This loss can be avoided if CSA Travel Protection Insurance was purchased and the reason for cancellation is covered under the travel insurance policy. All reservation changes must be acknowledged via email.
POWER/ WEATHER RELATED CANCELLATION: Winter Park Escapes does NOT issue refunds due to acts of nature such as: weather, road conditions, snow conditions, power outages or forest fires, but CSA Travel Protection Insurance does provide some protection against these instances. If the property is uninhabitable due to such circumstances and you did not purchase insurance, reservations can be rescheduled for future dates within one year of the reservation date.
VACATION RENTAL INSURANCE: Travel Guardian Rental Insurance is available through Winter Park Escapes and covers cancellation or interruption of your stay, travel delay, baggage delay, rental car damage, and emergency/medical/dental expenses. Please read your documentation carefully as certain limitations, restrictions, and exclusions apply. The plan is optional, but we strongly recommend it. In case of unforeseen events, this insurance helps protect your vacation investment. IF YOU CHOOSE NOT TO PURCHASE THIS COVERAGE, NO REFUNDS WILL BE GIVEN WITHIN THE 30 DAY PERIOD, unless we can re-rent the unit. For questions concerning the travel insurance or to make a claim due to a cancellation, please call CSA directly at 1-800-554-9839. The insurance premium, 6.95% of the total, is non-refundable and non-transferable. For more information please visit www.vacationrentalinsurance.com/CSA330
CHANGE IN NUMBER OF GUESTS/CONDUCT OF GUESTS: Guest(s) agrees that more than the number of people stated on the reservation shall not occupy the premises. Unauthorized people at the rental at any time will result in a double charge for each additional guest or a maximum occupancy charge (whichever is more), and loss of any security deposit, in addition to any and all damage, disturbance, and cleaning charges. The rental is not intended for parties, nor gatherings at any time of anyone except those who have paid to occupy the property. Exceptions are made on an individual basis – please contact Winter Park Escapes for prior approval. If there is excessive noise or music, any illegal activity, or evidence of violation of these policies, you may be asked to vacate the premises without any refund and additional charges may be assessed. Please inform us of any change in the number of guests before your arrival to avoid these charges and so the rental can be prepared appropriately for your group. No exceptions or refunds are given for changes in the number of guests after your arrival.
CLEANING FEE(s): A non-refundable cleaning fee is required with all reservations. This fee is for our housekeepers who dust, vacuum, sanitize, clean linens and towels, maintain the hot tub and remove refuse from the property. Guest(s) are required to follow all check out procedures detailed in this agreement and leave the property in the same general and good habitable condition it was in when the Guest(s) arrived. Undue and/or unreasonable cleaning of the rental shall be charged to the Guest’s/Cardholder’s credit card as an Additional Cleaning Charge at a rate of up to $45/hour, with a one hour minimum. This also applies to the property exterior, grounds, BBQs and hot tubs (if so equipped).
CLEANING REQUIREMENTS: A starter supply of expendable supplies such as paper goods and soap is provided; please bring additional if you feel this will not be adequate. Basic cleaning supplies are stocked to do your own cleaning during your stay. Housekeeping is not provided during your stay unless previously arranged. Failure to comply with pre-departure cleaning requirements resulting in excessive cleaning will be charged to your credit card at $45/hour, with a one-hour minimum:
1) Place soiled towels in the bathtub.
2) All dirty dishes, cookware and eating utensils should be run in the dishwasher.
3) Floors should be in generally good condition and ready to be vacuumed by our housekeepers.
4) All household trash, garbage, recycling and/or other discarded items should be properly bagged up so as to avoid spillage/leakage, and deposited in the proper refuse containers provided.
5) Refrigerator should be free of food.
6) All appliances (stove, oven, BBQ, etc.) should be left in a clean condition and free of spills and grease.
7) All litter must be picked up from the premises and placed in the garbage cans, tied securely in trash bags.
8) GLITTER AND CONFETTI ARE NOT ALLOWED AT ANY PROPERTY, INSIDE OR OUTSIDE.
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 rental’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 rental’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).
SMOKING: Smoking is NOT permitted in any Winter Park Escapes Property. If there is any smell in the rental after your departure, there will be a minimum $250 charge. Oil lamps and incense are not permitted due to the long-lasting odor. If these policies are violated, there will be a charge for excessive cleaning.
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.
PETS: Pets are allowed as long as the applicable pet fees have been paid. Unauthorized occupancy of pets will result in immediate eviction and loss of all rents and deposits. If discovery of unauthorized pets is made after your departure, a penalty of $50/day plus any additional cleaning charges will be assessed. If you are given permission to bring a pet the following rules must be followed:
1) $29 per night usage fee for each pet.
2) No pets on any furniture or bedding.
3) Please do your best to remove all pet hair to avoid additional cleaning time/charges.
4) All waste must be picked up and placed in the garbage cans tied securely in trash bags. (Please remember we don’t have garbage service and housekeepers have to remove your trash with their vehicles!)
5) No pets in the hot tub or bath tub.
6) Pets should not be left unattended in rental unless crated.
7) Damage up to $1500 caused by authorized pets is COVERED if you opted in for the Vacation Rental Damage plan! Otherwise, guest assumes full responsibility for any damage caused by pet to be charged to credit card on file.
8) Any cleaning that must be done will be charged to renter at rate of $45 an hour.
HOT TUB USE & RULES: Use of the hot tub is strictly at your own risk and liability. Our hot tub maintenence sanitize and replenish chemicals in all hot tubs prior to your arrival. If additional maintenance is required during your stay, or the next guests are unable to use the tub due to conditions resulting from your failure to observe the following rules, there will be a $45 charge (and cost of supplies if necessary) for each hour of required maintenance. Instructions for the tub controls are posted at the hot tub or kitchen. A $25 refund/night will be given if you are unable to use the hot tub due to malfunction not caused by Guest(s).
1) ALWAYS SHOWER OR BATHE BEFORE AND AFTER USING THE HOT TUB! Body oil, makeup, hair products, etc. clog filters!
2) An adult must always accompany children.
3) Observe the safety precautions posted at the tub and have all guests do likewise.
4) Do not sit, stand or lie on the tub cover; a $300 charge will be made if the cover is broken this way.
5) Unhook the safety strap before removing the cover.
6) Replace cover when you are not in the tub and secure the safety strap to conserve heat, for safety, and to keep debris out of the water.
7) If temperature has been adjusted during use, MAKE SURE to return the temp to the original setting when done.* Failure to reset may cause the hot tub to over-temp & stop working, possibly resulting in additional charges.
8) Use non-breakable drink containers in the tub area.
9) DO NOT ADD ANYTHING TO THE HOT TUB WATER such as bubble bath & oils, even if they say they are compatible.
10) If the water level is low (below the filter intake) add more water or call, as low water can destroy the pump, resulting in additional charges.
11) If the water looks cloudy or dirty, please call.* If it is found that the service is necessary due to Guest abuse, the Guest will be responsible for the charges.
(*Hot tubs may be drained and refilled before your arrival; therefore, it may not be warm until later that evening. Also, due to the high mineral content in the mountain water at some of our rentals, the hot tub may initially appear cloudy until the minerals settle. If the conditions persist, please call.)
LEFT ITEMS: Please check carefully for belongings before you leave. Left items can be mailed to you if requested and you will be charged shipping costs plus a $10 service fee. Winter Park Escapes is not responsible for lost or stolen items.
RIGHT OF ENTRY: Guest(s) agree that Winter Park Escapes reserves the right to enter the rental property any time to investigate disturbances, check occupancy, check for damage, to make such repairs, alterations or improvements as we may deem appropriate, or to show the property to prospective purchasers or guests (in which case prior notification will be given).
SECURITY & SAFETY RISKS: ALWAYS LOCK DOORS AND WINDOWS WHEN YOU LEAVE THE RENTAL! When you rent the unit, you assume responsibility for it and its contents, as well as your personal property. Always lock the doors and windows when you leave the rental. Children are welcome, but there are conditions in and around the home that may pose hazardous to them, as well as to adults, such as the river, steep riverbank, open stairways, wildlife, icy surfaces and fireplaces. Winter Park Escapes does not assume any responsibility for injuries resulting from your failure to use due caution. Children must be supervised at all times. Candles are not allowed due to fire hazard.
WINTER CONDITIONS: We will attempt to have the driveway clear of snow before your arrival. A shovel is provided should you need it during your stay. Please be cautious when there are icy conditions. During the winter months, it may be required to carry chains or have traction tires. 4 wheel drive is recommended.
INDEMNIFICATION & HOLD HARMLESS: While Winter Park Escapes 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. Winter Park Escapes 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. Winter Park Escapes 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 Winter Park Escapes 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.