Reservation Policies and Requirements

for Chalet Quietude & Charmed Cottage

Please observe our policies and procedures as they are in place to insure a clean and comfortable environment for you and your family, as well as future guests. It is the responsibility of all guests (and members of their party) to be familiar with all policies pertaining to rental, and to verify all dates and other information on their confirmation. By accepting this reservation, it is agreed that all guests of the registered renter are expressly assuming the risk of any harm arising from their use of the premises or others whom they invite to use the premises.

We care about our cabin and want to keep it nice for all to enjoy, including us. We ask that you help us keep the property clean by placing all trash in trash receptacles. Please do not litter the grounds with bottles, cans, paper or cigarette butts.

Minimum Stay Requirements:

Two-night minimum:  Jan 5 through May 31 and November 1 through December 20(exception: Thanksgiving).

Three-night minimum: June 1 through October 31

Four-night minimum: Thanksgiving week beginning Wednesday through Sunday and Christmas week beginning December 21 through the New Year to January 4.

One-night may be booked if within two weeks of date required.  A rate of $275 for the night, plus 1% processing fee and taxes, cleaning fee, as well as the $400 deposit.

Rates:

Rates vary per rental.  Please see each individual rental for rates.  All rentals will incur 1% processing fee, taxes, cleaning fee and security deposit.

Payment: 

We accept credit cards:  American Express, Visa, MasterCard and Discover.

50% of the rental fee, 1% processing fee and taxes  plus the 50% of the security deposit will be due at the time of reservation. See SECURITY/DAMAGE DEPOSIT below. The balance of the rental and the cleaning fee is due 28 days prior to check-in by credit card or money order. If sending a personal check, it must be received 45 days (6.5 weeks) prior to arrival date.

You are guaranteed a reservation when all paperwork is complete and the security deposit and 50% of the rental fee is received and/or has cleared the bank.   A Rental Agreement will be emailed and must be signed by typing your name and dating it and sending it back to owner by return email.

If you are booking inside or less than the 28 day time frame, the entire rental fee must be paid in advance along with the security deposit and cleaning fee. Credit card or overnight cashier’s check is the only form of payment in this time frame.

All reservations incur NC Sales Tax in addition to the rental amounts and any fees.

Security/Damage Deposit:

A security/damage deposit of $400 is required to be paid when making the reservation. All security/damage deposits will be refunded within 1-7 days of departure provided the cabin is left in proper order and undamaged. Renters will be responsible for any damages or theft. See DAMAGES AND/OR THEFT below.

Check-In and Check-Out:

Check-In and Check-Out is based on local time.

Check-In is after 4 p.m.

Check-Out is at 11 a.m. If the cabin is not vacated at 11 a.m., a Late Check-Out Fee of $100 will be charged to your credit card.

Please follow check-out procedures and check list posted in cabin. No prorated refunds will be made if you leave prior to end of contract.

If the cabin is ready early, you may enter earlier, but you must have approval from the owner for early arrival.

Please keep original key in lock box. A spare key for your use while you are here will be left for you inside the cabin. There will be a charge of $25 for lockouts and $25 for lost keys.

Trailer:

If you plan on pulling a trailer of any type, please let us know. Pulling a trailer up and down the steep road to the cabin can be difficult under the best conditions. Please let the owner know so that you can get specific directions and a map on just where to park your trailer.

The Driveway & Winter Weather:

The paved driveway at the chalet has a curve and is steep. During winter months, we recommend you make sure there is no snow or ice on the driveway before you enter. We do not want you to get in a situation of losing control of your vehicle and the possibility of sliding into a tree or the hot tub. We are also concerned about you not being able to get your car out if needed. This is a precautionary statement and something to look for during winter weather conditions.  The driveway at the cottage is curved and steep also and there are a couple of places you may not be able to get up the driveway during snow and icy conditions.  Chalet Quietude, Charmed Cottage and the owner is not responsible for damage to your vehicle or any person in any situation while on the property.

Verification:

We reserve the right to refuse to rent to anyone age 22 or under. Renter must be 23 or older. A copy, front and back, of the renters driver’s license is required along with a copy of the credit card used to secure rental. Name on DL and CC must be the same. Please make a copy and fax to 713-987-7012. It must be legible or you may be asked to mail a legible copy ASAP.

Returned Checks:

Returned checks will be charged $35 returned check fee.

Cancellations and Changes:

All and any type of cancellation must be made by phone with the owner at 832-651-2778.

Cancellations made at least 28 days prior to arrival will be refunded the amounts pre-paid minus a $75 Cancellation Fee and 1% Processing Fee.

Cancellations made inside the 28 day period of arrival, but at least 2 weeks before arrival will forfeit 50% of the rental. If cancellation is made inside the 2 week period before arrival, all rent will be forfeited and the deposit and cleaning fee will be refunded less a $75 Cancellation Fee and 1% Processing Fee.

If we are able to re-rent the property for the same time period or any portion of the dates as your original reservation, adjustments will be made on a prorated basis and 75% per day of the amounts we have collected for the re-rent will be refunded to you less a $75 Cancellation Fee and 1% Processing Fee.

You may change reservation dates if done so 45 days or more prior to arrival. There will be no charge for one change. If a second change is requested, there will be a charge of $50 to change reservation dates.  If change is  made between 21 and 44 days of arrival, a $75 change fee will occur.  Changes may be made within the 3 weeks prior to arrival with a $150 change fee.

Renters are responsible for all nights reserved regardless of late arrival or early departure.

Chalet Quietude, Charmed Cottage and/or the owner is not responsible for the weather or other Acts of God, governmental agencies, airlines, car troubles, fire, strikes, war, terrorists situations, death in your family or accidents/injuries and there will be no refunds because of these or any other circumstances. No-Shows and Last Minute Cancellations forfeit the entire rental. Deposit will be refunded along with cleaning fee less $75 Cancellation Fee and 1% Processing Fee.  See Travel Insurance below.

Travel Insurance:

We highly recommend travel insurance. Travel insurance protects you from losses you may incur due to unforeseen circumstance, such as sickness, injuries, death, inclement weather, and jury duty. Traveler's Insurance may be purchased and we highly recommend that you purchase this insurance. There are many companies from which to choose on the internet. If you need a recommendation, you may try this company www.travelinsured.com or www.insuremytrip.com  

Occupancy:

Maximum occupancy is 6 people.

Maximum occupancy violations are not acceptable. Renters will restrict occupancy to the limit at all times unless owner has approved additional guests and charges -- depending on circumstances. Communication is important here.  All guests must be registered with owner at time of reservation, including the name of each guest.

Chalet Quietude & Charmed Cottage are located in a private, residential community.  Absolutely no house parties, youth groups, fraternities, sororities, weddings, receptions, meetings, or parties allowed. We do not rent to students or groups of students under any circumstance, even if a parent or legal adult makes the reservation and/or pays the rent. If such a group attempts to occupy our cabin, all monies will be forfeited and renters will be asked to vacate the property immediately.

Non-Smoking:

Smoking inside is PROHIBITED. If this regulation is violated and smoking has been detected in the cabin, a $275 penalty will be charged to your credit card and security deposit will be forfeited. Smoking on the deck or outside is permitted. We ask that you not light-up in the cabin. Please do not throw cigarette butts on the grounds. When emptying ash trays, please empty into metal “butt bucket” under the front deck. DO NOT DISPOSE OF CIGARETTE BUTTS IN THE REGULAR TRASH RECEPTACLES OR FIRE PLACE.

Hot Tub:

The hot tub is cleaned and chemically treated after each rental. We request that you shower before entering the tub to remove oils, perfumes and dust.  It is recommended that you do not stay longer than 30 minutes in the hot tub. To do so could cause dizziness and temporary health problems. Our hot tub is pre-programmed to shut off after 30 minutes for this reason.  Hot tub use is strictly at your own risk.  By using the hot tub and by reserving the cabin, you agree to absolve Chalet Quietude, Charmed Cottage and the owner of any and all responsibility related to the hot tub or its use.

Hot tubs can be fun and relaxing if the people using them are healthy and responsible. Hot tub use is strictly at your own risk. Persons who have high blood pressure, skin sensitivities, or who might be pregnant are strongly urged NOT to use the hot tub. If in doubt, please consult with a physician prior to using the hot tub. Hot tubs can cause your blood pressure to rise if you have been drinking. You should never wear jewelry into the hot tub due to the chemicals and the heat.

Some people wear nothing in our hot tub, however, a swimsuit is appropriate if you prefer.  Only nude bathing or swim suits are permitted in the hot tub - no other articles of clothing as they contain soap residue, etc.  We also request that swim suits are washed through a complete cycle in the washing machine with NO DETERGENT.  This should be done before you arrive, however you may do so at the cabin in our clothes washer.

Chemicals are provided for your use during your stay, with instructions, to insure a safe and clean hot tubing experience.  Please follow the directions explicitly and apply chemicals after each use.  If small children are around, please make sure the chemicals are out of their reach.  It is your responsibility to insure the children's safety at all times.

Hot tubs will be inspected after each rental. Please do not add any soaps, bath products, salts, oils or perfumes to the hot tub water as it causes the water to become cloudy and bacterial contamination may arise from misuse.  We also request that you not eat in the hot tub. Food particles may ruin the pump and/or cause mold and infectious problems. If any of this is done, the entire tub has to be drained, pipe system flushed and cleaned and re-filled.  Additional cleaning charges of $150 will be assessed.

The hot tub cover should remain on the tub when not in use.  Please do not sit on hot tub cover or permit anyone to stand or jump on cover. If the cover is torn or otherwise damaged, $600 replacement costs will be incurred as this cover is custom made to fit this particular tub.

It is recommended that children age 9 and under should not go into hot tub. All children under age 14 should have at least one adult supervising at all times. Hot tubs are NOT swimming pools for children or anyone.  We do not permit swimming in the hot tub. Do not allow children to play in hot tub or remain in the hot tub for extended periods as their bodies are more sensitive to the heat.  An infant or child can drown in any body of water including hot tubs.  Vigilant supervision is essential for all children at all times.

Renter assumes all risk involved in the use of the hot tub for all occupants of the cabin and any invited guests.

By accepting this reservation, it is agreed that all guests of the registered renter are expressly assuming the risk of any harm or illness arising from their use of the premises or others whom they invite to use the premises.

Firewood:

Firewood is provided during colder months. We ask that you not be wasteful and only use the firewood during times of enjoyment and not place wood on the fire moments before going to bed or leaving.

Please use caution when removing firewood from the stack. Forest critters love to live in the wood pile. They will not hurt you, however, they can be startling if you are not expecting them.

Mechanical Failure and Repairs:

We do routine inspections to make sure all appliances and amenities are functioning properly. In the event of mechanical failures such as, but not limited to, Hot Tub, Air Conditioning, well pump, or any other appliance that fails to operate properly during your stay, Chalet Quietude, Charmed Cottage and/or the owner will not be held responsible. These failures are beyond our control and no refund or rent reduction will be given. Please report inoperative equipment to the owner and we will make every effort to have repairs done as quickly as possible during reasonable hours.

No refunds will be given due to any failures. Renter understands and agrees that there are circumstances beyond the control of Chalet Quietude, Charmed Cottage and/or the owner and agrees that no recourse or action can be brought against Chalet Quietude, Charmed Cottage and/or the owner.

Renters understand and agree that the owner or host reserves the right to enter the cabin at anytime with prior notice for the purpose of making needed repairs.

Emergencies:

The emergency numbers listed at the cabin are for actual emergencies only. These include: no heat or no water. If the electricity goes out, call the electric company from the cabin and request they come out because they can identify from where the problem is originating and make necessary repairs. Electric Company phone number is 1-800-452-2777.

Please call the local host during the hours of 8:00 a.m. through 6:00 p.m. to report any problems with satellite TV, satellite internet, hot tub, fireplace. These are not actual emergencies. We will have our maintenance personnel or the appropriate company come out to inspect and correct the problems.

NO Pets:

We love animals. However, we cannot permit PETS at the cabin. If this regulation is violated and pet odor, hair or urine/feces has been detected in the cabin or any misrepresentation regarding pets will incur a $275 charge to your credit card and security deposit will be forfeited, as well as we will have to ask you to leave. Rental payments, etc. and deposits will be forfeited if this occurs.

Personal Injury or Accidents:

All guests agree to hold Chalet Quietude, Charmed Cottage and/or the owner harmless for any accident or injury whatsoever that may occur on the property during occupancy.  All and everything that you do on the property is at your own risk.  Renter is responsible for making sure all guests are aware of the policies.  A book is placed in the cabin with all policies listed; it should be read by all.

By accepting this reservation, it is agreed that all guests of the registered renter are expressly assuming the risk of any harm arising from their use of the premises or others whom they invite to use the premises.

Things Supplied & What to Bring:

Chalet Quietude and Charmed Cottage is equipped with linens, towels, cooking utensils, coffee maker & gold mesh permanent coffee filter, alarm clocks, hair dryer, and cleaning tools and some supplies. Unless specified in the Amenities List, other amenities are not provided.

A starter supply of toilet tissue, facial tissue, paper towels, trash bags, dishwashing liquid and dishwasher detergent, as well as laundry detergent and bleach. We do not provide extras after you check in. There are grocery stores nearby if you need extra. We ask that you use the same type of supplies when possible. This helps protect the appliances and keeps them running well. For example we prefer liquid laundry and dishwashing detergent because powders do not always dissolve.

As an extra service, you may request some starter provisions be at the cabin for your arrival. Thing like breakfast items, wine and/or soft drinks, etc. Please provide us with a list of brand names.  We ask that you state an alternate brand if your preference is not available. We request you leave your host $20 trip charge and an additional 20% gratuity for this service. Please leave cash or make your checks payable to the host and calculate the amount owed by taking the total cost of the groceries, 20% gratuity based upon that total, plus the $20 trip charge. Please do this first thing upon your arrival and leave the check on the counter. If you have forgotten your checks, we can run it through the credit card, however, we must charge an additional $5 administrative fee.

We do not keep a video library at Chalet Quietude.  Please bring your own movies or rent them at local video stores. Charmed Cottage has an extensive selection of DVD's, however. 

You will also need to bring your own fire starters & charcoal for the grill, aluminum foil, plastic wrap and, of course, all your food. Two grocery stores are nearby….one in each direction on 74A from Old Fort Road.

Mosquitoes have never been a problem for us at the cabin, but you may want to include protective spray if it is a problem for you. You may also want to wait and see.

Smoke detectors are installed for your protection. At Chalet Quietude, they are hard wired and one is too high for you to check. Please check the one in the main hallway upon arrival to ensure your safety. At Charmed Cottage, you may check each smoke detector to make sure it works.  Please contact the host immediately if the main hallway detector is not working. We periodically check the higher detector.

Local telephone calls are free. Long distance calls can be made using your personal calling card or calling your party collect. If you use long distance from this phone number and it appears on our bill, the calls are at 30 cents per minute (this includes taxes) and your credit card will be charged. We request that you not make long distance calls from this phone. You may make toll free calls from the cabin phone.

Cleaning:

Chalet Quietude and Charmed Cottage is professionally cleaned before you arrive and after you leave. Please report by 8:00 p.m. the day of arrival if you find anything we failed to clean or anything that may be previously damaged or stained.

In the event you run out of dishwasher detergent during your stay, please do not use regular liquid dish soap or laundry detergent. Please hand wash the dishes instead. Using regular dish soap or laundry detergent can ruin the dishwasher and create a mess. If this does occur, repair charges may be incurred.

Accidental stains and/or damage may also result in additional charges to guest; rather it be from cleaning or repair charges.

PLEASE do not place hot ashes or coals from the grill or fireplace in the trash cans. This is a fire hazard. Our cleaning crew will clean the fireplace and grill.

Damage and/or Theft:

Renter agrees to leave the premises and grounds in a clean, undamaged condition. Renter shall be held responsible for all damages rather accidental or intentional. Renter hereby authorizes Brea Gratia to charge any expenses related to repairing damage and cleaning of the unit beyond normal wear and tear.

It is agreed by renter that damage to the hot tub will be the responsibility of the renter.

Renter also agrees to a charge, to your credit card, of all expenses related to theft of any property from the cabin, deck and/or grounds.

Missing or damaged items from cabins will be replaced at current retail value plus a minimum $50 service fee and charged to renter, with Chalet Quietude, Charmed Cottage and/or the owner reserving the right to adjust the service fee up or down as necessary on a case-by-case basis.

If, during your stay, there is damage to furnishings, fixtures, carpet and/or the property in any way including stains, please report immediately to the host or owner. For stains to the upholstered furnishings, please do not try to clean. We have an applied protection to the sofa and chairs and any un-professional attempts could cause permanent damage and voids our warranty.

We provide a maintenance book for repairs. We also suggest you use this book for any items you break such as vases, glasses, etc. It is important for us to know when things are missing.

Hunting or Trapping:

Our property owners association absolutely PROHIBITS hunting or trapping on the property. Please abide by these rules and regulations. Fines for this are $2,500 per incident plus all legal fees.

Items For Sale:

We offer our king or queen linens, robes & socks for sale.  Please call Brea Gratia at 832-651-2778 and we will ship directly to your home.

Personal Items:

Chalet Quietude, Charmed Cottage and/or the owner is not responsible for renters personal belongings that are lost, stolen, or left behind. If found, we will be happy to return the items at the renters expense.