Deposit & Cancellation Policies
CHECK-IN: 4:00 p.m.
CHECK-OUT: 10:00 a.m.
These check-in/-out times are standardized times and may vary depending on your specific property. Please confirm times with your Rocky Mountain Vacation Rentals agent to ensure accurate check-in/-out times.
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DEPOSIT POLICY:
- 50% of total rental cost is due at time of booking. Final payment is specific to the supplier’s policies plus 5 days for our administration needs.
- For Holiday bookings, final payment is specific to the supplier’s policies plus 5 days for our administration needs.
- Total rental costs are due at time of booking on reservations made within final payment window of the supplier’s policies.
Note: All advance deposits and damage deposits shall each be held in a non-segregated Escrow Account by Rocky Mountain Vacation Rentals and no interest shall be paid on returned funds.
CANCELLATION POLICY:
- Cancellation policies are specific to the supplier’s policies plus 5 days for our administration needs. Refunds are subject to supplier’s policies.
- Rocky Mountain Vacation Rentals requires a $150 cancellation fee to cover administrative expenses in addition to supplier's cancellation fee, regardless of when a confirmed reservation is canceled.
- Cancellations made after supplier’s non-refundable cancellation dates are fully non-refundable.
- No refunds will be issued in cases of poor weather conditions, lack of snow, poor skiing conditions, health issues, family or business emergencies, or transportation delays. We strongly recommend you obtain travelers’ insurance if you have not already purchased. Please contact us for Travel Insurance rates and information.
- Please note that our reservation staff is available Monday thru Friday, 9am – 5pm Mountain Standard Time. Cancellation requests received after 5pm Friday will not be considered requested until Monday at 9am, Mountain Standard Time.
SECURITY DEPOSITS
- A security deposit in the form of an open Visa, Master Card, Discover or American Express imprint is required of all guests when checking into most hotels. This security deposit imprint may be used as a security/damage/telephone deposit, and/or to settle any incidental charges incurred during your stay that are due upon check-out.
NIGHTLY RATES
- Nightly rates quoted to guests are known ‘industry wide’ as rack rates. Rack rates quoted to guests do not include discounts or promotional offers. Rack Rates quoted to guests do not include lodging taxes, resort fees or service fees. Each ski resort, ski village, town or municipality has its own specific taxes and fees that vary from location to location. Please confirm all rates, taxes and fees with Rocky Mountain Vacation Rentals directly.
DAMAGE POLICY
- Guests are responsible for any damages to the rental unit during their stay. Rocky Mountain Vacation Rentals and its affiliates reserve the right to charge the guest’s credit card for any damages to the rental unit or missing property. Smoking is strictly prohibited in all accommodations. An Ozonation cleaning charge of $500 will be assessed if smoking in the unit is detected.
MINIMUM STAYS & LATE CHECK-OUTS:
- A minimum night stay may be required on reservations made during certain periods or for certain unit types. Minimum night stay requirements may be reduced or waived for an additional fee.
- Late check-outs must be approved in advance by Rocky Mountain Vacation Rentals and our affiliates. An additional “late check-out fee” will be assessed based on time of departure and unit size/type if not previously authorized and noted on reservation.
HOUSEKEEPING SERVICES (private homes and condos):
- Daily or additional housekeeping service is available to the guest at an additional charge.
- No requested cleans will be scheduled on Sundays or Holidays.
ADDITIONAL PERSON CHARGES:
- Each reservation has an occupancy level based on the property policies.
- Some properties can accommodate additional people for an additional fee per night.
SPECIAL POLICIES:
- Pets are allowed in SELECT private residence.
- Policies subject to change without notice.
ACCEPTABLE FORMS OF PAYMENT: CHECK / MONEY ORDERS / WIRE TRANSFER / VISA / MASTER CARD / DISCOVER / AMEX
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Rocky Mountain Vacation Rentals – Guest Pre-Registration Form
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All rental properties and hotels require a security deposit in the form of an open credit card imprint and an authorization-to-charge form upon check-in to cover damages and any incidental charges incurred during your stay. In order to make your check-in process as simple and quick as possible, we have provided this pre-registration and authorization-to-charge form. This form is required for all reservations booked through Rocky Mountain Vacation Rentals and its suppliers. Please thoroughly read and complete this form, sign and date it, and fax to our office within 48 hours of receipt. Once we receive your completed Pre-Registration/Credit Card Authorization form, as well as your final payment confirming your reservation, we will fax or email your check-in instructions and directions to your condo or hotel a minimum of 14 days prior to your arrival.
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Reservation Number:______________________
Last Name :_____________________________ First Name :_______________________
Billing Address for Credit Card :_______________________________________________
Arrival Date :______________________ Departure Date :_______________________
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Airport (if applicable):_______________________________________________________
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*Credit Card # ______________________________________(Office Use Only)
*Expiration: _____/______/________ *Security Code:__________________________ *
The security code is the 3 digit code located on the back of the card to the right of the signature line for Visa and MC. For Amex it is the 4 digit number located just above the card number on front of the card. I have thoroughly read, understand and accept the terms and conditions described in the Policies and Payment section of this Pre-Registration document. I hereby authorize Rocky Mountain Vacation Rentals, Vail Hoffman L.L.C., any hotel, condominium, private homeowner, property management company and /or third-party affiliates to charge my credit card for the following items:
- A deposit of 50% of the total reservation charge due at time of booking unless booked within final payment window. Full Payment is due at time of booking if reservation is made within final payment window.
- Final payment of booked reservation on due date specific to booked property plus 5 days for administration needs.
- Repair or replacement cost of broken or missing items.
- Repair costs for damage beyond normal wear and tear.
- Any requested incidental charges incurred by myself or my party during our stay.
- $ 50 for each unit key NOT returned upon my departure. I understand keys can be left in the unit.
- $ 100 for each garage opener not returned. (Not all units have garages or garage openers).
- $ 500 cleaning fee should smoking occur in the unit during my stay.
- Most units contain a long distance block on the phones. Guests may use a calling card or credit card to make long distance calls. (Dialing directions are posted in the unit). If long distance calls are charged directly to the phone, they will be billed to the guest, plus a $100 service charge. Local charges are unlimited and free in most accommodations.
- Steam cleaning of carpet and furniture should we bring a pet into a property where pets are not allowed. We understand that pets are allowed in few SELECT properties and allowing pets is usually NOT allowed. I will specifically notify my Rocky Mountain Vacation Rentals rental agent if I need pet-friendly accommodations.
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Rocky Mountain Vacation Rentals will contact you by phone or in writing as to the amount and description of any charges described above should they occur.
Signature _________________________________________ Date ___________________
Print Name ________________________________________
***Note: Early Check-In or Late Check-Out must be pre-approved by Rocky Mountain Vacation Rentals***
IF YOU HAVE ANY QUESTIONS PLEASE EMAIL US AT reservations@rockymountainvacationrentals.com
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