Rental and Policy Agreement
Due to recent Chelan County Short Term Rental regulation changes in regards to ALL short term rentals please note occupancy limits are strictly adhered to at NW Comfy Cabins. This will include the amount of vehicles that are allowed at each property. The new code states 2 guests per approved bedroom and 1 car per approved bedroom. Non compliance of these 2 very important changes, could cause NW Comfy Cabins and the homeowner to be in breech of county regulation and risk losing their ability to rent out their home by loss of their annual permit. Non compliance/violation penalties will be passed on to the contracted guest on site. This could include a county designated fine, eviction from the property and loss of all monies paid for the contracted stay.
Parties/Events: We do not have any facilities for hosting parties or events. If you are planning on an event in the area, please let us know and we would be happy to suggest some very popular and accommodating local options to contact. We do not allow house, bachelor/ette parties, weddings, family reunions of any kind.
Please review the following policies/contractual agreement points below and let us know if you have any other questions. When booking online you understand you are agreeing to all the policies as outlined below as well as the rental contract.
Booking a Reservation: Guest/occupant making the online booking must be age 25 years old or older, to reserve a vacation rental home, and be on site during the contracted dates. Exceptions of age may be considered, so please call our office to confirm. An additional 100% refundable deposit may also be required under certain circumstances and is at the discretion of NW Comfy Cabins.
Minimum Night Stay: There is a 2-night minimum stay requirement for all reservations. A 3-night minimum stay required for all Federal Holiday weekends: New Year’s Day, MLK Day, President’s Weekend, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day. There is no check in’s allowed on Thanksgiving Day, Christmas Day or Easter (no exceptions)
Check-in is at 4:00 P.M. PST
Check-out is at 10:00 A.M. PST
An early check in/late checkout: Request will not be approved more than 24 hours before the date of check in/out. We do our best to accommodate this request, but it is not always available.
IF any member of a rental party arrives to the property prior to the check in time or stays at the property after the checkout time without pre-authorization from management, the contracted guest will be charged a half days’ base rental fee.
Payments: We accept Visa, MasterCard, Discover, American Express, and Cashier’s Checks as forms as payments. Check payments are accepted up to 30 days before your arrival date and must clear the bank prior to paperwork being sent out.
Payment Policy: 40% of rental fees plus tax payable at the time of booking, if made over 30 days prior to check in, this is your “confirmation deposit.” The remaining balance is due 30 days prior to check in. $250.00 of the “confirmation deposit” is non-refundable should cancellation occur at any time.
Cancellation Policy: The confirmation deposit is refundable except for the nonrefundable portion up to the $250 maximum 31 days prior to arrival. Final payment is taken 30 days prior to/or immediately if the reservation is made within 30 days of arrival. If you cancel 30 to 0 days before check in there are NO REFUNDS (unless travel insurance* is purchased through your Generali Protection Coverage and all terms/conditions have been met). Please be aware of this when making your reservation.
NW Comfy Cabins is not responsible for the weather, road closures, power outages, wildfires, poor air quality, flight cancellations/delays, or other Acts of God that interrupt or cancel a trip. This includes illness/death in a family, car troubles, etc…and there will be NO REFUNDS within 30 days of arrival. This is why it IS imperative for the traveler to purchase the Generali Travel Insurance plan that we offer. This policy can be purchased all the way up to 48 hours prior to your arrival, but the sooner it is purchased the better. Once a storm has been called it it is too late. Please see the policy PDF’s below for explanation of benefits. Understand, we are under a contractual and financial responsibility to our homeowners in regards to your stay. It benefits ALL parties involved if the traveler purchases the travel insurance to protect their travel dollars. It is disappointing for everybody when outlying factors can affect a much anticipated trip, but it is more stressful and unnecessarily burdensome when your travel dollars are on the line due to not protecting them through the Generali policy when it is offered.
It is the guest responsibility to be aware of weather patterns in our seasonal topography and to have the appropriate vehicle for winter travel.
Optional Travel Insurance is offered for each Reservation: Price will vary depending on the total of the booking, it is a nominal % of your stay.
See TI Protection option below:
Generali Travel Protection: Vacation Rental Insurance has been made available with your reservation. Vacation Rental Insurance provides coverage for prepaid, non refundable expenses due to certain unforeseeable circumstances that may jeopardize your vacation investment and force you to incur unplanned expenses. This includes flight cancellations, road closures, trip delays, medical emergencies, illness, death in the family, etc…Separate terms and conditions apply. Description of Coverage/Policy are noted below. Contact Generali at (866) 999-4018 with specific coverage questions. I understand that I have read that the option for Travel Insurance is available at time of booking and willing to risk losing the monies paid for my contracted dates by declining the coverage.
Reservation Changes: Prior to your final payment due date; there is no charge to change your reservation; add or remove guests or pets, add/or drop a day off your visit, or reschedule visit. Once your payment has become non-refundable (30 days prior to arrival), you will not be able to remove guests, pets, or days. You may add guests, pets, or days if available at any time with no charge. If you are unsure about your final guest count, we recommend that you stay conservative with your numbers and only add a guest if you are completely sure that they will be able to make it.
Refunds: There are no refunds for no-shows, and/or if a guest chooses to depart a property early under any circumstances that is not authorized by management. Guests understand all fees will be forfeited when making these decisions. On a rare occasion a missed clean can occur, our policy is to move the guest immediately to a “clean and comparable property” if available, offer housekeeping services as soon as staff is available. If a guest decides to stay at the original property and allow housekeeping to come in, then the cleaning fee paid by guest will be refunded for their stay, there will be no additional discounts or refunds issued.
Additional Fees Vary: $25 per additional guest per night after base rate has been met, $25 per dog per night, Housekeeping Fee, 5% booking fee, $12.18 per night Safely Damage Insurance Fee. Please note that willful, intentional and negligent damages are not covered under the Safely Damage Insurance and will be the sole responsibility of the contracted guest(s). State and Local Lodging Taxes are also applicable.
Local County, State and Transient Lodging Taxes in the amount of 10.3% or 11.5% are also applicable and are charged accordingly by property location.
Rental Rates/Booking Policies: Each cabin has a Base Rate or minimum occupancy that varies per property. Any number of guests over the base limit will be charged a rate of $25.00 per person per night. Rates are subject to change without notice. Additional charges include dog rent of $25.00 per dog per night if the home is dog friendly. (we welcome dogs only-sorry we do not accept cats, birds, ferrets, or another type of pet besides a dog.)
Cleaning Fees: We do charge a one-time non-refundable cleaning fee to our guests. This fee is quoted on your booking fees breakdown and varies per unit. If cleaning beyond the normal expectations is required, an additional fee of $65 per hour will be applicable. We cannot accept any offer from a guest to clean a property prior to their departure.
Dog Policy: Dogs are welcome at any of our dog-friendly properties. We do not permit cats, birds, ferrets, etc. at our properties. We do limit the number of canines to no more than 3 smaller breed dogs or 2 larger breed dogs. Each animal is an additional fee of $25.00 per pet per night. This means that if you have 2 dogs for a 2-night stay, your fee would be an additional $100 plus tax. We ask that you please respect these homes by cleaning up after your pet (both inside and out), crating your animal whenever you leave the property and keeping them on a leash when out and about. Do not allow your dog to wander about the woods and neighborhood unsupervised. Be mindful that the mountains are home to a variety of wild animals (bears, mountain lions, wolves, deer, etc.) and local pets. Therefore, please keep an eye on your furry family member for their safety and that of the animals who make the surrounding area their permanent residence.
*If there are signs of a pet at a non-pet friendly property reported back to our office after your departure, you will be contacted, and you will be charged $100.00 per pet per night for each night of your stay and additional $150 cleaning fee. Please respect our owners’ homes and do not bring your pet if they do not allow them. *
Conditions of Occupancy: All guests must be registered on the agreement by name and age; this includes the number of dogs on site. This is for liability purposes and protects all parties, the owner of the home, the management company, and the guests.
Limited Occupancy: Chelan County and safety code determine the occupancy level of each home (unit). We do not allow sleeping on the floor, sofas or any other furniture that is not designated as a sleeping area. We do not allow camping in tents, on decks, patios, RVs, or campers on the property. Each vacation rental home has a clearly stated maximum occupancy, which may not be exceeded, this includes cars on site. Additional guests joining your group up to the maximum occupancy limit must be pre-approved by NW Comfy Cabins Inc. and additional rent must be paid in advance. Unauthorized guests will be evicted immediately. We reserve the right to cancel any reservation made under false pretenses, for families or groups exceeding the occupancy of the house or other legal reasons
Housekeeping: All our vacation rental homes are completely cleaned and sanitized before your arrival and after your departure. Upon arrival if there is something you find that is not up to your expectation, or seems amiss, please contact our office immediately so that we can get it resolved as quickly and efficiently as possible. We do not offer daily housekeeping service; however, for visits longer than 5 days, a mid-stay trash pick-up and hot tub check can be arranged. This must be arranged prior to your arrival. Any issues with housekeeping not reported while guest is not site will not be compensated. On a rare occasion a missed clean can occur, our policy is to move the guest immediately to a “clean and comparable property” if available, offer housekeeping services as soon as staff is available. If a guest decides to stay at the original property and allow housekeeping to come in, then the cleaning fee paid by guest will be refunded for their stay, there will be no additional discounts or refunds issued.
Upon Your Arrival: Once you arrive to the property if there is anything that is not to your satisfaction, damages, cleaning issues, etc. Please call us immediately at one of the numbers provided on your driving directions so that we can get you taken care of. Anything brought to our attention after your departure does not allow us the opportunity to remedy an issue and is not privy to any reimbursements. We want your getaway to be as enjoyable as possible, so should the need arise; we want to take care of you as soon as possible.
Neighbors: Guests will not act in a manner that will not infringe upon other guests’ or neighbors’ rights, enjoyment or use of property or adjacent property. Respect quiet times and keep noise levels down between 10 PM and 8 AM (Local Chelan County Noise Ordinance). Disruption and/or a call resulting from blatant noncompliance of this ordinance will warrant a visit from the local sheriff. A second call will result in eviction from the property and forfeiture of all fees paid. We must have complete quiet after 10:00 P.M. No exceptions. The following items are strictly prohibited in/on site of the vacation home, or on any property adjacent to the vacation home: no paint balls, firearms or any kind big or small, no fireworks, left over cigarette butts, beer/alcohol containers. Please be respectful and do not litter. No trespassing at any time on neighboring properties, private property, etc. if we are contacted from a local source that guest(s) are in non-compliance of this request, they will be asked to vacate property by local law enforcement and will result in forfeiture of all fees paid. Nightly rentals are a very heated topic right now in the area, so it is imperative that rental guests respect and understand they are in mountain communities where people reside and they appreciate that rental guests do not in any way disrupt their use and enjoyment of their private home, just as we would expect them not to interrupt your use and enjoyment of your vacation rental home. We appreciate your understanding in this matter.
Fireworks/Firearms: A discharge of either is not permitted at any time. Use of such will result in eviction from property by local law enforcement and loss of all fees paid. NO EXCEPTIONS. Fireworks are ILLEGAL in Chelan County.
Smoking: All our homes are non-smoking-this includes vaping and marijuana. We ask that guests who smoke do so outside only and dispose of butts properly. Please do not litter the grounds at any time as this is a high fire danger area during summer months.
Fires during BURN BAN (wood): If it is reported or found that ANY guest has had a fire at ANY time during a Burn Ban, the police will be called immediately to escort you from the premises and all funds will be forfeited. The fire danger is very real, and thousands of acres of forest and homes have been burned, as well as lives of wildlife and people lost due to the careless actions of humans concerning the use of campfires and disposal of cigarettes or matches. We will not, under any circumstance, tolerate our guests to risk the lives, homes, property, and surrounding nature by not taking the reality of living in a high fire danger area seriously. Claiming ignorance is not an excuse and it is the guest’s responsibility to double check when a ban is in effect though we have always been very clear on our zero-tolerance policy concerning fires during a ban.
Repairs & Service Calls: Because we are in a rural area, it is often difficult to get repairs done the same day we are made aware of them. Please be patient if something breaks down during your stay. We will do our best to remedy the situation as quickly as possible, but just like at your home if something breaks down, a repairman is not always immediately available.
Amenities: All our vacation rental homes are privately owned, fully furnished, and include full kitchens and all bed, bath & kitchen linens. A list of amenities for your vacation home will be provided in your guest portal. All you need to bring is your food and personal items. *If there are specific requirements that you seek regarding your stay, please do let us know so we ensure you book a property that provides those items*.
Amenities are always subject to change without notice and are not guaranteed. *Please note that amenities such as hot tubs and saunas are especially susceptible to closures for maintenance and mechanical failures. Why we understand that our guests often choose a property based on amenities, we cannot offer any discount or refunds based on an amenity not being available during your stay. IF for any reason we are aware of an amenity down prior to guest’s arrival we will communicate with the guest immediately and find a comprable property with the same amenities. This is a very rare occurrence and we are very mindful of the importance of the above noted amenities during a guests stay and do our best to be accommodating.
Furnishings & Equipment: All vacation rental homes are privately owned properties, furnished and equipped by its owner. Decor, style, and color will vary & furnishings are subject to change without notice. These may include animal themed, taxidermy (prepared, stuffing, and mounting the skins of animals with lifelike effect) pieces, antique weaponry, farming/agricultural equipment, vintage sports equipment, family photos or varied art pieces on display. Personal distaste with the decor or theme of a property is not subject as a reason for refund. These are private homes owned by private owners with various ages, careers, economic, social, and ethnic backgrounds. Under no circumstances is anything supplied with the rental property to be removed from walls or frames, taken out or transferred from one property to another; you will be charged to retrieve or replace rental home property that is removed from the home. Moving of furniture is prohibited; do not move furniture or otherwise remodel the home. You will be charged for the time it takes to move furniture back and for any repairs caused by moving items. Each rental home has a locked storage area for the owner’s personal items and supplies; please do not attempt to open locked storage areas.
Telephones & Internet Access: Reception varies depending on cell providers. Verizon and AT&T does seem to work best in the area. For those properties with limited to no cell coverage there are land lines provided at all cabins. The numbers to these homes are for local and emergency calls only and a guest on site will be able to contact either one of our local area supervisors or to get into contact with NW Comfy Cabins directly. Many of our homes have Fiber WIFI, Satellite WIFI or Jet Packs to connect to WIFI calling capabilities.
Internet connections: If the home does not have an Internet connection, there are several locations around area that provide free Internet access please contact us so we can direct you to the nearest location.
Hot Tubs: Most of our vacation rental homes provide a private outdoor hot tub. If there is a hot tub at your rental, please abide by the rules posted near the tub. It is important that you keep the chemical floater in the hot tub and open always. Guests agree to hold harmless Owner and/or NW Comfy Cabins Inc. for any injury resulting from the use of the hot tub. Use of the hot tub is at guests’ own risk. Each hot tub is serviced by an independent, professional maintenance company according to County Health Code requirements before and after each booking. If there is a problem with the hot tub at your arrival or during your visit, please contact us. If the hot tub requires any extra maintenance or repairs due to misuse during your visit, you will be held responsible for any fees for work outside the normal scope of service.
Saunas: For our vacation rental homes that have saunas please ensure that timers, heat and any lights are all turned off and doors are shut securely. Guests agree to hold harmless Owner and/or NW Comfy Cabins Inc. for any injury resulting from the use of sauna. Use of the sauna is at guests’ own risk.
Security of the Vacation Home: Contracted guest(s) are solely responsible for the security of the unit; the content of the units, and any personal property of guests during their stay. When the unit is not occupied, all doors and windows must be locked, and outside light left on at night. For those with electronic door codes, double check that the door has secured itself when you vacate the premises. Codes are changed between guests, for the security of the unit and our guests.
Exterior security cameras/noise monitoring systems: To assist in complying with Chelan County Short Term Rental Codes video cameras are located on the exterior of the home, may be photographic or video recordings in nature with no sound monitoring, are clearly visible and are only in view of driveways and outdoor parameters. This excludes monitoring of hot tubs or towards any windows We do not want our guest to feel that their privacy is being infringed upon and monitoring is similiar to that found in Hotel lobbies and hallways. We are disclosing this information prior to your arrival. Please feel free to contact us with any concerns or clarifications. There is no electronic video surveillance monitoring pools or spas, or in the interior of the house.