We invite you to relax and enjoy our beautiful Blue Ridge Mountains. The following information will help you prepare for and plan your vacation. Please read the following RENTAL POLICIES regarding your reservation.
You, our guest, are responsible for knowing and following these rules. Please take the time to read all of the following guidelines before checking in. We also suggest you bring a copy on your trip, as it might answer many of the questions you might have before, during, and even after your visit with us. This document is very detailed because we wanted to give you as much information as to what to expect. There will be a formal rental agreement to sign after you make your reservation.
In accordance with the North Carolina Vacation Rental Act, each guest of High Mountain Cabin Rentals will receive a Vacation Rental Agreement for their review and signature. Please take the time to read the entire policy below and the Rental Agreement which will be emailed, faxed or mailed to you once you book a reservation. Your acceptance of the rental agreement means acceptance to all the items in this policy, in addition to the terms of the Rental Agreement. We will be happy to answer any questions you may have!
All these situations have come up in the past and that is why we felt you might have similar questions.
RESPECT OUR OWNER'S PROPERTIES: Our rental units are individually owned by people just like you. We ask that you treat their property just as you would your own and leave no damage. If you for any reason have to move the rental home's furniture, please make sure that it is placed back in the original arrangement. If moving furniture, please be careful not to scratch the floors or furniture. All our cabins are "non-smoking" cabins, except you may smoke outside. Please do not move items from one cabin to another cabin that you are renting. The same owner may NOT own both cabins.
CHECK-IN: We offer a self check in service. You will be emailed the directions and access code to your rental 5 days prior to arrival. Check-in time is 4:00 PM or later. This is when your stay officially begins. While we will make every effort to have your cabin ready on time, there could be a slight delay during PEAK SEASON or BACK TO BACK; your patience is greatly appreciated. Early check in may be available for a nominal $50 fee with management approval. However, IF there is a back to back, you will not be able to check in no earlier than 4:00 pm and the $50 will be refunded back to you.
From the time of your arrival, you have two hours to inspect your rental unit. Please make sure everything is to your satisfaction. If you find any conditions you need to report as unsatisfactory or damaged, do so at that time. After the first two hours, it is assumed that you are accepting the property and there will be no refunds or adjustments made to your bill for any reason. If it's late when you arrive, you have till 10:00 am the next day to contact us (via email, cell phone, or office phone).
CHECK-OUT: Check-out time is 11:00 AM or sooner (10:00 AM for rentals with 4 or more bedrooms). Late departures could result in your being charged for another day's stay or a minimum fine of $50. This is because our cleaning and hot tub servicing teams will have to make another trip out to your cabin because you did not leave on time if prior arrangements haven't been made. Late check out may be available for a nominal $50 fee with management approval. However, IF there is a back to back, you will not be able to check out no later than 11:00 am and the $50 fee will be refunded back to you.
NO refunds will be given for early departures (such as should you find it necessary to leave earlier than your reserved departure date), for any reason, including weather and/or road conditions. If you are traveling during the winter months, we advise that you keep a check on the weather conditions. If we foresee a problem, we will attempt to contact you at the phone numbers you have provided or email you. We recommend that you purchase the "Travel Insurance" which we offer you to cover this.
Refunds: ***NO REFUNDS will be made for breakdown or malfunction of appliances (stoves, microwaves, refrigerators, televisions, VCRs/DVD players, cable/Satellite, game systems); air conditioners; heaters; fireplaces; fire pits; whirlpool tubs; hot tubs; the presence of insects; critters or wildlife; acts of God; inclement weather; location of rental; loss of electrical power; water; cable; or other utilities; or the conditions of roadways/driveways leading to the rental unit. NO REFUNDS will be made after you check-in and/or take possession of the key code for any reason. IF you experience any cleaning issues, be sure to contact management immediately so we can remedy the issue. IF we don't hear anything from you during your stay, we assume everything is good and you are satisfied and accept any issues with your rental. Once you check out, there will be NO REFUNDS or rate adjustments AFTER you check out, no exceptions.
RESERVATIONS: Reservations may be made by calling our toll-free line at 866-931-6210, local number 336-846-1785, in person at our Jefferson office or online at www.HighMountainCabinRentals.com through our secure site. We accept Visa, MasterCard, Discover, and AMEX cash, check (30 days in advance of arrival), or money orders. We do require your 1st payment on a valid credit card for 50% of the total amount.
RATES: Rates and amenities on this website are subject to change without notice. Rates quoted are for up to the maximum number the house sleeps. Rates vary according to the season and holiday, thereby assuring vacationers the best rate possible. All rates are subject to state and local tax which will vary by county (6.75%-12.75%).
PAYMENT: A signed rental agreement and approx. 50% of the total is required upon booking with a valid credit card. Balance of payment is due 30 days prior to arrival.
MINIMUM STAYS: A two-night minimum is required for most homes. Holidays and the month of October may require three nights or more. Some homes are only rented by the week during select holidays.
HOUSE PARTIES: Absolutely no house parties or unsupervised large student groups are allowed. We reserve the right to refuse service to anyone, at our discretion. Young people must be accompanied by a parent or legal guardian. We do not rent to anyone under age 25 and this policy is strictly enforced. If a party is discovered to be taking place in any of our rental units, the entire group will be required to leave. No refunds will be given. If a guest DOES have a party, that guest will be charged for ANY and ALL damages discovered and the same will be reported to the local police department. This is considered fraud and is prosecutable as "defrauding an innkeeper" in the state of NC, § 14-110.
LOCK BOX POLICY: A key is provided to your rental unit in a lock box (unless your rental unit has an electronic lock in the door). It is important that you leave the key in the lock box at all times. Should an emergency arise, it is imperative that the property be accessible. If you take the key home with you or misplace it there will be a $25.00 charge for replacement. If you get yourself locked out, you will be charged a fee (minimum $25.00 for a service call, $75 for calls after 9:00 pm) by the maintenance person for coming to your rescue.
CLEANING SERVICES: We charge a cleaning fee for a full cleaning at the end of your stay. Prior to departure, you are expected to tidy up the home, put the dirty dishes (do NOT place pots/pans or sharp knives in dishwasher) in the dishwasher with detergent and start cycle, leave the sheets on the bed, put dirty bath towels on the floor in the bathroom, you can leave NO MORE than 2 bags of 13 gallon size trash bags and leave it in the kitchen area, make certain all lights are off, windows are closed and secure, turn heat to 60 degrees in the winter and turn the AC to 75 in the summer, search the home for anything you may have left behind, replace key back in lock box (if applicable) and have a safe trip home! Cleaning fees vary depending on the size of the home. Do not leave bagged trash outside at any time. There is a fee of $5/bag for any bag over 2 bags of trash. For more details about our cleaning services/fees, please contact our office.
CABIN SUPPLIES: Each rental unit is provided with a complimentary STARTER supply of bed linens, towels, wash clothes, bath soap, toilet tissue, paper towels, trash bags, dish washing liquid and dishwasher detergent. We do not provide extras at our office after your check-in. If you need extra supplies during your stay, please bring them with you or pick them up at one of the several grocery stores close by for your convenience.
We do a full-clean on each cabin after each stay. If you need clean towels during your stay, please wash them separately (do not mix with bed linens) if your cabin has a washer and dryer. Bed linens are only changed at check out. WE DO NOT PROVIDE DAILY MAID SERVICE.
Every rental unit will have heating and/or air-conditioning (not every unit has AC), stove, refrigerator, microwave, toaster, coffeemaker, dishes, flatware, glassware, utensils, pots and pans, color television, smoke alarms, fire extinguishers, towels, pillows, bed linens, washcloths, bedspreads, quilts or blankets. Most have irons and ironing boards, but not ALL. If you need anything that is not in the cabin, we will try to accommodate your requests.
The guest should supply their own charcoal for the grill, fire starters or kindling (in-season only), extra blankets if more than one per bed is desired, aluminum foil, plastic wrap, laundry detergent, COFFEE and all your food. Many guests bring beach towels for hot tub use. Again, most of these things can be picked up at the local grocery stores or the Wal-Mart store.
Each homeowner decorates differently so we cannot promise that each cabin will have the same amenities. Some owners decorate for the holidays and some don't. Some have internet and/or hot tubs, and some don't. Please call and ask us if you have questions.
Our properties are all individually owned. We make suggestions to owners on what each cabin should have, but we do not require (within reason) certain amenities. Bed sizes, cabin descriptions, names of cabins, amenities provided, etc. are subject to change without notice. We try to have the latest furnishings in our pictures online, but sometimes owners do change out sofas, beds, etc.
WE RESERVE THE RIGHT TO TRANSFER YOUR STAY TO ANOTHER CABIN IF PROBLEMS ARISE WITH THE CABIN YOU HAVE CHOSEN. WE WILL MAKE EVERY EFFORT TO NEVER HAVE TO DO THIS! We want to honor your wishes whenever possible.
CANCELLATIONS: If you find you must cancel, please do so immediately, IN WRITTING/EMAIL. If canceled MORE than 45 days prior to arrival, you will receive a refund minus $100 cancellation fee via a check in the mail. If canceled LESS than 45 days prior to arrival, the advance rent payment will NOT be refunded, unless the property is re-rented for the same time period. If the cabin re-books, the tenant will receive the advance rent payment less $100 cancellation. If tenant fails to arrive by 11:00 a.m. on the day following the scheduled arrival day, they forfeit any advance rental payment. Failure to pay unpaid balance forfeits all advance payment and reservation rights. No refund of unused days in the event of late arrival or early departure. NO REFUNDS DUE TO THE WEATHER!
HOT TUB POLICY: (For rentals with hot tubs.) USE OF THE HOT TUB IS AT YOUR OWN DISCRETION AND RISK. Our hot tubs are professionally cleaned and chemically treated after each guest. However, to make your hot tub experience safer from bacteria, we advise you to run the hot tub between ten to fifteen minutes before entering the hot tub. Please review the hot tub rules (located in the rental) with each member of your group. Hot tub use is strictly at your own choice/risk. By using the hot tub, and by signing the rental agreement, you are absolving High Mountain Cabin Rentals, LLC and the cabin owner of any and all responsibility related to the hot tub or its use.
Persons who have high blood pressure, skin sensitivities, or who might be pregnant are strongly urged not to use a hot tub. If in doubt, please consult with a physician prior to using the hot tub. Hot tubs can cause your blood pressure to rise if you have been drinking. You should also never wear jewelry into a hot tub due to the chemicals used. The chemicals in hot tubs can also affect color-treated hair or damage swimsuits.
Each guest should shower before and after using a hot tub to remove any bacteria they have encountered. If you should develop the condition called "hot tub foliculitis", there is no need for alarm. Just put warm compresses soaked in household vinegar on the affected skin areas, and that will clear it right up (but ALWAYS consult a physician if in doubt).
DAMAGES TO HOT TUBS AND HOT TUB COVERS: Hot tubs and their covers will be inspected after each rental. Please keep soaps, bubble baths, bath oils, alcohol and food away from the hot tubs. If these items are used in the hot tubs, an additional cleaning fee of $150 could be assessed. Hot tub covers are easily damaged since they are largely constructed of a lightweight Styrofoam to make them easier to remove. We ask that you inspect yours for any damage upon your arrival and advise us immediately of any problems. Covers should be kept on the hot tubs whenever the tub is not in use. When removing the hot tub cover, please place it in a safe location, away from people and pets OR use the attached spa cover lifter. Children walking on the tops of the covers WILL break the cover. These covers cost $600-$700 each and will be charged back to you if damages are discovered after you have checked out (other than those you have reported as being there at your arrival). The floater should remain in the hot tub at all times. Do not turn the hot tub off at any time during your stay. Be sure the cover is tethered when not in use.
MECHANICAL FAILURES: While we strive to ensure the equipment in every cabin is in good working condition, sometimes things do break down. If we are notified of a problem we will do our best to get any problem corrected on a timely basis. However, no refunds or rate adjustments will be made for mechanical failures beyond our control. This includes hot tubs , whirlpool tubs, fireplaces, appliances, sleeper-sofas, public utility problems such as telephone outages, cable or satellite outages, etc. We will do our best to remedy any problem you report to us, but some things are beyond our control.
*** Please do NOT adjust the settings on your refrigerator when you put fresh groceries inside. The units are set on standard settings just like yours at home. Turning up the settings can cause the refrigerator and freezer to overload and stop working until reset. Please be aware it may take up to 24 hours for the refrigerator to cool down AFTER you fill it full of groceries.
MAXIMUM CAPACITIES: Rental unit occupancy is strictly enforced. Please adhere to these maximums. Strict North Carolina fire codes prevent cabin rentals from being overpopulated. If you misrepresent the number of people in your group, you will be asked to leave and no refunds will be given for this fraud under the "defrauding an innkeeper" law of this state, NC § 14-110. We absolutely will not allow house parties of any kind whatsoever.
PETS: We have some rentals that allow pets. We require an additional $50-$75 non-refundable pet fee (per pet) for dogs. Some rentals have a weight limit and a limit on the number of dogs are allowed in their home. This allows for additional disinfecting and extermination of the home after pet visits. Bringing pets MUST be arranged at booking. In addition to all normal charges and fees, pet owners are liable for any damages caused by pets. If an unauthorized pet is brought, you will be charged a minimum of $200.
SMOKING: Smoking is NOT permitted inside any of the homes. Smoking is only permitted on outside porches, decks and patios. We ask that renters dispose of cigarette butts in a clean and safe manner. If it is determined that smoking did occur inside a non-smoking home, an additional fee of $200 will be charged against your damage security deposit or credit card to cover the cost of smoke removal and any damages incurred.
MAXIMUM OCCUPANCY: The occupancy of each rental unit is designated on the individual confirmation descriptions. This number, as it appears on your confirmation lease, is the MAXIMUM total occupancy. Children are counted in total occupancy unless they are under age two. Over-occupancy is considered a SERIOUS VIOLATION of your lease and you will be asked to leave. No refund will be given. Any guest having house parties, found with non-paying overnight guests, disturbing neighbors with loud unnecessary behavior or found with an unauthorized pet will be evicted with no refund and/or prosecuted. Home Owners reserve the right to set a minimum occupancy.FINANCIAL RESPONSIBILITY: Guests assume full responsibility for all damages, excessive cleaning charges, or any missing items including linens and towels. Please read the departure instructions in the unit. If these procedures are not followed an excessive cleaning fee will be charged.
FIREPLACE AND FIREWOOD: Fireplaces (gas and wood) are open for use OCTOBER 1 TO APRIL 1. If you have questions on that, please let us know. If you rearrange the placement of the logs in the gas fireplaces or build a wood fire in a gas fireplace, you will be charged a minimum of $200 for the damages caused. DO NOT LEAVE THE GAS FIREPLACE UNATTENDED AT ANY TIME. Please turn the flames off when no one will be in the rental. The pilot light is to stay on during the winter months at all times. If you find firewood at the cabin, you are welcome to use it, but we cannot guarantee it due to quarantine of the County. HMCR does not provide firewood, kindling or matches. These items can be obtained from Food Lion, Wal-Mart and other local grocery stores and convenience stores.
GRILLS: Most homes provide either a gas grill or charcoal grill. Grilling is only permitted in units that provide grills and in an area away from the home. If the propane tank is empty or you run out, please call our office. Charcoal is the tenant's responsibility. Grills must be cleaned before tenant check-out to avoid security deposit charge.
WINTER WEATHER CONDITIONS:
What about that ugly 4-letter word...." SNOW "?
This is a very tricky subject because it almost has to be taken on a case-by-case basis. If you are scheduled to be in a cabin that is up a steep mountain road that is inaccessible, then we will try to relocate you to a cabin that is not so high up. If you cannot get to your cabin and we have nothing available you would need to file a claim on the travel insurance. If you do not purchase the travel insurance you will NOT be able to get a refund back for your stay due to weather. Any following days will be billed at half-price the normal rate. Due to the difficult nature of travel when it is snowing here, we are unable to do any "rescue" missions or bring food to you if you become snowed in (remember, your being snowed in means we are snowed out), so be sure you check the weather before you come and plan accordingly. All wheel drive or 4 wheel drive vehicles and/or chains are sometimes necessary!
***We do not give refunds for bad weather conditions. SNOW is one of the main reason to purchase the travel insurance offered through our office at the time you make your reservation. If you foresee a problem with getting to your cabin we recommend you bring snow chains or a four-wheel drive vehicle. Call us if you have any doubts and we will evaluate the situation. Many times we can move you to a cabin that is more easily accessible if there is a problem. Winter road conditions and maintenance are not guaranteed. No refunds will be given by our office due to inclement weather or road conditions.
***We cannot provide transportation for guests and are not liable for any towing charges you may incur during your stay. The weather does change rapidly here during the winter months here (November to April), and we advise that you plan your trip with that in mind and purchase travel insurance. For local road conditions, please call: State Highway Department 877-DOT-4YOU.
CONSTRUCTION: New construction is a part of the mountains of North Carolina. If your rental home is near new construction, please: be understanding. We will attempt to contact the contractor concerning noise, start times, etc., if necessary, but no refunds or moves can be made.
INSECTS AND WILDLIFE: Please understand you are in the Blue Ridge Mountains of North Carolina, and you may occasionally have "uninvited guests" (ants, lady bugs, flies, bees, etc). Refunds will not be given for visits from these 'uninvited guests'.
LOST AND FOUND: We make every effort to locate and return lost items, but will not be responsible for things you lost that we don't find! When you leave something behind, call High Mountain Cabin Rentals and we will return it. We cannot guarantee that it will be found or shipped back within a set time frame. There is a minimum $25 handling fee plus the cost of postage to ship your items back to you. A credit card will need to be used for this service.
DISCLOSURES: All monies received by agent will be held in a non-interest bearing trust account with Life Store Bank, West Jefferson, NC, a federally insured institution. Please be aware that High Mountain Cabin Rentals receives compensation for such services as trip interruption insurance and other administrative fees. We reserve the right to substitute comparable accommodations without notice or liability should the unit be out of order. High Mountain Cabin Rentals will not be responsible for any accidents occurring on or because of rental property. Every effort has been made to assure that all descriptions, prices, and locations are accurate. However, descriptions, prices, and locations can change without notice. High Mountain Cabin Rentals will not be responsible for errors or changes made by printing errors, homeowners, or even nature.