Bear Den Cabin Rentals, LLC Cabin Rental Contract/Agreement
This cabin rental contract is a legally binding contract between the rental Guest, Bear Den Cabin Rentals, LLC (acting as the agent for the homeowner) and the Property Owner. Bear Den Cabin Rentals, LLC serves as Agents and we are representing the homeowners of vacation rentals in the Bear Den Cabin Rentals, LLC rental program. Bear Den Cabin Rentals, LLC is at all times acting in the best interest of the homeowners. Please read the rental contract below. By signing the contract you state that you have read, understand and will abide by all rules and agreements that Bear Den Cabin Rentals, LLC has set forth.
RESERVATIONS – Bear Den Cabin Rentals, LLC rents to responsible guests 25 years and older. Registering guests must be able to show proof of age at any time during stay. Guests acknowledge, understand, and agree that as soon as the Guests give the agent their credit card information, Agents are authorized to charge that particular credit card for the initial deposit of fifty percent (50%). Agents are also authorized to charge the remaining balance of the total bill to the credit card on file 21 days prior to the arrival date of the Guests. Guests agree that any changes that are made to the reservation of any type will incur a non refundable $30 change fee. Agent's Policy on Cancellation will govern any rescheduling, cancellation, or change once the credit card has been authorized.
*Should a credit card not be available during the reservation scheduling, Bear Den Cabin Rentals will accept a check for the initial down payment of fifty percent (50%) of the total bill plus a $25 administrative fee if the reservation is made at least 21 days in advance of arrival. This check must be received within 4 business days from the date the reservation is made or the reservation will be canceled. All checks must be made payable to Bear Den Cabin Rentals, LLC. No other personal checks will be accepted.
RESCHEDULING OR CANCELLATIONS– Each of our cabins is privately owned by an individual, so cancellations can affect them greatly. All cancellations, reschedules or changes must be made in writing and submitted with confirmation from Bear Den Cabin Rentals, LLC more than twenty one (21) days prior to arrival date. Any cancellations or reschedule made within the twenty one (21) days of arrival date will forfeit all monies paid. Any cancellations made prior to twenty one (21) days of arrival will receive all monies paid less a $100 cancellation fee. All monies paid are non-transferable to another date. No refunds or rebates will be given due to the inability to show up on your reservation dates or any early departures for any reasons. We do not accept cancellations or reschedules by e-mail or voice mail.
NO SHOW OR EARLY DEPARTURES:Agents are not responsible for Guests inability to arrive or if any 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.
"PEACE OF MIND" DAMAGE WAIVER: For our guests' convenience, BEAR DEN CABIN RENTALS offers a "Peace of Mind" waiver for those with a valid credit card. In lieu of a normal security deposit, there will be a damage waiver fee applied to each reservation based on the size of the cabin. One, two, and three bedroom cabins will be $30. Four bedroom and larger cabins will be $45. The damage waiver covers up to $300 in ACCIDENTAL damages, such as broken kitchenware, coffee pot, etc. This does not cover non-accidental damage to furniture and electronics (i.e. damaged television, broken VCR/DVD, broken bed frame, broken sleeper sofa, hot tub covers, etc.). Guest will be responsible for all intentional or reckless damages that occur during their stay, and the credit card on file will be charged. Guest also authorizes agent to charge any expenses relating to intentional or reckless damage, cleaning of the unit beyond a normal cabin clean (ex: heavy partying, trash, moving furniture, etc.) or theft of any property from the unit, to the credit card on file for that cabin. The guest who books the reservation and uses their credit card for the deposit is considered the responsible party and all necessary charges concerning said cabin will be charged to the credit card on file, no matter who in the group caused the damage.
SECURITY DEPOSIT:– If you choose not to pay a "Peace of Mind" Damage Waiver then you may choose a $300 refundable security deposit by contacting our office prior to making your reservation. The security deposit will be refunded in full within 10 days after the post departure inspection of the cabin should there be no damages or breach of contract found. The refund will be issued in the form of a check and mailed to the primary guest reserving the cabin.
PRE-ARRIVAL AND POST DEPARTURE INSPECTIONS- Your cabin has been inspected before your arrival and you are responsible for reporting any issues dealing with that cabin within 3 hours of arriving. Should there be any unfortunate mechanical issues that we may have overlooked with your cabin that would render your cabin uninhabitable, Bear Den Cabin Rentals, LLC will do our best to resolve the issue immediately or move you to a similar cabin @ no extra expense to the Guest. There will be no refunds or relocation because you are disappointed with the cabin that you have chosen to rent or 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, acts of war or government agencies, road maintenance or repair, gas shortages, power outages, television or phone outages, internet outages or water interruption/outage.
WILDLIFE ENCOUNTERS- Please keep in mind that you are vacationing in the mountains. There is a good chance that you will encounter some type of wildlife or insects. Each home is professionally treated on a scheduled basis for interior pests, but because these are the mountains, no refunds will be given for any pests inside or outside of home such as bees, carpenter beetles, ladybugs, scorpions, mosquitoes, ticks, ants, chiggers, etc.... Should these be of a nuisance, please contact and leave a message for Bear Den Cabin Rentals, LLS so that we may try and remedy any possible problems. Be sure to pack your insect repellant when coming to the mountains, as the summer months are known for many flying and biting insects. Be aware that leaving foods or garbage outside will attract wildlife of different types. Please make sure all garbage is tied correctly and placed in exterior garbage cans securely to prevent additional housekeeping charges.
CONDUCT– All Guests are responsible for the home that they are occupying. Bear Den Cabin Rentals, LLC is acting as the agent on the behalf of each individual homeowner and we ask that you treat each cabin, its furnishings and its exterior surroundings with the utmost respect. Many of our neighborhoods have noise ordinances that you must follow. Quiet times are from 11pm to 8am. House parties are not allowed and will not be tolerated. No firearms or fireworks will be discharged on any property. No loud noises and no obnoxious behavior is allowed. All speed limits should be followed in neighborhoods. Should any part of this contract be breached, Guests will be evicted from property and forfeit all monies paid; including the deposit.
NO SMOKING – All of our cabins are non-smoking. Smoking is permitted outside away from the home. Please dispose of cigarette butts in the proper location. Guests will incur a $25 additional housekeeping charge should our housekeeper have to dispose of cigarette butts on rental property. The Guests also agrees to pay, no less than $300 for removal of odor should there be any smoke or cigarettes detected in the cabin.
PETS – Pets are permitted in our “Pet – Friendly” cabins only. There is a pet fee of $25 with a maximum limit of 3 pets per cabin. We understand that you enjoy bringing your pets with you on your getaways, they need time away just as much as we do! We ask that you be courteous of our pet rules below:
Pets must be well behaved, completely housebroken and pest-free.
Pets may not use any linens that are provided for our Guests. Some cabins may choose to provide additional pet items of their choice.
Pets are not allowed in hot tub. Should there be evidence of pets entering the hot tub, Guests agree to pay an additional hot tub cleaning fee of no less than $100. should pet hair be found in hot tub or filter.
Guests agree to pay for any damages that were caused by their pets.
Guests agree to pay any additional housekeeping charges should pet hair cause any delays in the cleaning process.
Pets are not allowed on furniture or bedding.
Should your pet have an accident in or around the cabin, it is your responsibility as the Guest to clean up his/her mess. All accident clean-ups should be disposed of in the outside garbage bins to prevent odors in the house. Guests are responsible for additional housekeeping charges should any pet “accidents” be found inside the cabin after your departure.
*If a pet is discovered at a ‘pet friendly’ or non”pet friendly” cabin without authorization a $100 fine plus pet fee will be assessed. If an unauthorized pet is discovered during occupancy of a property that is ‘not pet friendly’ such action will result in immediate eviction & loss of rental money, or if signs of a pet are discovered after occupancy a $100.00 fine, plus pet fee, & cost to deep clean the property will be charged to the credit card on record.
MAXIMUM OCCUPANCY- Each cabin has a maximum occupancy rate. These rates are strictly enforced for the safety of the guests and the respect for the homeowner. Overnight guests are not permitted. Every child over 2 years of age is considered an occupant and shall be listed on the guest list. Price per night is based on 4 persons.
CABIN DIRECTIONS AND LOCK BOX CODES– Directions to your cabin and your cabin lock box codes will be sent to you via e-mail 1-2 weeks prior to your arrival once your bill has been paid in full. Please make sure to bring these cabin directions and codes with you as GPS is frequently incorrect in the mountains and Bear Den Cabin Rentals, LLC cannot be responsible if you cannot find your cabin or do not know your lock box code.
Construction at nearby sites – Guests acknowledge, understand and agree that construction of new accommodations occur in resort areas. No refunds or discounts will be offered for inconveniences due to but not limited to construction, construction noise, road repair or maintenance.
CHECK-IN AND CHECK-OUT PROCEDURES
Check-In time is 4:00p.m – no early check-ins are permitted without prior approval from Bear Den Cabin Rentals. You may purchase an early check in to ensure that you may arrive prior to check-in on the date of your stay for an additional $50 if the schedule permits (check-in as early @ 10 am). This must be purchased at time of reservation.
Check-Out time is 11:00a.m prompt– no late check-outs are permitted. Should a guest be found at the cabin past 11:00 am, Guest agrees to be charged $50 for every 30 minute increment that the house is occupied after 11:00am. Our housekeepers are on a very tight schedule and we want to make sure that every house gets the proper cleaning attention for our future guests. Late check-outs can guarantee you a later departure(up to 5pm) and may be purchased for an additional $50 if the schedule permits. This must be purchased at time of reservation.
When Checking-Out, please follow all check-out procedures (posted on refrigerator or inside cabin book) to avoid any additional housekeeping fees.
PERSONAL BELONGINGS LEFT BEHIND– Please make sure that all personal belongings are taken when you leave. Bear Den Cabin Rentals, LLC is not responsible for any items that you have left after your departure. All items found by our housekeeping staff will be kept a maximum of 7 days. Any items found requesting return by guests will require a postage paid envelope/box sent to the office for shipment. Bear Den Cabin Rentals charges a trip charge of $25 per trip to deliver personal items to post office to be mailed plus the cost of packaging and shipping.
MOUNTAIN ROADS– North Georgia is mountainous. Most of our roads are easily traveled, but sometimes we have cabins that are not as easily accessible and may require four wheel drive in inclement weather or do not have ample parking for multiple cars or trailers. Some drives may be steep and winding. Please make sure to inquire about the road or drive to your cabin before you start out if you have any concerns. No refunds will be given due to the condition or parking arrangements of your house.
INCLEMENT WEATHER– We rarely have bad enough weather here to stop traffic, but should you find yourself stuck at your cabin on the date of departure, Bear Den Cabin Rentals, LLC will allow the Guest a 1 day grace period at no charge. After the 1 day grace period, each day will be billed @ half price of the current rate. This grace period and any subsequent days thereafter, will be granted only by permission of Bear Den Cabin Rentals, LLC. No refunds are given should you not be able to access your cabin due to inclement weather. We strongly advise purchasing travel insurance if this is a concern for you. Bear Den Cabin Rentals, LLC is not/cannot be responsible for getting you to or from your cabin in inclement weather. Bear Den Cabin Rentals, LLC will do our best to (if schedule permits) move the guest to a comparable home at no additional charge if there is ample notification. Swapping homes is at the discretion of Bear Den Cabin Rentals, LLC only. If guests chooses an upgraded home, then the Guest is responsible for any additional charges that may apply.
HOT TUB– Use hot tub at your own risk. Under no circumstances should any child be left alone in or around hot tub. The hot tub cover must remain on hot tub at all times when not in use to prevent water evaporation and injury. The hot tub has been properly cleaned and treated prior to your arrival. Should the hot tub become cloudy, smelly or foamy please no not enter the hot tub and contact Bear Den Cabin Rentals, LLC so that we may correct the problem. Any additional hot tub service/cleaning needed or required during your stay will incur an additional $35 hot tub cleaning fee. We highly recommend purchasing an additional hot tub cleaning if you will be staying for an extended period of time. Frequent use of the hot tub will require that it be cleaned and retreated. Bear Den Cabin Rentals, LLC is not responsible for any loss, illness or liability caused by the hot tub. Please be aware that Bromine tablets are used in each of our tubs which may cause discoloration of clothing or towels. Bear Den Cabin Rentals, LLC cannot be responsible for any discoloration of clothing or towels. No pets allowed in hot tub at any time. No other chemicals or liquids may be added to hot tub.
THE RIVER ADVENTURE CABIN: Under no circumstances should any child under the age of 16 be allowed around the pool or in the swimming pool area without adequate adult supervision. Under no circumstances should any person, adult or child, be allowed in the pool without a life safety jacket if he or she is unable to swim. There is absolutely NO DIVING, NO JUMPING, NO ALCOHOLIC BEVERAGES AROUND POOL, NO GLASS OR FOOD ITEMS AROUND POOL, NO PETS IN POOL!!!! Should any negligent behavior result in injury...by signing this contract you, as the guest and responsible party, you agree that Bear Den Cabin Rentals nor the Home owner for this residence will not be accountable for any injury or damages that may result during your stay. Bear Den Cabin Rentals or the Home Owner will not and cannot be held responsible for any injuries that occur as a result of negligence or accidental happenings while on or around said property. As the signing guest, you agree to take on all responsibility for any actions or accidents that may occur while at this home or any other cabin rented out by Bear Den Cabin Rentals, LLC. Bear Den Cabin Rentals will do their best to keep the indoor pool temperature around 78 degrees. The pool temperature will fluctuate during your stay and the temperature will not be guaranteed. If you would like your pool temperature to be guaranteed warmer, then you must pay for an additional pool heating. An additional warming will maintain the pool temperature around 85 degrees. If you have any additional questions about the pool, please contact us in the office @ (706)635-1049.
INVENTORY – A detailed inventory of each home is taken before and after each arrival. All items found to be missing or damaged after your departure will be your responsibility and you will be charged accordingly. If any accidental damage occurs while on your stay, please contact Bear Den Cabin Rentals, LLC immediately so that you won't be responsible for any additional fees.
TELEVISION / TELEPHONE– because each home is individually owned, we cannot guarantee particular television programming channels. Each home is equipped with the basic television channels at minimum. If this is a concern, please contact Bear Den Cabin Rentals, LLC before your reservation to inquire about particular channels or services. Most cabins have a land line telephone for your convenience. No long distance calls are to be placed from the homes. A calling card may be used. Any long distance calls made from these homes will be charged to your credit card plus an additional service charge on your credit card.
CABIN AMENITIES– Cabin descriptions are deemed accurate but cannot be guaranteed. We reserve the right to change cabin furnishings, equipment and amenities as necessary. All cabins have heating/air conditioning, washers/dryers, most have BBQ grills, all kitchenware, most have fireplaces, most have dvd/vhs or both. We will supply you a start-up supply of trash bags, toilet paper, paper towels, dish soap, laundry soap, kitchen and bath towels, and bed linens. Each home is equipped with a washer and dryer as well as laundry detergent so that you may launder your towels if needed. This supply will get you through your initial day. For individual cabin amenities, please refer to cabin description on our website @ http://www.beardengetaways.com/ Wireless internet is available at most of our cabins, we cannot be responsible for computer compatibility or internet failure. No refunds or compensation will be given for internet failure or computer incompatibility.
DISCOUNTS– Specials and discounts are offered on our website. Specials are subject to change at without notice. No additional specials or discounts apply with any special. You must mention the special at the time of you making your reservation for it to be valid. We will not be able to add discounts or special offers after the transaction has taken place.
FIREPLACES / FIRE PIT– Guests acknowledge and understand that wood and gas burning fireplaces are seasonal from October 1 through April 15. No other items may be burned in a gas log fireplace (including, but not limited to lava rocks, sticks, leaves paper charcoal etc...), nor shall any decorative logs be moved/removed from fireplace. Only logs, kindling and dura flame logs are allowed in wood burning fireplaces. No other items including but not limited to lava rocks, charcoal, accelerants, etc.... Guests agree to pay for any damages caused by misuse of any fireplace. Guests also agree that no fire will be left unattended. If there is no fire pit at your cabin, then a fire pit is not allowed. Firewood is available for purchase through our office.
MAINTENANCE – If you have any difficulties with anything in your cabin during your stay, you must make us aware of it before you check out, so that we may do whatever necessary to resolve the situation. In case of a malfunction of any property equipment, guests must notify Bear Den Cabin Rentals, LLC immediately to make necessary repairs. We cannot guarantee: heat, air conditioning, electricity, water, any appliances, hot tub, cable, satellite, television, telephones, electronics, gas logs, grills (grills must be checked for functionality before 5pm or it will be resolved on the next day), etc.. No refunds or compensation will be given for failure of the above.
REPAIRS – SERVICE CALLS – EMERGENCY MECHANICAL FAILURE – Guest(s)understands that Agent can not guarantee against mechanical systems failure. Please report any inoperative equipment or needed repairs to the Bear Den Cabin Rental office immediately. Non- Emergency maintenance requests must be reported to the office between 9 AM and 5 PM. Agent will make every reasonable effort to have repairs completed quickly & efficiently. Agent reserves the right to move Guest(s) to another rental property; if deemed necessary & is subject to availability. Should a repair technician make a call to a rental property unit and find that the equipment is in working order and the problem was due to the Guest(s) oversight or neglect, the charge for service will be at the Guest(s) expense. MINIMUM SERVICE CALL FEES START AT $30.00. Guest(s) understands and agrees that Agent, Bear Den Cabin Rental Staff, and/ or contractor of Agent may enter the rental property at any reasonable time for the purpose of making any needed repairs.Our maintenance staff is available Monday through Friday 9am-5pm. Saturday and Sunday on call for emergencies only.
GARBAGE– Each home is furnished with exterior garbage cans. The number of cans is based on the maximum occupancy of the home. When departing, all garbage must be tied, removed from home and placed securely into outside garbage cans. Please do not over stuff trash cans. If your garbage will not fit into the garbage cans, you will be responsible for taking off excess garbage to avoid an additional housekeeping fee of $25.WE DO NOT PICK UP GARBAGE UNTIL AFTER YOU HAVE DEPARTED UNLESS YOU PURCHASE AN ADDITIONAL HOUSEKEEPING SERVICE. Should wildlife tear into garbage due to negligence on the part of the Guests by not securely placing all trash in cans with lids on, the Guests will incur the additional housekeeping fee of $25, plus an additional housekeeping fee of $25 for removing garbage from yard area. Directions to trash discarding areas will be located in your cabin book at each cabin.
KEYS - Guest(s) are issued one set of keys at house check-in & all keys must be left in key box when departing. Key box code must not be changed for any reason. The properties are privately owned and Guest(s) are responsible for lost, misplaced, or stolen keys. The property must be re-keyed in the event that key(s) are lost, misplace; stolen or not returned for any reason. The Guest(s) will be responsible for cost thereof at a minimum of $75.00.
FURNISHINGS AND FURNITURE – All furnishings and furniture in each cabin are placed where each owner prefers them to be located. Guests agree to pay no less than $100 if furniture or furnishings are arranged in a way that delays cleaning services.
LOCKOUT POLICY- In the event a Guest(s) is locked out of a property, the Guest(s) can borrow a key by calling Bear Den Cabin Rentals during the remaining stay. A minimum charge of $50.00 will be assessed for obtaining the key(s) after business hours. A minimum charge of $25 will be assessed for obtaining a key during business hours.
LICENSEE OF OWNER - Guests are a licensee of the Owner and not a tenant: and that Guests are not acquiring any interest in the property.
ALCOHOL/DRUG USE: No drinking of alcoholic beverages by persons under the legal age of twenty-one (21) is allowed on rental properties. Guests agree that if Guests are arrested for underage drinking at rental properties or if Agents 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 the Agents. Illegal drug use is strictly prohibited.
EXPEDITED EVICTION-A material breach of this Agreement by Guests, which, in the sole determination of the Agents, 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.
DISPUPTES: This Agreement/Contract shall be governed by and interpreted in accordance with the laws of the State of Georgia and be treated as though it were executed in the County of Gilmer, State of Georgia. Any action relating to this Agreement/Contract shall be instituted and prosecuted only in the Gilmer County Superior Court, Georgia. Guests specifically consent to such jurisdiction and to extraterritorial service of process.
REFUSAL OF SERVICE: Agent reserves the right to refuse service to anyone. All rental properties are leased without regard to race, color, religion, sex, national origin, or handicap. Due to liability issues, Agent is unable to provide prospective renters with directions or keys to preview properties.
RIGHT OF ENTRY– Guests acknowledge, understand and agree that Bear Den Cabin Rentals, LLC reserves the right to enter property at anytime to investigate disturbances, check occupancy, check damages, make repairs, alterations and improvements, as we deem necessary.
EVICTION – Any breach in any of the above rules and agreements will be subject to eviction from your rental property. If you must be evicted, you will forfeit all monies paid, including your deposit.
INDEMNIFICATION AND HOLD HARMLESS– Guests acknowledges, understands, and agrees that each and every guest or guardian is solely responsible for any property damages, accidents, injuries or loss sustained to any person while in residence, and neither the Agent nor the homeowner accepts legal or financial responsibility. Guests, and guardians assume all risk of injury or other loss resulting from a recreational activity and will hold the Agent and Homeowner harmless with respect hereto. Guests hereby agrees to indemnify and hold Bear Den Cabin Rentals, LLC, all employees, officers, and/or the property owners harmless from any claims, including those of third parties, arising out of in any way a result of the guests use of the premise or items therein.
Please sign and fax the accompanying pages to (706)636-1049. Directions and lock box codes WILL NOT be released by e-mail until this rental agreement has been signed and returned to the office.
By signing this agreement and contract form, I am stating that I have read and agree to abide by all above rules and regulations.
I am also providing my credit card number as a guarantee. I understand and agree to pay all rent and accept all terms of the Rental Agreement/Contract and accept all liability for any and all damages, beyond normal wear and tear, during the term of my stay with Bear Den Cabin Rentals, LLC. If I fail to do so, I understand and agree that these costs will be immediately charged to my credit card and that all credit cards sales are final.
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