POLICY PAGE
RENTAL GUIDELINES AND COMPANY POLICY: (Please read all of the boring info below)
| We are offering the finest, most unique and well furnished Vacation properties on the lovely Oregon Coast, and want your visit to be wonderful. At the same time we want to protect the OWNERS of these wonderful private homes, and so our balance is to make sure that our policies are known in advance. Please take a moment to read the information below. We work hard to see that these properties are in good condition, so that each guest will enjoy their vacation on this wild coast. You are renting a PRIVATE HOME, and as such you will see differences in each as to how they are furnished, some are newer than others, some have more amenities, and so on. Since you are renting a PRIVATE HOME, you will have much more in the way of a unique experience. We hope it will be worth the little bit of extra trouble, we truly think it will. Try a different house for each vacation, or come back to the one you love each time and consider it your own! Have your family join our Beach House Family Page, and see how your family changes over the years as you enjoy "your" Oregon beach house. We will love to host you here on the wild coast of Oregon! |
POLICY: Policy
is set to try and make everyone happy,
from the guest, to the home owner, to the pets who visit, and to make our job a
little less
stressful. We find it is best if you will take a moment to read the
policy so that there will be no misunderstanding later on. Rules
are written only to protect the properties so they will be in the best possible condition when
YOU arrive!
*NOTE
ABOUT CHECKIN TIME: Summer checkin hours
are 3:00 to 5:30 pm Mon through Sat. Other seasons checkin hours are
2 - 4pm M-F.
Need a later arrival or a weekend arrival?
Please see LATE ARRIVALS below.
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RESERVATIONS:
The rental you make online will be immediately penciled in and will be held for you until mail on the fifth day as we wait for your deposit and signature form to arrive. (You will receive an email to confirm receipt of the rental form within 24 hours please - please check all dates and information). Mail your deposit check and signature form and we will normally have it within three to four days, almost always! If your check and signed signature form have not arrived by mail on the fifth day, the house will be returned to the rental pool. You need to send a 45%*** deposit to rent this house*, just rounded off, it does not need to be exact. This deposit is your guarantee to us that you will complete the payment on the house you have rented. Note that your check must arrive to us at least 10 days prior to your arrival as it takes our banking longer to clear checks in this rural area. Confirmation
of your rental will be sent out to you by email as soon as the check and
signature form arrive, if you do not get this email within 5 days of your
mailing, please email right away. Your confirmation will be emailed to you
with the directions to the house and with checkin instructions within 24
hours.
Please check that house name and dates are correct and email immediately if you
see an error. WE SUGGEST THAT YOU EMAIL
US ABOUT ONE WEEK BEFORE YOUR ARRIVAL TO CONFIRM YOUR ARRIVAL PLANS so that we can firm
up any last minute details. Please update your arrival time and the number in
your party. Any change
requests need to be done at this time, and ALL changes must be completed no
later than 48 hours prior to arrival by email, sorry no changes are possible
after this time, and no refunds on anything that has changed. Please note that dates
cannot be changed. The online Rental Form you have filled out should correctly state the number of people, the number of pets if any, and your dates and arrival times. If there are substantial changes it will be necessary for you to send in another updated rental form indicating these corrections as approved in advance. Please note that once the paperwork has been completed we cannot make changes to the rates, so please have the correct information given to us no later than 48 hours prior to arrival. Later changes will be accommodated if at all possible, a bookkeeping fee may apply, but no changes can be made under any circumstances once paperwork has been completed, usually 24 hours prior to arrival. The occupancy of the house is the number of people who will occupy the house at any time during your reservation. There cannot be distinction made for different numbers on different nights. Your understanding is appreciated. If you will have a guest join you for a few nights, please indicate this at the time of the reservation so that this guest (2 night minimum) can be added to your file and charged accordingly. A visitor of short duration on one day need not be noted, but all others must be or the higher undeclared guest or pet fee will be charged to your security deposit, and you may be considered to be in violation of the rental agreement. Security deposit: A security deposit is charged to your credit card to cover any damage, cleaning, or unpaid items during your visit. If you are arriving outside of office hours, you need to prepay this deposit by check to arrive to us at least 10 days prior to arrival so we can leave a key for your arrival. This security deposit is fully and quickly refundable if you leave the house as found and as agreed. The average security deposit is $350, but larger homes or larger groups will be a larger deposit of up to $450, sometimes more at our discretion. Email for the amount. Refunds on a security deposit paid by check will be mailed out 6 working days from the day the house is cleaned and inspected. Rental Insurance: We are not an insurance provider, but there are insurers who will insure your vacation in case you have to cancel. Please contact an insurance provider such as http://InsureMyTrip.com for information, you can purchase insurance that will cover your lost deposits, non refundable plane fare, etc from a provider of insurance in case of an emergency. Late Arrival arrangements
can be made in advance for arrival after 5:30 pm (4 PM off
seasons) or on days we are
closed.
In this case you simply prepay the entire reservation, plus a separate security
deposit check, make sure these arrive to us no later than
10 days prior to arrival. ** Someone will drive over the following morning
for the credit card imprint and paperwork and a key will be left for your late
arrival or arrival on a day the office is closed. Please email for exact amounts. (Include the name of the
house and your arrival date) Please note this is the only available
Late Arrival or off hours arrival arrangement that can be made. SMOKING * PETS
* GROUPS * OCCUPANCY LIMITS: |
CHECK IN PROCEDURE:
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Available check in Hours are between 2:30
(or 3:00 if house is being cleaned) pm and 5:30 pm. (Shoulder and off season hours are between 2
and 4:00 pm) Please note we are closed on weekends in the off
seasons, and closed on Sunday in the high season, see Late Arrivals for
arrival outside of office hours.
Please note that we have no
one available after 5:30 PM (4:00 pm shoulder and off season)
for checkin, and for security reasons we do not make
late in-person checkins.
If you may be later than this, please read
Late Arrival Arrangements below.
There is a small charge if our employee
must wait for you because you are substantially later than you have told us.
We must pass on the cost of employee waiting time, at the rate of $15
every 30 minutes (or part of) waiting time. If we can accommodate
an arrival after closing time the minimum charge is $40, see Late
Arrivals above. We may not be able to accommodate a late arrival that is not
prepaid, so please find a hotel for the night in this case. NO CHECKS
are accepted at check-in.
If you
wish to pay the balance by check, please prepay at least 10 days prior to
arrival. Credit card is still required for security
deposit, (which is a $350 -$500 depending on house and number of people)
refundable deposit to cover any unpaid balance, damage, full cleaning or
extra cleaning. PLEASE NOTE: We do not have a 24 hour front desk, this is a private home, and we must drive to the house to check you in, so please follow the checkin instructions. Your help and understanding is very much appreciated. Please refer to our directions to the house, as the online mapping services will not be accurate in our area.
On arrival, if there is anything wrong with
the house please call 541-247-0898 immediately. If you
damage something during your rental, please call immediately so it can
go on the maintenance list. We do inspect each house just
prior to your arrival, but in case something has been missed, called
immediately. |
CLEANING FEE:
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Cleaning fee
We have broken the cleaning fee down to two different types for your
convenience, and you have your choice of services. We list the
discounted partial fee on your original reservation and
should you then opt for the full cleaning as described, we will simply add the
balance to your credit card security deposit and you will see that difference in
price show up on your card statement.
Discounted Partial cleaning fee means that the guest has left the unit in generally neat condition by gathering all garbage and placing it in the designated outside garbage container, has loaded and started the dishwasher, washed pots and pans and dishes during the visit except last minute dishes. Guest has generally wiped up all food spills and crumbs during the visit, just as you would do at home. Units with a washer and dryer, start one full load of like-colored sheets (not towels please) before you leave, please do NOT put towels in washer unless you pretreat the stains, it is the sheets we are asking for here, at least two full beds depending on size of washer. Please strip all used beds and leave cover pulled back. PLEASE clean off the BBQ grill as soon as you have used it and it is still hot, scrub lightly with scrubber to get the large food items off, no other cleaning is necessary. If you have played with games or movies please return them to their cases and proper places, and put all furnishings back where the owner had them. Thank you. Please check for all of your belongings (don't forget closets and drawers!) make sure heat is turned all the way down, windows are closed and locked, and all doors are locked before you leave, and the house is secured at your departure. Two sets of keys should be left on the counter where you found them at checkin. PLEASE BE SURE TO SECURE THE HOUSE WHEN YOU LEAVE by making sure that windows and doors are all closed and locked and of course that heat is turned to the lowest setting. Most doors will be able to be locked with the thumb lock as you leave. If this is not the case, then please leave by a back door or garage door that can be secured without the key. If there is none, (such as Hilltop Round House) then use one key to lock the door and leave it under the mat, please call 541-247-0898 to give a departure message so we can send someone up to get that key quickly. Regular standard Full cleaning fee* will be charged where ALL of the above has not been done. This is the STANDARD cleaning fee you would normally pay, and the difference will be charged to your card for this service since you were automatically charged only the discounted partial cleaning. You will simply notice the balance (usually around $38 more) on your card, or you can let us know at reservation time that you would prefer the regular full cleaning and this will be charged at checkin. Note that it is still required that you secure the house on departure, which means leaving two sets of keys on counter, turning down all heat to the lowest setting, closing and latching all windows, closing and locking all doors, and please do NOT leave food debris (including crumbs and spills) around as this will attract ants here at the beach in a matter of hours. Extra cleaning: Any unit left in a state of disarray will be charged an hourly fee to clean the unit and return it to rentable condition, and this fee is $20 per hour per person, with a $100 minimum charge. This will be charged if the house is left with pet hair or deposits, cigarette smoke or deposits, or in any kind of general disarray damage, spilled and tracked food or food that has attracted ants, or maintenance that takes extra time to prepare the house for the next guest, including moved furnishings where we have to spend extra time to put things back the way the owner had them. Garbage Please note that we have garbage pick up only once a week consisting of ONE can of garbage per week, and one container of separated recyclables. Please realize that excess garbage will be an extra charge. Anything over one bag of garbage per night of occupancy will be considered excess and may be a small extra fee. Please bag and tie all garbage and place in exterior garbage containers. Furnishings must be put back as they were when you checked in, please return all furniture and furnishings to their original position that the owner of the house had placed them. Thank you. Please DO NOT move or tamper with any electronic item under any circumstances. If you are having a problem with an electronic, call the 541-247-0898 number to report the problem. We will do everything we can to fix or repair the problem, but under no circumstances are you allowed to manipulate, move, or tamper with any such item. *Please do not leave food spilled on counters, floors or beds, do not leave trash sitting around, this will attract ants here at the beach. Please keep food items in the dining area, and clean up all crumbs and spills right away, as the ants will find food debris in a matter of hours, even if it is in your bed! This is the beach! |
Cancellations and refunds:
| CANCELLATION POLICY
SORRY NO REFUNDS of rental deposit or rent during high season or holidays if we cannot re-book the time in full at full rate, as your reservation deposit is your guarantee to the owner that you will pay for the time you have personally rented when you removed their house from rental. Sorry, but the owner has only one house to rent, and a very short season to rent. There are no exceptions that can be made. (Please do your shopping, ask your questions, check your dates, read the descriptions in full, BEFORE you rent a house so you will be happy with the house you have rented and we suggest you wait to make your rental reservation until you are sure of your dates.) If you must cancel with at least 30 days notice and it is possible to re-rent your time for you, we will refund all but the bookkeeping and handling fee. Cancellation of rental in off season: We will refund your reservation deposit in the off seasons, at the discretion of Wild Coast Vacations LLC, less the bookkeeping/handling fee. Send written notice by email (with confirmation from us) at least 30 days prior to arrival. Rental Insurance: We are not an insurance provider, but there are insurers who will insure your vacation in case you have to cancel due to an emergency. Please contact an insurance provider such as http://InsureMyTrip.com for information, you can purchase insurance that will cover your lost deposits, non refundable plane tickets, etc from a provider of insurance. We suggest you purchase insurance against an emergency that may cause you to cancel your trip. |
Misc:
| ALL CHANGES TO YOUR RESERVATION MUST BE COMPLETED AT LEAST 48 HRS BEFORE ARRIVAL. Email all updates and requests for changes to thewildcoast@aol.com and please include ALL information in your email including name of house, your name, date of arrival, and proposed change. A substantial change will require a new online rental form. All approved changes must be completed at least 48 hours before arrival so that host will have correct paperwork on your arrival. Please note dates can seldom be changed, and substantial changes may incur a small bookkeeping fee. All changes must be by email, do not call to make changes. |
| Damage and missing items will be charged to guest on the credit card provided at check in. Guest is responsible for all damage and missing items including towels. Where guest has rented multiple units, items MAY NOT BE MOVED and items will be charged to you if they are not in the house where you found them. Please remember that each house is owned by an individual, it is their own home. Responsible party is responsible for the house and the furnishings and the actions of all their guests. We do charge to put furnishings back where the owner had placed them. |
| Your responsibility to this home: While you are renting this home, you are responsible for the reasonable care of the home. This includes keeping it locked and secure when you leave, turning down the utilities when you are not present, reporting damage and potential problems immediately to 541-247-0898. Please note that reasonable use of utilities is included in your rent, however misuse is not included and you will be expected to pay for misuse or overuse either of the house, the furnishings, or the utilities. Please report all problems immediately on arrival day if present, and if you damage something please call us and report it immediately so we can attempt to repair it before the next rental. DO NOT MAKE ANY CHANGES TO MECHANICAL THINGS, if you need something done call the office. Do not handle thermostats, DVD boxes, remote controls, or any other item that you are not qualified to work on. You will be responsible for all damages and repairs you have caused by changing items in this house or to return items to the original configuration. |
| Refunds: Each house is a unique product, and we can NOT give refunds on these houses once you have taken it off the rental pool for yourself. Please ask the questions needed before you make a reservation, so that you can pick the best house for your vacation. Please read all house descriptions thoroughly. If a house has become unrentable, we will make every attempt to move you to a similar house, and if we cannot find one, then of course a full refund will be issued. We cannot be responsible for amenities that become unusable however, and no refunds will be made for an item that no longer works. Please see Necessary Alterations below. Report non-working or damaged items immediately and do not tamper in any way with an item in the house that is mechanical or electronic in any way. |
| Tax: A bed tax applies to all houses. Houses within the Gold Beach city limits are subject to a 6% bed tax, houses in Port Orford are subject to a 6% bed tax, all houses are subject to a state 1% bed tax. These are of course added to the total. |
| Violations: You may not remain in a house that you have given false information on the rental agreements, or where you have not followed our policy and guidelines, and there will be no refunds. We will charge you for any violations that cost us time or money, at our discretion. No exceptions, no prior warning. Please read the policy page. |
| Assumed risk: Note that renter realizes that use of hot tubs and other amenities have certain dangers and guest assumes all responsibility to know these dangers and how all items work before using them. Guest hereby agrees to INDEMNIFY and hold Wild Coast Vacations LLC and the owner of the house harmless for any and all claims including those of third parties, arising out of or in any way related to the use of the premises or the personal property provided therein. Guest also assumes the risk of injury or other losses related to any recreational activity or occupancy of this home and will hold the owner and its Agents harmless with respect thereto. By renting this house, guest has expressly agreed to all stipulations and assumes all responsibility for the house, contents, guests, and property. |
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NECESSARY ALTERATIONS:
We reserve the right to changes without notice. We reserve the right to
charge a large deposit as we see fit and to refuse service to anyone if we feel
it is necessary to protect the property. We reserve the right to change
amenities at any time that they are made unavailable, even after reservation has
been made, we are sorry for any inconvenience. These are PRIVATE
HOMES and subject to change or loss of amenities that cannot be repaired in time
for your reservation, although every attempt will be made to do so. If the
house is sold or is no longer available, we will help you find alternate
accommodations, but are not responsible for your loss as we do not have control
over what the owner does with his or her property, however if we cannot find you
appropriate alternative you will receive a refund of your deposit in full and we
will assist in every way possible to help you find another house. These
are private homes and subject to the actions of the owner (although they have
the obligation to honor all reservations), subject to the amenities the owner
provides or removes, and subject to amenities that have been damaged by a
previous guest or no longer work.
Amenities have no dollar value but are given free of charge when available,
with the rental of a home. Please call immediately at checkin if something is wrong in the house, as we can add it to the maintenance list immediately or for the next morning if it is late. Call 541-247-0898 with a detailed description and someone will attend to it as soon as is possible. The house was inspected just prior to your arrival for supplies and amenities, but some things will be missed or not visible on a walk through, so your call will add the item to the maintenance list and will be attended as soon as is possible in the order the call was received. You must report all damage and malfunctioning items immediately. NOTE: These are private homes, some are new, some are old, all are furnished and maintained by the owner. We will note on the Compare a House page all of this information as well as we can, so you can choose a newer house or an older home (reflected also in the pricing) as fits your needs the best. Please see the Compare a House page for more detail on the houses, we have done our best to describe each house for you. Please ASK if there is a particular need that you have and we will do our best to answer accurately. Please Note: The rates, policy, are the rates and policies on this website, the clerks CANNOT make ANY CHANGES to posted rates and policy. |
This policy page is made a part of the rental, agreed to by renter by the act of renting. Guest assumes all risk by act of renting the house.
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