Policies and Regulations
Asheville Vacation Mountain Lodge
(Revised Mar. 1, 2007)
The following policies and regulations govern your stay at the Asheville Lodge. Please read them carefully. If you are using our online reservation system, you will be required to accept these policies in order to complete an online reservation. [For those who prefer to make their reservation by phone, please click here to print out a hard copy of this agreement, and phone us toll-free at 1-866-408-8133 for reservation instructions]:
Here at the Asheville Lodge, we do everything we can to make your stay safe, enjoyable, and carefree. We know your vacation is important and precious and if there's anything that's not as it should be, we'll do our best to make it right.
This vacation rental agreement and contract shall be governed by the laws of the State of North Carolina. This is a vacation rental agreement under the North Carolina Vacation Rental Act (1999-420, s. 1.). The rights and obligations of the parties to this agreement are defined by law and include unique provisions permitting the disbursements of rent prior to tenancy and expedited eviction of tenants. Your signature on this agreement, or payment of money or taking possession of the property after receipt of the agreement, is evidence of your acceptance of the agreement and your intent to use this property for a vacation rental.
The price of your vacation at the Asheville Vacation Mountain Lodge is all-inclusive, except for North Carolina Sales tax (currently 7%, and passed on directly to the State and County). You will not be charged administration or processing fees. There is a cleaning fee of $95.00 (subject to change at any time without notice). However, we will waive the cleaning fee for guests staying three (3) nights or longer.
Rates: Rental rates are determined by season: high, medium, or low (please see our on-line reservations calendar for current rates and the exact dates governing each season). There is no minimum rental period. Rentals longer than one week sometimes can be arranged and may qualify for a discount. We'll make every effort to accommodate you — please call or email us for details. We reserve the right to change the rental rates at any time, without prior notice. In the event of a rate increase, all confirmed rentals for which a deposit has been paid will be honored at the original rate. The Asheville Lodge has four bedrooms and can accommodate up to nine guests (3 bedrooms with Queen-size beds and 1 bedroom with three twin beds). Each bedroom has a dresser and a spacious closet. Rental includes full use of the house and grounds (except as noted below) and includes bed linens, pillows, blankets and comforters, bath and kitchen towels, cookware, dishes, glasses and flatware, paper napkins, paper towels, toilet paper, etc. Guests are welcome to use the entire house, with the exception of the garage and certain locked storage areas and closets. Please do not attempt to open any locked doors. Evidence of tampering with locked doors will result in a fee charged to your deposit.
Cleaning and maintenance: Guests are expected to maintain the house in reasonable order at all times and to do nothing that would cause unusual wear and tear. The house is thoroughly vacuumed and cleaned, at our expense, before each guest's arrival. We launder all bedding and towels. For guests staying longer than five (5) days, our cleaning staff can come to the house to do an interim housecleaning, as necessary. There is a dishwasher for guests' use; please use only the dishwasher detergent provided below the kitchen sinks. We would appreciate your running the dishwasher before you leave so that our cleaning staff can empty it and re-stock the dishes for the next guest. When you leave, please remember to take all your personal effects with you.
Arrival and Departure: About a week prior to your expected arrival date (after your reservation and deposit have been accepted and processed), you will be emailed detailed driving directions to the Asheville Vacation Mountain Lodge. In most cases, our concierge will meet you on one of the major roads and lead you to the property. He or she will give you a special key fob that will activate and de-activate the security system (good for the duration of your stay), show you around the house, and answer your questions. If you haven't already gotten it, you'll also get a dedicated phone number so that you can call if any emergencies arise. The names and phone numbers (preferably cell phone numbers) of all guests should be given to us at the time the reservation is booked. Please be careful not to lose the key fob; replacements cost $125.00, the cost of which will be deducted from your deposit. Unless other arrangements have been previously agreed-to, check-in is after 3:00 on day of arrival. Check-out is normally 10:00 on day of departure. Our cleaning personnel depend on your timely departure so they can take care of preparing the house for the next scheduled guests.
Rules of the House: the Asheville Vacation Mountain Lodge is a luxurious and lovingly cared-for private home and it is expected that all visitors will treat it as such. Its use is intended exclusively for the quiet enjoyment of law-abiding, sober, credit-worthy guests who conduct themselves in a responsible manner. The principal renter(s) must provide legally-valid identification (photo driver's license, government or military ID, passport, etc.), must be at least 21 years of age, and must agree to never leave underage persons on the premises without adult supervision. The names, addresses, and phone numbers of all prospective guests (including children) must be provided to us at the time the reservation is made. Guests may invite a reasonable number of friends to visit them during the rental period, but no one other than registered guests may stay overnight without prior written permission. The Asheville Lodge is located on its own cul-de-sac and is quite private. Our nearest neighbors are about 750 feet down the hill. Guests are expected to avoid trespassing on the neighbors' property (which is clearly marked) or to engage in loud or boisterous behavior that might disturb the neighbors or anyone else. Please take care if you walk by our pond (the one nearest the curve in the road), since the ground can be quite slippery. Take special note that the pond adjacent to ours belongs to our neighbor and is off-limits to guests.
Smoking, Alcohol, Drugs, and Firearms: The Asheville Vacation Mountain Lodge is a non-smoking and smoke-free facility. Smoking, or carrying a lit cigarette, cigar, or pipe anywhere inside the house is strictly prohibited. You may smoke outside, providing that you do not stub out your cigarettes on the wood of the deck or throw butts on the ground (please use an ashtray and make sure your cigarette is fully extinguished — we're surrounded by forests). If our cleaning crews notice tobacco odor in the house after you leave, they will do a "heavy cleaning," the cost of which will be deducted from your deposit. Adult renters are responsible to see that no person under the age of 21 consumes any alcohol on the premises. Any person who uses or brings onto the premises any kind of illegal drug or controlled substance will be reported to the authorities, expelled immediately, and will forfeit both rental payment and deposit. Firearms or other weapons are not permitted anywhere on the property, nor is hunting or trapping by any means.
Availability: We reserve the right to visit the property at any time, with or without prior notice to guest. The Asheville Lodge is intended primarily for families and groups of friends. We also occasionally make it available as a "retreat" location for companies, non-profit organizations, civic or religious groups, etc. on a case-by-case basis. We warmly welcome guests of all races, colors, creeds, religions, and national origins. In order to ensure the well-being of all and to protect our property, we may, at our sole discretion, refuse to rent to anyone for any reason, provided that such refusal does not violate any law. If you wish to use the Asheville Vacation Mountain Lodge for a special event such as a wedding, anniversary, or party, you must obtain our permission in advance. Special rules and rates apply. Please contact us for further details.
Deposit: A deposit at the time of reservation is required, by either sending a check in the amount of $500.00 (five hundred U.S. dollars) or authorizing a "hold" in that amount on your credit card. This deposit will be returned to the renter (or the "hold" will be lifted) within 7 (seven) business days of guests' departure, providing that the key fob has been returned, nothing is missing from the house, there is no damage to the property, and no special cleaning or repairs are needed. Careful inventory is made before and after each rental period. Guests will be charged for breakage, damage, or missing items.
Trust Account: Any advance payments made by Tenant shall be deposited in a trust account of the Asheville Lodge, LLC with Wachovia Bank Main Financial Center, located at One Haywood Street, Asheville, NC 28801 USA. All advance rental payments, rent balances and reserve funds paid by tenant may be placed in an interest-bearing trust account of the Asheville Lodge, LLC, with all interest accrued payable to the Asheville Lodge, LLC.
Security: The house and property are protected against break-in and fire by a comprehensive security system that is monitored 24/7. If the system goes off, the security company will immediately call us. If we don't cancel the alarm within a minute or two, police and firefighters will be called. Therefore, please make every effort to not set off the alarm by accident. If it does go off inadvertently, you must phone the numbers posted by the security keypad at once. Please re-arm the system (using the key fob provided) each time you leave the house, and make sure that all doors and windows are shut and locked before you leave the house for any reason; otherwise the security system will sense an abnormality and trigger itself. There is a hand-held fire extinguisher in the kitchen and another on the second floor. Please familiarize yourself with them so that you'll be prepared in the event of a fire. The Asheville Lodge is equipped with "dual system" smoke and carbon monoxide detectors. One system is hard-wired to the off-premises security company and will automatically notify the fire department in the event of a fire. The other will sound a loud alarm inside the house. If a smoke detector alarm goes off and there is no fire (for example, from smoke from the stove), please de-activate it by opening a window or door and waving something next to the smoke detector to circulate air.
Propane Grill and Gas Fireplace: We provide a propane grill on the deck for the enjoyment of our guests. Please use it with great care and keep one of the fire extinguishers nearby when it is in use. When in use, it must never be left unattended or used in an improper manner. Guests are responsible to clean the grill after each use, and to re-cover it with the cover provided after it has cooled. Please notify us if the propane tank is empty and please leave the grill clean and ready to use for the next guest. We also have a propane gas fireplace in the living room, for use on chilly evenings. Please be sure it is turned off when not in use. Notify us immediately if you smell gas.
Liability: The house is very well built and conforms to modern safety and building codes, but it is on the side of a steep hill in a rural and rustic setting. You can drive right up to the house, but guests are urged to use caution, especially in wet weather, as the driveway, deck, landscaping and outside steps may be slippery. By making a reservation and paying the deposit, you assume full responsibility for your well-being (and that of everyone in your party) while staying at the Asheville Vacation Mountain Lodge. You agree to hold us harmless from all damages and acknowledge that neither the Asheville Lodge, LLC nor any of our employees, agents or subcontractors can or will be held liable for any accidents or injuries of any kind that may occur to you, your family, friends, or guests, on the property unless caused by gross negligence on our part, or by our failure to substantially comply with the North Carolina Vacation Rental Act.
Phone: The Asheville Lodge has a dedicated land-line phone. Local calls (Asheville, Leicester, Weaverville, Black Mountain and Hendersonville) are free as are, of course, all emergency calls. All other out-going calls are blocked. For long distance, international, or directory information, please use a pre-paid calling card or use your cell (cell phone reception is excellent). Local phone books are provided.
HVAC: The house is heated and cooled by two heat pump systems, each controlled separately by its own thermostat (one upstairs, one on the main floor). This system works most efficiently when the thermostats are left at 68 degrees Fahrenheit in winter and 71 degrees Fahrenheit in summer. Please do not alter that setting.
Wildlife and Insects: Occasionally, you may see wild turkeys, ducks, grouse, foxes, and other wildlife. Bears have been sighted in the vicinity, although rarely. Both as a safety precaution and to protect wildlife, if you see animals on the property do not approach or bother them. We have never seen, or been bitten by, any mosquitoes. We sometimes get a few yellow jackets and wasps in late summer and fall. Watch out for them, and please report any bee's nests you see to us. Do not attempt to knock down or destroy a bee's or wasp's nest on your own.
Pets: Guests may bring a single housetrained pet (i.e. one dog or one cat) with them, provided that we are so notified at the time you make your reservation. No animals except a single cat or a single dog may be brought onto the property. A separate deposit of $200 (two hundred U.S. dollars) will be assessed for your pet, plus a non-refundable surcharge of $15/day. If you bring a dog, please be sure that it is kept on leash whenever it's outside the house and that it does its business well away from the house, lawn, wellhead, and flowerbeds. For its own protection, your cat should be kept indoors. Guests with a cat are responsible for bringing their own litter box and for keeping it clean. As we are on a septic tank system, please do not flush cat waste or litter down the toilets. Put it in a plastic bag, wrap it tightly, and leave it with the garbage. Any damage to the house or its furnishings caused by a pet, including urine stains or odors, will be charged against your deposit.
Eviction: If the tenancy created herein is for 30 days or less, the expedited eviction procedures set forth in Article 4 of the North Carolina Vacation Rental Act will apply, which provisions are incorporated herein by reference. Upon compliance, Tenant may be evicted under such procedures if Tenant: (1) holds over in possession after Tenant's tenancy has expired, (2) commits a material breach of any provision of this Agreement (including any addendum hereto) that according to its terms would result in the termination of Tenant's tenancy (3) fails to pay rent as required by this Agreement, or (4) has obtained possession of Premises by fraud or misrepresentation. If the tenancy created hereunder is for more than 30 days, the summary judgment procedures set forth in Article 3 of Chapter 42 of the North Carolina General Statues will apply.
Cancellations: Reservations cancelled more than three months before arrival date will be entitled to a full refund. Cancellations from 60-89 days before arrival date will be entitled to a full refund less 15% administration fee. Cancellations from 30-59 days before arrival date will be entitled to a 50% refund of deposit, unless we can book another rental at the same price for that period, in which case a full refund less 15% administration fee will be given. Cancellations less than 30 days before arrival date for any reason will forfeit the deposit and only be entitled to a refund (less 15% administration fee) if we can book another rental at the same price for that period. "No shows" will forfeit the full amount of their deposit. We suggest that you may want to consider trip insurance to cover this contingency.
Repairs, Acts of God, and Refunds: We affirm that the Asheville Lodge is a "fit premise," as defined by Section 42A-31 of the North Carolina Vacation Rental Act. The house is modern and very well-built, and it conforms to all national, state and local building codes as of September 2004. We strive to maintain it and all its subsystems in top-notch working order. If anything doesn't work as it should, we'll make a good-faith effort to get it fixed promptly. However, we cannot guarantee heat, A/C, plumbing, appliances, etc. and guests will not be entitled to a refund due to the non-functioning of any system, unless clearly caused by negligence on our part. Because of the mountainous terrain and rapidly-changing weather in western North Carolina, brief power and/or phone outages sometimes occur. In most cases, power is restored within seconds. A list of emergency phone numbers is provided to all guests. Access to the Asheville Lodge is via a gravel road up a fairly steep hill. No one has ever yet had any trouble traversing it, but there is a very remote possibility that under some conditions it might be difficult to navigate. We get around 15 inches of snowfall per year here (Jan-March); snow is usually light, rarely sticks on the ground, and almost never accumulates above 2". We will not issue any refunds or honor any cancellations because of weather or other Acts of God.
We love the Asheville Vacation Mountain Lodge and think
you will, too.