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  Guest Rental Agreement
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  Print Agreement

RESERVATIONS
All reservations require a 50% deposit of the total fee. You will receive a confirmation letter with the balance of your bill. The balance is due 30 days prior to your arrival. All reservations that are made within 30 days of reservation date will require total payment at the time the reservation is made.

You will have 10 days to mail back your signed Rental agreement with your payment. You will not be able to pick up the keys for your rental unless we have a signed rental agreement in hand.

RESERVATION CANCELLATION POLICY
If you cancel prior to two weeks of your reservation, we will refund your money, less a $25.00 processing fee. If you cancel within the two-week period, we cannot refund your money unless the home or condo is re-rented for the entire cancelled period and for the full rental amount. Cancellation requests must be made in writing or by using the web site. We highly recommend trip cancellation/interruption insurance available from InsureMyTrip by calling (800) 487-4722.

OFFERING/ACCESS TO AMENITIES
Your rental covers only lodging and promotions, if offered by the Wintergreen Real Estate Company for the properties it manages. Wintergreen Real Estate Company is not affiliated with the Wintergreen Resort. Fees for resort activities are separate and the responsibility of the renter.

We have two types of properties, Member Advantage (with access to all amenities) and Non-Member Select (with limited access). The type of each property is clearly marked in the list of properties and in the details for each property. Prices for Non-Member Select properties are typically lower than Member Advantage property prices.

All renters get the same access the owners do to Wintergreen facilities. This includes use of the Chestnut Springs pool and playground and the pool at Rodes Farm. They can also use the outdoor tennis courts at Rodes Farm. Renters who rent a Laurelwoods Condo can use the Laurelwood pool.

Access to other amenities at the Wintergreen Resort changed on December 1, 2013. The new rules allow exclusive access (additional fees may be required) to the following amenities for Member Advantage renters:

  • Devils Knob 18-hole Golf Course
  • Devils Knob Indoor & Outdoor Tennis Center
  • Devils Grill Restaurant
  • Wintergarden Aquatics and Fitness Center
  • Lake Monocan (Saturday)
  • Stoney Creek Pool, Tennis and Fitness Center

Non-Member Select discount properties have restricted or no access to the amenities above. If you do not need access, We recommend renting one of our Non-Member Select properties and saving up to 30% from current resort nightly rates.

Amenities other than the exclusive-access amenities may be used by non-members. Some, like the Wintergarden SPA have a separate fee schedule.

It is important to note that all renters have access to these amenities below:

  1. Unlimited access to:
    • Ski slopes (Except during certain hours reserved for members)
    • Stoney Creek valley golf courses-27 holes
    • Restaurants (Except the Devils Grill)
    • Snow tubing park
    • Lake Monocan (unlimited access from Sunday to Friday)
  2. Free access to:
    • Hiking Trails
    • Outdoor pool on the mountain-Chestnut Springs Pool
    • Outdoor pool in the valley-Rodes Farm Pool and Tennis Courts

When you rent a Member Advantage property you will be given a pass so you have the same preferential access to the amenities that the members have.

MEMBERS ADVANTAGE CLUB PASSES
Renters that stay in Members Advantage properties will receive passes for access to amenities. These passes belong to the property owner and must be returned at check out. They are not replaceable. If a pass is lost or stolen, the renters will be charged $250 to reimburse the property owner.

DAMAGE DEPOSIT
By signing this agreement, you agree that you will be responsible for any damage, loss or expenses beyond reasonable wear and tear incurred by your accommodations or its contents resulting from your rental. If paying by personal check, cash, cashier's check or traveler's check an additional refundable damage deposit of 1/2 of the rental amount will be required when the rental fee is paid. No damage deposit will be charged to renters paying by Visa, MasterCard, or American Express. Any extra charges or damage will be charged at the end of the rental to your credit card on file.

CHECK IN
Check in is at 4:00 P. M. at the Wintergreen Real Estate "Discovery Center" Rental Office. Checking in early may be possible. Please call the rental office at 434-325-7933 to let us know if you are coming to town early and we will try to accommodate your schedule. Please understand that ski season and holidays are busy and early check ins are less likely.

If you are arriving after 5:00 P. M. the office will be closed. Please call ahead so we can make arrangements to get your check-in packet and key. We strongly recommend that you check in during office hours to avoid any complications. After-hour check in packets and keys will be left outside the office in the after-hour pickup box located on the large timber post to the right of the front door. If there is a maintenance problem with your property or issues checking in and it is after 5:00 P.M., the Wintergreen Real Estate Office will be closed.

In the event that you have a maintenance-related emergency with your rental property or are locked out please call the home owner services number listed on your confirmation. These services are for after-hours maintenance emergencies only.

DIRECTIONS
The Wintergreen Real Estate “Discovery Center” rental office is located at 121 Blue Ridge Drive in the upper village of the resort en route to the Devils Knob Golf Course. From the intersection of VA Rt. 151 (Patrick Henry Highway) and VA Rt. 664, turn West onto VA Rt. 664 (Beech Grove Road). Drive 4.6 miles to the entrance to the Wintergreen Mountain Resort on your right. After you pass the Gate House you will proceed about 2.4 miles. You will veer left by the fire station and take another left in front of the Mountain Inn. If you miss the left at the firehouse continue straight past the Mountain Inn and proceed to the upper village. You will see a sign on the right telling you to take a right onto Blue Ridge Drive. The office is located on the left about 50 yards up on Blue Ridge Drive. The Black Bear Café is also located in the same building. You will see a large wooden black bear in front of the office. Click here for pictures of our office and directions using Google Maps.

CHECK OUT
Check out time is 11:00 A.M. on your departure date. Your rental must be left in a “broom clean” condition. Please make sure that your rental is tidy when you leave. Feel free to use the owner’s vacuum, brooms and mops to tidy up the rental before you leave. Please place all dishes in the dishwasher with dishwasher detergent and turn it on prior to leaving, carry the trash to the dumpster (if you are staying in a condo), return heat/ac to original setting and lock all windows and doors. Return all keys to the rental office upon departure. A fee of $20.00 is due for all lost keys.

ADDITIONAL CLEANING CHARGES/TRASH REMOVAL
We will inspect each property after your departure. Guests are responsible for additional cleaning fees that may result in efforts above and beyond normal wear and tear for a normal cleaning transfer. Please take trash bags to dumpsters located in the condominium parking lots on departure. Renters will be charged an additional fee of $25.00 when there are more than 3 trash bags that need to be removed. Home rentals can use the dumpsters located on Black Rock Drive and in the front parking lot of the Wintergarden Spa. Please drop off your trash bags at these locations throughout the week and on departure. Thank you.

EMERGENCY SERVICES/LOCKOUT POLICY
Please call the home owner services number listed on your confirmation if you are locked out or have an after hours emergency. If you do not have an emergency please wait for rental management to return in the morning. Unreasonable requests that are not emergencies will be billed to the guests. Guests will be responsible for paying a lockout service charge of $75 dollars if they lock themselves out of their unit.

WIRELESS INTERNET
Due to the uncertainties and complexities of wireless communication, Wintergreen Real Estate cannot guarantee that the wireless connection in properties with wireless connections will be available for your use or compatible with your equipment. If, for reasons beyond our control, you are unable to use the wireless connection in your rental, please use the connections located at the Black Bear Café and the Mountain Inn.

RESPECT OWNER'S PERSONAL PROPERTY
Please respect the owner’s personal property. Items such as provisions in the kitchen, board games, stereo equipment, DVD’s and CD’s are fine for you to use. Please put them back where you found them after you use them.

DISCLOSURE
Wintergreen Real Estate Co. (W.R.E.C.) is employed by and represents the property owner. Rentals are subject to the provisions of this agreement. W.R.E.C. may receive compensation for services or goods that may be provided.

SMOKING
Unless specifically allowed, there will be no smoking in the rental units. Renters who disregard this restriction will be liable for a clean-up fee.

PETS
Pets will only be allowed in units stated to be pet-friendy on our website. If pets are found to have been kept in a unit not stated to be pet-friendly, you agree to be responsible for an additional charge for flea treatment and/or hair removal.

SUBSTITUTIONS
In the rare event that the unit you choose is no longer available for any reason, we will make every effort to find a comparable substitution and contact you as soon as possible. In the event that an appropriate substitution is not available, we will make a cancellation refund within 30 days or as soon as possible of date of reservation.

RIGHT OF ENTRY
W.R.E.C. has the right to enter the property at any reasonable time to make repairs or inspect for any legitimate problems that arise or are reported. Unruly behavior, loud parties, or damage to the property will result in your being expelled from the property without a refund.

LIABILITY
W.R.E.C. shall not be responsible for accidents or injuries to guests, nor for loss of personal property. It is the responsibility of each guest to keep the unit locked and secured at all times, as well as to watch over the well-being of all members of his/her party. Following your departure, if items have been left behind, there is a minimum charge of $20.00 to return the items.

OCCUPANCY
Each unit has its own occupancy limit, and will be strictly adhered to. Guests who exceed the occupancy limits will face immediate termination of the rental unit with no refund of rental monies paid.

TELEPHONES
Telephones are in most units. There is no charge for local calls. Long distance calls are blocked. We will provide the telephone number for your unit when you check in. For long distance calls, use the payphones located around the resort.

SUBLETTING OR ASSIGNMENT
You are not allowed to sublet or assign your use of the property to anyone.
By signing this agreement, you agree to the above Terms and Conditions of renting a vacation Home/Condo with Wintergreen Real Estate Co.

Guest:

Print Name ______________________________________ Number of Guests __________
Signature of__________________________________________Date___________________
responsible adult
25 years old or older

Wintergreen Real Estate is a member of the National Association of Realtors,
MLS, and the Charlottesville-Albemarle Association of Realtors.