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Thank you for choosing Cold Mountain Cabins LLC. We have strived to provide visitors to the area with a
place to go to relax in a nice quiet atmosphere, surrounded by the natural beauty of the Blue Ridge Mountains.
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While there are many activities in the area, we want our guests to feel they can use the cabins not only as a
retreat from a hectic everyday life, but also from a potential hectic activity-filled vacation.
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We appreciate your acceptance of these conditions and terms of agreement. We hope you enjoy your vacation, and
please do not hesitate to contact us with any questions.
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| Document Index |
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| 1. Nightly Minimums |
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Properties require a 2-night minimum stay. A 3-night minimum stay is required during the following holiday
periods and seasons:
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- Easter
- Memorial Day
- Labor Day
- October through the first weekend of November
- Thanksgiving
- Christmas through New Year's
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| 2. Occupancy |
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Occupancy refers to all persons at least two years old. All cabins have a six person maximum occupancy.
Guests must restrict occupancy to this maximum at all times or forfeit their stay.
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Our cabin property was created to provide a quiet atmosphere for our guests.
We do not allow any parties or receptions unless all cabins are rented by the same group and prior coordination and
approval is received by Cold Mountain Cabins staff.
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| 3. Pets |
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Pet restrictions do not apply to working animals, such as Seeing Eye dogs or assistance dogs.
These companions are more than welcome here while you stay with us.
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We are a pet friendly facility. Two of our cabins (Isaac and Benjamin) are designated for this purpose.
There is a $30 pet fee as well as a $50 increase in the security deposit if pets are brought with the guests.
We ask that you refrain from allowing your pets on the furniture, and we ask that you please pick up and dispose of your pet's droppings on the property.
This is a courtesy to our other guests.
We also reserve the right to ask you to find other lodging arrangements for your pet if they disturb our other guests.
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| 4. Rates, Packages, and Specials |
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Rates are based on double occupancy and vary based on time of year (peak or off-peak). There is an additional fee per additional guest per night. All children under two years old are free. Currently, there are three rate categories: nightly, mid-week, and weekly; with a moderate discount for mid-week and larger discount for weekly stays. Additional discounts are also available for U.S. Military servicepersons and returning guests.
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There is a $35 cleaning fee per cabin per stay based on double occupancy.
There is an additional $2 cleaning fee per additional guest above the double occupancy base.
There is a $30 pet fee as well as a $50 increase in the security deposit if pets are brought with the guests.
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All reservations incur 8% NC Sales Tax and a 4% Occupancy Tax in addition to the rental amounts and fees.
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Cold Mountain Cabins LLC. is not responsible for the weather or other Acts of God and there will be no
refunds for these occurrences. Purchasing trip insurance covers you from losses you may incur due to
unforeseen circumstances, such as unexpected health issues, death, inclement weather, or jury duty.
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Trip Insurance may be added up to 31 days prior to arrival. We recommend that you purchase this insurance. Trip
Insurance is non-refundable regardless of cancellation.
If interested in purchasing trip insurance, it is available through AIG Travel Guard at 877.296.4283.
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| 5. Directions and Key Information |
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Cold Mountain Cabins LLC. will provide detailed directions and keys to access vacation rentals. Information
regarding check in procedures, including directions, is sent via email 1 week prior to arrival. Please contact
us if you do not receive this information.
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| 6. Property Access and Parking |
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All roads on the property are gravel. While we know this may be daunting to some motorcyclists, we still
welcome motorcycles. However, we recommend no extremely low-clearance vehicles.
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We have tried to preserve as much of the natural beauty of the property, and therefore, have limited parking
for each cabin, however there is overflow parking at the bottom of the hill. Please contact us if overflow parking
is needed.
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| 7. Check-in and Check-out |
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Check-in is from 4PM-7PM. Check-out is at 11AM. If the property is not vacated by 11AM, Cold Mountain Cabins LLC. is authorized to remove guests’ belongings from the property at guests expense. In addition, a late check-out fee $30 plus tax will be charged to the credit card on file.
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A limited number of early check-ins or late departures are offered for those guests with special arrival / departure needs. Please add either the early check-in or late check-out on your reservation. The cost is $30 plus tax per option. You will be notified if we will be unable to deliver these special services so you can plan your travel time accordingly.
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During the winter, a vehicle appropriate for winter mountain travel (4WD) is recommended as is planning to arrive at the cabins before dark.
(Although many of course arrive well after dark in 2WD and are just fine!) Please check our local weather page.
If the forecast calls for snow, please be aware that you are responsible for appropriate transportation to and from the cabins.
Cold Mountain Cabins cannot provide transportation for guests to and from the cabins.
call us so we can advise you where we can meet you near the property if needed.
On snow days we will be working extra hard to have cabins ready for an early check-in so that we can ensure that you arrive safely before dark.
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| 8. Amenities |
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All cabins are fully furnished (including linens/towels/bedding) and have a fully equipped kitchen. Guests will be provided a check-in/out inventory of all items.
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| 9. Appliances |
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All of our cabins include Hot Tubs. Guests should be aware of some risks that can be associated with Hot Tub
use. Some of these risks can include discoloration of swimwear due to chemicals used to sanitize tubs and
minor skin rashes if sensitive to the chemicals. Guests assume all responsibilities for these risks and consequences.
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Cold Mountain Cabins assumes no liability for children under 15 years of age using the Hot Tubs. Guests of
special attention including, but limited to, pregnant women, elderly, and disabled persons should use extreme
caution while using the Hot Tubs. Cold Mountain Cabins LLC. cannot be held responsible for Hot Tub injuries or discomforts.
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Our cabins do not provide telephones for use. Also, due to the remoteness of our property, cell phone service is not guaranteed.
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Unknown construction or road noise near the property is beyond our control. If you experience construction noise during your stay, no refunds or relocation will be made.
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| 10. Payments |
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If your reservation is made greater than one month in advance: Your credit card will be charged
the full amount of the reservation total 31 days prior to your arrival date.
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If your reservation is made within 31 days of your arrival date: Your credit card will be charged the full
amount of the reservation total at the time the reservation is made.
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Once the reservation is paid in full, we will fax or e-mail you the directions for your cabin as well as
our direct phone number. Please give us a call if you have any questions or concerns once en route.
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We accept MasterCard, Visa, Discover, and American Express.
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| 11. Cleaning |
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All of our cabins are professionally cleaned before you arrive and after you leave. Please report, within 90 minutes of your arrival, anything we failed to clean.
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Leave all beds used during stay unmade and put any wet linens/towels in the tub upon departure. Any linens/towels found missing from your stay, will result in a deduction from your damage deposit credit card for reasonable replacement costs. For multiple week stays, light weekly housekeeping can be arranged during your stay at an extra cost.
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Guests are responsible for cleaning and storing all dishes, utensils, and removing all trash to the appropriate outside container.
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| 12. Personal Items |
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Cold Mountain Cabins LLC. is not responsible for guests personal belongings that are lost, stolen, or left behind. However, our staff will be happy to make a reasonable search for items a guest believes they may have left in one of our cabins. If found, the item will be returned at the guest’s expense.
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| 13. Lost Key |
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If you lose the key or are locked out of your cabin, you may borrow a key by calling our phone number provided with your reservation confirmation. A $75 fee will be charged to the credit card on file for all lost keys.
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| 14. Cancellations, Transfers, Forfeits, and Penalty Fees |
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If cancellations are made outside of the 31 days of arrival, your deposit will be refunded minus a $50 cancellation fee.
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All cancellations made within 31 days of arrival are non-refundable. In the event you must cancel your reservation within 31 days of arrival, please notify us as soon as possible. We will make every effort to re-rent the property for your original dates. If we re-rent your property, all monies minus the $50 cancellation fee will be returned within 45 days after re-booking. If after a reasonable effort, we are unable to re-rent the property, the full rental payment will be forfeited.
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For reservations made greater than 31 days from the arrival date. Our payment policy is to charge the amount of the reservation total to the credit card on file 31 days prior to your arrival date. If the remaining amount cannot be charged to the card on file, we will make every reasonable effort to contact the guest on file to complete the payment process. If we cannot reach the guest on file by 21 days before the arrival date, and the remaining amount still cannot be charged to the credit card on file, the all rental payments made to that point in time will be forfeited, and the reservation cancelled.
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31 days or more prior to check-in, your reservation may be switched to a different cabin incurring a transfer fee of $25. Reservations cannot be transferred to another cabin within 31 days of arrival.
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If a guest is disappointed or unsatisfied with a cabin due to differences in taste according to decor, accommodations, location, etc, and declines to stay at the cabin, this will be considered a cancellation and no rent reduction or refund will be issued.
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If the property is not vacated by 11AM on check-out day, Cold Mountain Cabins LLC. is authorized to remove guests’ belongings from the property at guests’ expense. In addition, a late check-out fee of $30 plus tax will be charged to the credit card on file.
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If the check-out procedures are not followed as posted in each cabin and extraordinary cleaning is deemed necessary, a secondary cleaning fee of $75 will be charged to the credit card on file.
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If the check-in/out inventory does not coincide with the amenities found in the cabin after the cabin is vacated, the cost for replacing all missing items will be charged to the credit card on file.
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Smoking inside the cabins is prohibited. All cabins are non-smoking. If this policy is violated and smoking has been detected in the cabin, a smoke-elimination cleaning fee of $150 will be charged to the credit card on file.
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Absolutely no bonfires or campfires are permitted on the premises. We have a designated fire pit area next to the pavilion.
No fires are permitted outside of the fire pit area. The risk of a wildfire is simply too high!
If this policy is violated, all monies will be forfeited and guests will be asked to vacate the property immediately.
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No firearms of any kind are permitted on our property. If this policy is violated, all monies will be forfeited and guests will be asked to vacate the property immediately.
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Maximum occupancy violations will result in all monies will be forfeited and guests will be asked to vacate the property immediately.
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Any groups wishing to occupy the cabins or utilize the premises are required to coordinate their visit with Cold Mountain Cabins staff. If such a group attempts to occupy one of our rental properties without prior coordination, all monies will be forfeited and guests will be asked to vacate the property immediately.
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| 15. Mechanical Failures/Repairs |
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Cold Mountain Cabins LLC. is not responsible for mechanical failures of non-essential or luxury items, including, but not limited to, Hot Tubs, Television, Dishwasher, Washer/Dryer, Fireplaces, Air Conditioning, Jacuzzis, or any other appliance that fails to operate properly during your stay.
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No refunds will be issued for minor disruption of any utilities including, but not limited to, power outages, water outages, etc. These failures are beyond our control and no refund or rent reduction will be given. Please report inoperative equipment to Cold Mountain Cabins LLC. and we will make every effort to have repairs done as quickly as possible during reasonable hours. Speed of service cannot be guaranteed.
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| 16. Accidents |
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Guest agrees to hold Cold Mountain Cabins LLC. harmless for any accident or injury whatsoever that may occur in the rental cabins or on the
surrounding property during occupancy or visit.
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| 17. Vacation Rental Agreement Statement |
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This vacation rental agreement is a legally binding agreement under the North Carolina vacation rental act. The rights and obligations of the parties to this agreement are defined by law and include unique provisions permitting the disbursement of rent prior to tenancy and expedited eviction of tenants. This agreement binds you to a specific property for a specific time. If a problem arises during your stay, every effort will be taken, within reason, to resolve the issue. Your verbal authorization at time of reservation, your signature on this agreement, payment of money, and/or taking possession of the property after receipt of the agreement is evidence of your acceptance of the agreement and your intent to use this property as a vacation rental.
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