Rental Policies, Terms and Conditions
In consideration of the monies received and mutual promises, the owner of the Rental (Property), through its management company agrees to grant use of the Property under the following terms and conditions:
The use of the property under this Agreement is for short term accommodations and not a tenancy agreement.
RESERVATIONS can be made online on our website, through third-party vendors (VRBO, Homeaway, Booking.com etc.) or by calling our reservations desk during regular office hours. All bookings require the acceptance of terms and conditions and valid credit card information.
THIRD-PARTY (VRBO, Homeaway, Booking.com etc.) PAYMENTS AND BALANCE DUE: On Third-party or Network Partner sites such as VRBO, Homeaway, or Booking.com the full booking amount is due at time of booking.
OVATION VACATION RENTAL and HIT RENTALS WEBSITE PAYMENTS AND BALANCES DUE: The total rental Amount is due at time of booking on reservations made within 30 days of the arrival date. An advance payment is due at time of booking on reservations made 31 days or more prior to the arrival date and 2nd payment balance is due thirty days prior to the arrival date. Rental charges and balance due are authorized to be made to the MasterCard, Visa, Discover or AMEX credit card used at time of booking. Personal checks are accepted for the 2nd payment balance, only if payment is received 30 days prior to the arrival date. The Management Company shall have the right, without further notification, to deem the reservation cancelled without refund of advance payments if the final payment is not received when due, or if card on file cannot be charged for any reason.
RENTAL DAMAGE PROTECTION (Damage Waiver): A Damage Waiver is included in every rental in lieu of a Security Deposit expect during summer months in Arizona and California. Depending upon the property rented, a damage waiver will protect you for up to $1,500.00 in unintentional/accidental damages to the Property interior that occur during your stay. Renter must immediately notify our management company of damages or losses during their occupancy or the insurance coverage will be void and guest will be responsible for damages. The damage waiver insurance plan does not cover acts of neglect, willful misconduct, damages by pets , damage to furniture, rugs, or artwork that are moved by guest.
SECURITY DEPOSITS: Collected from guests whose stay is 21 days or longer in Arizona and California during summer months (April-October). The length of stay along with the size of unit being rented determines the total amount of the deposit paid. The Security Deposit is taken by the owner in the case of unauthorized late check-out, missing keys ($50 each), electric bills over $100.00, cancellation fees, renter incurred expenses i.e., damage to rental condo, club house or common areas (if applicable), and for extraordinary cleaning requirements caused by anyone in your party and guests. This is not an all-inclusive list and other reasonable causes for charges exist. Paying the security deposit at booking indicates that you agree to HOLD HARMLESS & release the owners of the leased vacation property from any liability for accident, injury, death, and loss/damage of personal property while at rented property, or for any reason while in Arizona. Unused portion of a guest’s paid Security Deposit will be refunded to the guest. Months April – October Tenant is responsible for any electric bill larger than $100 per month. This is done to get the tenant to help conserve energy when the house is not being occupied. If there is an overage it will be taken from the deposit. If usage exceeds the deposit amount the tenant is responsible for the cost of the usage and will be charged. Bills will be available upon request.
ADVANCE RENT PAYMENTS, SECURITY DEPOSITS AND BALANCES: All payments are deposited into the management company trust account at Wells Fargo. Non-refundable reservation fees may be disbursed upon receipt. The disbursal of advance rent payment may be made upon the rental arrival date or maybe a material breach of this Agreement.
TAXES: Tax payments required by the State of Utah include Sales and local lodging Accommodation Taxes, where applicable.
PETS: No pets are permitted except in designated pet friendly rentals with authorization from the management company. Pets are limited to two (2) domestic potty-trained adult dogs (no puppies less than 1 year). Renters and their guests agree to adhere to the community’s pet size and breed restrictions. There is an authorized pet stay fee of $150.00. Renters whom have Pets in their rental are responsible for additional charges resulting from damages, and/or outside yard clean up. IF AN UNAUTHORIZED OR UNREPORTED PET HAS BEEN IN ANY RENTAL, PET FRIENDLY OR NOT, THERE WILL BE A MINIMUM CHARGE OF $500.00. ALL FINES AND CHARGES ARE THE RESPONSIBILITY OF THE RENTER WHOSE NAME IS ON THE RESERVATION. A RENTER OR THEIR GUESTS ALLOWING AN UNAUTHORIZED PET ONTO THE PROPERTY FOR ANY REASON OR FOR ANY AMOUNT OF TIME IS UNACCEPTABLE, AND WOULD BE A BREACH OF THIS AGREEMENT.
SMOKING: No smoking is permitted in any property rented from this management company. If there any signs that smoking occurred or is occurring inside the unit you rented it would be a breach of this agreement on the renter’s part and a minimum $500.00 charge will be assessed. If we are notified that someone is smoking in a unit the renters will be subject to eviction, loss of security deposit, fees, unused nights rents, cleaning charges and all other fees.
FAMILY OR CORPORATE GROUPS ONLY: Renter acknowledges that he/she is an adult of 25 years of age or older and shall personally occupy the Property for the entire rental period. Renter acknowledges he/she may not rent the Property for any event or party use. We have a strict no party policy that we expect our renters to observe. If we are notified of any such event you will be asked to leave the property immediately without any refund of un-used time.
MAXIMUM OCCUPANCY: Occupancy beyond the specified limit for the Property (including children), may not be exceeded. Renters will be subject to eviction, loss of security deposit, fees, unused nights rents, cleaning charges and all other fees.
FURNISHINGS AND EQUIPMENT: Properties are individually decorated. Décor reflects the taste of the owner and varies widely. Guests are required to leave furniture, rugs, artwork and décor’ items in the place they are found. Any damage caused by the guest when moving any of these items the guest is responsible for the cost of replacement or repair. If items are moved and there is a cost incurred to move the furniture back the guest is responsible for that cost. Homes are equipped with dishes, cookware, flatware, glasses, and basic appliances. Bed linens and towels are provided. Please be sure to pack any specialty items that you may require during your stay. If you find something is broken or missing upon your arrival please immediately contact our team to report it so we can have it replaced or repaired.
FIREPLACES: Where available fireplaces are for use during cold weather only, and may not be used while the air conditioner is running. In some cases firewood will be provided. There will be an additional cleaning fee of $50 for any wood burning fireplaces that are used during your stay. Please check with your reservationist for details.
PRIVATE HOT TUB AND POOLS: Private Pool and Hot Tub heat requires an extra per day charge paid by the guest. Please contact our reservations team to set up private pool or hot tub heat for your stay.
Our private hot tub temperatures are typically set between 100 and 102 degrees for guest who have paid the spa heating charges. Children should be in hot tubs for extended periods or without adult supervision. Our private pools are set between generally recommended temperatures of 80 and 84 degrees for renters who have paid the per day charge for pool heat. Renter agrees to be solely responsible for the charges, use and operation of hot tubs, whirlpools and swimming pools. Hot tubs and pools are maintained between renters and on a regularly scheduled basis. Renter will be charged for mid-stay treatment or cleaning that becomes necessary resulting from overcrowding or misuse. No glass or glass containers are permitted in or around hot tubs and pools. Do not leave children unattended around or in water.
CONDITION OF PROPERTY: All equipment and appliances in the Property should be in good working order. Please report any inoperative equipment or appliances to our office immediately. Every reasonable effort will be made to promptly repair inoperative items. Renter may be charged a service call fee if an equipment problem is determined to be a result of user error or misuse. No refunds will be made for inconveniences resulting from inoperative air conditioners, appliances or mechanical failure. If a condition occurs that affects the habitability of the Property, the management company will make its best efforts to relocate Renter to another available rental property. If another rental property is not available to relocate Renter, the management company will refund any unused days of the rental period.
DESCRIPTIONS AND RATINGS: Every effort has been made to ensure that property ratings, descriptions, and distances to area attractions: ski, golf, town, and, water access are accurate; however the management company is not responsible for exact distances or inferred proximity. The management company is also not responsible for changes made to furnishings, décor, equipment, or errors in descriptions.
ITEMS LEFT BEHIND AND LOCK OUT: The management company is not responsible for articles lost, stolen or left behind in homes. Please double-check for personal items prior to your departure. There is a $50 return item fee plus the cost of mailing to return left behind items. There is a service call charge of $100 for lock outs due to user error.
LOCK-OFFS: Please respect these locked closets, cabinets, or rooms. They are NOT INCLUDED as part of your rental.
RESTRICTIONS: Renters are required to abide by rules and regulations for the property in which they stay. A guest services guide is located in the property and includes applicable rules and regulations along with guidelines for the rental property use, check-out procedures, emergency numbers, trash/recycling collection procedures and other pertinent information. Some locations may have restrictions against RV, boat, motorcycles, or camper parking on the premises.
CHECK-IN: Arrival check-in is 4 p.m. on the arrival date. In extreme unexpected situations check-in time may need to be extended for cleaning and maintenance. Renter shall not be at the Property prior to check-in time unless previously arrange through our reservations team.
Early arrival may be subject to an additional “early check in charge”.
CHECK-OUT: Check-out time is 10 a.m. on the date of departure. Please observe this rule as housekeeping staff needs time to prepare the Property for the next guests. RENTER MAY BE CHARGED UP TO $150 OR THE COST OF ONE (1) ADDITIONAL NIGHT RENTAL WHICHEVER IS GREATER IF PROPERTY IS OCCUPIED AFTER CHECK-OUT TIME. Renter is responsible for leaving the Property in a like arrival condition upon departure. Please secure all windows and doors, wash dishes, and clean out the refrigerator. Trash should be placed in either the location designated in Reservation Instructions or trash bags placed in rubbish container in the garage. Leave used beds unmade. Unless otherwise designated, keys, fobs and clickers should be left on the kitchen counter-top in plain view. If your rental requires extra cleaning time because it is left in an excessively dirty or messy condition, you may be charged an additional cleaning fee.
DAMAGE AND ADDITIONAL CHARGES: Damages occurring during the occupancy, including lost keys, garage remotes and TV remote controls are the Renter’s responsibility and must be reported to the management company immediately. The Renter will need to pay a set fee of $50 per key, $100 fob or garage remote or the fee charged by the HOA for replacement whichever is greater for each item not returned to the designated location prior to check-out. If the cost of the damage repair or replacement can’t be determined by the time of departure, the Renter shall remain responsible for such costs, exceeding the amount covered under the damage waiver and agrees to pay the management company promptly. DO NOT WAIT UNTIL CHECK-OUT TO REPORT PROBLEMS.
INSPECTION AND REPAIRS: Access to the property for the purpose of inspection, repair or replacement of amenities, fixtures, appliances, furnishings, plumbing, electrical and equipment may be made by the management company and its representatives during the rental period with a verbal or email notice. If the issue is deemed an emergency no notice will be required.
LIMITATIONS OF REMEDIES, DAMAGES AND INDEMNITY:
a) In the event of fire, eminent domain, act of nature, delay in maintenance affecting habitability of the Property, including sale or foreclosure, change in CC&Rs of the community, Renter agrees to limit the management company and/or property Owner liability to a refund of the prorated rental for each day Renter is unable to use the property.
b) Renter understands that there are inherent risks associated with any property, including risks associated with the use of pool, hot tub, whirlpool, sauna, fireplaces, grills, etc. Renter represents and certifies that he/she is thoroughly familiar with the proper use of the Property, including any appurtenances, fixtures and equipment in and upon the premises. Renter shall be responsible for Renter’s guests and group members. Renter agrees to release and indemnify the Owner and management company from and against all liability or loss should anyone be injured upon the premises during the rental period resulting from any cause whatsoever, except in the case of a personal injury caused by the negligent act of the Owner. Renter further agrees that Renter is responsible and liable for any damages that occur to the Property or any portion thereof due to Renter’s or his/her guest’s misuse or negligent use of the Property or any portion thereof.
c) Renter shall not be entitled to any refund due to delay in check-in, early check-out, unfavorable weather, temporary disruption of utility services, malfunctioning or dissatisfaction with equipment/appliances/furnishings or condition of property, construction, traffic and associated noise.
d) Renter agrees to hold the property Owner and Management Company harmless of any liability for injury or damage resulting from accident, injury, or loss of enjoyment resulting from weather, inoperable appliances, or equipment.
TERMINATION: If Renter or any member of his/her guests violates the terms of this Agreement, the management company may, at its sole discretion, terminate this Agreement with no refund of the unused portion of rent and may enter the premises and remove Renter , their guests, and their belongings. A material breach of this Agreement shall include, but is not limited to the careless and reckless use of the Property.
CANCELLATION & REFUND POLICY
• Cancellations prior to 60 days of arrival forfeit all fees and a $500 cancellation fee for 5 + bedroom rentals, $400 cancellation fee for 3-4 bedroom rentals or $250 for 2 bedroom or less rentals.
• Cancellations made 59-30 days prior to arrival forfeit all fees paid, 3 nights lodging plus the cancellation fees listed above.
• No refunds will be given on cancellations within 30 days of arrival, for late arrivals or early departures.
• Full, partial or pro-rated refunds are not available in cases of bad weather, lack of desired weather, poor extracurricular activity conditions, health issues or transportation delays. We strongly recommend you obtain travel insurance.
• Guest shall inform Agent in writing of Guest’s intention to cancel the reservation. For reservations made through 3rd parties, additional cancellation policies may apply in addition to our policy above.
• Owner/Agent Cancellation Policy: In the unlikely event that the Property becomes unavailable for any part of the tenancy for reasons beyond the control of the Agent, Owner and/or Agent may cancel this Agreement and refund in full to the Guest all unused payments made. Guest agrees that any claims against Owner/Agent arising out of performance or non-performance under this agreement shall be limited to a full refund of all consideration previously tendered by Guest. However, Agent will assist in procuring similar alternative accommodation should this situation arise.
*A change in property, unit or dates is considered a cancellation.
By booking this unit online or with one of our reservations team you are agreeing to all Policies, Terms, & Conditions.
Thank you for making your reservation with us. We are confident compliance with these policies, terms, and conditions will help all guests have a safe and enjoyable vacation.
I, the renter understand and agree to these policies, terms, conditions and corresponding charges, and fees that may be levied and authorizes the management company to charge any fee due resulting from violations to this Agreement to the credit card on file with the management company: