Rental Agreement & House Manual

Rental Agreement & House Manual

Valley Vibes Rental Agreement

Welcome to Valley Vibes! We’re excited to host you and hope your stay in Canaan Valley is full of adventure, rest, and great memories. To make sure everything goes smoothly, please review the following house guidelines. They’re designed to protect both our guests and our home.

By booking with us, you agree to these terms:

🕓 Check-In & Check-Out

  • Check-in: Anytime after 1:00 p.m. (you’ll receive your personal access code in advance). To unlock the door:
    1. Press the “Yale” button to activate the keypad
    2. Enter your code
    3. Press the checkmark ✅ to unlock
  • Check-out: 12:00 p.m. sharp. Please be fully checked out by this time so we can prepare for the next guests.
  • If you’d like an early check-in or late check-out, just ask—we’ll do our best to accommodate when possible. Unapproved late departures may result in a $150 fee.
  • A Ring Doorbell Camera is at the front door. You can ring the doorbell to quickly speak with us if you have any questions about entry.

💳 Cancellations

  • Guests who book a non-refundable rate will not be granted a refund under any circumstances.
  • Guests who book a partially-refundable rate will receive a 95% refund if the reservation is cancelled at least 14 days before the arrival date. Any cancellation under 14 days before arrival will receive a 50% refund.
  • No refunds for no-shows, late arrivals, or early departures.
  • If we ever need to cancel (rare, but sometimes necessary), you’ll receive a full refund for any unused nights.

💲 Deposit & Payment

  • For reservations made 20 or more days before arrival, a 50% deposit is due at booking. The remaining balance will be invoiced and due approximately two weeks before your stay.
  • For reservations made within 20 days of arrival, full payment is required at the time of booking.

👥 Occupancy & Guest Requirements

  • Maximum occupancy: 8 guests.
  • The booking guest must be 25 years or older and provide valid ID if requested.
  • Please, no unauthorized parties, events, or additional overnight guests. Violations may result in eviction without refund.

🌐 Internet, Streaming, and TV

  • WiFi Network: Valley Vibes
  • Password: Deerfield

Enjoy 400 Mbps high-speed internet—perfect for streaming a family movie or catching up on work. Note: Internet service in the mountains may occasionally drop for a few minutes but typically reconnects quickly.

At Valley Vibes, we’ve skipped cable so you can focus on the best show around—the great outdoors! When it’s time to unwind, enjoy the Roku in the living room:

➡️ Log into your favorite streaming apps using Guest Mode for privacy

➡️ Select your checkout date when signing in, and your info will clear automatically

You’re also welcome to bring your own HDMI-compatible device.

🗑️ Trash Disposal

  • Trash is collected twice daily: around 8:00 AM and 3:00 PM.
  • Place bagged trash by the front porch for pickup.
  • Please avoid leaving trash out overnight to deter wildlife.

🛋️ Furnishings & Amenities

  • The condo is fully furnished with linens, towels (bath + pool), and a stocked kitchen.
  • Amenities include: wood-burning fireplace (firewood provided), WiFi, smart TVs, heating, and community facilities.
  • We provide a starter supply of essentials (toilet paper, soap, detergent, trash bags). Please plan to bring or purchase extras for stays longer than three days.
  • While we strive to keep everything in working order, refunds cannot be offered for temporary outages (e.g., internet, TV, hot water).

🏠 Enjoy Our Home

We treat Valley Vibes as our family getaway and visit often, so you’ll find a few of our favorite essentials stocked in the kitchen—like condiments, spices, and coffee. You’re welcome to help yourself to anything in the kitchen or pantry during your stay—make yourself at home!

Please note: the owners’ closet is reserved for personal items and is not for guest use.

🛋️ Supplies

We provide a starter supply of essentials (toilet paper, soap, detergent, trash bags). Please plan to bring or purchase extras for stays longer than three days.

🔥 Fireplaces & Fire Safety

  • Indoor fireplace is available for your enjoyment. Please never leave fires unattended and make sure they’re fully out before bed or departure.
  • Identify the location of the fire extinguisher prior to lighting a fire (usually on top of the fridge).
  • Please ensure damper is open before starting a fire.
  • Please ensure damper is closed and ashes are cleaned following a fire. Ashes may be disposed in the regular trash once cooled.
  • Outdoor firepits are not permitted (per HOA rules). Guests are responsible for any fines if this rule is broken.

🚭 Smoking Policy

  • No smoking or vaping indoors.
  • Evidence of smoking inside will result in a $500 fee for deep cleaning.

🐾 Pet Policy

We’re happy to welcome up to two well-behaved dogs at Valley Vibes—your furry family members deserve a getaway, too! To keep the home clean and comfortable for all guests, please follow these simple guidelines:

  • Supervision: Dogs must be supervised at all times. When you’re out adventuring in the mountains, please crate your pup (a crate is provided).
  • Furniture: We kindly ask that dogs stay off all furniture and beds.
  • Clean Up: Pick up after your pet—waste bags and receptacles are conveniently located throughout the community.
  • Leash & Noise: Dogs must be leashed while outdoors, and the HOA prohibits excessive barking.
  • Extra Cleaning: If additional cleaning is needed due to pet hair, accidents, or damage, a fee may apply.

To help lighten your packing load, a food and water bowl are provided (stored in the hutch). Thank you for helping us keep Valley Vibes a welcoming, clean space for everyone—paws and people alike!.

🚘 Parking & Winter Travel

  • Guests have 2 reserved parking spaces in front of the unit; additional cars can be parked in a row by the landscaped island in the same gravel lot.
  • The parking lot is plowed in winter, but conditions can be icy—4WD or chains are strongly recommended. Guests are responsible for clearing snow from decks/walkways.

🏘️ Community Rules

Valley Vibes is located in a private residential neighborhood. Please respect our neighbors by following HOA rules and community quiet hours:

  • Quiet Hours: 10 p.m. – 8 a.m.
  • No parties or disruptive behavior.
  • Respect parking limits and common spaces.
  • Violations may result in eviction without refund.

🌙 Good Neighbor Policy

Please treat Valley Vibes as you would your own home:

  • Lock doors/windows when away and at check-out.
  • Be respectful of community traffic flow, property boundaries, and neighbors.
  • Report any damages immediately so we can address them.

❄️ Air Conditioning

Thanks to Canaan Valley’s refreshing 3,200’ elevation, summer days are pleasantly mild—rarely climbing above 80°F. Most guests enjoy the natural mountain breeze, but for extra comfort:

  • An in-wall A/C is available in the bunk room.
  • A portable A/C unit is provided in the Master Bedroom (available June–September).

If you use the portable unit, just make sure the vent hose is secured in the window while running. Please turn off all A/C units when you check out.

🧹 Checkout Instructions

Please complete your checkout before 11:00am on your departure date. Before heading home, please:

  • Leave all used beds unmade
  • Load and start the dishwasher
  • Take or discard all food and drinks
  • Bag and remove trash to the front porch (daily pickup at 8 a.m. & 3 p.m.)
  • Ensure fires are completely extinguished
  • Close and lock all doors and windows
  • Set all baseboard thermostats to 50°F
  • Additional excessive cleaning may result in an extra charge.

Thank you for taking great care of Valley Vibes!
We hope your stay is restful, memorable, and full of adventure.

⚖️ Liability

Guests accept full responsibility for themselves, their visitors, and their pets while on the property. Owners are not responsible for accidents, injuries, lost items, or damages to personal property, except in cases of owner negligence.

🔑 Right of Entry

In rare cases (emergencies, repairs, or compliance checks), owners or staff may need to access the property. Whenever possible, notice will be given beforehand..

📜 Agreement Updates

This agreement may be updated from time to time. The most current version will apply to your reservation.

✅ By completing your booking, you acknowledge and accept the above terms.

We’re so glad you chose Valley Vibes for your mountain getaway—enjoy your stay!