Terms And Conditions

VIRGINIA HOT SPRINGS REALTY CLARKSON & WALLACE

REAL ESTATE

VACATION RENTAL AGREEMENT REVISED 1.2025

1. Check-In. Check-in is 4:00pm. Please pick up your check-in package, which includes keys, directions to your cottage, and other important information for your stay at the Clarkson & Wallace office at 74 Courthouse Hill Road in Warm Springs GPS should work just fine to locate our office; written directions provided upon request.

2. Late For those arriving after 4:00pm and who have paid their balance in full, your check-in package will be left in the front foyer of the office, which remains open and unlocked 24/7.

3. Check-out. Check-out time is 11:00 am. ALL KEYS MUST BE RETURNED to our office after preparing for departure, closing and locking the Leave keys in DROP BOX located in the front foyer of the office. Our cleaning staff depends upon your timely departure in order to prepare for the next arrival. Guests will be charged a $100 per hour fee for any unauthorized late departure.

4. A 50% deposit is required at the time the reservation is made for a reservation made more than 30 days prior to arrival. Final payment is due 30 days prior to arrival. Reservations made within 30 days of arrival must be paid in full and are non-refundable. We accept Visa/MasterCard/American Express/Discover. With your selection of a property, dates and payment of deposit on-line, you have agreed to the terms and conditions of our Vacation Rental Agreement. Please read the agreement carefully, confirm arrival and departure dates, and call the office with any questions. We hold the person whose name appears on the lease responsible for any payments and all other responsibilities of the rental agreement. 

5. Returned A $25 service charge applies.

6. Maximum Occupancy The occupancy in a cottage shall not exceed the maximum limit set at any time. All of our properties are privately owned; therefore, it is our responsibility to rent to family groups only.

7. Cancellation & Confirmed reservations are not transferable to another property. Cancellations more than 30 days prior to arrival will receive a full refund less a 5% administrative fee. If you cancel your confirmed reservation within 30 days of arrival and the property is not re-rented, half the basic rental amount will be forfeited. All other money prepaid will be held as a credit towards a future stay. If property is re-rented, all money prepaid will be refunded, less a 5% administrative fee. Future stay must be at the same rental property and must be within one calendar year from the date of the original reservation. For any cancellations due to Government Mandate, reservations may be cancelled without penalty, less a 5% administrative fee.

8. Upon Prior to moving personal items into the cottage, please inspect the property thoroughly for cleanliness, confirm appliances are in working order and no damage is present. Report any damages/requests for service within one ( l) hour or we will assume you found the property in acceptable condition. Guest assumes all responsibility for damages in the home not reported upon arrival. Though we do not make rate adjustments, property substitutions or refunds, we will make every effort to meet your satisfaction.

9. House Amenities. All houses are stocked with one (1) full roll of toilet paper per bathroom; one (1) full roll of paper towels; individually wrapped bath soaps in each bathroom; hand soap at all sinks; basic cleaning supplies and dishwashing supplies, propane for gas grills.

10. Severe Snowfall in the winter months makes Bath County a winter wonderland, perfect for enjoying winter sports and scenery. Please take precautions with your vehicle and wear proper clothing. Please be prepared with 4-wheel drive vehicle, snow tires, and/or chains. Cancellations due to weather conditions are non-refundable.

11. Mother Na Many of our vacation homes are in rural areas. Most wildlife is wary of people and will usually leave an area when encountered. Please make sure trash is properly contained and/or disposed of as it can attract raccoons, bears and other pests. During winter months, some pests may move indoors for shelter. If you find any nuisances please call our office right away. Sorry, no rebates from Mother Nature.

12. The following holidays require a three (3) night minimum stay: Presidents Day, Easter, Memorial Day, Independence Day, Labor Day, Thanksgiving, Christmas and New Years. Exceptions may be made within 14 days of the holiday.

13. Many of our Vacation Homes allow dogs. A non-refundable pet fee is required and may vary by individual property. In the event that a pet is discovered in or around a home without permission of VHS Realty/Clarkson & Wallace, it is grounds for eviction without refund. The pet fee will be charged to the credit card on file. Dogs are not allowed on any furniture at any time and should not be left unattended in the home unless crated. No cats or other pets allowed.

14. No Please respect the homeowners who have designated their homes as non-smoking. If smoking is permitted, please dispose of cigarettes properly as many of our homes are located in forest settings.

15. MOST homes are furnished with bed linens and towels and will be made up prior to your arrival; however, some homeowners do not supply linens and/or towels. Please refer to the unit description for what linens may or may not be provided for your stay. Extra bedspreads, pillows and decorative soft goods that cannot be properly washed between rentals have been removed and homes may appear different than pictured. All homes have washers and dryers on premises for your use. Please bring your own detergent for personal laundry.

16. Clarkson & Wallace follows the SafeHome Cleaning Guidelines for each home as established by the Vacation Rental Management Association based on the WHO and CDC recommendations. Each property will be properly cleaned and sanitized for your arrival. Departure housekeeping is included in the rental rate unless otherwise advertised. We request that the home be prepared for departure by emptying all food from the refrigerator and cabinets, removing all trash including bathroom waste baskets (all trash must be bagged, tied shut and put in appropriate trash cans. No loose trash in cans); loading and starting the dishwasher. Please close all blinds, drapes and windows, lock all windows and doors, tum out all lights and check for any additional departure instructions provided in your check-in package for your specific property. All keys must be returned to the Clarkson & Wallace office. Guests will be billed additional charges to the credit card on file for home not being properly prepared for departure, excessive cleaning (over and above the established departure cleaning cap for each property. Contact the office for the cleaning cap of your rental), late departure and lost keys.

17. Locked Some owners have private storage. These areas and the items contained therein are absolutely not included in the rental.

18. We cannot guarantee air conditioning or appliances. There are NO REFUNDS should they fail. TVs, VCRs, DVDs, Satellite Service, Internet Access (if available), Air Conditioning, Hot Tubs, Gas Fireplaces, Grills, Recreational games and equipment and the like are furnished as a courtesy by the owners and are not guaranteed. We strive to keep them in good working order and will do everything possible to repair any malfunctions within a reasonable time frame. Please call VHS Realty/Clarkson & Wallace to report any malfunctions. All systems are inspected and are in working order for your arrival unless otherwise notified.

Maintenance personnel will only be dispatched if there is any issue that needs to be handled immediately.

19. Long Distance Please use a personal cell phone for all long distance phone calls.

20. Lost Lost keys should be reported to the office immediately. To replace lost keys there will be a $25 charge. Do not leave keys in the home upon departure; they must be returned to VHS Realty/Clarkson & Wallace. There will be a $25 charge if keys are not returned to our office.

21. Lost & VHS Realty/Clarkson & Wallace is not responsible for personal items left behind. Any items requiring shipping will be shipped via Fed-Ex or UPS and charged to the credit card on file.

22. Please only park in the designated parking areas of the home. Do not park on the grass. Some vacation homes may have a garage. If guests have permission to use the garage, instructions and remotes will be provided for that individual property.

23. Prohibited The following are absolutely not allowed at any of our Vacation Properties: NO House Parties

NO Groups (fraternity, sorority, or students. Misrepresentation will result in eviction without refund) NO Fireworks on the premises

NO moving of furniture

NO phone calls or pay per view movies charged to property phone NO washing cars

NO motor home or camper hook ups

NO ATVs allowed on any vacation property

NO Hunting, Target Shooting, or firearms allowed

24. Telephone, Internet & The homeowner is responsible for regular monthly subscription charges for telephone and Satellite TV if provided. The guest is responsible for the cost of any toll telephone, extra Satellite TV or internet charges (i.e. Movie rentals, etc.) made during the rental period. The guest agrees to only use media, including but not limited to the homeowner provided internet connection, in a responsible and legal manner. The guest hereby accepts responsibility for and indemnifies the homeowner for any and all fines, costs or legal fees resulting from any illegal activity conducted through the provided electronic media during the guest's stay.

25. Horne Every attempt is made to make sure that all the descriptions are accurate; however, we cannot be held responsible for errors in descriptions of the home, accessories, decor, electronic equipment, televisions, rates, etc. Updates to descriptions, additional details and photographs are available on our website: www.warmspringscottages.com . Periodically review our website for updates and changes. You will not be personally notified of updates. Omissions, additions or errors as well as changes to furnishings, bedding arrangements, equipment, televisions, etc. made by the owner or any amenities, circumstances out of our control, shall not be the responsibility of the Agent or Owner. We are unable to make other arrangements, property substitutions, rate adjustments, or refunds upon your arrival.

26. Additional Guest authorizes VHS Realty/Clarkson & Wallace to charge the credit card on file for any additional charges for damages, lost keys, late departure, etc. without further permission. An itemized list of charges will be provided to guest if additional charges are incurred.

27. Errors, Omissions & Every effort has been made for accuracy. VHS Realty/Clarkson & Wallace is not responsible for errors on brochures or on the website. Descriptions and rates are subject to correction or change without notice.

28. Hold Harmless Notice: Virginia Hot Springs Realty LLC dba Clarkson & Wallace Real Estate (Agent) reserves the right to refund deposit, refuse rental or discontinue occupancy if, in the Agent’s opinion, tenant is detrimental to the Property.

Guests agree to release and indemnify the Owner and the Agent from and against all liability for injury to the person of the Guest or to any member of Guests’ household resulting from any cause whatsoever, except only such personal injury caused by negligent or intentional acts by the Owner or the Agent. Guests agree to be responsible for any repairs necessary due to their negligence. 

Guests understand that Agent has the right to refuse service to anyone and will not be responsible for accidents or injuries of any kind to Guests, or for loss of money, jewelry, or valuables of any kind. In the event Owner or Agent must resort to legal process to enforce rights under this agreement, Guests shall be responsible for reasonable attorney fees and costs. Guests agree the contract is entered into in Bath County, Virginia and consent to personal jurisdiction and any property court locations therein. This agreement is binding once reservation is confirmed and accepted by Virginia Hot Springs Realty LLC dba Clarkson & Wallace Real Estate and one-half of the gross rents have cleared the bank. Guests acknowledge that they may not have possession of the property until the full rental amount has been paid in full. If Guest or any member of his/her party violates any of the conditions of this agreement, Agent may terminate the agreement and enter premises. Upon notice termination of this agreement, guests shall vacate premises immediately.

If you booked on-line, you have confirmed your acceptance of this agreement. If you booked directly by phone, PLEASE ACKNOWLEDGE RECEIPT OF THIS AGREEMENT BY EMAILTO CONFIRM YOUR RESERVATION. RESERVATION IS NOT CONFIRMED UNTIL WE RECEIVE YOUR ACKNOWLEDGEMENT OF THE RENTAL AGREEMENT.

EMAIL: brogers@clarksonandwallace.com