Rental Agreement

This document set forth the terms and conditions when you (“Renter”, “Guest”, or “Guests”) reserve and stay at any of the rental units made available on the Stay Port Renfrew website. By making a reservation with Stay Port Renfrew, you acknowledge that you have read, understood, and you agree to the rental terms and conditions herein.


Reservation & Planning

Information Necessary

At the time of reservation, the renter(s) must provide the following information:

  • Guest’s name, date of birth, and photo ID.
  • Dates of occupancy and the estimated time of arrival.
  • Any other information we deem necessary.

If you request to extend your stay, we will review availability for the currently occupied unit but cannot guarantee availability. Additional charges may apply.

Deposits and Payment

A 50% deposit is due at the time of reservation. Reservations shall be confirmed in writing by e-mail by Stay Port Renfrew on approval of application and on receipt of payment.  The balance is due upon arrival.  Reservations made within 24 hours of arrival will be charged at full amount at time of reservation.

Confirmation Email

A confirmation email will be sent to you shortly after your application. If you do not see the confirmation email, please check your junk or spam folder.

Please ensure that the email used in the reservation is an email you will be monitoring during your stay; otherwise, let us know.

Cancellations

Reservations cancelled with more than 5 days notice will have their deposit refunded, less a $25 cancellation and administrative fee. After that, cancel before check-in and get a 50% refund, minus the first night and cancellation fee. Early departures will be charged 50% of the nightly rate for the nights not spent.

Guests are encouraged to purchase Trip Cancellation Insurance if there is concern about the possibility of a late cancellation.

Requests to make changes may be accommodated based on availability, subject to our cancellation policies.

Damage Protection Policy

A pre-authorization of $300 is due 1 day before arrival and released 3 days after departure if no damages have been found.

Check-in / Check-out

Check-in is after 4:00 PM; Check-out is before 11:00 AM, Pacific Standard Time.

Due to a tight cleaning schedule, check-out times will be strictly enforced. Early arrival and/or late departure may result in additional charges at the discretion of Stay Port Renfrew. Guests will be charged an extra night rental for any late check-out that is not pre-arranged.

Pets

Pets are welcome only in cottages designated as Pet Friendly. Guests will supply their own bedding for their pets. Pets are not permitted anywhere on the furniture. Outside, pets must be kept on a leash on the property. Guests are responsible for cleaning up after their pets. At no time are pets to be left unattended. Damage caused by Guest’s pets will be subject to additional charges to Guest’s credit card in amounts deemed reasonable by Stay Port Renfrew.

Dogs are the only pets allowed at this time. Thank you for your understanding.

A $300 fine will be imposed on the renter allowing a pet to enter a non Pet Friendly property.

Minimum Age

Renters must be 19 years of age or older. All underage occupants must be accompanied by a parent or guardian.

Maximum Occupants

Any person, regardless of age, is counted as an occupant. Renters arriving with more than the allowed number of guests at their rental property will be asked to find alternate accommodation. If reasonable arrangement cannot be made, your reservation may be cancelled, and the cost of the entire reservation will be forfeited. Stay Port Renfrew has very strict rules regarding maximum occupancy for legal and safety reasons.

Visitors who stay overnight will be considered as occupants.

Cleaning

Cleaning services are provided by our team of professional cleaners. Despite professional cleaning services, guests are nevertheless expected to leave the rental property in the condition that they found it.

Cleaning fees are estimates as costs associated with wages, housing, and other variables necessary to provide cleaning services can be unpredictable. As a result, cleaning fees are subject to change without notice.

Arrival & Occupancy

Conduct

The individual making the reservation and paying for the rental shall also be responsible for the conduct of all persons (guests, visitors, and pets) on the rental property during their stay.

No Sub-letting

Sub-letting of the rental property is not permitted under any circumstance.

No Smoking

Smoking is not permitted in any interior spaces. Guests are welcome to smoke outside, on the decks and surrounding area. Please dispose of cigarette butts properly.  A $300 cleaning fee will be charged to the renter’s credit card if it is found that any person has smoked inside.

Parking

You will receive instructions in your confirmation email about the number of parking spaces available at your rental.  Guests arriving with more vehicles than there are parking spots available will be responsible for locating a suitable additional parking space.

No Additional Facilities

Separate camping, tenting or trailers or other additional accommodation facilities are not permitted.

Keys

Instructions for key pick-up or door code are provided in your confirmation email.  There will be a $25 fee for unreturned or lost keys

Nuisance

Excessive noise and nuisance to others will not be tolerated. If a formal complaint is filed with the property manager against a guest, all guests under the responsibility of the renter may be asked to leave and will be subject to our cancellation policy. In addition, a $300 fine will be charged to the renter.

Bathroom

There will be enough bath towels for each guest in the rental.  Do not take the bath towels outside the property.

Hot Tubs and Saunas

If you are staying at a rental that has a hot tub or sauna, you agree to abide by the specific posted rules for the hot tub or sauna at that rental.

Hot tubs and saunas will be checked and cleaned thoroughly on your arrival day and your departure day.  At the sole discretion of Stay Port Renfrew’s management, if the hot tub needs to be drained, cleaned, and re-filled due to a guest's misuse, you will be charged a $150 Hot Tub Maintenance fee.  Your credit card will also be charged for any damage to the hot tub or sauna due to misuse, and/or damaged or missing parts.

BBQs

For properties with a BBQ, please shut off all valves and dials, and ensure that all food residue is scraped and/or burned off after cooking.  The BBQ should be left ready for the next guest to use when you depart.  Any BBQ requiring extra cleaning may result in a $25 charge to your credit card.

Beach Gear

Please rinse all beach gear outside, especially wetsuits and surfboards.

Checkout & Departure

Before you leave

Daily cleaning during your stay is NOT included in the rental rate but can be arranged for an additional fee of $40/hour, per cleaner, plus tax.

Otherwise:

  • Return all furniture, appliances, beds, etc., to their original location.
  • Place all soiled towels in the bathtub or the provided laundry hamper.
  • Place garbage and recycling in the provided containers.
  • At no time is garbage to be left outside of a bin.

If your rental requires additional cleaning, your credit card will be charged an additional fee of $40/hour, per cleaner, plus tax, for the extra housekeeping required.

After you leave

Upon your departure, your rental will be assessed for any damage and/or missing items. These items include, but are not limited to:

  • The property or its contents, beyond normal wear and tear.
  • Linens, towels, and bedding stained or missing.
  • Carpet, wood/tile floor stains.
  • Kitchen counter and appliances.
  • Interior walls, windows, and window coverings.
  • Breakage, theft, or any other damage.

If any item is missing, your credit card will be charged to recover the costs.

Liability / Indemnification & Release

Damages or injuries

Guest acknowledges that use of amenities such as hot tubs, spas, fireplaces, decks, and the like may be potentially dangerous and involve potential risks if improperly used, particularly with regard to children, and such use is at the Guest’s own risk.

Neither Stay Port Renfrew, nor the property owners are responsible for any accidents, injuries or illness that occurs while on the premises.Neither Stay Port Renfrew, nor the property owners are responsible for the loss of guest personal belongings or valuables.

Neither Stay Port Renfrew, nor the property owners are responsible for any refund as a result of power outage.

Representation

Stay Port Renfrew acts as a Rental Agent, as each property is individually owned. The information and images contained in any printed or on-line material is believed to be accurate at the time of publication or posting. Stay Port Renfrew reserves the right to make any changes it deems necessary to reflect the property more accurately. Stay Port Renfrew gives no warranty as to the state of the unit and accepts no liability for any act, neglect or default on the part of the Owner. TVs, DVD player and DVDs, fireplaces, fire pits, and other such equipment are supplied at the discretion of the Owner as an added feature for the Guest.

Unavailability of rental property

In the event the rental property is not available for use during the rental term due to reasons, events, or circumstances beyond the control of Stay Port Renfrew, Stay Port Renfrew will apply due diligence and good faith efforts to locate a replacement property of equal value with respect to occupancy capacity, location and value that meets the reasonable satisfaction of the renter. If such replacement cottage cannot be secured and made available, Stay Port Renfrew shall immediately return all payments made by the renter, whereupon this Agreement shall be terminated, and the renter and Stay Port Renfrew shall have no further obligations or liabilities in any manner pertaining to this Agreement.

Release

Guests hereby covenant and agree to indemnify and hold harmless Stay Port Renfrew, and their agents, cottages owners, successors, employees and contractors from and against any costs, damages, liabilities, claims, legal fees and other actions for any damages, costs, legal fees incurred by the renter, permitted guests, visitors or agents, representatives or successors of the renter due to any claims relating to destruction of property or injury to persons or loss of life sustained by guests in or about the Rental Unit.

Guests hereby waive and release any claims against Stay Port Renfrew, the Property Owner and their successors, assigns, employees or representatives, officially or otherwise, for any injuries or death that may be sustained by any guest on or near the Rental Unit, including common facilities, activities or amenities. Guests use any facilities or amenities entirely at their own initiative, risk and responsibility.

Breach

If a guest should fail to comply with the conditions and obligations of this Agreement, they shall surrender the Rental Unit, remove all of their belongings and leave the unit in good order and free of damage. No refund of any portion of the TOTAL RENTAL FEE shall be made and if any legal action is necessary, the prevailing party shall be entitled to reimbursement from the other party for all costs incurred.

Entire Agreement

This Agreement contains the entire agreement between the parties with regard to the rental, and any changes, amendments or modifications hereof shall be void unless the same are in writing and signed by both the renter and Stay Port Renfrew. The parties agree that this contract shall be governed by the laws of the Province of British Columbia and agree to legal counsel solely to the jurisdiction of the courts of British Columbia with respect to any and all disputes arising out of the interpretation and application of this Agreement and the relationship between Stay Port Renfrew, the Property Owner and the Guest.

Contact Us

If you have any questions about the Rental Agreement, contact us at info@stayportrenfrew.com

STAY PORT RENFREW

Port Renfrew, British Columbia

P 778.817.1488

E info@stayportrenfrew.com

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