Rental Policies - Sun and Sage Property Services
  • Rental Policies

  • RENTAL POLICIES & PROCEDURES FOR GUESTS STAYING IN OUR VACATION HOMES
    Please download our Rental Agreement (.pdf).
    Please download our Checkout Procedures (.pdf).

    HOT TUB USE
    Please download our rules & policies of hot tub use here: HOT TUB PROCEDURES.

    SECURITY/DAMAGE DEPOSIT
    A security deposit of $500 is required to hold your reservation. We must receive payment for the deposit within seven (7) days of initial booking. Once it is received your dates are officially reserved.

    Upon your arrival, the $500 security deposit converts to a damage deposit. If the following provisions are met, your deposit will be mailed to you within ten (10) days of your departure.

    • No damage is done to the home or its contents
    • No linens or household items are missing
    • No early check in or late check out
    • House has not been smoked in

    PAYMENT
    We accept check, money order and major credit cards. Payment in full must be received 30 days before your arrival.

    CANCELLATIONS

    • If you cancel more than 30 days before you check in, your deposit will be returned.
    • If you cancel less than 30 days before you check in you forfeit your deposit.
    • If you cancel and have paid for your stay we will refund your payment for lodging, subject to a $75 cancellation fee.
    • The first day of the rental there will be no refund for any reason.
    • No credit will be given for shortened stays for any reason.
    • No cancellation due to weather.

    RENTAL AGREEMENT
    Upon receiving your security deposit and a signed and dated rental agreement a confirmation will be email to you.

    Approximately one week before your stay we will send you a welcome package via email that includes travel directions and a lockbox code to access the home along with information on sports facilities passes.

    HOUSEKEEPING
    When you arrive the home will be clean and set up with linens and the following:

    Bath towels, hand towels, wash cloths, paper towels and napkins, dishwasher soap, hand soap, toilet paper, and laundry soap.

    Pets are allowed in about half of the rentals. Please disclose any pets prior to making a reservation, and we will do our best to accommodate you. Guests who bring a pet or pets without approval forfeit their damage deposit and may be evicted from the home.

    This is a non-smoking home. You are permitted to smoke outdoors. Butts are to be disposed of properly and not left anywhere on the property. If additional cleaning is required to remove odors from the house or linens costs will be subtracted from your deposit.

    CHECK IN TIME
    Check in time is no earlier than 4pm. There is only a short window of time to clean, disinfect and set up for the next guests. Please respect this work schedule and do not arrive early. The facilities passes are available all day and you may use the sports facilities until your check in time.

    CHECK OUT TIME
    Check out is no later than 11am on the day you are scheduled to leave. We must be able to enter the home at 11am. If you do not vacate the premises on time you will be charged for one additional nights stay.

    CHECK OUT PROCEDURE:
    Prior to check out all dishes should be washed and put away, sheets should be removed from each bed used, along with all soiled towels, and placed in laundry area and garbage taken outside. Before leaving, set the thermostat to 52 degrees in the winter months and 88 degrees in the summer months. Make sure all doors and windows are shut and locked.

    We will not be liable or responsible for personal items left behind, lost or stolen. If you leave an item after checkout and wish to have it returned, call us as soon as possible and we will arrange for shipment. We will inform you of the shipping cost and with your approval, will deduct the expense from your deposit.

    ADDITIONAL TERMS
    You must be 21 years of age to rent this home and provide proof of age if requested.

    The home must not be occupied by more guests than stated on page 1. Renters who exceed the occupancy limit without prior written approval or falsify occupancy information at the time of reservation are subject to eviction.

    House parties are strictly prohibited and grounds for immediate eviction. Illegal substances are strictly prohibited and grounds for immediate eviction. There is an abundance of wildlife in the area, guests are to respect nature and take care to guard themselves and their guests as appropriate.

    If a personal check is returned for insufficient funds, you will be charged the amount levied by the bank for NSF charges.

    FORCE MAJEURE
    There may be circumstances beyond our control and contemplation in which the property might not be available for booking; such as destruction or severe damage to the property. In the event of such circumstance we will do our best to make alternative arrangements for you where possible. If we cannot, or if the arrangements are not acceptable to you then we will refund all monies paid. This will be the full extent of our liability to you in such circumstances and we will not be responsible for any other costs connected with any cancellation.

    HOT TUB
    Each hot tub is serviced and professional maintained according to county health code requirements. Guests must abide by the rules posted in the property and agree to hold harmless the owners and/or managers from any injury resulting from the use of the hot tub. Use of the hot tub is at guests own risk.

    FIRE SAFETY
    No candles or open fires inside or outside of the property are allowed, except in an approved woodstove, fireplace or outdoor fire pit. Fire officials may ban fire from time to time. Children must be supervised at all times.

    MAINTENANCE AND REPAIR
    We strive to maintain our properties in the finest condition. It is the guests responsibility to immediately notify us of any and all difficulties that they incur during their stay so that appropriate repairs may be made. We will make every effort to repair or replace any item not working in a timely manner.

    The following items do not warrant a refund:

    • Hot tubs, saunas and electronics not working
    • Power outages
    • Adverse road conditions
    • Construction in the area
    • Unit not decorated to guest taste

    HOLD HARMLESS
    All guests use the property at their own risk. Guests agree to release the property owner and Sun and Sage Property Services and to indemnify, defend and hold owners and manager harmless from all liability, claims, and causes of actions whatsoever and from all damages to guests family, licensees, invitees or other persons occupying the property or utilizing the premises. Guests further agree to indemnify management for damages claimed, alleged or caused to guests or third
    parties. By endorsing this agreement guests and invitees hereby forever hold harmless and indemnify Sun and Sage Property Services and its property owners from any liability or responsibility arising therefore.

    INTENT OF PARTIES
    The parties to this agreement intend that the premises are to be utilized for temporary vacation occupancy and this agreement shall not create a landlord/tenant relationship.

    PET POLICY:

    All guests that rent properties managed by Sun & Sage Property Services agree to abide by the following rules & regulations regarding their dogs:        

    1. Pets may only be allowed in designated properties and must have a signed Pet Policy Agreement with Sun & Sage Property Services.
    2. Only one (1) dog is allowed per property unless otherwise expressly agreed to in writing with Sun & Sage Property Services.

    Pet owner is responsible for all of their dog’s behaviors and agrees to comply with all Eagle Crest Resort rules and regulations including but not limited to the following:

      1. Dogs are not allowed on/in beds or furniture.
      2. Pet owner is to insure that their dog does no damage to the vacation rental property and understands that the cost of any damage will automatically be deducted from their security/damage deposit.
      3. All dogs are to be kept on a leash at all times.
      4. Dogs are not allowed on of the golf courses at any time.
      5. All waste must be removed immediately by pet owner & deposited in appropriate outdoor receptacle or garbage can.
      6. Pet owner agrees to not leave dog alone or unattended in the rental property.  In the event the dog must be left alone, the pet owner agrees to keep the dog in the dog’s crate only.
      7. Dog may not be left on the deck/patio, unattended at any time, crated or otherwise.
      8. Dog must not disturb other guests of the Resort by barking/howling or otherwise making noise.  Should there be complaints about pet noise, pet owners will immediately insure the noise stops.A second complaint is grounds for eviction.

         

        Pet Fees – The following non-refundable fees are in addition to the rent for said vacation property: $60 additional rent will be added to the property’s daily rate.

        DAMAGE – Any pet damage will automatically be deducted from guests’ security/damage deposit.