RUSSIAN RIVER VACATION HOMES TERMS & CONDITIONS
Please review the terms and conditions relating to this reservation.
Guests must be at least 21 years of age to reserve and check in to our vacation homes.
Please take note of the maximum number of guests allowed in the home before making a reservation. The maximum occupancy, equal to the number of people the home sleeps, is the maximum number of people (including children & infants) that are allowed at the property at all times. The maximum occupancy for a vacation rental is mandated by the Sonoma County Vacation Rental Ordinance and is strictly enforced. In the event the maximum occupancy is exceeded, Russian River Vacation Homes (RRVH) reserves the right to charge a $500 violation penalty, plus any costs incurred by RRVH and/or the property owner as a result of the ordinance violation, excessive wear and tear to the property, extra cleaning, and damages to the property and/or surrounding properties. In general, two additional day guests are allowed at no extra cost, as long as RRVH has given Guest prior written approval (excludes certain homes). RRVH reserves the right to terminate the reservation immediately without refund if the maximum occupancy is exceeded.
No campers, RV’s, tents, or trailers are allowed on the premises.
RRVH properties are located in residential areas and are rented for personal vacation use only. Parties and other large gatherings that exceed the maximum occupancy are not allowed. In addition, loud or unruly behavior is restricted by a local ordinance, whether or not the maximum occupancy is exceeded, and may result in citation or arrest by local law enforcement. Neighborhood disturbances caused by Guest and their guests puts the home’s permit to operate as a vacation rental in jeopardy. Guests who have an unauthorized event on the premises that exceeds the maximum overnight occupancy will be assessed a minimum $500 penalty plus any costs incurred by RRVH and/or the property owner as a result of the ordinance violation and the reservation will be terminated immediately. Guests who continue engage in excessively loud and unruly behavior after being asked by either the sheriff or an RRVH representative to stop are also in violation of the ordinance and this agreement, and may, in extreme circumstances, be asked to vacate the premises immediately without refund.
Per county ordinance, Quiet hours are between 10:00pm and 9:00am and no outdoor amplified sound is allowed at any time.
- Cleaning and Linens fee, amount varies per home
- 12% Sonoma County transient tax is due on all reservations less than 30-days
- 2% Sonoma County Area Improvement Fee is due on all reservations
- $49 Vacation Rental Damage Protection Fee
Refundable Security Deposit plus $30 Processing Fee (see below)
- Optional Travel Insurance
Vacation Rental Damage Protection
This Vacation Rental Damage Protection plan covers unintentional damages to the rental unit interior that occur during your stay, provided they are disclosed to management prior to check-out. The policy will pay a maximum benefit of $3000. Any damages that exceed $3000 will be charged to the credit card on file. If you damage the real or personal property assigned to your rental accommodation during the trip, the Insurer will reimburse the lesser of the cost of repairs or the Actual Cash Value of the property, up to $3000. Certain terms and conditions apply. Full details of the Vacation Rental Damage coverage are contained in the Description of Coverage or Insurance Policy (www.vacationrentalinsurance.com/G10VRD). The Vacation Rental Damage can be purchased up to, and including at, check-in. By submitting payment for this plan, you authorize and request CSA Travel Protection and Insurance Services to pay directly Russian River Vacation Homes any amount payable under the terms and conditions of the Vacation Rental Damage. Please contact Russian River Vacation Homes directly if you do not wish to participate in this plan or assignment.
If Guest is paying a refundable security deposit in lieu of the damage protection fee, the amount of the deposit is included in charges listed on the top page of the contract. Release of the security deposit shall be subject to inspection of the rental property and will be returned within 14 days of departure provided all rules have been met, there are no damages, missing items, excessive cleaning or additional charges. Guest shall be responsible for damage costs exceeding the security deposit, including collection costs and attorney’s fees. Documentation detailing damages and charges will be provided to the guest. A $30 processing fee is added to reservations opting for the refundable security deposit.
Missing and/or Damaged Items
Items provided with the vacation home must remain at the home at all times. Guests will be responsible for the replacement and labor costs for any missing items. Accidental damages up to $3000 are covered by the damage protection, see details above. RRVH will charge the card on file for any replacement or repair costs owed.
Travel Protection Insurance
Travel Insurance is available through CSA Travel Protection. It is automatically calculated and added to your rental rate upon booking. The plan is optional but we strongly recommend it. In case of any unforeseen events, this insurance helps protect your vacation investment. IF YOU CHOOSE NOT TO PURCHASE THIS COVERAGE, NO REFUNDS WILL BE GIVEN. You may decline the coverage at the time of booking, whether you book online or over the phone. If you decide not to purchase travel insurance, you will be required to initial on the rental agreement that the coverage was declined. Answers to questions concerning CSA Travel Protection can be obtained by reviewing the certificate of insurance on their website http://www.vacationrentalinsurance.com/ or calling either our office or CSA at(866) 999-4018.
Additionally, you can download a .pdf file HERE:
Breakdown and Terms of payment:
For reservations made more than 30 days in advance, the first payment, which includes one half of the rental fee, cleaning and linens fee and taxes, is due. The second payment, which includes the balance of rent, cleaning and taxes, plus the vacation rental damage protection fee OR the refundable security deposit plus $30 processing fee, is due 30-days prior to your arrival date. Personal checks are preferred for reservations made 30 days or more in advance. If you are paying by check, we must receive a check within 7 calendar days of making a reservation and a valid credit card number is required to hold your reservation. If we have not received a check within 7 days, we will charge your credit card for the amount due. Once payment has been charged on your credit card, payment by check is no longer an option.
For reservations made less than 30 days prior to your arrival date, the entire amount is due at the time of your reservation. Payment by credit card is required for any bookings made less than 30 days from arrival date.
We accept MasterCard, Visa, American Express, Discover and personal check
Note: If mailing a check, use our PO Box not our street address:
Russian River Vacation Homes
PO BOX 418
Guerneville, CA 95446
Cancellations & Refunds
All reservations are final. If you have no choice but to cancel, refunds can only be made if the cancelled dates are re-rented. We cannot guarantee refunds, but always make an effort to re-rent canceled reservations. If the canceled period does not re-rent, no monies will be refunded. The booking fee is non-refundable in any event. A refund, minus a $60 cancellation fee, can be made if and only if the property is re-rented. All notices of cancellation must be in writing (via fax or email). To prevent loss of rental payments we strongly recommend purchasing CSA Travel Protection (see above for more information on travel insurance).
Refunds will not be given for any occurrence out of Russian River Vacation Homes’ control including, but not limited to, power outages, interruption of water service, inclement weather, maintenance issues, or loss of Internet or Phone Service. Optional travel insurance may be purchased to cover these losses.
CHANGING THE RESERVATION TO A DIFFERENT DATE
Changing dates is generally allowed for most homes, provided that the request to change dates is for the same home, is received in writing by our office at least 2 weeks before the arrival date, the guest agrees to pay a non-refundable $40 change date fee, and the date the reservation is changed to is within one year of the original arrival date. If the reservation is moved to dates that fall within a time period that rents at a lower rate, no refunds will be given. All high-season rates, holiday rates and night minimums will apply to any changed dates, and special offers and discounts are only transferable to dates that fall within the valid time frame.
Reservations are not transferable between homes. If the guest switches a reservation to a different home after the initial payment is received, the switch is considered a cancellation and the cancellation policy applies. If the original home booked becomes unavailable or uninhabitable, RRVH reserves the right to relocate the guest to comparable accommodations as determined by RRVH and agreed to by the Guest. If RRVH and Guest are unable to agree on comparable accommodations, the guest will receive a full refund. Guest agrees that RRVH shall not be held liable for any sequential or secondary damages, including but not limited to relocation or additional travel expenses or for any other loss.
MINIMUM NIGHT STAYS
Minimum stay of 2 nights year round, unless noted on the home’s web page. Some basic exceptions are listed below:
- Minimum stay of 3 nights for Labor Day weekend, Memorial Day weekend, and the Friday, Saturday and Sunday nights of the holiday weekend rent at a 10% increase.
- Minimum stay of 3 nights over Christmas week.
- Minimum stay of 3 nights New Years Eve time period with a 10% increase for the three main nights.
- Minimum stay of 4 nights for Thanksgiving week.
- Most homes, including all riverfront homes, are weekly only for July & August, with a specified Summer Rotation Day.
- Some homes have a four or five night minimum in July & August. Visit the Summer Rotation Day page for a list of these homes.
- One week minimum for all homes for the first week in July and the first week in August.
If you have reserved dates contrary to the above night minimums, your reservation may not be acceptable. If there is a problem with your reservation, you will be contacted by a member of our office.
Reservation Confirmation (includes vacation home’s address and information)
Upon receipt of your reservation and after the first payment has been processed, your Reservation Confirmation will be e-mailed to you. The address & directions to the home, helpful information about the home and check-in instructions are included. A Vacation Home Rental Contract is attached to the email. The first page of the contract needs to be signed & returned to our office. The contract must be signed and received by our office before the arrival date, no exceptions. Please contact our office if you would like your Reservation Confirmation faxed or mailed (if time permits).
Home Amenities (Linens, Phones, Maintenance)
All homes are privately owned and equipped for basic vacation needs. The homes are furnished at the minimum with sheets, blankets, pillows, bathing towels, basic cooking utensils, and charcoal or propane grills (see below for more information on BBQ grills). Starter supplies of soap (bar soap, laundry soap and dish soap) and paper products (toilet paper and paper towels) are made available for all homes. You will need to bring and/or purchase additional supplies. No linens or bbq grills are available for Summerhome Park Cabins. Most homes that have a wood burning strove or fireplace do not provide firewood.
Most of our homes have telephones (except Summerhome Park Cabins). Check the home’s web page, under the amenities tab. If it states local call only, you will need a calling card and/or credit card to make long distance calls. If it states unlimited calls in US, the home’s phone has free nationwide long distance.
All guests should inspect the rental property shortly after their arrival and report any problems to the office of Russian River Vacation Homes within 2 hours of check-in.
Maintenance problems in the home will be handled in a timely and professional manner. Generally, the rental rate will not be adjusted due to any malfunction of equipment, which includes TV’s, VCR’s, DVD’s, Internet Access, phone service, air conditioning units, hot water heaters, stoves, refrigerators, door locks, etc. In no event would we issue a refund for a problem we had no opportunity to resolve.
Although each property is completely equipped for rental purposes, we cannot accept responsibility for aesthetic conflicts. When guests are unable to preview vacation home, guests accept such property as described and hold the agency harmless for any discrepancies upon taking occupancy.
All homes except the Summerhome Park Cabins are equipped with either a gas or charcoal BBQ. Guests are responsible for cleaning off any stuck food and spills as a result of their use. Food stuck to or excessive grease splattered on the BBQ grill will result in an extra cleaning charge. Guest is responsible for following any specific instructions posted in the home or at the grill.
GAS BBQ GRILLS: Propane for the BBQ is provided. RRVH makes every effort to ensure that there is at least one spare full tank at the property prior to guest arrival. Upon arrival, check the tank. If the spare tank is empty, it can be exchanged at our office during business hours or you may have tank filled and exchanged at a different location. You can submit a receipt to our office for reimbursement. Keep the valve on the tank closed and the gas off to the BBQ when the BBQ is not in use.
CHARCOAL GRILLS: Charcoal is not provided. Guerneville Safeway is 24 hours and a convenient place to purchase charcoal.
Check-In / Check-Out
Check-in Time is 4:00pm.
After-hours arrival: Keys will be left in our secure office lock box for guests who arrive after business hours. A paid early check-in option is availableOct 1st – April 30th, excluding holiday time periods. Please call our office at least 24 hours in advance to arrange an early check-in. Subject to availablility.
Check-Out time is 12:00 noon
(for most homes) or 11:00 am (for larger homes)
Guest and Guest’s entire party must vacate the property and return the keys to the office not later than the specified Check-Out time. A paid early check-in option is available Oct 1st – April 30th, excluding holiday time periods. Please call our office at least 24 hours in advance to arrange a late check out. Subject to availablility.
VACATING THE HOME
Upon vacating the premises, guests agree to leave the vacation home in good condition. When vacating, guests are responsible for the following:
- Remove all trash & recycling from home, place in appropriate outside cans/bins.
- Do all dishes including dishes in the dishwasher and put them away.
- Clean up any messes, spills that may have occurred
- Pick up after yourself (check for any left items)
- Put all furniture and items back in place (if we cannot locate a particular item you maybe charged for it).
- Return keys to their starting location (RRVH office, lock box, key hooks, etc…).
Russian River Vacation Homes will not be responsible for any items left behind in homes, so please double check for personal items before you leave. If items left behind are recovered, they will be returned to Russian River Vacation Homes office. If you have left something in the vacation rental, please call our office and we will do our best to locate the item and mail it back to you. There is a $20 return-item fee, plus the cost of postage, for any item mailed back. We hold items at our office for one month from the day they were turned in. After a month, any items not claimed will be donated to charity.
All homes are Non-Smoking! No exceptions. If you accidentally smoke in any of our homes there is a minimum $500 fine and automatic placed on our “do not rent” list.
Many of our homes are dog friendly. If you plan on bringing a dog, please make sure you have chosen one of our dog friendly homes. If the home’s web page states no pets allowed and there is a dog at the property anytime during your stay, you will be fined at least $500, plus additional cleaning fees as deemed necessary and the reservation may be terminated immediately without refund
RULES FOR DOGS
Notify RRVH prior to check-in if you are bringing a dog or dogs, including breed(s) and age(s). RRVH and the owner of the property are not liable for dogs. If there is excessive dog hair, dirt and/or sand tracked into the rental, or other needed clean-up, an additional clean-up fee may be charged. Report any pet “accidents” or damage to RRVH prior to departure. Guest is responsible for the cost of any pet-related clean-up and/or damages. Guests and their dogs must follow the below rules.
- Dogs are not allowed on the furniture or beds
- Uncrated dogs will not be left unattended at the house
- Guest must clean up after their dog, both on and off the premises, and responsibly dispose of dog waste.
- Guests will adhere to local leash laws.
- Dogs are not allowed in pools or hot tubs at any time.
- Guest is aware that excessive barking at a vacation rental is a violation of county ordinance.
The cleaning fee covers the cost of a regular after-guest cleaning. In the event that the condition of the home requires more cleaning than deemed normal, the additional cleaning hours will be charged to guests’ credit card at the rate of $25.00 per hour. Common reasons for extra cleaning charges: stain removal from bedding, linens and towels, spot-cleaning carpets or furniture, cleaning food spills, excessive pet hair removal and other pet clean-up, washing dishes, picking up cigarette butts or other trash. Most extra cleaning costs are not covered by the damage protection.
Trash day is noted in the rental contract and in the vacation home. Failure to put the garbage out the night before the pick-up may result in a trash removal charge.
RIVER DOCKS & BOATS
Docks and beaches are seasonal only and available from mid-June to mid-September providing the summer dams are in. Canoes, kayaks, paddleboats and rowboats that are provided in some of our homes are also available from mid-June to mid-September only. The river is usually too swift for boating in the winter and many docks and beaches are under water until late spring.
HOT TUBS/ SPAS/ POOLS
All hot tubs, spas and pools are routinely serviced. All efforts are made to insure that hot tubs, spas and pools are in good working order at all times. However, we cannot guarantee the function of a hot tub/spa and/or pool and no refunds will be given for spa, hot tub or pool failures. If the home is equipped with a hot tub and/or pool, the guest is responsible for maintaining it in good condition. Guest requests for extra pool or hot tub service is at the guest’s expense. In the event that the water is found to be contaminated after departure, the guest may be responsible for the cost of draining and cleaning the hot tub and/or restoring the pool to usable condition. Use of the hot tub or pool that is considered non-malicious but still results in additional service is covered by damage protection. Malicious use is not covered. Due to our remote location and difficulty in securing parts in a timely manner, we cannot guarantee the function of a hot tub or pool. No monetary adjustments will be made for either a hot tub or pool failure and in no event will adjustments be made for any malfunction RRVH did not have the opportunity to resolve, nor for any malfunction due to user error and/or misuse. Guest will not hold the homeowner or RRVH responsible for any accidents or medical conditions that may occur from using the hot tub/spa and/or pool.
Commercial Use of the property is strictly prohibited unless written prior approval is given by RRVH. This includes, but is not limited to, movie production, professional photography shoots, retreats for which the Guest has advertised and has been paid by participants, and any activity related to marijuana production. Use of the property for a commercial enterprise (legal or illegal) will result in immediate termination of the booking without refund. Guest will be responsible for all costs associated with bringing the property back to its original condition plus an administration charge of 20% of the restoration costs or $250, whichever is greater.
Guests agree to indemnify and hold harmless the owner of the vacation home, Russian River Vacation Homes, and their agents from any loss or personal injury suffered by vacationer or his or her guests or invitees in relation to the rental of the vacation home including, but not limited to, the use of recreation amenities such as hot tubs, pools, trampolines, boats, docks and play structures. Guest shall immediately inform Russian River Vacation Homes upon learning of any unsafe or hazardous conditions.
After-Hours Maintenance Emergencies
707-869-9030 ext. 122. In the event of maintenance emergency or any other matter that cannot wait until our regular business hours, leave a message on our emergency extension and someone from the office will be paged. If it is not an urgent matter, you may be assessed a $50 fee. There is a $50 fee in the event of a lock out during non-business hours.
These rental terms, and all rules in the rental contract, posted on premises, and on our website at www.riverhomes.com, must be adhered to by guests and their invitees. Guest must read, bring all paperwork when checking in, and keep all paperwork including contract sent by agency. Upon request we will mail, e-mail or fax a copy of these rules to you.