Policies

Policies

We want the Sweetwater experience to be a positive one for all our guests and homeowners alike. Our cabins are furnished, cleaned, and maintained to luxury standards to ensure that you enjoy your vacation to the fullest. The following is a summary of the Terms and Conditions that will be presented for your signature when you book your vacation home with us.

IMPORTANT: 
1.  5 days prior to your arrival you will be sent cabin information including directions and keyless door code.
2.  GPS/Google Maps will not be able to locate the cabin even with the address.  PLEASE print a copy of the cabin information email with the provided directions in order to locate your cabin.  
3.  Check in time is 3:00 pm.  Do not enter cabin early without management approval.
4.  Please read PET POLICY BELOW if you are bringing a pet or plan on bringing a pet. 

CHECK-IN and CHECK-OUT: Plan to arrive at your vacation home at or after 3:00 pm on your arrival date. You’re welcome to stay until 11:00 am on your last day.  Sometimes we can make adjustments to these times, but we must receive your request at least 24 hours ahead of your check-in so we can make the necessary adjustments with our team. If other guests have reserved your cabin right before or after your stay, unfortunately we can’t accommodate any change in our normal times.

Our housekeepers often have to clean multiple homes within a set timeframe. Please respect their schedule and depart by your designated check-out time.

PAYMENTS: A deposit equal to 50% of the full rental amount is required in order to secure a reservation. We accept credit card or e-check payments. Should a payment be returned for insufficient funds or other reason, $25 fee will be added to your balance. The remaining balance is due 30 days prior to your arrival date and will be charged to the payment method on file.

CANCELLATIONS:

If canceled 30 days or more prior to check-in, 100% refund of deposit less the reservation credit card processing fee of $50.

If canceled 14 days or more prior to check-in, 50% refund of deposit. 

We do not refund payments or adjust your reserved dates for weather-related events or other acts of God beyond our control.  

PROHIBITIONS: The following are not allowed on our properties: • Smoking inside any cabin. Any smoke-related abatement efforts or clean-up of cigarette butts in the yard will result in additional cleaning charges. • Additional guests beyond the number listed on your confirmation, without prior written consent. • Vacationing students or individuals under 21 years of age, unless accompanied by an adult guardian or parent or with prior written consent. • Burning candles. • Hazardous materials (except customary cleaning and fertilizing substances), explosives, or illegal drugs. • Parties, events, and gatherings of any kind that result in additional individuals on the property beyond the number listed on your confirmation, without prior written consent.

MAXIMUM OCCUPANCY: Each cabin has a maximum guest number allowed. Your reservation must reflect accurately the number of guests in your party.

MINIMUM STAY: Our cabins may require a minimum stay of two or three nights, depending on the time of year. Longer minimum stays may be required during holiday periods or high season.

NO DAILY MAID SERVICE: Daily maid service is not included in the rental rate.

FALSIFIED RESERVATIONS: Any reservation obtained under false pretense will be subject to forfeiture of advance payment, deposit, and/or rental money, and the guest will not be permitted to check in.

PET POLICY: As pet owners ourselves, we understand how much you love your furry family member(s), however, as a business we also have to be respectful to those guests who are sensitive to or even allergic to our pets.  The pet fee allows housekeeping to perform additional sanitary measures to ensure the next guests enter a clean and 'pet free' environment.  Pet friendly cabins require advance notice and payment of the nonrefundable pet fee.  

Pet owners agree to not leave their dogs unattended while away from the cabin (crating is fine) and keep them off furniture and beds.  Also, we ask that guests clean up any droppings in the yard or surrounding areas upon departure.  Owners are responsible for any damage/repairs resulting from their pets.  Guests who fail to notify management of pets prior to arrival will be assessed a $75 pet fee after guest departure.  Guests who have allowed their pets on the bed and furniture evidenced by excessive hair and/or damage that require dry cleaning or disposal will be charged the following additional amounts:

Dry Cleaning: $50

Disposal of sheets/comforter/mattress pad: $100

INTERNET/ELECTRONICS: We are pleased to offer Wi-Fi connections and cable TV at all our properties for guests to use. However, we are not responsible for any interruption or loss of access, data loss, or distortion. There will be no refund or rent reduction for direct or indirect damages due to service interruption, loss, or poor quality.

Hot Tub: No children under the age of 14 are permitted in hot tubs at any time without adult supervision. When using the hot tub, remember there is a certain health risk associated with this facility. Use at your own risk. Our housekeepers drain, sanitize, refill and replenish chemicals in all tubs prior to your arrival; therefore, it may take some time to reach ideal temperature. DO NOT STAND ON THE HOT TUB COVERS. Hot tub covers are for insulation purposes and are not designed to support a person or persons. They will break and you will be charged a $500 replacement charge. Remember when not using the hot tub, leave cover on so hot tub will stay warm. 

Fireplace: The fireplace is a non-vented propane gas log fired firebox or gas log electrical. Please do not throw any paper or other combustible materials in the fireplace. 

Water and Septic: The cabin is on a well and septic systems. The mineral content in the water is high. During a drought, the well water may have an odor. The septic system is very effective; however, it will clog up if improper material is flushed. DO NOT FLUSH anything other than toilet paper. 

Inclement Weather/Storms Policy:  If there is a storm or inclement weather, no refunds will be given unless: 

The state or local authorities order mandatory evacuations in a "Storm Warning area" and/or
• A "mandatory evacuation order has been given for the Storm Warning" area of residence of a vacationing guest.
• The day that the authorities order a mandatory evacuation order in a "Storm Warning," area, we will refund: Any unused portion of rent from a guest currently registered;
• Any unused portion of rent from a guest that is scheduled to arrive, and wants to shorten the stay, to come in after the Warning is lifted; and
• Any advance rents collected or deposited for a reservation that is scheduled to arrive during the "Warning" period.

SYSTEM FAILURE: In case of failure of a system during your stay, including water, sewer, heating, air conditioning, electrical, mechanical, ventilating, structural systems, major appliances (refrigerator and oven), hot tub, sauna, we shall repair them.  You agree to permit access to the cabin to make repairs.  We do ask for your patience, however, like your own home town, we are at the mercy of the city and local businesses availability and capabilities. 
 
We shall not be liable to you in damages, and NO REBATE OR REFUND will be given for such a temporary failure, provided we are repairing the system or amenity in a reasonable manner after having received notice from you that repairs are needed.  This includes those mentioned above and the following: DVD player and Direct TV. 
 
HOT TUB FAILURE:  Please let us know as soon as possible if the hot tub is not working properly.  Every hot tub is cleaned, sanitized, and in working order prior to guest arrival. However, with 24- hour, year-round usage issues are bound to arise. If the hot tub is not working, please refer to the Troubleshooting Guide provided in the cabin.  This guide will walk you through a reset process which fixes 99% of the problems. Do not try and fix yourself. We have a maintenance staff that can be contacted.  

Check Out Policy: Before your departure we kindly ask that you leave our home in the same condition as when you arrived, and you agree in advance to do the following: 
 
• Make sure all dishes are clean • Remove all personal items from refrigerator and pantry • Bag all trash and place outside in provided trash bin  • Start a load of bath towels • Strip the bed • Turn off fireplaces • Cover hot tub • Close and lock windows • Leave a note of any broken or missing items • Set temperature to 74 in the winter and 70 in the summer • Turn off all lights except kitchen 

Damage Waiver:
Your reservation comes with the option to purchase a nonrefundable damage waiver for $59.   This waiver covers minor damage/loss that may occur during your occupancy.  You remain responsible for any damage, repair, or replacement expenses that exceed $300.

Please note that the Property Protection Plan is not an insurance policy. It does not negate your responsibility for all members of your party as a primary renter, and we expect you to leave the property in appropriate condition.

It does not pay for any of the following:

•Intentional or negligent destruction •Pet-related accidents or damage such as damage to wood floors or carpeting that must be cleaned or replaced •Damage due to smoking •Property damage resulting from motorized vehicle or watercraft use •Hot tub cover damage •Additional cleaning if the home is left excessively dirty •Invoices associated with your rental that may be presented subsequent to your occupancy.

The Property Protection Plan Fee is offered, administered, and funded solely by Sweetwater Cabins, LLC, and it is solely authorized to determine the nature, extent, and expense associated with any damage. The maximum aggregate amount of accidental damage that is covered by this Property Protection Plan Fee is $300.

We administer all waivers of loss or damage and have sole authority to determine the nature and extent of the damages, necessary repairs, and eligibility for the waiver of liability. You must report any theft or damage to the property or its contents prior to check-out. If we don’t hear from you about it by then, the protection plan will be null and void.  We’ll notify you about any excess damage costs in writing within 72 hours. You have the right to disagree with our assessment or explain the damages within 72 hours of notification. Otherwise your credit card will automatically be charged for the loss or damage. Guests who refuse to pay for loss or damage by pursuing a chargeback of their credit card will be subject to all the legal remedies available to Managing Agency, including Small Claims Court (or Superior Court if the damages are within the jurisdiction of the higher court).

By paying your reservation fee, you assume full responsibility for any items found to be missing after your departure from the home, along with any damage due to misuse, negligence, or action on your or your visitors’ part, except in the case of normal wear and tear that you report to us within 24 hours of checking in to the property. 

RELEASE OF LIABILITY; INDEMNITY OF PROPERTY OWNERS AND MANAGERS: Guest hereby specifically acknowledges and agrees that the property owners, managers, and their agents are not and will not be liable to guest or guest’s invitee, co-occupant, agent, or others under a guest’s control or supervision for any injuries, death, damages, and/or losses occasioned by or from the use of the property, or due to any design, mechanical, or construction defects, if any, of the property, or due to any property or service provided or made available by property owners or managers, or for any injury or damage occasioned by water coming into the property from any source whatsoever, or for any damage or injury to persons or property arising from any acts or neglect of the other occupants of, or any other persons in, on, or adjacent to the property or of any adjacent property occupants, of the public, or of property owners or managers.

Guest, on behalf of itself and its invitees, co-occupants, agents, or others under a guest’s control or supervision, expressly waives and releases the property owners and managers from liability for all such claims.

Guest, on behalf of itself and its invitees, co-occupants, agents, or others under guest’s control or supervision, expressly and voluntarily assumes all risk of death, personal injury, or loss of or damage to property, sustained while participating in the performance of the agreement whether or not caused by the negligence of the property owners or managers. 

In the event the property owners, managers, or their agents are made a party to a claim or a suit regarding the property or its use, guest agrees to hold harmless, indemnify, and defend such parties from all claims, liabilities, damages, actions, losses, costs, and expenses (including reasonable attorney’s fees) arising out of such matters.

The parties agree to the terms of this Short Term Rental Agreement

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