Guest Policies, Terms & Conditions for Vacation Home Rentals
* If you are booking a Memorial Day Weekend reservation, please read the specific requirements at the bottom of this document.
Northwest Vacation Rentals, LLC dba Windermere Vacation Rentals Lake Chelan, hereinafter “we, or WVRLC” and the Renting Party, hereinafter “you”, agree to the following Terms & Conditions.
Verification and acceptance of these Terms and Conditions is required to complete your reservation. When booking online, the terms and conditions acceptance box must be checked before the reservation process can be completed. If you have any questions regarding these terms and conditions, contact one of our reservation staff during normal business hours at 509-415-3505 prior to acceptance.
Responsible Party. All fees, charges, and applicable taxes associated with the property rental are the responsibility of the Renting Party. Whomever executes this Agreement shall be deemed the Responsible Party and shall assume full liability for all actions of the entire Renting Party. The Responsible Party must be 25 years of age or older and shall accept full responsibility for all persons within the Renting Party.
Guest List of all those in your party – Name, Age (example: John Adams, 43, Jennifer Smith, 40):
Vehicle and Watercraft List:
Minimum Age Requirements. All guests must be 25 years of age or older unless accompanied by a parent or legal guardian. Please see the “Use Restrictions” section below for further restrictions that are imposed by the owners of the Property.
Booking Confirmation & Rental Payment. Your property shall be reserved with a 25% down payment. This payment will be applied to the total cost of the reservation. The remaining balance of the reservation is due 90 days prior to arrival. If your reservation is made within 90 days of your arrival, the balance is due in full at the time the reservation is made. We accept most major credit cards. Payment by check will only be accepted prior to the 90 day period to ensure funds are available.
Cancelation Policy. All cancelations must be made in writing as soon as possible. It is the Renting Party's responsibility to verify receipt by Windermere Vacation Rentals Lake Chelan. The Cancelation Policy is subject to change - please be sure to contact us as soon as you know you may need to cancel. In the event of a cancelation, the following fees shall apply:
- The fee for cancelations received more than 90 days prior to arrival date is 25 % of the total rental amount.
- The fee for cancelations received less than 90 days prior to arrival date is 50% of the total rental amount.
- The fee for cancelations received less than 60 days prior to arrival date is 75% of the total rental amount.
- The fee for cancelations received less than 30 days prior to arrival date is 100% of the total rental amount.
There are no refunds nor prorations for early departures, delayed arrivals, inclement weather, air quality or reduction in the number of nights reserved for any reason.
In the event of a cancelation regardless of timeframe of notice, 100% of supplementary (non-rent) charges such as departure cleaning, damage waivers, and pet fees will be refunded regardless of when you cancel your reservation as long as occupancy has not occurred. Any booking fees (processing fees) charged will be retained for all cancelations.
Cancelation Policy Initial:
Property Unavailable. On rare occasions, a reserved property may become unavailable due to unanticipated conditions beyond our control. We accept no liability for such an occurrence, financial or otherwise, but will make every effort to provide you with equal accommodations at the same rental rate. If we are unable to do so, or if you do not accept a provided alternative, the rental fees and charges will be refunded.
Pricing. Reservations are confirmed at the rates in effect on the date the booking is made. We reserve the right to correct oversights, omissions, and clerical errors. In the event an adjustment of this nature increases the cost of your booking, you will be given the option to accept the revised reservation or terminate the booking without penalty.
Property Use Restrictions & Responsibility. The Responsible Party becomes responsible for the security of the rented home/condominium and all of its contents upon check-in, and shall remain responsible until you vacate and complete the check-out at the conclusion of your stay. The rental property is inspected and its contents inventoried prior to each guest arrival. You are financially responsible for any and all losses or damage due to your occupancy. Your rental home or condo is to be used as a personal vacation rental residence only. You shall not assign or sublet said premises or any part thereof. You agree to abide by all municipal and local rules and regulations and all homeowner association covenants or conditions pertaining to the subject rental unit. Failure to comply with such rules and regulations shall be cause for our early termination of this agreement/eviction without notice or refund. If you are unsure whether an activity will be permitted in or on the Property, please contact us prior to making the reservation.
Under no circumstances will weddings, receptions, rehearsal dinners or any other party or large gathering of any kind where guests other than those specifically listed in the booking confirmation be allowed. Failure to abide by this section shall result in a $500 fine and immediate termination of your occupancy.
Damage and Excessive Dirt: Following your departure, the property will be cleaned and inspected. Should the home be found to be excessively dirty or it is noted that items are missing or damaged, the cost of additional cleaning hours and/or the cost of repair or replacement of the homeowner's property will be charged to the credit card you provide.
Occupancy Limitations. Each rental property has a specific maximum occupancy limit and rules of conduct which must be strictly enforced. The number of adults, minors, and pets that will occupy your rental home must be stated at the time of booking in the form of a list of the guests by name and age. Property lines, privacy, and the quiet enjoyment of neighbors must be respected at all times, with “quiet hours” observed between 10 PM and 8 AM each night. Increased occupancy, vehicle traffic, excessive noise, or illegal activity, will result in a $500 penalty fee, immediate eviction, and the forfeiture of all prepaid rents. Any guests visiting the property must leave by 10:00pm and arrive no earlier than 8:00am.
Pets. A limited number of properties allow pet stays, subject to specific approval, supplemental daily pet fees and use restrictions. The presence of undeclared or unauthorized pets in any home will result in an immediate $500 penalty charge, as well as possible immediate eviction and forfeiture of prepaid rents. We do not guarantee that any home is free of pet dander or other pet conditions even when pets are not accepted, as the property owner may have pets in the home when they are in residence. The applicable pet rent is not automatically included in the charges when you book on the internet but the applicable fee will be subsequently added to your booking when your reservation is processed and approved by our staff. A pet fee of $25.00/per pet per night will be applied. You are additionally required to sign acceptance of the Pet Policy and a form for this purpose will be emailed to you when your booking is processed. Please read our and accept our Pet Policy.
Housekeeping. Each home is cleaned thoroughly after your departure between guests. Cleaning fees are determined by the size of the property, the number of beds, and the total hours it takes to fully prepare the property for each guest stay. The cost for the clean is the responsibility of the renter and will be included in the total rental fee. If you wish more frequent cleaning additional housekeeping may be scheduled for an additional hourly charge. Excessively littered and/or dirty conditions at check-out will result in extended housekeeping hours, and will be charged to the credit card used to pay for your occupancy. Should it be necessary to clean carpets, remove stains, repaint, repair finishes, or replace furnishings, textiles, or housewares, you will be charged for labor, materials, and merchandise, plus a 20% service and handling fee.
You are responsible for the proper use and operation of all appliances and fixtures within your rental home and to keep the same in a clean condition. You are responsible for, and will be charged for, any repair or replacement expense that results from failure to comply with these stipulations. You are responsible for, and will be charged for, any elimination of drain blockages caused by improper use of plumbing fixtures.
No Smoking. Smoking on the premises of any vacation rental home is prohibited. If tobacco odor is noted on check out, a $500 penalty charge will apply in addition to additional cleaning and fumigation costs.
Fireworks. No fireworks are allowed on the property at any time during any season.
Fires. Generally, outdoor and indoor fires will be prohibited during your stay. If your stay is during the winter and early spring months and no burn ban is in effect, outdoor fires in an approved fire pit may be allowed. To determine if fires will be allowed during your stay, please contact our office prior to arrival.
Tents and Other Structures. No tents or other structures may be erected on the rental property. This includes motor homes, campers and tent trailers.
Structural and Environmental Precautions. Renters are advised that many homes have, or are in proximity to, structural or environmental circumstances that could pose physical hazards. These may include, but are not limited to, rocky terrain, deep water docks, hot tubs, swimming pools, steep slopes, cliffs, interior and exterior stairways, terraces and decks, slippery conditions, fireplaces, sharp objects, noxious plants, and insects. We request that you ask our reservation department about specific hazards prior to booking. Do not book a home if you believe there may be a condition that poses unusual risk to any member of your party. You hereby release the owner and the rental agency from all personal safety risks and liability associated with the property you rent.
Property Suitability. Review all property amenities, specifications and unique characteristics, including environmental conditions, to verify that the home you have selected will be suitable prior to booking. Private homes may be constructed with unusual features, limited accessibility for guests with mobility issues, or be located amidst potentially dangerous conditions. Guests with mobility challenges or those traveling with children are specifically advised to discuss concerns or requirements with our reservation planners as you will not be able to change homes upon arrival.
Amenities. All homes are furnished with towels, bed linens, and a supply of paper products and soap based on the maximum occupancy of the property. Please review the additional amenities provided in the home you reserve and contact us for additional details or assistance to make your stay more comfortable.
Telephone Calls. When telephone service is provided, local telephone calls are free. Guests will be charged for long distance calls placed during their occupancy unless free long distance calls are listed as a specific amenity of the property. Be aware that cell phone coverage may inconsistent or unavailable at some homes.
Check-in. You may check in any time after 5:00 PM on the date of arrival. Key access, driving directions, emergency contacts, and check-out information is provided by email two weeks prior to your arrival when the following has been received: approval of these Terms and Conditions, payment in full, and the full guest list with names and ages of the party. If a pet has been approved for your reservation, the pet agreement must be approved and received as well prior to being given property access.
Following check-in, it is essential that you notify us promptly if anything seems amiss at the home. Also, it is important that you review the information binder provided in each home as it contains important property details, operating instructions, emergency procedures, and an inventory of contents. DO NOT operate hot tubs, HVAC systems, televisions, or electronic devices until you have reviewed the associated instructions. Improper operation may impair performance or reception and result in a chargeable service call.
Check-out. On your check-out day, the premises must be vacated by 11:00 AM unless a later check-out has been pre-approved. Late check-outs are sometimes available during the shoulder season with pre-approval. However late check-outs are not available during peak season (May-September) or when there is a guest arriving the same day as your departure. A simple list of housekeeping procedures is posted at each property that includes the following:
- Please leave the beds unmade and do not strip them. Leave that task for our property care team.
- Load and run the dishwasher. Wash your pots and pans. We will put the dishes away.
- Remove all leftover food from the refrigerator, freezer and cabinets.
- Place all furniture back into the original location you found it in at check-in.
- Take the garbage out of the home and place it in the outdoor receptacle.
- Please turn off all the lights and close the blinds.
- Please lock all windows and doors.
- Check in drawers, closets, and under furniture for all your personal items.
- Last but not least, don’t forget to return the house key to the key box. There is a $75 fee applied to replace a missing key.
Hold Over. If you cause an unauthorized hold over of your rental unit due to failure to check out on time, excessive damage, or the need for excessive cleaning, you will be charged one and one-half times the daily prorated rent, plus any additional damages incurred including, but not limited to, the cost of alternative housing for an incoming guest displaced by such hold over.
Personal Property. All personal property you bring to the premises shall be your responsibility and we are not liable for any damage to or loss of such property. We are not responsible for any personal items left in the unit upon vacating and such items can only be returned by shipment at your expense.
Storage. Use of garages is normally not included in individual homes. In condominium units, if garage use is provided, it is limited to parking personal vehicles only and you may be required to share access to the garage. Not all units will provide off street parking. We are not liable for damage to or loss of any vehicles whether stored in parking garages, on the street or in driveways of any units. Most garages, if provided, have a height limit of six feet.
Key Return. If the provided key is not returned at check-out, concerns for property security make it necessary for us to immediately re-key the home. You will be charged for the cost of this emergency service ($75). You may be provided a garage door opener. Failure to return the opener will result in a charge of $100. In the event a boat lift remote is provided and is not returned, the cost of replacement will be charged to the renter. You agree not to duplicate the keys provided, or to change locks at any time.
Returned Payment Fee. You will be charged $50 for any payment returned by your bank.
Automatic Credit Card Charges. In the event that you incur fees pursuant to the terms and conditions contained herein you hereby authorize Windermere Vacation Rentals Lake Chelan to immediately charge your card for any overages and/or fines without further notice. If these charges are disputed or if the credit card on file is otherwise prevented from being charged, you agree to pay an additional $50 service fee, per charge.
Right of Access. You will allow the unit Owner, us, or our vendor access to the unit for inspections and/or repairs with a two hour notice. In the event of an emergency we or the unit owner has the right to enter the unit without notice for the purpose of emergency repairs.
Hold Harmless. Windermere Vacation Rentals Lake Chelan assumes no liability for loss, damage, or injury to guests or their personal property. By accepting the terms and conditions contained herein, you hereby fully release and discharge Windermere Vacation Rentals Lake Chelan from all claims, damages, or causes of action by reason of any personal injury, property damage, or other cause of any kind, and agree hold Windermere Vacation Rentals Lake Chelan harmless of any claim or suit arising from you, anyone in the Renting Party, or any other guest in connection with the occupancy of the premises. In any action concerning duties or liabilities of the parties, you agree to venue in the County where your occupancy occurs and the prevailing party will be entitled to recover reasonable attorney fees and costs. Notices are to be delivered to Windermere Vacation Rentals Lake Chelan, P.O. Box 2382, Chelan, WA 98816.
Acts of God/Mechanical Failure. We accept no liability for stoppages of transportation, utility services, inclement weather conditions, or natural disasters, including wildfires, that may occur before, after, or during a vacation home rental period, nor can we be responsible for any other conditions beyond our control. These conditions include, but are not limited to, appliance or mechanical failure, cable/satellite TV, loss of Internet access if provided, or any other such event. We again encourage you to investigate and obtain CSA Travel Insurance to help cover some of these risks.
Evictions. In the event that the terms and conditions contained herein are violated and we must take action to immediately cause an eviction, you agree to indemnify us for any expenses incurred in such eviction such as security personnel expenses, towing expenses, and any other expenses that may be incurred to effectuate the eviction. Further, by accepting the terms and conditions contained herein, you waive any defense that may be available pursuant to Washington State’s Landlord Tenant Act, RCW 59.18. NO LANDLORD-TENANT RELATIONSHIP IS CREATED BY THIS AGREEMENT.
Severability. If any provision of this agreement is held invalid, such invalidity shall not affect the enforceability of any other provision of this agreement.
Upon reading and agreeing to these Terms and Conditions of your reservation, check the agreement box within the online reservation form or sign and return the documentation you receive by email.
Full access to key codes, driving instructions and other property information will not be provided until your approval of the Terms and Conditions has been received.
Memorial Day Weekend: Heightened Screening, Security and Conduct Deposit
Due to the atmosphere that is associated with the Memorial Day weekend in Chelan, we do a heightened level of screening and implement extra security measures to ensure that the properties represented by Windermere Vacation Rentals are secure and well taken care of. The contracted renter must agree to these steps prior to the reservation being confirmed.
These steps include:
- Every member of the booking group must be of 25 years of age or older if not part of a family group.
- A guest list must be provided at the time the booking is made with the names and ages of each member of your party. The reservation is not approved until this list is received.
- An additional “Conduct” deposit is collected in cash at check in from the contracted renter. Homes require a $1000 cash deposit and condos require a $500 cash deposit. This deposit is fully refunded within 7 business days if there are NO issues with damage, excessive mess requiring additional cleaning and no complaints of noise or rowdy behavior. If any one of these issues does occur, the deposit is kept in full.
- Each guest listed on the provided guest list must check in at the Windermere Vacation Rentals office and provide identification in the form of a valid driver’s license. Once checked in, the guest is issued a wrist band that must be worn at all times during the guest stay. No guests will be allowed at the property at any time during the guest stay that do not have a wristband.
During the guest stay, periodic customer service visits will be made to your property to ensure that your group is doing well and that you have what you need.