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304-258-5300

64 South Green Street
Berkeley Springs, WV 25411
304-258-5300 Office
1-866-717-0884 FAX

Visa and MasterCard Accepted
   

Berkeley Springs Cottage Rentals

Please read through our policies, and if you are making a reservation, click confirm to verify that you have read the agreement. Cabin Rental Policies/Agreement Between Guest(s) and Berkeley Springs Cottage Rentals (BSCR), Agents for property owners.

  1. DEPOSIT PAYMENT – A 50% deposit is required to hold the reservation. Cash and checks must be received within 7 days of making reservation and/or 14 days prior to check in date. A valid credit card is required to hold the reservation. Up to 2 credit cards total will be accepted per reservation to include both deposit and final payments for a total of no more then 2 separate charges on credit cards.
  2. FINAL PAYMENT - Final payment is due on the day of check-in. Guest agrees to authorize BSCR to automatically charge original credit card for the final payment. Guests may contact BSCR no later than 7 days prior to reservation date to make alternate final payment arrangements including: using a credit card different from the card used to make the deposit or to make a cash payment arrangement for the exact amount on the day of check in: cash, money order or cashiers check. Changes to payment options, reservation dates, or cabins made within 7 days of check-in date will be assessed a $25 service charge.
  3. PAYMENT BY CHECK - Checks will not be accepted for final payment on the day of check-in. Checks must be received 14 business days prior to check in date for final payment. If guest fails to make final cash payment during office hours on the day of check-in, guest credit card will automatically be charged for the remaining balance.
  4. OBTAINING PROPERTY KEYS - Our company offers a Self Check-In, meaning that guest (s) may choose to go directly to rental property without stopping at our office. BSCR sends a confirmation by email that includes directions from your starting point to the cabin. These directions are the best available, and make full use of our extensive knowledge of surrounding environs. There will be a lock box at the cabin and the confirmation email has the lock box code and instructions on how to get the key out of the lock box. PLEASE ENSURE that all guests in your party have directions to the cabin & the lock box combination to get the key or have them contact BSCR prior to the day of check-in. Office hours: 9:00 am – 5:00 pm Monday – Friday, 9:00 am – 3:00 pm Saturday & 9:00 am - 3:00 pm Sunday; please call for holiday hours.
  5. TRESPASSING - Do not enter cabins prior to check-in date. Due to insurance and liability issues guest may not preview properties. All guests found at properties prior to date of check-in will be prosecuted to the full extent of the law.
  6. CHECK-OUT TIME IS 12:00 NOON - Failure to depart the cabin on schedule may delay cleaning services resulting in additional charges of $25 per hour until 4:00 pm. Any departures after 4:00 pm will be charged an additional night stay.
  7. DAMAGE TO PROPERTY - Premises are to be left in reasonably clean, undamaged condition. Barbeque grills must be left clean after use and all dishes must be washed &/or ran through dishwasher. Additional charges may be assessed to cover repairs, special cleaning, scratches, marks, scuffs, dents, blemishes, and/or any other specific marks on any surface on the property.  In addition, Guest is held financially responsible for any/all damages that occurred during their stay, and with acceptance of this Rental Agreement authorize BSCR and or Agent(s) to charge credit card on file for said damages.
  8. INDEMNIFICATION AND HOLD HARMLESS – Guest(s) shall assume sole responsibility for themselves and for every member or guest of their party, as follows:

                A.         Guest(s) shall be solely responsible for any property damage, accident or injury to any person or loss sustained by any person arising out of or in any way related to Guest(s) use of the premises, amenities, facilities or equipment located on premises. Guest agrees to release, indemnify and hold harmless Berkeley Springs Cottage Rentals and owner from and against all liability for injury to the person of the Guest, to any member of his party resulting from any cause whatsoever. This indemnification specifically includes, but is not limited to, use of any fireplace, BBQ, fire pit, swimming pool, hot tub, sauna, hiking trail, or boat, canoe, raft, tubes or other recreational equipment of any kind or nature that is available on the premises.

                B.         Guest(s) shall be solely responsible for any property damage, accident or injury to any person or loss sustained by any person arising out of or in any way related to Guest(s) use of community property, amenities, facilities or equipment located in the private community where the premises are located. Guest agrees to release, indemnify and hold harmless Berkeley Springs Cottage Rentals, owner and the community association from and against all liability for injury to the person of the Guest, to any member of his party resulting from any cause whatsoever.  This indemnification specifically includes, but is not limited to, use of any clubhouse, picnic area, tot lot/playground, park, open space, hiking trail, bike path, swimming pool, pond, lake, river/lake access, beach, dock, tennis court, basketball court, or any other amenity, facility, equipment or other community property of any kind or nature. 

  9. USE OF COMMUNITY PROPERTY – The private community in which the rented premises are located may offer amenities and facilities for use by residents, which amenities and facilities are owned, maintained and controlled solely by the community association.  These may include, but are not necessarily limited to a clubhouse, picnic area, tot lot/playground, park, open space, hiking trail, bike path, swimming pool, pond, lake, river/lake access, beach, dock, tennis court, basketball court, and other areas or facilities.  Use of community property by Guest(s) and any member or guest of their party must conform to the rules of the community, which are provided as an addendum hereto where applicable.  Guest(s), for themselves and for any member or guest of their party, acknowledge that community property is available solely on a “use at your own risk” basis, and that the user of community property shall at all times remain solely responsible for his/her own safety.
  10. THEFT – Guest will not remove any items from property. If guest has been found to have stolen an item or items from property, BSCR will seek monetary reimbursement and prosecute to the full extent of the law.
  11. TRASH REMOVAL – All trash must be bagged in trash bags and placed in outdoor containers prior to departure. For properties located in The Woods Resort Area, trash must be taken to the community dumpster. Absolutely NO HOT COALS in the trash from the charcoal grill. Failure to properly bag and/or remove garbage from cabin will result in assessment of additional charges not to exceed $50.00.
  12. NUMBER OF GUEST(S) - Rental is limited to stated number in the party. An additional charge of $25/guest/night plus applicable taxes will be assessed for extra persons. Unreported extra guests will result in all guests immediately vacating the property without refund.
  13. NUMBER OF VEHICLES - The amount of vehicles permitted at the property is limited to the number of bedrooms. Properties located in the Coolfont Mountainside permit a maximum of 4 vehicles per driveway. Additional guest or vehicles are not authorized.
  14. GROUP RENTALS - Due to weight issues on decks and landings, possible septic and well issues, etc guests may NOT reserve multiple properties and all convene at one rental unit. Guest must make other arrangements for group meetings and meals.
  15. NUMBER OF PET(S) - Rental is limited to the stated number of pet(s) in the party. Additional pets found to be on the premises will result in assessment of $25/day/pet fees. Guest who bring unreported pets on the premises, particularly to non-pet friendly cabins, will be charged a fee of $200.00 to cover cleaning and chemical treatment of the property.
  16. PET POLICY - Pets are not permitted in hot tub. Guest(s) agree to pay not less than $100 cleaning fee if pet gets into the hot tub. Pets must be completely housebroken, well behaved, and pest free. Guest(s) agree to bring pets crate, pets' bedding, blankets, kennel and scooper. All pets that are left unattended in the cottage must be tethered outside or crated if your pet is uncomfortable or stressed by a new environment or being left alone. Guest(s) agree to pay for damages that occur to deck areas due to tie out mechanisms; scoop yard and place pet residue in trash bag in trash bin before departing cottage; not allow your pets on the furniture; and pay for any damages or extra cleaning due to pet owner negligence. Guests(s) that have a dog that sheds agree to bring a vacuum cleaner and clean up after your pet. Guests will be charged for any damages or extra cleaning due to pet owner negligence.
  17. AGES OF GUEST(S) / FALSE PRETENSES - Reservations for our properties may only be made by adults 25 years of age or older. The reservation holder is welcome to include other guests under the age of 25, with the understanding that as the paying customer, they are obligated for any damages caused by the guests under the age of 25. For Safety and Legal reasons, please verify that the total number in your party is declared and accurate when you make your reservation and that that number falls below or equal to the total allowed at that property. Violation of this provision constitutes a rental under False Pretenses and is in violation of this Agreement/Contract. Guest(s) will be asked to vacate premises immediately without refund.
  18. OWNER'S CLOSET - Rental units have a locked private Owner's Closet that is not part of the Guest(s) rental and Guest(s) agree(s) not to disturb same.
  19. ACTS OF GOD - Agent(s) are not responsible for Acts of God, fire, strikes, war, road maintenance, and inclement weather.
  20. REPAIRS & SERVICE CALLS - Agent(s) can not guarantee against mechanical failures and Guest agrees to immediately notify Agent(s) of defective or non-working units. Every effort to repair or replace defective units quickly and efficiently will be made. No refunds will be given for failure of mechanical units. Service calls resulting from neglect or misuse of the Guest shall be the Guest’s financial responsibility. If guest does not notify Agent(s) regarding non-working items, BSCR is not responsible after the fact for any interruption, early departure, or shortening of stay; nor discomfort or inconvenience caused by failure to notify Agent(s) of issue. There are absolutely no refunds or discounts if management is not notified of any issue during your stay.
  21. THEFT - Guest will not remove any items from property. If guest has been found to have stolen, removed, or sold an item or items from property, BSCR will seek monetary reimbursement and prosecute to the full extent of the law.
  22. RIGHT OF ENTRY - Agent reserves the right to enter property to investigate disturbances, check occupancy, check damages, and make repairs if Agent(s) find(s) it necessary. Agent will attempt to notify guest when service/repair entry is to take place.
  23. GAS LOG FIREPLACES - No other item besides gas logs will be burned in gas log fireplaces. Guest(s) who burn other materials agree to pay $100 cleaning fee plus damages.
  24. WOOD BURNING FIREPLACES, WOOD BURNING STOVES AND PELLET STOVES - Wood burning fireplaces, stoves and pellet stoves are seasonal and Agent(s) will provide wood from Oct 1 through May 14. Fires will not be left unattended at any time, guest(s) is PROHIBITED from operating wood burning fireplaces, wood burning stove or pellet stove during windy or dry conditions and guest(s) agrees to only put a maximum of 2 to 3 logs in the device to prevent overfilling.  Other items (charcoal, accelerants, etc.) will not be burned in wood log fireplaces. You are responsible for monitoring fireplaces, wood burning stoves and pellet stoves.  Your fire needs to burn down before departing the cabin.  Never pour water into the fireplace, woodstove or pellet stove, it will crack the device, ruin the unit and you will be financially responsible for repairs and/or replacement.  Guest (s) are responsible for identifying where the fire extinguisher is located at the property.  Do not use fireplace devices if you do not have good judgment.  Guest(s) agree(s) to pay not less than $100 if any items other than wood logs are burned in fireplace. Although firewood is provided for a minimal charge, BSCR prefers that excessive burning does not take place. If Agent(s) deem that a quantity of wood was burned that excessively exceeds the standard amount of wood burned during a stay, then Guest may be held responsible for replacement of said wood. Wood Supply is checked just prior to every arrival. Fires at no time are permitted to be left unattended. During windy conditions downdrafts can occur, ensure fires are never left unattended. NOTE: All guests staying in properties with a fireplace or wood stove between October 1st and May 14th will be charged a $20.00 Firewood Fee to cover costs associated with wood usage.
  25. CAMP FIRE RING – Guest(s) are responsible for monitoring any camp fires and ensuring the fire is completely extinguished and NEVER left unattended.   Guest(s) agrees to NEVER leave any fire UNATTENDED!   Before using camp fire ring guest(s) agrees to identify where the water source and fire extinguisher are located at the property. Use of camp fire ring is STRICTLY PROHIBITED during WINDY or DRY conditions. Firewood is not provided for properties with outdoor camp fire rings. No camp fire ring shall be constructed on properties that don’t have them, and no outdoor fires of any kind shall be permitted outside of existing fire pits or at properties that do not have fire pits. If Guest(s) add a camp fire ring to a property that does not currently have one they will be in violation of this Contract/Agreement, required to vacate the premises without refund and pay charges not to exceed $50.00 to dismantle the fire pit. All fires made at our properties that do allow camp fires must be kept small - no more than 3 logs - at all times. Guests that violate this rule will be assessed a fee of no less than $75.00 to cover excessive burning of firewood. No glass, trash, or any other debris should be left in fire ring. A fee of no less than $50.00 will be assessed to cover clean up fees if there is any debris other than wood in the camp fire ring.

    STATE LAW for outdoor burns states that no fires are allowed before 4 PM, and all campfires must be out by 7 AM.


  26. HOT TUBS - Guest(s) will ensure water level of hot tub remains above the jets and not bring or add any objects or chemicals to the hot tubs including but not limited to glass items, beer cans, wine bottles, suntan lotion, exotic creams, toys, etc. Guest(s) agrees to pay not less than $100 if hot tub has been compromised/soiled in such a manner that results in cleaning services being delayed, and/or all repair costs if negligently damaged.
  27. FURNISHING/FURNITURE - All furnishings/furniture in the cabin are in place as the owners wish them and Guest(s) agrees to pay not less than $100 if furniture is rearranged. Damages to flooring/walls from furniture will be charged as seen fit.
  28. LONG DISTANCE TELEPHONE CALLS – Renters are responsible for bringing a calling card for long distance calls. If charges appear on Phone Records at end of month, Guest is held responsible for any/all calls made during their stay. Some cabins offer local phone service.
  29. NON-SMOKING. Smoking is permitted on outdoor decks only, and cigarette and cigar butts must be properly and safely disposed of. Guest(s) agrees to pay no less than $350 for odor abatement if they smoke in the cabin.
  30. HOUSE PARTIES - EXCESSIVE SPEEDING – DISTRUPTIVE BEHAVIOR - FIREARMS – FIREWORKS – ATV’s. Occupancy and use of premises shall not disturb or offend neighbors or residents. House parties, keg parties, excessive speeding, excessive noise and/or disruptive behavior, discharging of Firearms, BB, Pellet or Paintball Guns, or Fireworks, etc. will result in guest vacating the property immediately without refund. Absolutely no ATV’s are permitted on any property, and if ATV use occurs Guest will vacate the property without refund.
  31. ALCOHOLIC BEVERAGES/ILLEGAL DRUGS. Consumption of alcoholic beverages in rental units is limited to persons of legal age. Illegal drug use is strictly prohibited and will result in termination of the contract, and dismissal of the guest without refund.
  32. BEAR - DEER - INSECTS. Bear, Deer, Turkey, Ladybugs, Carpenter Bees, Wasps, Bobcats, Ticks, Ants, Coyotes, Stinkbugs, etc. may be encountered in the mountains. There is no refund for the presence of typical mountain creatures.
  33. LEASH LAWS. Guest(s) agrees to be in full control of their pets at all times and takes full responsibility for their pet's well being.
  34. KEY RETURN - Guest(s) is/are responsible to secure the property key inside the lock box before departure. Guest(s) will be charged for the costs of re-keying or replacing the lock and/or lock box.
  35. CANCELLATION POLICY. In the unfortunate circumstance of having to cancel your reservation, cancellation charges are as follows:
      A) 10% Cancellation Fee of the total cost for all cancellations made 7 or more days in advance of your check-in date.
      B) 20% Cancellation Fee of the total cost for all cancellations 48 hours to 7 days in advance of your check-in date.
      C) 1 night stay fee, or 30% (whichever is greater) applies to any cancellation made within 48 hours of the date of check-in.
    Sorry, no refunds or discounts for early departures.
  36. LAST MINUTE RESERVATION CHANGES. In the unfortunate event that you must change your reservation dates within 24 hours of your check-in time, we will apply a cancellation fee of a 1 night stay fee, or 30% (whichever is greater), in addition to the $25.00 fee for moving a reservation within 48 hours of your check-in date.
  37. RESCHEDULING POLICY. One time courtesy rescheduling of reservations for no additional fee is offered if reservation is rescheduled 48 hours or more prior to check in date. Any additional changes or changes made within 48 hours of the check in date will incur a $25 processing fee per change plus applicable taxes.
  38. SNOW EMERGENCY PROCEDURES. This is a mountainous area, and during inclement weather 4 wheel drive vehicles are recommended for remotely located properties. The state of West Virginia does an excellent job of keeping the main roads open during inclement weather events. If accumulation is deemed significant enough to warrant plowing, BSCR privately contracts snow removal personnel to plow driveways after snow has stopped falling. During winter snowstorms, we recommend that renters remain in place at our properties. Remaining in place allows BSCR to offer flexible discounted or free extended check-outs. Please assist us in being patient, allowing the storm to pass, and please make sure it is safe to travel on the roadways before you depart our properties. We want you, your family, and your vehicle to have a safe transit.
  39. BBQ GRILLS. Guest(s) are responsible for monitoring the grill and guest(s) agrees to NEVER leave the grill UNATTENDED while it is in operation or cooling down after operation.  Guest(s) are STRICTLY PROHBITED from using BBQ grills during windy or dry conditions!  Before using BBQ Grill guest(s) agrees to identify where water source and fire extinguisher are located at the property.  Charcoal is not permitted to be used in propane grills. Agent makes every effort to ensure that propane is provided during your stay for properties with propane grills. Charcoal and lighter fluid are not provided during your stay. If guest(s) clean the grill, guest(s) agrees that after removing ashes from grill, guest(s) will completely saturate with water even if guest(s) used the grill the day prior and guest(s) does not think the ashes are warm.  Guest(s) agrees to never bag ashes and will not place ashes in wooden trash container in order to prevent fires!
  40. VIOLATION OF AGREEMENT/CONTRACT. Agent(s) reserves the right to remove renter without refund if any of the above agreed upon items are not met. All renters must sign and read this form in order to have a valid reservation.
  41. Vacation Rental Damage Protection Plan

    This Vacation Rental Damage plan covers unintentional damages to the rental unit interior that occur during your stay, provided they are disclosed to management prior to check-out. The policy will pay a maximum benefit of $3000. Any damages that exceed $3000 will be charged to the credit card on file. If you damage the real or personal property assigned to your rental accommodation during the trip, the Insurer will reimburse the cost of repair or replacement of the property, up to $3000. Certain terms and conditions apply.  Full details of the Vacation Rental Damage coverage are contained in the Description of Coverage or Insurance Policy  (www.vacationrentalinsurance.com/g20vrd ).  The Vacation Rental Damage 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 directly Berkeley Springs Cottage Rentals any amount payable under the terms and conditions of the Vacation Rental Damage.  Please contact Berkeley Springs Cottage Rentals directly if you do not wish to participate in this plan or assignment. 


Enter Renting Guest's Name:
Your Email:

Check In Date: // Departure Date: //

Agreement Submission Date: 10/18/2017

Cottage Name:

Please enter your driver's license number. This is REQUIRED. :

  1. Enter total number of guests in your group: . Rental is limited to stated number in your group and maximum number permitted.
  2. The amount of vehicles permitted at the property is limited to the number of bedrooms unless renting a property in the Coolfont Mountainside Association (CMA). CMA properties limit a maximum of 4 vehicles per property. Additional guest or vehicles are not authorized.
  3. If bringing a pet, I agree to remove pet residue from the yard and pet hair from the cabin.
  4. I understand check in time is 3:00 pm or any time after and check out time is 12:00 noon.
  5. I have received the email confirmation with the directions and lock box information. I am aware I need to follow the directions provided in the email and GPS is not always accurate in the surrounding Berkeley Springs Area.
  6. I understand to prevent lock outs, I need to utilize the lock box and return the key to the lock box before checking out.
  7. I will bag all my trash to include any recyclables. I understand garbage service only removes bagged garbage.
  8. I will not place glass bottles or trash in the camp fire ring.
  9. I understand that if I burn an excessive amount of wood, I may be charged an additional wood fee.

If you are signing this as part of a reservation, please fill out this information and click CONFIRM below.