Winter Rental Policies

CHECK-IN: 4:00pm
CHECK-OUT: 10:00am
[Please do not check-in/out before or after the respective times listed above, additional charges apply for unapproved check-in/out.]

DEPOSIT POLICIES

  • 50% of total rental cost is due upon booking.
  • Balance of total rental cost is due 60 days prior to your reservation start date for winter. Balances will be charged to the card on file automatically. Confirmations automatically go out when payments are received.
  • Total rental costs are due upon booking for reservations made within 60 days of the reservations start date.
  • For bookings of one month or longer the balance of the rental cost is due 60 days prior to the reservation start date.

CANCELLATION & REFUND POLICIES:

  • Free cancellations within 24 hours of booking for reservations made outside of 60 days.
  • A $200 per unit handling fee will be charged on cancellations made more than 60 days prior to arrival.
  • 100% of the total rental funds received are non-refundable for any reason on cancellations made less than 60 days of arrival. We strongly urge you to purchase traveler’s insurance either thru us or on your own. Contact us prior to or on the day of final payment to purchase.
  • Partial or pro-rated funds are not available in cases of weather, lack of snow, poor skiing conditions, health issues, transportation delays, pandemics, COVID-19 outbreaks, resort closures or governmental orders. We strongly urge you to purchase traveler’s insurance either thru us or on your own. Contact us prior to or on the day of final payment to purchase.

CHECK IN/OUT POLICIES:

  • Check in time is 4:00pm. Note that the property is not guaranteed to be ready until 4:00pm.  If you are arriving sooner, please make prior arrangements for your luggage etc. Not all properties have a storage area or lobby. Although check-in times are stated, the respective check-in time is not guaranteed and may be delayed as a result of unforeseen events.
  • Check out is at 10:00am. 
  • A fee will be charged for last-minute, and/or unapproved early check-ins or late check-outs. Please plan accordingly.

HOUSEKEEPING SERVICES:

  • We provide a starter of fine soap, shampoo/conditioner combo and body lotion.  We do not restock these amenities during your stay so please plan accordingly. We do supply limited laundry detergent.
  • Each bathroom is stocked with 4 sets of towels.  Additional towels can be provided for a small additional fee.
  • Daily or additional housekeeping service is available to the guest at an additional charge.
  • The Ritz Carlton reservations receive daily housekeeping.
  • Housekeeping will arrive between the hours of 9:00am and 5:00pm.
  • Please note our housekeepers drive to each of our properties, and are not located on-site. If housekeeping is turned away by your party on their scheduled day & time, there will be a fee for housekeeping to return at another time. There is no guarantee that housekeeping will be able to return on that same day for housekeeping services.
  • COVID-19 Housekeeping- Please see our website bhhsvail.com and read the COVID-19 remarks section at the top of the website to see the steps we are taking.

SPECIAL POLICIES: Smoking, Pets, parking, shipping of luggage, wifi, more.

  • No Smoking: Smoking of any kind is not permitted in any residence. A minimum $500 fee may be charged if smoking in the unit is detected.
  • No Pets: Pets are not allowed in residences (*see exceptions). A minimum of $500 will be charged if pets or evidence of pets are discovered. If a pet is discovered during your stay you will be asked to leave and no refund will be given for remaining nights. [*Exceptions (4): Timber Creek Lodges 10B; Bighorn Residence 4515; 5025 Main Gore Place; Tall Pines. NO other properties allow pets]
  • No Parties: Renter agrees to not have or permit any party in the residence or on a related area such as a lawn, driveway, porch, patio, or balcony.
  • Noise: Between the hours of 10:00pm and 8:00am noise levels must be reduced to ensure everyone’s rest and relaxation. Please be considerate of your neighbors. Music, TVs, conversations, including hot tub areas, should be kept at a level inaudible by other residences. Fines for violations start at $250 and will be assessed to the guest on the primary reservation confirmation.
  • Each home has an occupancy level based on actual bedding. Some homes can accommodate additional people for an additional $55 per night.
  • Parking: Properties have limited parking spaces and availability. Each garage has clearance restrictions. Please plan accordingly. You can visit our website for parking accommodations for the property you reserved, or email our office for more information prior to your arrival. There are parking fees that apply to the Ritz Carlton rentals. Parking passes required in many parking lots. FOR ALL PROPERTIES, PARKING VIOLATIONS WILL INCUR A MINIMUM FINE OF $100 OR MORE PER VEHICLE PER DAY.
  • Shipping of any items. DO NOT SHIP ANYTHING TO THE RESIDENCE, YOU WILL NOT RECEIVE IT! We are not responsible for any lost or missing items that are shipped to the residence or our office.  For luggage please refer to the following information: 8110 Shipping & Storage Solutions [https://www.bhhsvail.com/guest-services/shipping/]: Airline travel is challenging enough these days. Let 8110 Storage take all of that hassle away. Ship your gear before you leave, and let 8110 Storage deliver it to your door when you get here! For any other items, you can use the UPS offices (there may be a fee) located in West Vail [ph. (970) 476-3292, 2121 N Frontage Rd W, Vail, Colorado 81657] OR Avon [ph. (970) 949-0615, 150 E Beaver Creek Blvd A102, Avon, CO 81620].
  • Internet: If you rely upon internet & wifi service, please keep in mind to provide for your own hotspot/wifi connection. We rely solely upon local service providers so the timing of servicing for an outage/equipment failure is at their discretion though they attempt to be as prompt as possible. Wifi access instructions will be provided in our Guest Portal and is in the rental property.
  • Home Electronics: If any wiring, electronics, or settings are altered by the guest or anyone in the party, then a fee starting at $100 per hour will be billed to your payment method on file for an A/V technician to correct and repair. This includes but is not limited to settings and wiring changes caused by adding your own devices to TV inputs, as well as missing batteries from remotes or any other device in the residence.
  • Furniture, furnishings, appliances, and other items within vacation rental properties: All vacation residences are privately owned, and, as such, are furnished by, and used by, the respective rental property owners. Therefore, guests are not permitted to relocate any furniture, furnishings, appliances, and/or other items located throughout the vacation residence. Further, any television/cable remote control devices or ceiling fan remote control devices must be returned to the room or rooms where they were originally found. If furniture, furnishings, appliances and/or other items are relocated by the guest or others, the guest will be assessed for all charges to replace the respective items to the original location.
  • Repairs: Although each vacation residence is inspected prior to guest arrivals, there may be items that could require attention during the guest stay. If any item(s) that may require repair are discovered during inspection and/or guest occupancy, the guest is requested to contact the Berkshire Hathaway HomeServices office.
  • Amenities: Berkshire Hathaway HomeServices cannot guarantee that all amenities (pools, hot tubs, coffee makers, etc.) will be in working condition. We will attempt to repair broken amenities as quickly as possible depending on third party vendor and parts availability. Berkshire Hathaway HomeServices does not have control over when an amenity may malfunction. Accordingly, no full and/or partial refunds whatsoever will be provided to the registered guest. ALL AMENITIES ARE USE AT YOUR OWN RISK. Please inspect each amenity prior to using. Should any problems be determined please do not use and promptly contact us.
  • Lockouts: Should the guest and/or any occupant(s) lock themselves out of their rental residence and a Berkshire Hathaway HomeServices representative is dispatched to unlock said property, a service fee will be assessed to the guest.
  • Minimum required age of primary renter is 25 years or older.
  • We take a zero-tolerance approach to charge back fraud. Further, in the event of any unmerited charge back request, We reserve the right to recover monies by any legitimate means available to Us, including using a third-party debt collection agency or any other lawful means to recover funds successfully charged back to You in such circumstances.

ASSUMPTION OF RISKS. There are risks inherent in and associated with the use of any property, including the rental property, which may include risks of injury to person or property, or death. Certain risks may be more likely to occur in high altitude locales with severe climates, such as where the rental property is located. Call the rental company immediately if there is any matter about which you are uncertain or which you believe may present an unreasonable risk to you. Risks which may be inherent to the rental property and the location in which it is located may include, without limitation: wet, slippery, or icy conditions both inside and out; falling snow or ice; exposure to a virus or COVID-19, being in proximity of, or use of, a swimming pool, bathtub or hot tub including without limitation risks of, drowning, heart attack, stroke or reactions to pool or cleaning chemicals; allergic or other reaction to cleaning or “freshening” products; allergic or other reaction to manmade and synthetic materials; actions of third parties not under the control of the property manager or unit owner; theft of, or
damage to, personal property; electric shock or other injury in the use, or misuse, of any electric appliance or mechanical devise; risk of injury in the use of garbage disposals, trash compactors, steam showers, saunas and other similar appliances. Pregnant females (or women who suspect they may be pregnant) may be subject to particular risks and should consult a physician before using a hot tub or spa. Alcohol and other state-altering substances should not be used in or around a pool, hot tub, bath tub or sauna. The rental guests assume these risks, whether enumerated or not, known or unknown, on their own behalf and on behalf of any person under any legal incapacity for whom the rental guests may be responsible.

Guests will be charged for the following items below if applicable:

  1. Repair or replacement cost of broken or missing items.
  2. Repair costs for damage beyond normal wear and tear.
  3. Any requested incidental charges incurred by me or my party during our stay.
  4. $25 for each unit key NOT returned upon my departure. I understand keys can be left in the unit.
  5. $500 minimum should smoking occur in the unit.
  6. Steam cleaning of carpet and furniture should I or any of my guests or party bring a pet or pets into the property. I understand that no pets are allowed inside the property being rented by me.
  7. A fee will be charged for last minute, and/or unapproved early check-ins or late check-outs.

Policies subject to change without notice.