Terms & Conditions

A bedroom in a Charlottesville vacation rental

Cancellation Policy

Guest may cancel within 24 hours of booking without loss of deposit or any penalties, with the exception of reservations made within 7 days of the Arrival Date, there will be no refund and full payment is due upon booking.

Cancellation requests received before 1 month of the Arrival Date , Guest is entitled to receiving a refund of the Deposit minus a 5% "Processing Fee" or $25, whichever is greater, to be calculated based on the "Accommodation Rate", which is defined as th e total nightly rate, not including additional fees and taxes. UVAGraduationReservationsdonot apply to these terms. Please reference UVA Graduation Reservations below in this section.

  • Cancellation within 30 – 15 days of the Arrival Date, will result in a forfeiture of 50% of the Deposit or $25, whichever is greater.
  • Cancellation within 14 – 8 days of the Arrival Date, will result in forfeiture of 100% of the Deposit.
  • Cancellations within 7 days of the Arrival Date: Guest will not be entitled to a refund. Guest will be responsible for paying the entire Accommodation Rate 7 days prior to Arrival Date, as agreed.
  • If Guesthouses is able to rebook any of the cancelled dates, Guesthouses will refund any monies held for the pro-rated amounts on the dates that were rebooked.

UVA Graduation Reservations Requirements

Any reservation dates that occur within a week and over the following dates for future UVA Final Exercises May 19th - 21st 2023 are subject to the following booking and cancellation terms:       

  •  A 50% deposit is required upon booking and final balances are due 180 days from the Arrival Date. Remaining balances will be charged 180 days from the Arrival Date.
  • A 3-night minimum is required
  • Cancellations made before 180 days from the Arrival Date will be refunded half of
  • deposit.
  • Cancellations made between 180 and 120 days of the Arrival Date will receive a refund of 50% of the booking total.
  • Cancellations made after 120 days from the Arrival Date, no refunds will be issued to the Guest. 

 

Learn More About UVA Graduation

A Charlottesville vacation rental with private pool

View Our Full Terms & Conditions: 

 

By agreeing to the following terms and conditions, the licensee (the “Guest”) is entering into a license agreement (the “Agreement”) with licensor, Cvillas and Estates, LLC dba Guesthouses (“Guesthouses). In consideration of the mutual promises contained herein, both parties agree that Guesthouses shall grant to Guest a non -transferable and revocable license (the “License”) to use the real property and such buildings and land thereon (collectively the “Premises”) for the duration of time as set forth (the "Reservation Period") in the rental contract executed between the parties subject to the Terms and Conditions herein set forth (the “Contract”). The Guest will be held responsible and assume full liability for themselves and any other persons in their group and any other affiliated persons, authorized or not authorized, on the Premises during the Reservation Period ("Guests"). Guest understands Guesthouses acts as an authorized agent on behalf of the owner (the "Owner") of the Premises.

 

Violation of License Agreement:

Upon violation of the following terms and conditions, specifically any occupancy limits, substantiated parking, noise and trash complaints in violation of the Good Neighbor Policy (herein defined), the license is subject to immediate revocatio n, and the Guest is subject to immediate removal from the Premises, and a minimum $500 fine in addition to any cleanings fees. Additionally, Guest acknowledges that they may be subject to consequential damages as a result of their violation, including, but not limited to, damages associated with the Guesthouses inability to conduct short term rentals of the Premises due to any permit revocation or suspension that may result from Guest’s use thereof.

 

Booking Policy

To make a reservation, Guesthouses requires a 25% deposit of the total balance, which is applied to the total rent. All balances are due within 7 days of the Arrival Date and will automatically be charged to the credit card used for that deposit. Ifadifferentcreditcardisto be used for the remaining balance, please contact Guesthouses to coordinate prior to the 7 days. If Premises is located in City of Charlottesville an 8% transient occupancy tax will be applied based on the rental total, if located in Albemarle County a 5% transient occupancy tax will be applied. A 5.3% state sales tax will be applied based on the rental total and cleaning fee, if applicable. A credit card will be held on file and Guest authorizes Guesthouses to charge the card on file in the event of excessive damages, cleaning or any other violations of the terms below.

 

Age of Guests:

Guesthouses only permits persons of 25 years old and older and must have someone of that age present at the Premise at all times.

 

Online Reservations:

Online confirmed reservations constitute the valid and binding Contract Subject to the terms and conditions herein set forth.

 

Trust Account:

The deposit, final payment and any other fess, will be deposited into Guesthouses interest bearing account at Wells Fargo bank. Guest agrees that such de posit payments may be deposited into an interest bearing account and that any interest thereon shall accrue for the benefit of and shall be paid to Guesthouses as often as permitted by the terms of the account.

Upon Reservation:

A 25% deposit (“Deposit”) of the total booking amount (including taxes and any additional fees) is required on all "Short- Term Reservations", unless the booking is for UVA Graduation dates (reference UVA Graduations Reservations below). Short Term Reservations are considered 30 days or less.

 

Cancellation Policy

Guest may cancel within 24 hours of booking without loss of deposit or any penalties, with the exception of reservations made within 7 days of the Arrival Date, there will be no refund and full payment is due upon booking.

Cancellation requests received before 1 month of the Arrival Date , Guest is entitled to receiving a refund of the Deposit minus a 5% "Processing Fee" or $25, whichever is greater, to be calculated based on the "Accommodation Rate", which is defined as th e total nightly rate, not including additional fees and taxes. UVAGraduationReservationsdonot apply to these terms. Please reference UVA Graduation Reservations below in this section.

  • Cancellation within 30 – 15 days of the Arrival Date, will result in a forfeiture of 50% of the Deposit or $25, whichever is greater.
  • Cancellation within 14 – 8 days of the Arrival Date, will result in forfeiture of 100% of the Deposit.
  • Cancellations within 7 days of the Arrival Date: Guest will not be entitled to a refund. Guest will be responsible for paying the entire Accommodation Rate 7 days prior to Arrival Date, as agreed.
  • If Guesthouses is able to rebook any of the cancelled dates, Guesthouses will refund any monies held for the pro-rated amounts on the dates that were rebooked.

 

UVA Graduation Reservations Requirements

Any reservation dates that occur within a week and over the following dates for future UVA Final Exercises May 19th - 21st 2023 are subject to the following booking and cancellation terms:       

  •  A 50% deposit is require upon booking and final balances are due 180 days from the Arrival Date. Remaining balances will be charged 180 days from the Arrival Date.
  • A 3 night minimum is required
  • Cancellations made before 180 days from the Arrival Date will be refunded half of
  • deposit.
  • Cancellations made between 180 and 120 days of the Arrival Date will receive a refund of 50% of the booking total.
  • Cancellations made after 120 days from the Arrival Date, no refunds will be issued to the Guest.

 

Licensee/Guest Terms and Conditions

 

1. Max Occupancy Policy

Each Premises has a Max Occupancy limit, listed above, that is in accordance with city and county ordinances, thus should never exceed this limit, unless otherwise agreed upon or in accordance with terms below.

1. Guests of Guest Policy: Guests are allowed double the Max Occupancy during the hours of 8:00 am – 10:00 PM with the permission of Guesthouses. Outside of said hours Guest agrees only the Max Occupancy will be present at the property. Violation of this policy can result in immediate eviction of Guest with no refund.

2. Number of Vehicles: the number of vehicles at the Premises should not exceed authorized and designated parking spaces of the Premises and shall never be more than half the Max Occupancy at any time unless otherwise agreed upon and authorized by Guesthouses. Violators of this policy will be considered breach of Max Occupancy terms and conditions and subject to eviction and any other additional penalties.

 

2. Pet Policy:

Domestic or commercial animals are not allowed on the Premises at any time unless approval has been given prior. Any sign of a pet onsite associated with the Guest’s group will be caused for immediate eviction and forfeiture of all rental f ees. Additional cleaning fees starting at $200 may also be assessed.

 

3. No Smoking Policy:

All Guesthouses properties are smoke-free properties. There is no smoking permitted on the Premises. Violators of this policy are subject to a minimum of $500 fine and any other costs associated with removing smoke from the property.

 

4. Check-In and Check-Out Policy:

• Check-In is 4:00 PM on the Arrival Date. Early Check-Ins may be available for an additional charge and must be coordinated with Guesthouses prior to arrival. Guest agrees they are not permitted on the Premises prior to Check-In unless coordinated with Guesthouses.

• Check-Out is 11:00 AM on the Departure Date. Late Check-Outs may be available for an additional charge and must be coordinated with Guesthouses. If it has been determined Guest has not checked out by 11:00 am, it will result in a late check-out penalty fee of $75 applied to every hour past the Check-Out time.

a. TRASH: all trash on Premises must be bagged and disposed in the trash bin located in the area described in the “Check Out Instructions” provided.

b. DISHES: all dishes, pots, and pans must be put away. Any remaining dirty dishes must be placed in the dishwasher and run prior to departure.

c. SECURE PROPERTY: please be sure all windows and doors on Premises are properly closed and locked upon departure

d. Keys: any keys, fobs, garage openers provided to Guest for access to property must be placed back in the same place it was found upon arrival. Any

missing or lost keys, will results in a $50 replacement fee.

e. An additional $35 will be charged per infraction of the check-out instructions.

 

5. Behavior/Damages:

Guest may not permit any acts on Premises that violate any state law, Good Neighbor Policy, or other rules that may be established by Guesthouses and/or Owner of the respective property. Guest may not destroy, damage, deface or remove any contents or permit any person to do so. Guests are liable for all damages to furnishings and/or any personal or real property located on the Premises.

3. Guest must report any damage found at property within a reasonable timeframe of Check-In and provide supporting documentation i.e. photos. Guesthouses shall not be responsible for any refunds associated with Guest claims of reported damage, non-functioning appliances/amenities after the Check-Out time. Guest agrees to have any and all fees related to damage, missing items, and behavior not compliant with this agreement, charged to the credit card on file.

4. Guest authorizes Guesthouses to charge the amount equivalent to the full cost of repair, replacement of the identified damaged personal property caused by Guest or any associated penalties stated in this Agreement to the card on file. If Guest is unwilling or unable to pay for damage(s) or missing items caused by Guest within 30 days from the departure date, they will be responsible for all repair and/or replacement costs and any associated legal and administration fees incurred by Guesthouses required to collect the balance owed.

 

6. Noise and Nuisance:

Guesthouses properties are located in both rural and residential areas, regardless of where properties a located, they may have year round resident neighbors or owners. No Guest shall create or permit any nuisance to exist while on the Premises. Guest agrees to limit all sound by 10:00 PM. Guests acknowledges and agrees that it will abide by all state and local laws and ordinances applicable to the property, including, without limitation, ordinances regarding noise, trash, parking and pets. Guest is subject to immediate revocation upon substantiated complaints from neighbors regarding any violation of this policy. Additionally, Guest will be assessed a minimum of $500 fine due to any valid complaints and if Guesthouses need to address them.

 

7. Disclaimer:

Guesthouses and Owners of Premises assumes no liability for damages to personal property, or expenses, towards inconveniences during their stay.

 

8. Termination:

Guests shall use the Premises only as a dwelling. Violation of terms of this Agreement is grounds for immediate revocation of this License and eviction from the property.

 

9. Refunds and Relocation:

Refunds in relation to their time on the Premises will be warranted at the sole discretion of Guesthouses. If certain listed amenities and or appliances are reported as non -functioning or missing by the Guest during Reservation Period, Guesthouses has 24 hours to remedy said issue(s) and thus Guest is not entitled to any refund. In the event, said reported issue is not remedied within aforementioned timeframe, Guesthouses may offer a reasonable refund amount appropriate for said issue, at their discretion. In the event the Premises is deemed uninhabitable during any point of the Guest stay because of fire, eminent domain, double booking, delay in construction, etc. Guesthouses will make their best effort to coordinate alternative accommodations. In the event that Guesthouses is unable to relocate the Guest, Guesthouses agrees to refund the Guest the pro -rated amount for the number days Premises was deemed uninhabitable. All payments made shall be applied to any outstanding balances of any kind including late charges and/or any other charges due under this Agreement at Guesthouses discretion. All late charges, interest, bank fees and or monies due under this agreement are hereby defined as additional rent.

 

10. Locked Doors:

All doors must be kept locked when the Premises is not occupied.

 

11. Legal:

In the event Guesthouses must bring legal action to enforce provisions of this Agreement, the Guest will be responsible for any and all legal fees.

 

12. Children:       

The properties managed by Guesthouses should not be considered as childproof and require children to be supervised by an adult at all times. Amenities such as furniture with sharp edges, games with small pieces, cleaning products and other examples known or unknown pose as safety issues for unsupervised children.

 

13. Lost and Found:

Guesthouses and/or Owner are not responsible for personal property left behind, stolen, or damaged during your stay. Upon check-out, please make sure you take all of your belongings and check the property carefully. If you find you have left something beh ind, please reach out to Guesthouses and we will make our best efforts to find belongings left behind and return at the expense of the Guest, minimum $25 plus shipping costs.

 

14. Choice of Law:

The laws of the state of Virginia shall govern the validity of this Agreement, Guest shall be responsible for all costs and reasonable attorney fees as incurred by the Owner whether or not suit is filed.

 

15. Attorney Fees:

If Guesthouses or Owner employs an attorney to enforce the terms and conditions of this Agreement, Guest shall be responsible for all costs and reasonable attorney’s fees as incurred by the Owner whether or not suit is field.

 

16. Additional Disclosures

Guesthouses acts only as an intermediary for the Owner(s) providing accommodations to the Guests. Under no circumstances shall Guesthouses, managing agents, Owner(s) of the property, and/or their respective employees, property managers be responsible for any loss, expense, damages, claims or injury direct, indirect, conseq uential or otherwise whatsoever, caused or incurred whether arising in contract, or otherwise in law or equity as a result of rendering of the services or accommodations as described in this Agreement or as a result of any delay(s), subscription(s), rescheduling(s), or change(s) in the services oraccommodationsarrangedbyGuesthouses. Additionally,Guesthouses,managing agents, rental owners, and/or their respective employees shall not be responsible for any loss, expense, damages, claims or injury direct, indirect, consequential or otherwise caused by reason of military actions, acts of God, or by any agents, employees, subcontractors, servants or services as provided or substituted. Every effort has been made to assure that the information in the contract is correct. Guesthouses cannot be held responsible for changes made by the Owners to the Premises or advertising errors, taste, style, and quality vary. Guesthouses make every effort to relay home information via pictures, descriptions, relative pricing on website. There are no refunds due to property discrepancies. Rates and applicable taxes are subject to change.

 

17. Indemnify:

Guest certifies that they will make every effort to become thoroughly familiar with how to properly use the Premises, including all special features included therein or thereon. Guest will be responsible for explaining any specials terms or instructions provided on Premises to other Guests. Guesthouses prohibit children from operating elevators. Guests will be responsible for the cost of any negligent service calls pertaining to usage of Premises amenities or utilities, where instructions have been provided. Guest understands that there are inherent risks associated with any property, including usage or access of any special feature such: as a spa, hot tub/Jacuzzi, sauna, pool, river, lake, elevators, walkways, stairs, swinging bridges, play-sets, etc. Therefore, Guest shall, and does hereby agree to indemnify, defend and hold Guesthouses and Owner harmless from, against and in respect of: (i) physical injury to or the death of persons or damage to property occurring (a) on or in the property, or (b) in any manner arising out of, by reason of or in connection with the use, occupancy or operation of the property; (ii) any matter arising out of, by reason of or with respect to the operation of the property; provided, in the case of (i) and (ii) no negligence of Guesthouses or its agents shall have contributed to such injury, death or matter; (iii) any and all actions, causes of action , suits, claims, demands, judgments, liens, proceedings and investigations (or any appeal thereof or relative thereto or other review thereof), of any kind or nature whatsoever, arising out of, by reason of, as a result of or in connection with any of the matters covered by the immediately preceding clauses (i), (ii), and (iii); and any and all liabilities, damages, losses, costs, expenses (including counsel fees and expenses and disbursements of counsel), amounts of judgments, assessments, fines or penalties, and amounts paid in compromise or settlement, suffered, incurred or sustained by Guesthouses or Owner on account of, by reason of, as a result of or in connection with any of the matters covered by the immediately preceding clauses (i), (ii) and (iii).

 

Guest agrees they have taken the time to thoroughly read the terms and conditions of this agreement and fully understands responsibilities and liabilities during their stay.