Terms and Conditions
GUEST RENTAL AGREEMENT
TERMS AND CONDITIONS
For any questions regarding our Terms and Conditions please call us during regular business hours of 9:00 a.m. to 5:00 p.m.
IMPORTANT INFORMATION: Make sure to give everyone in your group a copy of this agreement so they are informed of rules and information pertaining to this unit you are renting.
RESERVATIONS: All Reservations are subject to Management approval. Online rates are subject to change without notice. Should there be ANY issues with the reservation, you will be contacted within 48 hours.
PAYMENTS: Upon making a reservation, 1/2 of the reservation amount plus the damage insurance is required. Balance is due WITHIN 7 days of your stay and will automatically be charged to your credit card.
APPROVED GUESTS OCCUPANCY AND USE: Guest(s) executing this agreement is/are at least 21 years of age and of sound mind. The premises are for the sole use as a personal vacation residence by Approved Guests. Reserving Guest is responsible for any guests that use the property during the term of this agreement. If there is more than one guest, each one shall be individually and completely responsible for the performance of all obligations under this Agreement, jointly and individually with every other guest. Guest may not exceed Max Occupancy for Property at any time. If the Premises are used, in any way, by more than max allowed guests, 1) Guest and all others may be required to immediately leave the Premises or be removed from the Premises; 2) Guest is in breach of this Agreement; and 3) Guest forfeits its right to return of any monies collected. The maximum number of guests per Property must not exceed the posted capacity on Red Lodge Rental’s website. Over-crowding violates local health codes and fire ordinances, and is considered grounds for IMMEDIATE eviction from the Property, with the Guests’ forfeiture of any and all monies paid. If overnight maximum occupancy for the unit is exceeded during your stay, there is a $250 fee for this infraction.
ARRIVAL AND DEPARTURE: The Guest(s) acknowledges and understands that check-in time is no earlier than 3:00 p.m. and check-out time is no later than 11:00 a.m. We reserve the right to charge $25 for every half hour of late departure. This does not authorize the guest to occupy the unit beyond the check-out time of 11:00 a.m. Keys (if provided as some of our properties have keyless entry) should be left on the kitchen counter upon departure. There is a fee of $25 per lost or unreturned key. Please lock the unit on your way out.
CANCELLATION/REFUND POLICY: Cancellation must be made in writing (email is acceptable). Notice of cancellation 14 days prior to your check-in date entitles you to a refund of your deposit less a $75 rebooking fee. Cancellations made after will forgo any funds paid to date. There are no refunds for early departure. Red Lodge Rentals does not provide refunds due to natural disasters and other unforeseen events typically covered by travel insurance. Covid-19 is no longer seen as an "unforseen event” and therefore no refunds are applicable. Our standard cancellation policy stated herein applies to all guests who wish to cancel due to a Covid related circumstance. We highly encourage all of our guests to purchase Travel Insurance which is available during the booking process on all direct bookings.
CSA DAMAGE PROTECTION INSURANCE: Our properties are inspected before and after each reservation. In lieu of a security deposit Red Lodge Rentals offers a $39 Vacation Rental Damage Protection plan (non-refundable unless trip is cancelled prior) designed to cover unintentional damages to the rental unit during your stay. Damages must be disclosed to management prior to check-out and the proper Claim Form filled out and given to Red Lodge Rentals. If purchased, the policy will pay a maximum benefit of $3,000. If, during your stay at one of our rental properties, an insured person causes any damage to real or personal property of the unit as a result of inadvertent acts or omissions, the Insurer will reimburse the Insured for the cost of repair or replacement of such property up to a maximum benefit of $3,000. Certain terms and conditions apply. Full details of the Vacation Rental Damage covered are contained in the Description of Coverage or Insurance Policy www.vacationrentalinsurance.com/g20vrd. If you have chosen not to purchase the Damage Protection at time of reservation the plan can be purchased up to, and including at, check-in. By submitting payment for this plan, you authorize and request CSA Travel Protection and Insurance Services to pay Red Lodge Rentals any amount payable under the Terms and Conditions of the Vacation Rental Damage. Please contact Red Lodge Rentals directly if you do not wish to participate in this assignment. This policy does not cover travel or cancelation due to unforeseen events. See above for optional CSA Travel Protection.
SECURITY DEPOSIT: Guest must elect either the Vacation Rental Damage Protection for $39.00, or a refundable deposit of $3,000.00 plus $35.00 non-refundable processing fee. The Vacation Rental Damage Protection covers accidental damage up to $3,000.00 that occurs in the property during your stay. If Guest elects the $3,035.00 deposit, the deposit will be charged once the reservation is approved. 45 days following check-out the $3,000.00 deposit will be refunded provided all of the following are true (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., additional cleaning fees, TV/phone charges. An itemized statement outlining all associated costs will be sent via regular or 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.
MALICIOUS DAMAGE: Our properties are inspected before and after each reservation. Above damage protection insurance is coverage for unintentional damage ONLY. Malicious Damage is an intentional violation of these Terms and Conditions and can be treated as a criminal violation and Red Lodge Rentals is authorized to file charges with the appropriate local authority. Examples of malicious damage include occupancy by more persons than authorized, intentional damage to the rental property, theft, excessive cleaning, phone charges, unreturned keys and unlawful activity conducted by the guests.
OPTIONAL CSA SKI & MOUNTAIN TRAVEL PROTECTION: Optional CSA Ski & Mountain Travel Protection has been made available with your reservation. We encourage you to purchase the coverage so that you can be protected if certain unexpected events occur. Percentage is automatically calculated and added at booking. CSA Ski & Mountain Travel Protection reimburses for pre-paid, non-refundable expenses due to certain unforeseeable circumstances that may jeopardize your vacation investment and force you to incur unplanned expenses. Purchase may be made up until final payment is made. You may cancel this policy within 10 days of plan purchase. If declined, you acknowledge you have read and understand our Cancellation/Refund Policy and choose not to purchase Vacation Rental Insurance on behalf of all occupants. For details about coverage call CSA at 866-999-4018.
PERSONAL PROPERTY AND INJURY: 1) Owner Insurance: Guest personal property, including vehicles, are not insured by Owner or, if applicable, HOA, against loss or damage due to fire, theft, vandalism, rain, water, criminal or negligent acts of others, or any other cause. Owner/Management does not insure against personal injury to Guest(s) or licensees due to any reason other than the condition of the Premises. 2) Guest Insurance: Management recommends that Guest carry or obtain insurance to protect Guest(s) and licensees and their personal property from any loss or damage. 3) Indemnity and Hold Harmless: Guest agrees to indemnify, defend and hold harmless Owner and Management from all claims, disputes, litigation, judgments, costs and attorney fees resulting from loss, damage or injury to Guest(s) or licensees or their personal property.
NO PETS: Pets are NOT allowed, including comfort or companion animals. A fee of $250 will be charged for any infraction. If unauthorized pet is discovered on Premises, Guest will be asked to leave without refund as Guest will be in breach of this Agreement.
NON-SMOKING: No smoking is allowed on the Premises. This includes, but is not limited to, cigarettes, e-cigarettes, vaping. A fee of $250 will be charged for any infraction. If smoking does occur on the Premises, 1) Guest is responsible for all damage caused by the smoking including, but not limited to, stains, burns, odors and removal of debris; 2) Guest may be required to immediately leave the Premises, or be removed from the Premises without refund 3) Guest is in breach of this Agreement.
NO PARTIES: None of our rentals may be used for parties, weddings, receptions or large gatherings. Any disruptive events could result in the eviction and forfeiture of entire rental amount.
STRICT NOISE ORDINANCE: No loud noises, music, loud vehicles are allowed between the hours of 10:00 p.m and 7:00 a.m. Additionally, if you are renting a home within the limits of the City of Red Lodge, please be aware that they do enforce their strict noise ordinance requiring quiet time from 10:00pm to 7:00am. Use of premises shall not be such to disturb or offend neighbors or residents. Please refrain from public display of drinking alcohol while on the property. There will be no discharging of firearms of use of firecrackers or fireworks on the property. Red Lodge Rentals has the right to terminate this agreement and to ask the disruptive Guest(s) to IMMEDIATELY vacate the Property with the complete forfeiture of any and all monies paid.
ILLEGAL SUBSTANCES: No illegal substances are allowed in the rental, and minors should not be in possession of alcohol. Violations will result in eviction from the property and no refunds will be issued.
MOBILE SLEEPING UNITS: NO mobile sleeping units (i.e. travel trailers, motor homes, tents and/or other RV’s etc.) may be used at the Property for any purposes whatsoever, other than transportation to and from the Property. No plugging into the property’s electric and no dumping allowed.
PROPERTY: Guest rents, for vacation purposes only, the furnished real property and improvements described. Guest(s) acknowledges and understands that he (she) is a licensee of the Owner and not a tenant; and that he (she) is not acquiring any interest in the property. It is understood that each unit is privately owned including the furnishings, with Red Lodge Rentals acting solely as Agent for the Owner. Red Lodge Rentals is not liable for any damages or accidental injury during occupancy by the guest. Information regarding individual units is believed accurate but cannot be guaranteed. Guest(s) inspection of the premises is encouraged.
CONDITION OF PREMISE: Guest shall, on arrival, examine the Premises, all furniture, furnishings, appliances, fixtures and landscaping, if any, and shall immediately report, in writing, if any are not in operating condition or are in disrepair. Report repairs does not give Guest the right to cancel this Agreement or receive a refund of any payments made.
PARKING: During winter, snow removal from the driveway is provided automatically. But during severe storms, please be patient with the drivers as they are doing all they can to keep up with accumulation. If you are parking on the street, be sure to park the correct direction as the flow of traffic (you can be ticketed if in violation).
AMENITIES: Although your vacation home is self-catering, we provide INITIAL complimentary items which include the following: a package of coffee, several tea bags, one roll of paper towel, toilet paper in each bathroom, dishwasher tabs, laundry detergent, garbage bags, shampoo/conditioner and soaps in each bathroom. Linens, towels, pots and pans are all provided. Additional supplies needed beyond the complimentary package are the responsibility of the guest. In downtown Red Lodge you will find, but not limited to, the Beartooth Market grocery, Moon Lake Market, Babcock & Miles, Family Dollar, 24 hour Town Pump, Red Lodge True Value and Red Lodge Drug for your convenience to replenish items needed and to pick up items for your personal needs. Red Lodge also has coffee shops, hair and nail salons and a variety of other boutique shops for items you may require.
CLEANING: Premises will be delivered to Guest in a professionally cleaned condition. Guest(s) shall leave premises in fairly clean, undamaged condition. If unit is not left in suitable condition, Guest understands that Agent reserves the right to charge guest for any repairs or excessive cleaning. Upon arrival report any and all damages observed to Red Lodge Rentals.
SYSTEM(S) FAILURES: In the event the rental unit sustains a failure of a system, Red Lodge Rentals reserves the right to offer alternative accommodations without legal or monetary ramifications to Red Lodge Rentals. Unforeseen complications that might arise are, including but not limited to water, sewer, septic, electrical, gas, plumbing, mechanical, appliances, heat pump, ventilating, hot tub or other system or structural system, an emergency, acts of God, adverse weather conditions, sale of the property, etc. Guest(s) understands that Red Lodge Rentals does everything possible to keep all mechanical amenities in working order. There is no monetary compensation or refunds of any kind for amenities that have mechanical or other failure during a Guest(s) stay.
ENTRY: Management and Managements representatives and agents have the right to enter the Premises, at any time 1) for the purpose of making necessary or agreed repairs, alterations, improvements, for maintenance or to supply necessary or agreed services; 2) to verify that Guest has complied with the terms of this Agreement; or 3) in case of emergency.
TV/CABLE/SATELLITE/INTERNET: No refund shall be given for number of devices, outages, content, or lack of content or personal preferences with regard to cable/internet/satellite service. Services are provided as a convenience only, and are not integral to this agreement. No refund shall be given for outages, content, lack of content, speed, access problems, lack of knowledge of use or personal preferences with regard to service.
AIR CONDITIONING/HEATING: Most rentals are NOT equipped with air conditioning. If so equipped, and if not regulated otherwise, Guest agrees that air conditioning shall not be set below 72 degrees and heat shall not be set above 78 degrees and that the fan setting shall be “Auto.” Doors and windows shall be closed when either heat or air conditioning is in operation. There are NO refunds for lack of air conditioning equipment.
WEATHER/MOTHER NATURE: Red Lodge Rentals cannot be held responsible for circumstances beyond our control. This includes excessive noise from construction or public/private events, wildfire/smoke, weather related interruptions, road closures, lack of snow, frozen pipes, interruption of services and utilities or unexpected appliance breakdown.
EMERGENCY: Please call 911. For other needs and concerns refer to contact sheet located in your vacation rental binder. There are exit maps in each bedroom and by each exit. Please familiarize yourself and other members of your group with exit locations and location of fire extinguishers.
LOST AND FOUND: Red Lodge Rentals and/or the property owner is not responsible for personal property that is left behind, damaged or stolen during your stay. Upon checking out please make a thorough exam of each room, including under the beds and behind doors to make sure you have not forgotten anything. Every attempt will be made to locate any forgotten items but Red Lodge Rentals makes no guarantee that they will be found and if found, will not be held liable for condition of said items. If you know you have left something behind please contact our office to let us know and we will attempt to locate the item. All found items will be entered into the computer system that is in place. You will automatically receive an email stating that we have found an item and then you are to instruct us as to whether or not you would like it returned. If you would like it returned you will then be asked to pay for the item. We will then receive those instructions and mail your item back to you. Any items not claimed for longer than 30 days may be donated or disposed of.
INSTRUCTIONS AND WARNINGS FOR USING THE HOT TUB
THE USE OF THE HOT TUB BY ANY MEMBER OF THE RENTAL GROUP, INCLUDING VISITORS, IS ENTIRELY AT THEIR OWN RISK.
You will be totally responsible if there is an accident, drowning or medical condition during your stay.
• The Hot Tub is provided for your use and the water has been treated to ensure it is correctly balanced. The hot tub will be checked on the day you check in and will be checked daily during your stay. Hot tubs pose similar risks to swimming pools, as well as having their own dangers. Here are some hot tub safety rules that everyone should be aware of before using the tub.
• Any emergency visit by a hot tub technician that requires draining and refilling the hot tub during your stay due to your negligence or abuse will result in a $150 fee.
• In the winter months, be careful because snow and ice could be around hot tub and you could slip and fall causing injury.
• The tub is to be used responsibly and is not to be used as a substitute wading pool by children. Allowing children to jump or dive into the water is not permitted under any circumstances. Children must not use the spa unsupervised at any time.
• Please do not touch the settings on the hot tub. Only push the jets on or off or to a higher setting.
• Only clean swimwear may be worn in the tub as the chemicals in the water will remove the colored dyes found in ordinary clothing, causing them to leach into the water and turn it cloudy.
• Please shower before using the tub to remove make-up, sun-screen, insect repellent or any other oil-based products.
• It is recommended that you have someone in the hot tub with you. If you choose to ignore this advice and elect to use the tub alone, make sure a responsible person inside the home is aware that you are in the tub and how long you have been in.
• Do not use the hot tub if you have a medical condition without discussing it with your doctor first; your doctor may advise you about specific temperature settings, how long it is safe to stay in, and any warning signs that you may be in trouble. Do not use a hot tub if you are taking any medication that makes you drowsy or affects your circulation; if necessary, check with your doctor. Pregnant women and the elderly should also consult their doctor before using a hot tub.
• Do not use the hot tub if you are under the influence of alcohol or drugs as your judgment will be impaired and you could become unconscious and drown.
• Be aware of the amount of time you have been in the tub. Soaking in the warm water can raise your body temperature to dangerous levels. 15-minutes in water no warmer than 104 degrees Fahrenheit is considered safe; if you want to use the tub for a longer period, take a break. Soaking in the warm water can dehydrate you, which could lead to nausea, dizziness, or fainting. Take breaks from the hot tub and drink water before getting back in.
• Please use plastic or tin glasses if taking a drink into the tub. Do not take beer bottles near the spa
• No smoking is permitted in or around the tub.
• If you splash water out of the hot tub it will cause the hot tub to not heat. Please fill the hot tub back up before retiring. If there is no hose use a clean garbage can located inside the home.
• People with cuts or external infections should not use the tub.
• Be sure to check the temperature of the water before you enter the tub.
• Be sure to replace the cover as instructed on the tub whenever the tub is not in use
• If there is a same-day turnaround on the unit you are renting, please note that your hot tub may not be hot at your 3:00 p.m. check-in time. Check-out is at 11:00 and check-in at 3:00 - it takes 6-8 hours for the hot tub to get hot again after draining and refilling it after a guest leaves.
• If there is a medical emergency, please call 911.
• Overuse or abuse will also cause the tub water to turn cloudy and smelly and will render the tub unusable. If this occurs Red Lodge Rentals is to be notified immediately as the tub will almost certainly have to be emptied and refilled, which will deny you the use of the tub for at least 24-hours. Any abuse of the tub will result in a charge on your damage deposit. Red Lodge Rentals takes no responsibility for skin conditions that may arise from using the spa when the water is cloudy or smelling unpleasant.