This agreement does constitute a contract between the Guest and Welaka Lodge & Resort, Agent for the Owner of the property.
All guests (other than a family checking in) must be at least 21 years old. In case of married couples at least one of the individuals must be 21 years of age. The individual signing the registration must occupy the accommodation the full length of the rental term.
A deposit of 50% of the rental rate is required on all reservations. We accept credit cards, checks or cash as payment for the required deposit. We require the deposit be paid by credit card or cash for reservations booked less than 14 days prior to arrival. If paying by cash or check, a valid credit card is still required upon check-in.
Check-in time is 3:00 p.m. If the room is ready earlier, we will certainly accommodate you earlier. We cannot, however, guarantee early arrivals. We make every effort to ensure your accommodations are ready by 3:00 p.m. but cannot absolutely guarantee it. Our office is open for check-in until 5 p.m. Late arrivals must make arrangements for a late check-in by phone.
Check-out time is 11:00 a.m. Check-out time is strictly enforced due to the time needed to clean and inspect for the next arrival. All keys must be returned to our office upon check-out or through the mail slot in office door if office is not open.
Please do not move the furniture during your stay. If you find it necessary to do so, all furniture should be returned to original positions before departure.
Pets are permitted in designated units only with an associated fee. This policy is strictly enforced. If you are found in violation of this policy you will be asked to remove the pet or vacate the accommodation without refund. There will be a penalty fee of $50 per night of your stay added to your bill.
The guest agrees not to exceed the maximum occupancy for the accommodation as described on our website. Babies requiring a crib are the only exception in the occupancy count.
LINENS AND INITIAL SET UP
We furnish the initial linen set-up in all accommodations based upon the number of guests.Linens are inventoried and guests will be accountable for any lost or damaged linens. Cloths for makeup removal are provided in each cottage. Please do not use white washcloths for makeup removal. A starter supply of paper and soap products are also provided.
All of our accommodations are designated smoke free. Smoking is strictly prohibited in all rooms. You may smoke on porches and ashtrays are provided. Please dispose of cigarette and cigar butts properly. Please remember the grounds are not your ashtray.
DAMAGE OR MISSING ITEMS
Guests will be responsible for expenses incurred for damages. If damage or breakage occurs, please inform management as soon as is reasonably possible so that a replacement can be purchased or damage can be repaired. Guests will be responsible for the replacement charge of items found to be missing.
A locksmith fee will be charged to re-key the lock of any cottage for which the key(s) are lost or not returned.
Parking is a premium. Most accommodations do not allow campers, RVs, boats and trailers to be parked in front. A maximum of two vehicles can be parked on site. Excess vehicles, including trailers, can be parked in designated storage area.
RENTAL BALANCE AND SIGNED REGISTRATION
The balance of monies is due upon check-in by cash, or credit card. The reserving party is required to sign the registration and the signing lessee is responsible for payment of all fees. A valid credit card on file is required for all stays.
LOST AND FOUND
Lock all doors when leaving your accommodations. Do not leave money and valuables unattended in the cottage, neither the agent nor the owner will be held accountable or liable for any loss. Check all drawers, closets, cupboards and under beds before departing. Neither agent nor owner is responsible for items left behind. We will only return items upon request and at the guests expense.
All equipment is subject to malfunction. Problems are attended to as soon as possible. The Agent or an authorized employee or repairmen may enter the accommodation during business hours for any purpose connected with the repair, care or maintenance of the accommodation. Refunds will not be issued due to the malfunction of equipment. You can expect prompt courteous and professional service in solving any problems.
A $35 service charge will be added for any returned checks.
In the event that the Owner of a privately owned accommodation makes the accommodation unavailable, or should the accommodation have maintenance problems, the Agent shall be held harmless by the Guest. The Agent will make every effort to move the Guest to comparable accommodations at the same rate quoted in the confirmation. If comparable accommodations are not available the full deposit will be returned to the Guest. All reservations are made subject to events and conditions beyond our control.
INDEMNIFICATION OF AGENT BY GUEST
Guest agrees to indemnify and save Agent, its employees and Agents, free from any claim or liability for any loss or damage whatsoever arising from, related to or in connection with rental of the accommodation, included but not limited to any claim of liability for personal injury or damage or loss of property which is made, incurred or sustained by any guest or any guests invitee.
COVID 19 UPDATE:
Because we are a small property and cancellations affect us significantly, we cannot be responsible for cancellations due to late or canceled airline flights, family emergencies, threat of bad weather or other travel-related mishaps or changes in plans which may shorten your stay. While we do empathize, we must maintain our policy. Our policy is to never overbook cottages. When we reserve a cottage for you, we agree to turn away all other requests for the cottage you select and guarantee to hold it for the nights you reserved. The policies in place are designed to protect you and our business and we are unable to make exceptions to our cancellation policy.
Please note, we do offer two add on purchases for greater flexibility, our Refund For Any Reason or our Reschedule For Any Reason Fee. The details of these policies are listed at the bottom of this disclosure. These are not, however, offered over holiday periods or for group reservations (see definition of a group in the group cancellation policy below). Outside insurance is also available to protect against any unexpected events through such companies as travelguard.com. If traveling with a group or over a holiday period or if you just prefer insuring your reservation through an outside source, though we normally recommend trip insurance to any guests who are concerned about the potential for last-minute changes to their travel plans, we seem persuaded that it is unlikely that many, if any at all, of the policies available will cover cancellations due to fear of contracting a virus. So we do not recommend that you purchase trip insurance for the sole purpose of protecting yourself against the potential decision to cancel if the pandemic threat becomes higher than you are comfortable dealing with. It is still a great way to protect yourself against other unforeseen events that could affect your trip – just make sure to read and fully understand the scope of any policy before making a purchase.
All cancellations are subject to at a minimum 5% of the total or $10.00 cancellation fee, whichever is greater. If any reservation is subject to more than one cancellation policy (i.e. a group reservation over a holiday), the stricter of the two policies will apply.
Please remember, if you have any questions, please ask, and preferably prior to making a reservation.
DEPOSIT / PAYMENT:
A deposit equal to (1/2) the total bill is required to guarantee your reservation with the following exceptions:
* Reservations made 7 or less days before arrival
* Reservations which are subject to a special discounted rate
* Reservations over a holiday
* Reservation in which the booking terms state no cancellation and/or no refund
These reservations require full payment upfront either at the time of booking or at a set time before arrival. For all other reservations, all remaining balance will be due upon check in. For your convenience, we accept all major credit cards, travelers’ checks, money orders and cashier’s checks and cash.
STANDARD CANCELLATION POLICY
All regular reservations, with the exception of group reservations, are subject to the following Cancellation/No Show policy:
Same day cancellations are considered No Shows and BOTH will be charged the full amount of the reservation booked.
For stays of less than a week, we require you to notify us at least one week prior to your scheduled arrival if you are unable to fulfill your reservation.
For stays of a week or more but less than a month, we require you to notify us at least two weeks prior to your scheduled arrival if you are unable to fulfill your reservation.
For stays of a month or more, we require you to notify us at least a month prior to your scheduled arrival if you are unable to fulfill your reservation.
If proper notice is not given as outlined above then the deposit made will be non refundable.
HOLIDAY CANCELLATION POLICY
All reservations made over the following holidays will subject to this Cancellation policy:
Memorial Day Weekend
Labor Day Weekend
At management’s discretion, holiday periods may include several days surrounding the holiday and thus be subject to stricter cancellation and no discounts. Even if the reservation does not include the actual holiday, holiday rates and cancellation policy may apply. Full payment of any reservation that falls over any of the above holidays will be required at least two weeks prior to the arrival date. Please note that these reservations made over holiday periods also require twice the cancellation notice that would normally apply in the standard cancellation policy. If proper notice is not given as outlined above then the deposit made will be non-refundable. We do not give refunds for early departures.
GROUP CANCELLATION POLICY
Reservations are considered group reservations when three or more cottages are reserved for people traveling together, not necessarily under the same last name and are subject to a different cancellation policy.
To cancel 1-2 cottages out of the group, a 1 week notice is sufficient to receive a refund of deposit less the cancellation fee.
If 3-4 cottages were cancelled, we would need a 2 week notice on each to receive a refund of deposit less the cancellation fee.
If 5 or more cottages cancel, a month notice on each would be required to receive a refund of deposit less the cancellation fee.
RESCHEDULE FOR ANY REASON POLICY
Reschedule for any reason (we won’t ask) up until the day prior to your arrival. You cannot, however, reschedule on Saturday for Sunday as our office is closed on Saturday. Must call during business hours (9-5 EST) Sunday-Friday if you need next day cancellation. If you have reserved under this rate, you will be able to reschedule your reservation with your entire deposit less the “Reschedule For Any Reason” Fee. If you reschedule this option will not transfer; you will need to repurchase option for new reservation. If you do not reschedule upon cancelling you will have up until 1 year from cancelling to reschedule. Offer not good over periods that require a longer than standard cancellation policy such as holidays or stays of seven nights or more or for a last minute special. For group reservations of three or more units (the Double King Suite is counted as two units) only two units can be rescheduled with this add-on. Reservations are considered group reservations when three or more cottages are reserved for people traveling together, not necessarily under the same last name.
REFUND FOR ANY REASON POLICY
Cancel for any reason (we won’t ask) up until the day prior to your arrival. You cannot, however, cancel on Saturday or Sunday as our office is closed on Saturday. Must call during business hours (9-5 EST) Sunday-Friday if you need next day cancellation. If you have reserved under this rate, you will be refunded your complete deposit less the “Refund For Any Reason” Fee. Offer not good over periods that require a longer than standard cancellation policy such as holidays or stays of seven nights or more or for a last minute special. For group reservations of three or more units (the Double King Suite is counted as two units) only up to two units can be refunded with this add-on. Reservations are considered group reservations when three or more cottages are reserved for people traveling together, not necessarily under the same last name.
NON REFUNDABLE CANCELLATION POLICY
Any reservation booked in which the booking terms state the reservation is non-refundable, is simply that, non-refundable. Non-refundable reservations cannot be rescheduled either. Please don’t ask!