VACATION PROPERTY

RENTAL AGREEMENT TERMS & CONDITIONS

Vacation Doorways (San Juan Vacation Ventures, Inc. - hereinafter “we”) acts as a Rental Agent for privately owned vacation rental home and condominium unit owners. The following information represents the terms and conditions relating to your rental of a Vacation Doorways-represented property. Please read these Terms and Conditions thoroughly and immediately contact our staff if you are uncertain of any of its provisions. Our staff is available during normal work hours at 800.391.8190. Acceptance of these Terms and Conditions is required to complete your reservation. When booking on-line, the terms and conditions acceptance box must be checked before the reservation process can be completed. These terms and conditions are subject to change without notice at any time.

RESPONSIBLE PARTY

All fees, charges, and applicable taxes associated with the property rental are the responsibility of the renting party. The responsible party must be 27 years or older and all guests must exceed 27 years of age unless accompanied by a parent or legal guardian. Bookings for fraternities, sororities, vacationing student groups, or parties are not allowed under any circumstances. Reservations made under false pretenses will be subject to forfeiture of all deposits and rent and your occupancy will be terminated.

BOOKING CONFIRMATION AND RENTAL PAYMENT

Bookings/Reservations for any vacation rental home or condominium represented by Vacation Doorways can be arranged either online or by telephone. However online bookings/reservations are not considered to be a “Confirmed” reservation until it has been both approved by our staff and the Required Initial Payment has been paid. For reservations booked 45 days or more in advance of the rental start date, the Required Initial Payment is one half of the total rental fee; the remaining balance is due 45 days before occupancy. For reservations made within 45 days of the arrival date, the Required Initial Payment is the entire rental fee, security deposit or optional waiver and any additional charges related to your rental. When booked on line, the deposit is charged when the reservation is received; two days are allowed for receipt of an authorized rental agreement if it will be returned by fax, email, or standard mail. We accept payment by Visa, MasterCard, cashier’s check, or personal checks if received at least 45 days prior to arrival.

CANCELLATION POLICY

Peak season lodging is often reserved far in advance. When your booking is confirmed, the property and dates you have selected are no longer available to other potential renters who will then secure a different property. If your reservation is canceled, the feasibility of obtaining an equivalent booking is thereby significantly reduced. Please carefully read the terms of our Cancellation Policy and seriously consider purchasing travel insurance to cover your investment.

In general, any confirmed reservation may be cancelled by the registered guest subject to the following terms and conditions. All guest requests to cancel a reservation must be in writing and sent to a staff member of Vacation Doorways by electronic mail or the United States Postal Service and confirmed received by our staff.

Cancellation of Reservations within Five (5) Days of Booking

Any guest requested cancellation of a confirmed reservation properly sent by the registered guest and received by Vacation Doorways five (5) days or less after the initial date of booking will be refunded in full minus a 5% cancellation fee.

Cancellation of Reservations Requested More Than Forty Five (45) Days in Advance of the Initial Date of Occupancy

Any guest requested cancellation of a confirmed reservation properly sent by the registered guest and received by Vacation Doorways more than forty five (45) days in advance of the initial date of occupancy will be processed as a cancelled booking/reservation and 50% of any monies paid will be refunded. If Vacation Doorways is able to re-book the property for all or part of the confirmed guest arrival and departure dates, any monies received in re-booking the property will be credited toward the total retained guest payments, less a 15% cancellation fee.

Cancellation of Reservations Requested Less Than Forty-Five (45) Days in Advance of the Initial Date of Occupancy

Any guest requested cancellation of a confirmed reservation properly sent by the registered guest and received by Vacation Doorways less than forty-five (45) days in advance of the initial date of occupancy will be processed as a non-refundable cancelled booking/reservation with only pre-paid cleaning fees, pet fees, security deposits or damage waivers (if applicable) refunded. If Vacation Doorways is able to re-book the property for all or part of the confirmed guest arrival and departure dates, any monies received in re-booking the property will be credited toward the total guest payments, less a 15% cancellation fee.

All re-booking refunds will be paid and posted by credit card refund or check following the occurrence of the dates of occupancy that were re-booked.

On rare occasion, a reserved property may become unavailable due to unanticipated conditions beyond our control. We accept no liability for such an occurrence, financial or otherwise, but will make every effort to provide you with equal accommodation at a similar rental rate. If we are unable to do so, or if you do not accept a provided alternative, the unused rental fees and charges will be refunded.

TRAVEL INSURANCE

Because unexpected events can impact your travel plans, we strongly recommend that you protect your vacation investment by purchasing travel insurance. This coverage is offered for your convenience when the rental is being booked. The conditions of coverage are detailed separately in the policy of the insurance carrier and should be thoroughly reviewed prior to purchase.

CHECK-IN

You may check in any time after 4 PM on the date of arrival. Key access, driving directions, emergency contacts, and check-out information is provided either prior to your arrival via e-mail or by download of our welcome application, or upon arrival depending on the location of the home you have reserved. Following check-in, it is essential that you notify us promptly if anything seems amiss at the home. Also, it is important that you review the information contained in the welcome application, or as duplicated in the binder provided in each home; they contain important property details, operating instructions, emergency procedures, and an inventory of contents. DO NOT operate hot tubs, televisions, or electronic devices until you have reviewed the associated instructions. Improper operation may impair performance or reception and result in a chargeable service call.

CHECK-OUT

On your check-out day, the premises must be vacated by 10 AM unless a later check-out has been pre-approved (a charge does apply). If a later check-out has not been pre-approved, a charge of $100 per hour or portion thereof will apply should you fail to vacate on time. Doing so will disrupt our time-limited housekeeping schedule and ability to prepare the home for the next arriving guest. All garbage is to be bagged with recycling separated and placed in a provided tamper-proof can or other designated containment area. Please place dirty dishes in the dishwasher and return any moved furniture to its original location before you leave.

PRICING

Reservations are confirmed at the rates in effect on the date the booking is made. We reserve the right to correct oversights, omissions, and clerical errors. In the event an adjustment of this nature increases the cost of your booking, you will be given the option to accept the revised reservation or terminate it with no penalty.

PROPERTY USE AND RESPONSIBILITY

You become responsible for the security of the rented home or condominium and all of its contents upon check-in, and remain responsible until you vacate and complete the check-out at the conclusion of your stay. The rental property is inspected and its contents inventoried prior to each guest arrival. You are financially responsible for any and all losses or damage due to your occupancy and while in your possession. Your rental home or condo is to be used as a personal vacation rental residence only. You shall not assign or sublet said premises or any part thereof. You agree to abide by all municipal and local rules and regulations and all homeowner association covenants or conditions pertaining to this rental unit. Failure to comply with these rules and regulations shall be cause for our termination of this Agreement and shall include such remedies as the possibility of eviction from the premises.

LIMITED AVAILABILITY OF SERVICES

The property you have booked for rental is located in a geographically remote and rugged location. Certain services such as cable TV and high speed internet experience higher down time in the Islands than on the mainland and typically are slower or of an older model generation (DVR’s, TVs, Routers, etc.). Further, maintenance and repair technician availability to fix those services when down as well as to fix any of the other items in the house (washer/dryer, disposal, refrigerator, stove, oven, etc.) can be unreliable. Vacation Doorways makes every effort to provide you with all the amenities listed in the property description of the property you have booked, but we cannot guarantee the availability of these services and/or the timely response of repair technicians or other maintenance people. In most cases these individuals are not employed by Vacation Doorways and so must be located and contracted with to address any problems. Sometimes they are booked, sometimes they are off island, or sometimes they simply won’t return our efforts at contact. Replacement parts also can take time to arrive. The lack of availability of these services or the delayed ability to contract for the timely repair of these and any other items in the house is not the basis for a refund or a reduction of rent due. All fees, and charges are due and payable as booked.

 

SECURITY DEPOSIT REQUIREMENT

With the exception of short-stay bookings in specific condo/hotel properties, you are required to provide a security deposit that will be retained until our staff has completed an inventory and inspection of the property following your vacating the premises. Should we find the home excessively dirty or note that items are missing or damaged, the cost of additional cleaning hours and/or the cost of repair or replacement of the homeowner’s property will be deducted from your deposit. The remainder of your deposit that is not applied to these expenses will be refunded to you within 10 business days following your departure from the premises, providing all other financial obligations have been met. You remain responsible for, and will be charged for, the cost of any damage, repair, or replacement in excess of the security deposit, including any invoice associated with your occupancy that is subsequently presented. The security deposit is payable by credit card or cashier’s check. A personal check will be accepted if it is received more than 60 days prior to occupancy.

DAMAGE WAIVER

Under certain conditions, we may offer, and you may elect to purchase a non-refundable Damage Waiver rather than provide the security deposit. Doing so eliminates your portion of financial responsibility due to accidental damage or loss to the vacation home up to the amount of the security deposit that is otherwise required.You remain responsible for any damage, repair, or replacement expenses that exceed the amount of the corresponding security deposit that is otherwise required to rent the specific home. The Damage Waiver does not cover damage or loss that is not disclosed. You must immediately notify our staff if anything is amiss when you check-in and arrive at the home to avoid erroneous blame. Prior to, or immediately upon, vacating the home, you must inform our staff of any incident of loss or damage that has occurred during your occupancy. The Damage Waiver does not replace or negate your responsibility for all members of your party as the primary renter. It does not pay for any act of intentional or negligent destruction, pet damage, re-keying, property damage resulting from motorized vehicle or watercraft use, additional cleaning hours if the home is left excessively dirty following your occupancy, or invoices associated with your occupancy that are subsequently presented. The Damage Waiver is offered, administered, and funded solely by San Juan Vacation Ventures and we are solely authorized to determine the nature, extent, and expense associated with any damage. The Damage Waiver is not an option for all homes, is not an option when your booking exceeds 30 days, and is not an option when the booking dates include Memorial Day and 4th of July holidays (it will be removed from your booking and replaced with the applicable Security Deposit). When available, the non-refundable Damage Waiver is automatically included in the booking charges when you reserve a property through the internet. If you prefer to provide the security deposit, please notify our office after your booking is submitted and we will deduct the charge for the Damage Waiver and include the refundable security deposit amount that is otherwise required.

OCCUPANCY LIMITATIONS

By County Code, each rental property has specific occupancy limits and rules of conduct which must be strictly enforced. The number of adults, minors, and pets that will occupy your rental home must be stated at the time of booking. Property lines, privacy, and the quiet enjoyment of neighbors must be respected at all times, with “quiet hours” observed between 9 PM and 7AM each night. Increased occupancy, vehicle traffic, excessive noise, or illegal activity, will result in a $500 penalty fee, eviction, and the forfeiture of all prepaid rents.

PETS

A limited number of properties allow pet stays, subject to specific approval, supplemental daily rent and use restrictions; some dog breeds are excluded. Breeds that are excluded are excluded based on their posing a high risk to people in and around the property as well as other wildlife or domestic animals nearby. The list of excluded breeds (purebred or mixed) is as follows:

  • Pit Bulls
  • Staffordhire Terriers
  • Rottweilers
  • German Shepherds
  • Presa Canarios
  • Chow Chows
  • Doberman Pinschers
  • Akitas
  • Mastiffs
  • Cane Corsos
  • Great Danes
  • Alaska Malamutes
  • Siberian Huskies

The presence of undeclared or unauthorized pets in any home will result in a $500 penalty, as well as possible eviction and forfeiture of pre-paid rents. We do not guarantee that any home is free of pet dander or other pet conditions even when pets are not accepted as the property owner may have pets in the home when they are in residence. The applicable pet rent is not automatically included in the charges when you book on the internet, but the applicable fee will subsequently be added to your booking when your reservation is processed by our staff. You are additionally required to sign and agreed to our Pet Policy. A form will be emailed to you for this purpose when your booking is processed.

HOUSEKEEPING

Each home is thoroughly cleaned between guests. A housekeeping departure clean charge may be included in the rental fee or charged separately depending on the home chosen and your length of stay. If you wish more frequent cleaning, additional housekeeping may be scheduled for an additional charge. Excessively littered and/or dirty conditions at check-out will result in extended housekeeping hours, and will be charged to your security deposit, or if none tendered, to the credit card used to pay for your occupancy. Should it be necessary to clean carpets, remove stains, repaint, repair finishes, or replace furnishings, textiles, or house wares, you will be charged for labor and materials plus a 20% service and handling fee. You are responsible for the proper use and operation of all appliances and fixtures within your rental home and to keep the same in a clean condition. You are responsible for, and will be charged for, any repair or replacement expense that results from failure to comply with these stipulations. You are responsible for, and will be charged for, any elimination of drain blockages caused by improper use of plumbing fixtures.

MAINTENANCE

In the event of equipment malfunction during your stay, Vacation Doorways will expedite repairs as quickly as possible. Please call us as soon as you notice a problem; most issues can be taken care of quickly. No refunds or rental adjustments will be available unless the problem results in a long term issue of major loss of primary necessary service (AC, heat, refrigerator, water, electricity).

NO SMOKING

Smoking on the premises of any vacation rental home is prohibited. If tobacco odor is noted on check out, a $500 penalty charge will apply in addition to additional cleaning and fumigation costs.

STRUCTURAL AND ENVIRONMENTAL PRECAUTIONS

Renters are advised that many homes have, or are in proximity to, structural or environmental circumstances that could pose physical hazards. These may include, but are not limited to, ocean access, tidal extremes, rocky terrain, deep water docks, hot tubs, swimming pools, steep slopes, cliffs, interior and exterior stairways, terraces and decks, slippery conditions, fireplaces, sharp objects, noxious plants, and insects. We request that you ask our reservation department about specific hazards prior to booking. Do not book a home if you believe there may be a condition that poses unusual risk to any member of your party. You hereby release the owner and the rental agency from all personal safety risks and liability associated with the property you rent.

PROPERTY SUITABILITY

Review all property amenities, specifications and unique characteristics, including environmental conditions, to verify that the home you have selected will be suitable prior to booking. Private homes may be constructed with unusual features, limited accessibility, or be sited amidst potentially dangerous conditions. Guests with mobility challenges or those traveling with children are specifically advised to discuss concerns or requirements with our reservation department as you will not be able to change homes upon arrival.

AMENITIES

All homes are furnished with towels, bed linens, and a small supply of paper products and soap. Please review the additional amenities provided in the home you reserve and contact us for additional details or assistance to make your stay more comfortable.

TELEPHONE CALLS

When telephone service is provided, local telephone calls are free. Guests will be charged for long distance calls placed during their occupancy unless free long distance calls are listed as a specific amenity. Be aware that cell phone coverage may not available at all homes.

HOLD OVER

If you cause an unauthorized hold over of your rental unit, you will be charged one and one-half times the daily prorated rent, plus any additional damages incurred including, but not limited to, the cost of alternative housing for an incoming guest displaced by such hold over.

PERSONAL PROPERTY

All personal property you bring to the premises shall be your responsibility and we are not liable for any damage to or loss of such property. We are not responsible for any personal items left in the unit upon vacating and such items can only be returned by shipment at your expense.

NO RIGHT OF STORAGE

No boats, jet skis or other recreational vehicles may be stored on the property at any time. Use of garages is normally not included in individual homes. In condominium units, if garage use is provided, it is limited to parking personal vehicles only and you may be required to share access to the garage. Not all units will provide off street parking. We are not liable for damage to or loss of any vehicles whether stored in parking garages, on the street or in driveways of any units. Many garages, if provided, have a height limit of six feet.

KEY RETURN

If all provided keys are not returned at check-out, concerns for property security make it necessary for us to immediately re-key the home. You will be charged for the cost of this emergency service at the local going rate for this service which varies from time to time. You may be provided a garage door opener. Failure to return the opener will result in a charge of $100. You agree to not duplicate keys provided, or to change locks at any time.

NSF CHECK CHARGE

You will be charged $35 for any checks return by your bank due to Non-Sufficient Funds.

RIGHT OF ACCESS

You will allow the unit Owner, us, or our vendor access to the unit for inspections and/or repairs with a two hour notice. In the event of an emergency we or the unit owner has the right to enter the unit without notice for the purpose of emergency repairs.

WAIVER OF LIABILITY, HOLD HARMLESS AND INDEMNIFICATION

Vacation Doorways and the represented property owners assume no liability for loss, damage, or injury to guests or their personal property. You, your guests, your or their representatives, successors or assigns hereby fully release, discharge and indemnify Vacation Doorways, its employees, agents, officers, directors, shareholders and the property owner from all liability, claims, damages, or causes of action by reason of any injury or other cause, and hold Vacation Doorways and the property owner free and harmless of any claim or suit arising from you or any other guest in connection with the occupancy of the premises. We accept no liability for stoppages of transportation, utility services, inclement weather conditions, or natural disasters that may occur before, after, or during a vacation home rental period, nor can we be responsible for any other conditions beyond our control. These conditions include, but are not limited to, appliance or mechanical failure, cable/satellite TV, loss of Internet access if provided, or any other such event.

VENUE

In any action concerning duties or liabilities of the parties, you agree to venue in the County where your occupancy occurs and the prevailing party will be entitled to recover reasonable attorney fees and costs. Notices are to be delivered to San Juan Vacation Ventures, Inc., P.O. Box 488, Friday Harbor, WA 98250

SEVERABILITY

If any provision of this agreement is held invalid, such invalidity shall not affect the enforceability of any other provision of this agreement.

Vacation Doorways PO Box 488 Friday Harbor, WA 98250 +1 (800) 391-8190 vacationrentals@windermere.com

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