Terms and Conditions
License Agreement for Reservation:
By agreeing to the following terms and conditions, the individual licensee (the “Guest”) is entering into a license agreement (the “Agreement”) with licensor, Stay Wintergreen, LLC, a Nevada limited liability company (hereinafter referred to as “Stay”). In consideration of the mutual promises contained herein, both parties agree that Stay shall grant to Guest a non-transferable and revocable license (the “License”) to use the real property and such buildings thereon (collectively the “Property”) for the duration of time as is set forth in the rental contract executed between the parties subject to the Terms and Conditions herein set forth (the “Contract”).
Violation of License Agreement:
Upon violation of the following terms and conditions, specifically any occupancy limits, substantiated parking, noise and trash complaints in violation of the Good Neighbor Policy (hereinafter defined), the license is subject to immediate revocation, and Guest is subject to immediate removal from the Property, a minimum $500 fine and cleaning fees. Additionally, Guest acknowledges that they may be subject to consequential damages as a result of their violation, including, without limitation, damages associated with Stay’s inability to conduct short term rentals of the Property due to any permit revocation or suspension that may result from Guest’s use thereof.
It is important to understand our cancellation policy before making your reservation.
Standard Payment and Cancellation Policy:
A 25% deposit is required for reservations. The deposit applies toward the total cost of the reservation.
Reservations cancelled outside of 14 days are entitled to a full refund. Final payment is due 14 days prior to arrival. Cancellations made within 14 days will result in full loss of payment.
We will do our best to book another party, and if successful, we can offer partial refunds minus an administrative fee.
Do you agree and understand the Cancellation Policy?
Stay Wintergreen Rental Policies
The occupancy and parking policies are dictated by Wintergreen Resort. Please note that motorcycles, RVs, campers, trailers are not permitted. Parking space at the rental unit is limited to 2 vehicles with the exception of Eagles Court and Dobie where 1 parking space is provided. Overflow parking is available at Wintergarden lot.
To make a reservation we require a 25% deposit of the total balance excluding taxes, which is applied to the total rent. All balances are due 14 days prior to arrival and are charged automatically onto the credit card used for the deposit. A reminder email is sent out 3 days prior to this payment date alerting the Guest that their credit card will be run. If separate credit cards or a different credit card need to be used for the remainder of the balance, this can be arranged by calling our office. A lodging tax of 5% and state sales tax of 5.3% are assessed on the daily rate. Check out time is 11am on day of departure. A credit card is required to be on file for any extensive damages or excessive cleaning that may be required. Guests agrees to the Stay Wintergreen “Check-Out Policy” stated below. Failure to follow the check-out policy will result in fees stated.
For your convenience we accept VISA, MasterCard, American Express and Discover cards and require that an active card be on file in case of damage to the property or additional fee’s assessed due to violation of this Agreement. Identification and credit card imprint are required at check-in. Guests must be 21 years of age or older to rent Wintergreen accommodations. Only persons 21 or older are able to check-in.
Below is the formal listing of our policies for all our properties:
Stay Wintergreen, LLC Terms and Conditions for License
Contract: Online reservations constitute the valid and binding Contract subject to the terms and conditions herein set forth. For phone reservations, terms and conditions will be sent via email and must be signed and accepted electronically or in hard copy if preferable to Guest. Failure to submit/sign the Contract and to thereby accept the terms and conditions herein set forth means Guest has no valid reservation and Stay may offer property to another group.
Pets: Domestic or commercial animals are not allowed on the premises at any time unless approval has been given prior. Any sign of a pet onsite associated with the Guest’s group could be cause for immediate eviction and forfeiture of all rental fees. A cleaning fee of $150 per night will also be assessed.
Smoking: Guests may only smoke outside all buildings on the Property. Violators of this policy are subject to a minimum $500 cleaning fee and any cost associated with removing smoke from property in addition.
Grilling: Outdoor grilling is not available at renting units and homes.
Occupancy: The Maximum Occupancy of all properties may not be exceeded in the area of persons or vehicles at any time. Occupancy totals are listed on each property listings on Stay Wintergreen’s main website, staywintergreen.com. Rollaway beds, cots and sleeper sofas are not available in rental units. Parking space at the rental unit is limited to 2 vehicles with the exception of Eagles Court and Dobie where 1 parking space is provided. Overflow parking is available at Wintergarden lot.
Check Out Policy: check out time is 11:00 am, unless agreed upon with Stay. You’re welcome to check out of your room and enjoy the rest of the Wintergreen Resort amenities.
Trust Account: The deposit, final payment, and any other fees, will be deposited into Stay’s interest-bearing trust account at Virginia National Bank. Guest agrees that such deposit payments may be deposited into an interest-bearing trust account and that any interest thereon shall accrue for the benefit of and shall be paid to Stay as often as is permitted by the terms of the account.
Cancellation Policy: Cancellation Policy is as set forth hereinabove.
Transfer: Licenses are non-transferable to another party without the express, written permission of Stay.
Behavior/Damage: Guests may not permit any acts on the Property that violate any state law, Good Neighbor Policy, or other rules that may be established by Stay from time to time. Guests may not destroy, damage, deface, or remove any contents or permit any person to do so. Guests are liable for all damages to furnishings and the Property. Guests must report any damage found at Property so that Stay can hold the correct party responsible. Guest agrees to have all fees for damage to be charged to the credit card submitted upon booking. If Guest is unwilling or unable to pay for damage caused by their group within 15 days from the departure date, they will be responsible for the cost of repair in addition to the cost of all legal, attorney and administrative fees incurred by Stay required to collect the balance owed.
Noise: No Guest shall create or permit any nuisance to exist. Please respect the rights of the neighbors by restricting sound and noise to a reasonable volume.
Disclaimer: Stay assumes no liability for damages, expenses or inconveniences due to loss of services out of its control and Guest waives any such claims.
Termination: Guests shall use the premises only as a dwelling. Violation of terms of this Agreement is grounds for immediate revocation of this License and removal from the Property.
Loss: Upon departure, inventory of all furnishings, appliances dishes etc. will be taken. Any missing or broken items may be charged to the Guest`s credit card.
RV/Boats: Trailers, Campers, RV`s, Tents or Boats are not allowed on or parked near the Property.
Refunds: There will be no refunds for early departures, for breakdowns of air conditioner, heater, appliances, etc., if said breakdown is due to weather and/or other conditions over which property owner (the “Owner”) and Stay have no control. All signatories to this Agreement as Guests are jointly and severally responsible for the faithful performance of this Agreement. All payments made shall be applied to any outstanding balances of any kind including late charges and /or any other charges due under this Agreement at Stay’s discretion. All late charges, interest, NSF, or bank fees, and any monies due under this Agreement are hereby defined as, intended and considered to be additional rent.
Doors Locked: Doors must be kept locked when the Property is not occupied.
Keys: Keys must be left inside prior to departure unless otherwise instructed by Stay or Owner at Property. If lost, Stay will have the locks re-keyed and the cost of such re-keying will be billed to the Guest.
Legal: In the event Stay must bring action to enforce any provision of this Agreement, Stay shall be entitled to costs and fines plus attorney’s fees.
Privacy: All credit card information is kept confidential and encrypted to prevent unauthorized charges.
Children: The properties we manage are not child proof and require children to be supervised by an adult at all times. Amenities such as furniture with sharp edges, games with small pieces, cleaning products and other examples known and unknown pose safety issues for unsupervised children.
Lost and Found Policy: Stay and/or Owner are not responsible for personal property left behind, stolen, or damaged during your stay. Every attempt will be made to locate lost items, but there is no guarantee that they will be found. Upon check-out PLEASE make sure and take all of your belongings and check the Property carefully. If you find that you have left something behind, please call Wintergreen Resort at 434.325.2200
Unavailability Provision: This Property may become unavailable due to circumstances outside of our control. Examples include but are not limited to: destruction or severe damage due to weather. In such event we will do our best to make alternative arrangements for you where possible. If we cannot, or if the alternative arrangements are not acceptable to you, then we will refund all the monies paid. This will be the full extent of Stay’s liability to you in such circumstances, and we will not be responsible for any other costs connected with any such cancellation, howsoever arising.
CSA Travel Insurance: CSA Vacation Rental Insurance has been offered with your reservation. Vacation Rental Insurance reimburses for pre-paid, non-refundable expenses due to certain unforeseeable circumstances that may jeopardize your vacation and force you to incur unplanned expenses. We strongly recommend you purchase this valuable protection. View a Description of Coverage/Policy at www.vacationrentalinsurance.com/330cert
Confirmation: Reservations are not fully confirmed until reviewed by a reservation agent who will contact the Guest via phone to verify online bookings meet pricing and minimum stay guidelines.
Choice of Law: The laws of the state of Virginia shall govern the validity of this Agreement, the construction of its terms and the interpretation of the rights and duties hereto.
Attorney’s Fees: If Owner employs an attorney to enforce the terms and conditions of this Agreement, Guest shall be responsible for all costs and reasonable attorney’s fees as incurred by the Owner whether or not suit is filed.
1. Stay acts only as an intermediary for the Owners providing accommodations, transportation and services to Guest. Under no circumstances shall Stay, Wintergreen Pacific LLC, managing agents, owners of rental, and/or their respective employees be responsible for any loss, expense, damages, claims or injury direct, indirect, consequential or otherwise whatsoever, caused or incurred whether arising in contract, or otherwise in law or equity as a result of rendering of the services or accommodations as described in this Agreement or as a result of any delay(s), substitution(s), rescheduling(s) or change(s) in the services or accommodations arranged by Stay Additionally, Stay, managing agents, rental owners, and/or their respective employees shall not be responsible for any loss, expense, damages, claims or injury direct, indirect, consequential or otherwise caused by reason of military actions, acts of God, or by any agents, employees, subcontractors, servants or services as provided or substituted. Stay at all times will act in good faith and use its best efforts when required under this Agreement to substitute with accommodations or services of a type comparable to those contracted. Stay reserves the right to refuse or discontinue service to any person(s) and/or to rescind any contract for accommodations or Guest services and Stay will not be liable under any circumstances, including substitutions, to refund any unused portion of booked accommodations or services. Stay, managing agents, rental owners, and/or their respective employees are not responsible for theft or damage of personal property and no refunds will be given for any such occurrences. Guest and all occupants have been advised not to leave personal articles in locked vehicles, even if in the trunk; to always lock their vehicle; to always secure the rental.
Guest acknowledges that, if all rental monies have been paid, the maximum recourse the Guest has against Stay for any alleged breach of this Agreement is the amount of the rental paid or to be paid to Stay arising out of this Agreement and hereby waive all additional claims it may have.
2. Every effort has been made to assure that the information in the Contract is correct. Stay cannot be held responsible for changes made by Owners to the Property or advertising errors. Taste, style, and quality vary. Stay makes every effort to relay home information via pictures, descriptions, relative pricing and website. There will be NO refunds due to Property discrepancies.
3. Stay is the Agent of the Owner and as such licenses the Property and provides information about the property to Guests.