Vacation Rental Log Home on Orcas Island

Rental Policies

Reservations

Deposit: A 20% deposit is required at time of booking; the balance is due 60 days prior to arrival. Sorry, no courtesy holds are permitted please read through the rental polices carefully before placing a reservation by telephone or when booking a reservation on line. Once a booking confirmation email has been sent the reservation is considered to be a confirmed reservation and the terms of the cancellation policy will be enforce. Failure to return a signed rental agreement will not waive the terms of the cancellation policy as once a reservation has been submitted the dates on the calendar are immediately blocked with the inability for anyone else to reserve the property.

Reservation Changes: No deletions to a confirmed reservation will be allowed. Guest can make additions to the reservation up until two weeks prior to arrival. No charge for up to (2) reservation changes, a $20.00 reservation change fee will be applied on the third change or after the final confirmation details have been sent.

Reservation Cancellations: No refund of previously paid deposits will be allowed, unless the reserved property can be re-booked for the same reservation period and price. We will make every effort to rebook and will refund prepaid deposit amounts, which will be based upon any alternative revenue received, less a 20% cancellation fee of the total rental rate. Any such refunds will only be made once we have actually received the replacement reservation. Security deposits are fully refundable. We HIGHLY RECOMMEND THAT GUESTS PURCHASE TRIP INSURANCE.

Storm and Road Conditions: No refunds will be given for storms or formidable weather. Mountain roads can be curvy and steep and often dangerous in snowy or icy conditions. Roads in and out of the island are well maintained but guests should not count on snow plowing on neighborhood streets. We highly recommend four wheel drive or chains during the winter months and trip insurance be considered for Christmas Holiday visits.

Reservation Refunds: No refunds issued due to weather, airline, road conditions, ferry schedules, power, gas, electrical, pest and insects, appliances, televisions, internet outages or failure of any of the electronic equipment in the home to work properly. Guest is advised that additional persons, beyond the specified guest list, will result in the forfeiture of the security deposit and that it will result in early termination of your rental period, without refund or rental fees and that renter will be held liable for payment of the higher rental rate.

Security Deposit $250.00: All rentals regardless of stay duration require a $250.00 security deposit. This deposit is fully refundable within seven (7) days following the end of your rental period if paid by check, deposits paid by credit card will be held and released the day of departure if the premises are left undamaged and all inventory intact and all financial obligations met. Guest(s) is responsible for any and all damages caused during their stay including damages caused by others in their party and/or their guests. A portion of this security deposit will be used for excess cleaning at $30.00 per hour and/or trash removal at $25.00 per hour plus the dump fee, if the property is left excessively dirty or littered.

Occupancy

Occupancy Compliance: Renter must be in compliance with the occupancy requirements of our vacation rental permit, insurer and local fire ordinances therefore the guest list must be accurate at all times. Maximum occupancy is 10 people. Primary occupant must be age 25 or older, our caretaker may request to see a copy of a valid driver's license for verification purposes. To insure accuracy of the guest list please be advised that we reserve the right to conduct unannounced visits to the property to assure accuracy. Occupancy by additional persons, beyond the specified maximum, will result in the forfeiture of your security deposit and/or early termination of your rental period, without refund or rental fees paid. Renter must understand that this property is intended to be used only by the maximum specified number of persons specified in this rental agreement. Please be respectful of property lines and boundaries between our rental home and our neighbors, and that you must observe "quiet hours" between 9PM & 7AM each day of your visit. The home is to be used for lodging only, no special occasion parties or weddings allowed. Live Bands or Disc Jockeys are strictly prohibited. Rates are based on double occupancy per bedroom.

Sleeping Capacity: All guest(s) staying on the premises must pay for sleeping accommodations either by ordering a bedroom or sofa bed. We do not allow guests to bring sleeping bags, air mattresses or guests to sleep on the top of the sofas. We reserve the right to cancel reservations if sleeping accommodations are not adequate for the number of occupants listed on the reservation guest list.

Visitors: No Visitors will be permitted at any time. The home and grounds are not to be used as a family gatherings site or for special occasion parties, or dinner parties, where visitors are coming from other rentals, hotels or Inns on the island No Trespassing signs are posted that say "only approved guests are allowed on the premises". Approved Guests are the names of the individuals that are shown on the rental agreement occupancy list.

Base Rent and Fees

Rental Rates: Our rates are based on bedrooms each bedroom is double occupancy. This is not a shared house rate bedrooms not ordered are closed off the rest of the home is open for full use. Bedrooms and sofa beds not ordered are locked so it is important that guests place orders accurately.  

Application Fee: A one-time charge of a $35.00 fee is charged to renters that have not stayed with us before. We require that new renters provide us with a copy for their Driver's License to insure that the person that is named on the rental agreement is accurate and meets our age requirement. The fee also covers our time to verify references or to confirm you are a vacation renter is good standing.

Accidental Damage Insurance: A charge of $50.00, which is the minimum level of insurance required. Guests are covered up to $500.00 (US Dollars) in accidental damage insurance. Your Security Deposit is used first before the Accidental Damage Insurance kicks in. Any damage exceeding the amount of $500.00 (US Dollars) will be the responsibility of the renter listed as the primary renter in rental agreement.

Cleaning Fee: All rentals will contain a quick clean which is included in the rate

Excess Fees: In the event that there’s excessive cleaning fees the rate of $30.00 per hour per housekeeper. This amount will be deducted automatically from the security deposit.

Check-In Procedures

Check-In Time: Check-in is 5:00PM and guest(s) should not arrive until the property is ready for occupancy. No exceptions including luggage drop-off without prior written authorization. Guest(s) that have paid for early 'Check-in' will find the times of their confirmed reservation adjusted to reflect the updated times on the rental agreement. Every effort is made to have the premises ready for guest occupancy at check-in time, but we cannot guarantee the exact time of occupancy with back-to-back reservations.

Check-in Instructions: Upon arrival guest(s) are advised to perform a walk-through inspection and review the inspection report and known issues list. Please notify us immediately of any inconsistency between the report and your findings. Failure to complete this action may unintentionally hold you liable for damage that occurred before your arrival. Upon your departure a subsequent inspection report will be prepared. Guest(s) are solely responsible for any and all damage that has occurred between the two reports. Please be advised that this is not negotiable after the fact and the damage security deposit will be charged. For minor accidents please complete the "Oops We Broke Something" form and leave the broken item so that we can remove it from inventory and arrange for a replacement.

Early Check-In: Check-In Option of $50.00 per hr. is only available when we do not have back to back bookings.

Directions and Code: Prior to arrival guest designated in the Agreement, will receive detailed driving directions, and access codes for your visit for keyless entry systems for the property. Caretaker contact information will also be provided should renter need assistance during the visit.

Parking: The home has a parking limitation of a maximum of four cars. The turnaround space down by the garage has limited parking so we recommend that a maximum of two cars in this area and additional cars park on the upper end of the driveway. No motor homes, campers or 5th wheel trailers are allowed. No parking is allowed on the lane or blocking of the driveway due to fire marshal rules and regulations. The speed limit is 10 MPH and any guest that is found to be traveling over the speed limit will be banned from use of the road and will need to find other accommodations for parking said vehicle(s). Renter agrees that use of the road by renter or renters guests will be at their own risk and that owner and homeowners association will not be liable for any damage to vehicles or risk of injury traveling on the road or use of the owners driveway during the stay.

Inspection Report: The house is inspected before and after every guest visit. Upon arrival guest is advised to review the known issues list and notify the caretaker of any inconsistency between the report and your findings. Failure to complete this action may unintentionally hold you liable for damage that occurred before your arrival. Upon your departure a subsequent inspection report will be prepared. Renter is solely responsible for any and all damage that has occurred between the two reports.

Inventory: The furnishings provided are inventoried upon arrival and departure. The kitchen has been labeled with the location of every item along with a complete inventory list in the guest service book. We ask that guests please return items back to the labeled location for ease in taking inventory at departure.

Supplies:A complete set of towels are provided for each guest (Bath, Hand and wash cloth). Baby amenity kit includes; baby wash and lotion, hooded towel baby dinnerware and flatware.  We provide a beginning supply of paper goods; (2 rolls of toilet paper in each bathroom a roll of paper towels, 1 bottle of amenity bath soap and shampoo for each guest. We also provide laundry detergent, dish washing soap and kitchen trash bags. The kitchen has basic spices and herbs, salt and pepper, sugar, coffee and tea. We provide propane for the BBQ which has been hooked up to our main propane tank; guests will need to turn the value on and if not in use will automatically shut off in 30 minutes.

Check-Out Procedures

Check-Out Time: Check-out is 10:00AM. No exceptions including luggage storage without prior written authorization. This policy is strictly enforced to provide housekeeper adequate time to prepare the property for the next guests arrival. Guest(s) that have paid for late "Check-out" will find the times of their confirmed reservation adjusted to reflect the change in times on the rental agreement. Guests who have not departed the property by 10:00AM shall incur a fee equal to the rental rate for one night.

Check-Out Instructions: Guests are asked to place everything back as found. Everything in the kitchen has been labeled and photos can be found in the guest service book to help guide you. Please leave all inventories intact including leaving bedding and sheets in the rooms they were originally located. This will assist us in taking inventory after your departure.

Late-Check Out:Late Checkout option is $50.00 per hour, however is only available when we do not have back to back bookings.

Departure Check List

1.  The Kitchen is to be left the way guests found it when they arrived, counter tops are to be wiped and left clean, all dishes, pots and pans washed and put away or left clean in the dishwasher (we provide granite, glass and stainless steel cleaner; a clean sponge and paper towels to assist you with your departure clean up).

2.  The Refrigerator is to be left clean, does not have unpleasant smells and should be free of Guest(s) food.

3.  The inside of the oven, oven racks and range top surfaces are to be left clean. We have wrapped the oven rack in foil to help with clean up. (If using the self cleaning feature please be sure to remove oven racks and aluminum foil).

4.  Gas grill and Smoker is to be left clean, brush down BBQ grill grates and place cover back on grill.

5.  We no longer require guests to strip the sheets off the beds. Please put the beds back the way you found them upon arrival with bedding left flat on top of the beds and pillows in the same location for inventory check

6.  Towels and linens are inventoried before and after each stay. Towels are to be placed in the laundry baskets located inside the closets, any time searching for towels will be billed as an excess fee.

7.  Hot Tub towels and robes that have been borrowed please launder and return them to the shelf you found them on.

8.  Take all garbage from the kitchen and bathrooms to the outside garbage receptacles that have been allotted for your stay.

9.  Insure that all remote controllers are placed back where you found them. Controller templates can be found in each room showing guests where each controller belongs.

10.  Set the thermostat at 65 degrees during winter months (please do not turn propane stove heaters off as the pipes can freeze).

11. Turn off all lights and fans, pull down all window shades along the deck area, insure that all doors are locked and secured.

Garbage and Trash: It's extremely important that garbage and trash be disposed of properly so you do not attract wild animals. Guests will find seven garbage cans labeled with the seven days of the week along with recycling containers. Recycling containers are located inside the home in the kitchen area along with a trash compactor located next to the sink. Instructions for recycling are located in the guest service area. All boxes should be broken down and stored between the garbage cans as boxes have a tendency to use up valuable garbage space. All trash must be in kitchen garbage bags, removed from the house and disposed of prior to departure. Guests will be charged an excess trash fee of $30.00/hr. plus dump fees, which is defined as anything that will not fit in the garbage cans that are allotted for your specific night stay. For example, if you arrive on Friday night and depart on Sunday morning you are allotted the can for Friday and Saturday but not Sunday as this can is allotted to the guest checking in on Sunday. Excess fees will apply to trash that is disposed of loose not in kitchen trash bags. Excess charges do not apply to the recycle containers. (shellfish garbage refer to shellfish policy)

Care and Maintenance: Property should be left neat and in order (same condition it was in when Guest(s) arrived. Although this is not a requirement, we would greatly appreciate if guest(s) would remove their shoes upon entry. This helps keep the home clean during your stay as well as for future guest(s). PROPERTY clean, sanitary, and free from objectionable odors inside and out and in good order and conditions and shall not mar or deface walls, woodwork, or any part of the PROPERTY. Report items needing repair to our caretaker, Notify us of any malfunctions in any part of the heating, air-conditioning, ventilation or electrical systems.

Misc. Policies

Fire Danger: Due to the extremely dry temperatures during summer months and distance from the fire department to this location; NO Fire pits, Fireworks or Smoking is permitted on the premises.

Hot TubThe maximum number of people the hot tub can accommodate is 5 people. Showering with soap and water is required before use as showering helps to remove any lotions, deodorants, creams and/or common skin bacteria which will reduce the effectiveness of the sanitizing chemicals used to disinfect the hot tub water. The hot tub is professionally cleaned and maintained. No jumping or diving, never use glass near or in the Hot Tub, Always use caution when entering and exiting the hot tub. Surrounding patio/deck may be slippery and dangerous when wet. Do not add anything to the water including foaming bubbles, chemicals, soaps, bath oils, etc. If these items are used in the hot tub, an additional cleaning fee will be assessed. Elderly persons and pregnant women should consult a physician before using the Hot Tub. Children must be supervised by an adult at all times. Do not enter the Hot Tub if the temperature is over 104 degree Fahrenheit. Limit your soak time to 15 minutes and cool off before re-entry. Anyone with diabetes, heart disease, high or low blood pressure or any serious illness should consult a physician before entering the Hot Tub. Please do not sit or lie down on the Hot Tub cover, Turn off the high jets after use. When the hot tub is not in use, the cover must be reinstalled in the proper position and secured, especially if there are any children in the vicinity. Hot tub covers are easily damaged. Guest(s) agree(s) to inspect the hot tub cover for any damage upon arrival and report any problems to the owners immediately. Please do not turn off or unplug the hot tub. This can interfere with filtering and maintaining the cleanliness and temperature of the unit. Guest(s) agrees to leave the hot tub in the same condition it was received. If cleaning and /or repairs are required due to negligence or abuse, guest(s) will be required to pay for the cleaning and/or repairs. Vacation Holdings, LLC and its owners and caretaker accepts no responsibility for the use of this hot tub by any guest(s).   

Shellfish:  Shellfish odors (crab, oysters etc.) are extremely difficult to remove from inside the house therefore, no storing or cooking of shellfish is allowed inside the home. We provide the following items for storing and preparation outside the home, ice chest and a cooler which includes 110 volt adapter for storing shellfish longer than 6-8 hours. A large crab pot which include internal steamer and faucet for draining liquids, high-pressure outdoor gas cooker that is hooked up to a propane tank. Instructions for disposal of shellfish: Guests will find a small 5 gallon metal trash can with a locking lid next to the crab pot station. Shellfish garbage is to be double bagged and limited to what will fit inside the 5 gallon metal container. Any excess shellfish garbage will need to be taken to the transfer station by the renter. The metal trash can lid is to be closed and secured tightly to insure shellfish parts or juices do not leak out . Place the metal seafood garbage container inside the last garbage can allotted for your stay in the garbage containment area. Failure to follow this seafood policy will result in forfeiture of entire security deposit.

Spa Towels and Robes: Spa towels, Robes and Spa Slippers are available for guests; we just ask that if spa towels are borrowed that they be laundered before departure and placed back on the spa towel shelf.

Smoking: This is a non-smoking home. If it is found that any member of the rental party, or guest(s) of the rental party, has smoked inside the home, on the porches or decks, your security deposit will be forfeited. Smoking is only allowed in the graveled parking areas.

Pets: No pets are allowed on the property at any time without prior permission and pet shown as approved on the rental agreement.

Lost and Found: Guests are reminded to allow enough time before departure to insure that belongings are not left behind as costs associated with return of belongings can be quite expensive. Due to concerns with belongings lost in shipment or damaged in transit we cannot accept the liability for guest’s belongings. Therefore, guest is asked to contact a local UPS store in your area and arrange for UPS to pick up your belongings. We will require packaging to be sent to us ahead of time along with the return label. The fee for our caretaker’s time to package and arrange for the shipment is $30.00 per hour. Before belongings can be shipped back a disclaimer is required that states that Headland House caretaker will not be responsible for loss or damage. Scheduling the return or picking up of the belongings cannot take place until the next turn day as our policy is not to disturb guests.

Complaints: All representations made by owner/ owner’s representative with respect to Timber Lodge are complete and accurate to the best of their knowledge and made in good faith. Owner/ owner’s representative is not responsible for issues outside of their control such as the failure of the water supply, gas, electricity, heating, television, satellite service, Internet service, appliances, hot tub, BBQ, entertainment equipment, etc., though they will endeavor to arrange for any such problems to be corrected as soon as practical. If you have any such problem during a rental period, you must notify owner/ owner’s representative immediately so that we can try and remedy the problem.

Addendums

Television & Sound Systems: The home theater room projection television and sound system electronics in the house are extremely sensitive. Guest(s) are asked to read the instructions for operating the television system controller carefully before pushing any buttons. Television Controllers are labeled for each room and should not be removed. No game system of any kind is allowed to be hooked up unless a parent is present. Guest(s) are asked not to remove any wires from the back of the system or to remove batteries from the controller unit as this could cause the system not to operate properly. If resetting of the television system is required the cost is $100.00 per visit which will be deducted from the security deposit. Searching for missing controllers billed at $50.00/hr. The television systems are checked before and after departure to insure everything is working properly for your stay with us. No refunds will be offered if any of the electronic equipment does not operate properly.

Fireplace:  The wood burning fireplace is not available for use.

Bike Liability Waiver & Damage Addendum: The following terms apply to the use of any complementary bicycles and related biking equipment provided:
1. The person responsible for renting and (who executes the Rental Agreement (hereinafter "Operator") assumes complete liability for the care of and use of any complementary bicycles provided during their stay, and assumes full liability and responsibility for ensuring adherence to the rules and safety information provided herein.
2. Operator authorizes charges to the security deposit credit card or checking account on file for any damages, costs or liability resulting from or arising out of the use of the bicycle consistent with the terms of this waiver and agreement. The Accidental Damage Insurance does NOT cover damage to bicycles, whether accidental or otherwise.
3. Operator expressly acknowledges and agrees that operating a bicycle involves the risk of serious bodily injury or death, and/or property damage and hereby assumes such risk knowingly and voluntarily.
4. In consideration of being permitted to ride the bicycles provided, Operator does for themselves, their guests, their heirs, executors, administrators and assigns, hereby release and forever discharge Vacation Holdings, LLC, agents, caretakers and assigns, as well as the Owners of the rental property and their assigns, from any and every claim, demand, action or right or action of whatever kind or nature, either in law or in equity, arising from or by reason of any bodily injury or personal injuries, known or unknown, death or property damage resulting, or to result, from any accident that may occur and any activities in the operation of the bicycles whether by negligence or otherwise that result in injury or damage.
5. Operator also hereby indemnifies and holds harmless Vacation Holdings, LLC, its owners, agents, employees and assigns, as well as the Owners of the rental property and their assigns, from and against any claims or suits made or filed by anyone who rides the bicycles provided to Operator through this Rental Agreement.
6. Rules of the road apply when bicycles are being ridden. Guests will obey all local, state and federal regulations regarding the operation of this equipment on public traffic ways, parking lots, and in public areas, including but not limited to:

a. A bicycle rider or passenger (including a child who is riding in a trailer or semitrailer attached to a bicycle) who is under 16 years of age must wear a bicycle helmet that is properly fitted and is fastened securely upon the passenger’s head. We provide free helmets for the number of adult and children’s bicycles provided.
b. Children under 4 years of age, or who weigh 40 pounds or less, must be in a seat or carrier that is designed to carry a child of that age or size and that secures and protects the child from the moving parts of the bicycle.
c. A bicycle rider may not allow a passenger to remain in a child seat or carrier on a bicycle when the rider is not in immediate control of the bicycle.
d. Please always ride in the lane marked for bicycle use if one is available.
e. Because the bicycles provided are not equipped with the statutorily required lighting sufficient to allow riding in the dark, no riding between sunset and sunrise is permitted.
7. Parent and guardians are responsible for ensuring that your minor children are in compliance with these safety guidelines.
8. Operator agrees to properly secure the bicycles at all times to avoid theft, damage or unauthorized use. This includes ensuring that all bikes are locked and properly secured when they are ridden to another location. Every bike has a lock.. If bikes are left unsecured in any location and stolen or misplaced during your stay, your credit card or checking account on file will be charged for the replacement cost of the bike.
9. Operator agrees that the bicycles will only be left at his/her rental property overnight and not at any other locations.
With your electronic signature to this Rental Agreement and its incorporated Addenda, you consent that you have read, understand, and agree to this Bike Liability Waiver and Damage Addendum. You are also stating that you, your family, your guests, or anyone that utilizes the bicycles from your reserved rental property has read, understands, and agrees to this Addendum and holds both Vacation Holdings, LLC and the owner of the rental property you are staying in completely harmless and free of any and all liability that may arise from use of the bicycles.


Please Remove Your Shoes:  We as that guests remove their shoes. This helps to keep the lodge cleaner during your stay as the entire grounds are all dirt paths.