Policies and Procedures
RESERVATIONS
You must be 21 years of age to book a cabin with Wolf Mountain Rentals. NO HOUSE
PARTIES. All cabins, homes and condos are NON-SMOKING. And will result in a fine
up to $1,000. Rates are subject to change at any time. Reservations require a 2-night
minimum. A deposit of the first night’s rent of your stay is due at the time of booking.
Reservations must be and may only be held with a valid Visa, MC or Discover. The
remaining balance is automatically deducted from your card upon arrival. No portion of
the deposit is held in escrow. Guest hereby authorize Agent to charge any expenses
related to repairs, extra cleaning, or theft/vandalism of any property from the unit to the
guest’s credit card on file. Property will be replaced a current retail value plus a $35
service fee. An inspection of the unit is taken before check in and after check out. Upon
arrival to your unit, please inspect the unit and report any problems within 1 hour.
ADDITIONAL CHARGES
Please be aware that there is a $25 processing fee included for every reservation.
For reservations that booked a home with a wood-burning fireplace there will be a $10
per day charge or $50 per week.
If you are staying in a 1 bedroom condo for 1 night there will be a $60 surcharge for the
less than 2 night minimum.
TELEPHONE RESTRICTIONS
The majority of rental units have restrictions on telephones that allow unlimited local
usage but not long distance calls. Some guests are unable to get cell phone reception in
mountainous areas. Most guests make long distance calls using a calling card or credit
card. There will be a $10 charge per long distance call in addition to the phone company
charges.
PET FEES
There is a non-refundable $75+tax per pet fee. Pets are only allowed in pet friendly
rentals. The fee does not cover any damages to the unit or excess clean up in the form of
carpet cleaning services. If your pet sheds excessively, leaves fleas behind or damages
the property you will be responsible for the cost of cleaning, spraying and repair or
replacement. It is recommended that pets left alone be crated. If a pet is found in a nonpet friendly unit a fine of up to $1,000 will be charged to the guest and the guest will be
escorted from the property immediately. All monies paid by guest will be forfeited.
CHECK IN/ OUT
If your credit card is declined and we cannot contact you, your reservation may be
canceled and all monies forfeited. CHECK IN IS AT 3:00PM. Please refrain from trying
to check in before 3:00PM. We make every effort to have homes available by 3:00PM.
Do understand delays may happen; no refunds will be given for these delays. We suggest,
if possible, arrive before dark. If you arrive after 5:00PM we are not responsible if you
are unable to find your rental. A $25 service fee is charged if we escort you to your
rental property after hours. If you will be arriving after hours please notify the rental
office to arrange pick up of map and key. CHECK OUT IS AT 10:00AM. Please
remember to return your key to the rental office, if your key is not returned there
will be a $10 charge. You will be billed $25 per half hour if not vacated by 10AM. Any
guest not vacated by 12:00PM (Noon) will be charge and extra day. Occasionally, if done
the day before departure, you can make arrangements for a later check out for a
MODEST ADDITIONAL COST. Upon Check out guests understand and agree to
perform the following before vacating: Place all dirty dishes in dishwasher and start the
machine or wash by hand. A minimum of $50 is charged for excessive cleaning. Turn
thermostats to 55. Place all trash in bags and take to proper disposal site. Secure hot tub
lids, LOCK ALL DOORS AND WINDOWS. Wolf Mountain Rentals will not be
responsible for any items left in rental units.
CANCELATIONS/ RESERVATION CHANGES
We have a $50+tax processing fee for all changes and cancelations. A full refund will be
given minus the fee if cancelation is within 30 days prior to arrival. NO REFUND will be
given and all monies will be forfeited if canceled. All changes must be made within 14
days prior to arrival. HOLIDAYS REQUIRE A 30 DAY NOTICE FOR CHANGE OF
DATE. There will be no refund if reservation is canceled. In the event a unit is sold or
becomes unavailable Wolf Mountain Rentals reserves the right to change rental
units without notice and liability. We will make every effort to make your new
accommodation comparable but it is not guaranteed. No shows will forfeit any monies
paid.
REFUNDS
Wolf Mountain Rentals is only a property management company. All rental units are
privately owned. Unfortunately, we cannot refund any monies or relocate guest due to
any of the following: TV, DVD, VCR, gas log fireplace, jetted tub, hot tub, pool table,
gaming systems, small appliances, etc. Not working or malfunctioning. No refunds will
be given for acts of God, loss of electricity, water, air conditioning or cable/satellite
outages. Refunds will not by given for ANY reason after check in. Your unit is
inspected prior to arrival to ensure that all equipment is in good working order. In the
event of mechanical failure, we will make every effort to have all reported malfunctions
corrected as promptly as possible during regular business hours. No refunds will be given
due to early departure; this includes departures due to inclement weather.
INSECTS
Welcome to the Blue Ridge Mountains! Our rental units are neighbors to the National
Park. Your vacation home is treated once a month for insects. Most of our rental units are
in wooded, mountainous environment and we cannot guarantee them to be free of pests,
bugs, or animals. We do not give refunds for pests, bugs or animals. Should it arise we
will take appropriate measures to correct the problem. You may want to bring wasp spray
during spring/summer months.
MAINTAINENCE
As in any home appliances, hot tubs, A/C, heating units, TV, fireplaces, etc. may
malfunction on occasion. Please report any malfunction immediately, as outlined above
inspect and report within 1 hour after arrival. We do not give refunds for any
malfunction. To change cabins a service fee and housekeeping fee will be required. We
will make every effort to correct any problems as soon as possible, within regular
business hours.
DRIVING CONDITIONS
Mountain roads can be rough to navigate any time of the year. We do not guarantee any
road surface conditions. Most roads in our area are well maintained, however some are
very curvy and steep. Some are gravel. In the fall, winter and early spring months it is
not uncommon to have hazardous road conditions. It is strongly suggested that all guest
during these seasons have a 4-wheel drive or chains. No refunds will be given due to
inability to get to a cabin due to road conditions including ice and snow. You are
responsible for your transportation. We cannot provide transportation nor are we
responsible for any towing charges you may incur during your stay.
HOUSEKEEPING/TRASH PICK UP
Your vacation rental was thoroughly cleaned and inspected prior to arrival. Please call
our office immediately to report any housekeeping issues. We will correct the problem as
soon as possible. No refunds will be given. Please see attached instruction for trash
disposal. If you leave excessive trash you will be charged.
HOT TUBS
Please consult a physician if you have any questions or concerns regarding the use of hot
tubs. Hot tubs are drained and cleaned between each guests stay. Hot tubs have bromine
tablets in them. We are not responsible for any jewelry or clothing damage if worn in the
hot tub. A shower should be taken before entering and after exiting the hot tub, per
guidelines from the Madison County Health Department. If any items such as soap,
bath products, food, alcohol, etc. are found in the hot tub the guest will be charged $150.
Any damage to the hot tub cover will result in a $400 fine. The covers are inspected upon
each departure. We are not responsible for community pools.
FIREPLACES
Homes with wood burning fireplaces will be charged and additional $10 per day or $50
per week for wood when your reservation is October-April. Fireplaces with gas logs have
had the logs arranged per the safety instructions given from the manufacturer and
installer. Do not rearrange the gas logs for any reason or a maintenance fee will be
incurred.
WHAT WE SUPPLY
Wolf Mountain Rentals provides: 1 roll of paper towels, 1 roll of tissue per bathroom, 2
small soaps per bath, 2 trash bags per can. Once you have depleted these items it is
YOUR responsibility to purchase additional items needed. All bed linens, towels,
kitchenware, and utensils are inventoried after departure. Please be sure to bring your
own laundry detergent, as we do not provide linen service. You will also want to bring all
toiletries, shampoo, dish soap, coffee & filters, charcoal for grill and hair dryer.
FURNITURE
Place all furniture in the arrangement in which you found it. Do not disconnect any cables
or plugs from any equipment. All units are privately owned, cable, Internet and phone
services vary. Check rental amenities list.
SERVICE CALLS
Our maintenance staff is here to assist and provide timely service. Emergencies take
precedence of other issues. If a maintenance issue is determined to be the fault of a guest
the said guest agrees to pay for the repair service. Example, the A/C unit freezes due to
guest adjusting the thermostat too low.
ACCOMODATIONS
All vacation rentals are individually owned; Wolf Mountain Realty has no ownership
interest. Each property reflects the taste of each owner. We are not responsible for any
changes in furniture or amenities from the owner. All guests understand they are solely
responsible for property damage, accident, death, injury to any person(s), or loss
sustained by any person; loss including money jewelry, and other items of personal
property, arising out of or in any way relating to guest use of the premises. All guests
shall inspect and be familiar with the proper use and application of all items in their
vacation rental prior to using them. The guest agrees to indemnify and hold Wolf
Mountain Realty/ Rentals and the homeowners harmless for any and all claims, including
those of third parties, arising out of or in any way related to a guests use of the premises
or the items of personal property provided therein. All guest assume the risk of injury,
death, or other loos related to the any recreational activities or use of the premises.
I,
have read and understand the policies and procedures of Wolf Mountain Realty. I accept
these provisions for my occupancy of a rental unit. Further, I and my party indemnify
Wolf Mountain Realty/Rentals for any matters or claims arising from my rental. I certify
that I am at least 21 years of age and that I will be held responsible for the care of the
property being used under my name. I accept full responsibility of damages or extra
cleaning charges incurred during or those discovered after departure. I authorize these
charges to be debited from my credit card that Wolf Mountain Realty has on file.
Signature
Date: