DISCLOSURE: In accordance with the North Carolina Vacation Rental Act, each guest of Carolina Mountain Vacation Rentals, Inc. will receive a Vacation Rental Agreement for their review and signature. Please take the time to read the entire policy below and the Rental Agreement which will be emailed, faxed or mailed to you once you book a reservation. Your acceptance of the rental agreement means acceptance to all the items in this policy, in addition to the terms of the Rental Agreement. We will be happy to answer any questions you may have!
Reservations
Reservations may be made by calling our toll-free line at 800-628-2663 (local number 336-246-3010), in person at our West Jefferson office, or online at www.carolinamtn.com through our secure site.
Rates
Rates and amenities on this website are subject to change without notice. Rates quoted are for up to the maximum number the house sleeps. Rates vary according to the season and holiday, thereby assuring vacationers the best rate possible.
Minimum Stays
A two-night minimum is required for most homes. Holidays and Peak Seasons may require three nights. Some homes are only rented by the week during peak seasons.
Arrival
Weekly bookings run Friday – Friday or Sunday – Sunday.
Check-In
Check-In times are either 3pm or 4pm depending on size of home.(or as soon as your rental home has been fully inspected and prepared for your arrival). Please read your confirmation letter for after hours and weekend check-in procedures.
Check-Out
Check-out times are either 10am or 11 am depending on size of home. Upon check-out, please leave home in the same condition as when you arrived, including but not limited to, cleaning of grills, if used. If departing on a weekend or holiday, two bags of trash may be left bagged in outside trash cans, or in kitchen area. A member of our Departure Inspection Staff will remove all ashes from fireplaces. You must be out of the home by 10:00 AM or 11:00 AM depending on size of home. Failure to comply with these requests may result in deductions from your security deposit. For homes with lockboxes, keys must be reinserted into the lockbox, then call CMP office to inform the time of your departure.
Keys
Non-returned keys will incur a $25.00 fee per key. Each reservation will be provided with one set of keys. After office hours there will be a $15.00 charge for the delivery of an entry key.
Rental Capacity
Each home description states the maximum number of people the house sleeps, including children. This reflects the septic capacity of the property and beds in the home, and should never be exceeded. If your group exceeds the maximum occupancy as stated, this is treated as a material breach of your lease agreement and grounds for an expedited eviction proceeding through the Vacation Rental Act of North Carolina. Additional guests visiting for a limited period of time such as Wedding groups or Family Reunions must be approved in advance.
Payment
A signed rental agreement and 50% of the balance is required upon booking. Balance of payment is due 30 days before arrival.
Methods of Payment
We accept Visa, MasterCard, Discover and American Express credit/debit cards as well as Cashier’s check or Money order. We are not responsible for overdraft charges on debit cards.
Family Groups Welcome
All rental homes are for family groups only. No sororities, fraternities, or other unmarried groups will be allowed. Should a group misrepresent themselves, they will be required to vacate the premises immediately, without refund. Likewise, our lease agreements require the leaseholder to be at least 24 years old.
Taxes
All reservations are subject to a 7% State Sales Tax. Rental homes located in Ashe County incur a Local Occupancy Tax of 3%. Rental Homes in Alleghany County incur a Local Occupancy Tax of 6%. Homes situated within the city limits of West Jefferson also incur a Town Occupancy Tax of 3%.
Handling / Processing Fees
All bookings require a minimal handling fee of $85.00. The fee is non-refundable and must be paid with the balance of your rent prior to check-in.
Cancellations
Cancellation of a confirmed reservation must be received in writing for Guest’s protection. When the property is re-rented for the full period of the cancelled reservation and confirmed with full payment, a refund to guest will be issued, less a $35 cancellation fee. Processing fee and insurance premiums are non-refundable. If property is not re-rented for the full time period of the cancelled reservation all monies paid will be forfeited. Trip cancellation/interruption insurance is available and highly recommended to protect potential financial loss.
Maintenance Refunds
We make every effort to ensure all equipment is in working order at your rental home. Please report any inoperative equipment to our office promptly! Every effort will be made to have the problem corrected. Under no circumstances will there be a reduction of rent for any mechanical failure of air conditioning, dishwasher, washer, dryer, TV, VCR, DVD, Spa/Hot tub, Swimming Pool, or appliances. There are no refunds for inclement weather, including hurricanes. We have also made every effort to assure that the descriptions of our properties are correct. However, we cannot be responsible for changes made by the owner to the furnishings or equipment in the unit.
Refunds
Simply stated, once you have entered into a contract to rent a property, you are binding yourself to that property for that time. There should be no expectation of compensation or relocation because you are dissatisfied with the property or something in the property isn’t working to your satisfaction. Unlike a hotel, we cannot relocate you without specific authorization from the homeowner. As previously stated, we will make every effort to correct any malfunctions or problems encountered, but no refunds should be expected. Every effort is made to ensure all information in Agent’s advertising is accurate and complete. However, Agent cannot be held responsible for typographical errors, omissions, price changes, and other changes made by owners within the unit.
Substitutions
We reserve the right to substitute accommodations if circumstances require. If at the time tenant is to begin occupancy of the property, CMVR and/or Owner cannot provide the premises in a fit and habitable condition, or occupancy is unavailable for some unavoidable reason, CMVR will make all efforts to substitute a reasonably comparable property for occupancy. In the event that CMVR is unable to do so, tenants’ exclusive remedy shall be a refund to tenant of all payments made.
Transfers
Refer to section on cancellations. Transfers from one home to another, or one week to another will be treated as a cancellation.
Security Deposits
All homes in our rental program require a refundable security deposit. The purpose of this deposit is to allow the owner to recover expenses incurred from obvious or malicious neglect, damages, or from additional cleaning required to the tenant leaving the home in a dirty condition. The home will be inspected after your check-out, and the deposit remitted within 45 days from the date of departure. SEE NEXT PARAGRAGH FOR OPTIONAL SECURITY DPST DAMAGE INS.
Trip Interruption Insurance
We are happy to offer Trip Cancellation/Interruption Insurance to our guests. These charges are automatically added to your advance rent payment. If you do not wish to purchase coverage, you may delete the charge by initialing where indicated on your lease. We highly recommend the purchase of this coverage for your financial protection in cancellations where we are unable to recoup your advance rent payment. Carolina Mountain Vacation Rentals, Inc. acts only as a sales agent for the Lodging Protection Plan (Trip Cancellation & Interruption Coverage) administered by Insure America. For questions regarding this plan call Insure America at 1-866-221-8080 regarding Group Product Code #004770-P1.
Cleaning
To ensure our homes are always “Motel-Ready” clean, an inspection will occur after each departure by CMVR housekeeping. If departing on a weekend or holiday, two bags of trash may be left bagged in outside trash can, or in kitchen area. Our housekeeping staff will remove all ashes from fireplace. Tenants are expected to perform reasonable cleaning during your stay, i.e. vacuuming, sweeping, etc. Leave furniture and other contents in original location and condition. Refer to “CMVR Check-Out Instructions” posted on the refrigerator of your rental home prior to checking out. Failure to follow check-out instructions, abuse of premises, or the need for more than basic departure cleaning could result in a charge to Guest’s security deposit.
Damage / Missing Items
All breakage and damage to your rental home during your stay must be reported to our office before your departure so that we may settle the matter as soon as possible. Tenants are responsible for and are expected to assume liability for any damage to the home and its’ contents, other than normal wear and tear, during their occupancy. Houses will be inspected carefully after your departure, and your deposit will be adjusted if any damage is found.
Driving Conditions
Many homes are located on gravel and/or private mountainous roads. Please come prepared to drive on these roads to your rental home. If your vacation is in the winter months, you must come prepared to drive in snow and/or ice to reach your rental home. We strongly recommend tire chains and/or a 4-wheel drive vehicle, as most homes are situated on secondary roads. Please contact our office with any questions you may have about the location of the rental home you are choosing before booking your reservation. Refunds cannot be given due to bad weather.
Amenities
Each home is equipped with a central heating source such as electric heat, oil or gas furnace, or Monitor stove. Some homes also have fireplaces or wood-burning stoves that offer supplemental heat. All homes all have fully equipped full kitchens that provide refrigerator, range, dishes, pots, pans, silverware, etc. Please check the description of your home to determine other additional amenities that may be included. Dishwasher detergent & dishwashing liquid are supplied in quantities sufficient for a weekend stay. TENANT IS RESPONSIBLE FOR BRINGING PAPER TOWELS, TOILET TISSUE, SOAP, DETERGENTS, STAPLES AND PERSONAL ITEMS. Don’t forget a flashlight if you are arriving or departing after dark.
Pets
We do have some homes that allow pets. We require an additional $75 non-refundable pet fee (per pet) if a pet is brought to a home that allows pets. This allows for additional disinfecting and extermination of the home after pet visits. Bringing pets MUST be arranged at booking. In addition to all normal charges and fees, pet owners are liable for any damages caused by pets. See our “Pet Policy” addendum when signing your lease agreement for terms and conditions.
Smoking
Smoking is NOT permitted inside any of the homes. Smoking is permitted on outside porches, decks and patios. We ask that renters dispose of cigarette butts in a clean and safe manner. If it is determined that smoking did occur inside a home, an additional fee will be charged against your damage security deposit to cover the cost of smoke removal and any damages incurred.
Items Left at Rental Home
Carolina Mountain Vacation Rentals, Inc. will not be responsible for personal items left in the homes at check-out. A minimum $10.00 service charge and mailing costs are required if you request Carolina Mountain Vacation Rentals to pick up and return these items to you. Any items found in units that are not claimed within 30 days will be donated to charity.
Linens
Many homes provide sheets and towels with your rental, while others do not. Please check our website or your confirmation letter to determine if the home you have chosen provides them.
Maid Service
In addition to regular cleaning before and after your stay, we are pleased to offer you the convenience of mid-week cleanings & trash removal during your stay. Our cleaning service cost varies with the size of the home (plus tax). Call our office for details and arrangements.
After Hours Emergency Contact Information
Guests are provided with after hour telephone numbers for emergency assistance needed. These numbers are located on the “Directions to Your Rental Home” and on the “Welcome to CMVR” located on the refrigerator of your rental home.
Complementary Services
As a courtesy to our guests, wireless high speed Internet access is available at our office, as well as fax and copier service.
Telephones / Long Distance Phone Calls
Most owners graciously provide telephones for your convenience and safety. Please do not abuse this privilege by charging long distance calls to the home telephone. There will be a $25 collection fee added to any calls charged to an owner. Most of the home phones have a phone block and require you to use your credit card to access long distance. Long distance access is not guaranteed.
Fireplaces
A number of our cabins offer the use of fireplaces in the home. Be advised that CMVR does not provide wood for wood-burning fireplaces at any time. A select few of our homeowners will, at times, offer a complimentary supply of wood. Gas fireplaces are meant for use in the months of October – April.
Grills
Most homes provide either a gas or charcoal grill. Grilling is only permitted in units that provide grills and in an area away from the home. Propane refills for gas grills as well as charcoal are tenant’s responsibility. Grills must be cleaned before tenant check-out to avoid security deposit charge.
TV Usage
Television station availability will be dependent upon whatever each owner has established as a basic level of service in the case of either the satellite or cable provider. Pay-per-view selections are not available. No adjustments to TV service will be made. In some vacation homes Smart TVs are offered with only access to streaming services. In some cases, guests must use their own logins.
Area Growth
New construction is a part of the mountains of North Carolina. If your rental home is near new construction, please be understanding. We will attempt to contact the contractor concerning noise, start times, etc., if necessary, but no refunds or moves can be made.
Handicapped Accessible Homes
If someone in your party has special requirements, please call our office to determine which home or homes may be best suited for your needs.
Use of Property
Unit may not be used for any activity which violates local, state, or federal laws, NC insurance rules and regulations, or subdivision restrictions.
Vehicles
No motor homes, campers, or tents are allowed at rental homes. Be advised that the parking at our rental properties is never more than the number of bedrooms in the property. If more than 2 cars are arriving at the home, please ask in advance about parking arrangements. Park only in designated areas. No parking allowed on grass. Absolutely no ATV’s or 4-wheelers are allowed.
Hunting & Fishing
No fishing, hunting, or shooting of firearms is allowed on any property without express written permission from the vacation homeowner. Additionally, no horses allowed on property.
Fireworks
No fireworks of any kind allow on vacation home premises.
Open Fires
No open fires are permitted.
Entry
From time to time, it may be necessary to enter the home during reasonable hours for any purpose connected with the repair, care or management of the property. In addition, a few of our homes are listed “For Sale” and you may be called regarding showings during your stay.
Smoke Detectors
North Carolina Real Estate Law requires all tenants to check smoke detector operation upon arrival and notify office of any malfunction in writing.
Unit for Sale
In the event that the property you are renting is on the market for sale, we may find the need to show the property during your visit. We will make every effort to schedule the showing at a convenient time and not interrupt your vacation. Should a unit go off the market with future rentals, all guests will be notified according to the NC Vacation Rental Act of 1/1/2000. The staff of Carolina Mountain Properties & Rentals, Inc. will do their best to find a comparable property.
Extended Days
For vacationers wishing to stay in our beautiful Carolina Mountains for a period of one month or more, many of our homes are available at a discounted rate. Please contact a CMVR staff member for more details. Long-term leases are also available on both vacation homes and other unfurnished homes.
Disclosures
All monies received by agent will be held in a non-interest bearing trust account with First National Bank, West Jefferson, NC, a federally insured institution. Please be aware that Carolina Mountain Vacation Rentals, Inc., receives compensation for such services as trip interruption insurance, linen rental, and other administrative fees. We reserve the right to substitute comparable accommodations without notice or liability should the unit be out of order. Carolina Mountain Vacation Rentals, In. will not be responsible for any accidents occurring on or because of rental property. Every effort has been made to assure that all descriptions, prices, and locations are accurate. However, descriptions, prices, and locations can change without notice. Carolina Mountain Vacation Rentals, Inc. will not be responsible for errors or changes made by printing errors, homeowners, or even nature.