Rental Agreement
(Terms & Conditions)

Rental Agreement - Woodland Cabins

This short-term travel occupancy agreement (hereinafter "Agreement") is dated on the
date of making the reservation and is between:

Woodland Cabins, having an address at the following:
2772 Schmid Road, Sorrento BC, V0E 2W1 (hereinafter referred to as the "Host")

And

The guest making the reservation and anyone related to their reservation
(hereinafter referred to as the "Guests")
(the Host and the Guests are hereinafter referred to as the "Parties")
Submitting the payment and booking request online expresses full agreement with these terms and conditions. The Parties hereby agree as follows:

1. GRANT OF RESERVATION (What’s included)

The Host hereby rents unto the Guests, and the Guests hereby rent from the Host, one of the real property units located at the Woodland Cabins.

All units include*:

  - Premium mattresses with memory foam toppers
  - Fine linens, pillows, and blankets
  - Climate controlled by Guests (heating and air conditioning)
  - Use of Campfire Pit with 10 chairs
  - Use of Kids play area (zipline, swing, balance course, ninja line, slack line)
  - Use of Yard games (Badminton, farkle, spikeball, disc golf, & bocce) *Seasonal
  - Free High Speed Wifi 
  - Use of Centrally Located Hot Tub 

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*Included amenities are not considered integral to this agreement. No refunds shall be provided should a listed item be unavailable. 

The Aspenwood and Thimbleberry Micro Cabins (MCs) are furnished and include

Main Living Space:

  -Windows overlooking deck and forest views

  - Kettle, Coffee Maker, Mini Fridge

  - Mirror

  - Outdoor Water Station (indoor bottled water in winter)

  - One queen bed

Bathrooms:

  - One bathroom (shared with 1 other micro cabin) located in a detached building approx.

    30 meters away

  - One shower (shared with 1 other micro cabin) located in a detached building approx. 30 meters away

Exterior

  -Parking for 1 Vehicle

  -130 sq ft private deck with deck furniture

  -Private Entrance

The Silver Birch & The Mountain Alder Rooms are furnished and include: 

1 Bedroom

  -One queen bed

Bathrooms:

  -Shared bathroom: Shared by The Silver Birch Room and The Mountain Alder Room

  -6' soaker tub/shower combo

  - Spa robes are available for purchase ($30)

 Main Living Space:

  -Vaulted custom beam ceilings

  -Massive windows overlooking deck and mountain views

  - Propane fireplace (Only operational in Winter months) 

Shared Prep Kitchen

  -22 sq ft island

  -Appliances: Stainless Steel Fridge, Dishwasher and Microwave

  -Small Appliances: Coffee Maker, Toaster, Blender, Kettle

  -Stocked with basics for food preparation (cutlery, glasses, plates, etc)

*Prep kitchen is intended for food storage and preparation. It is not intended for cooking. (Stove and oven are disabled)

Exterior

  -Parking for 1 vehicle

  -450 sq ft shared deck, Dining furniture, BBQ,

The Grand Fir Room is furnished and includes: 

1 Bedroom

  -One queen bed

Bathrooms:

  -Private bathroom

  -5' walk-in shower

Main Living Space:

  -Vaulted custom beam ceilings

  -Massive windows overlooking deck and mountain views

  - Propane fireplace (Only operational in Winter months) 

Shared Prep Kitchen

  -22 sq ft island

  -Appliances: Stainless Steel Fridge, Dishwasher and Microwave

  -Small Appliances: Coffee Maker, Toaster, Blender, Kettle

  -Stocked with basics for food preparation (cutlery, glasses, plates, etc)

  - Prep kitchen is intended for food storage and preparation rather than cooking. (Stove/oven are disabled)

Exterior

  -Parking for 1 vehicle

  -450 sq ft shared deck, Dining furniture, BBQ

The Grand Fir Upper Lodge (GFL) is furnished and includes:

5 Bedrooms: (3 queen bedrooms on main floor + 2 half height lofts above)

  -3 Queen Bedrooms: 

           - Master Bedroom with panoramic mountain view windows with ensuite bathroom

           - Forest View Queen bedroom with closet

           - Mountain View Queen bedroom with dresser

  - 2 upper lofts with one double bed and one single bed in each. One is accessed by ladder stairs in the master 

   bedroom and the other is accessed by ladder stairs in the mountain view queen bedroom.

Bathrooms:

  - 2 Full Bathrooms

  - Main bathroom includes 6 ft elongated soaker tub

  - Ensuite bathroom features 5 ft walk-in shower

Main Living Space:

  - Vaulted custom beam ceilings

  - Massive windows overlooking deck and mountain views

  - Propane stove (Only operational in Winter months) and stone wall

  - 32” TV that emerges from cabinet on a hydraulic lift. Perfect for putting away when you want enjoy the   

    windows or keep the kids off of screens

Fully equipped kitchen (supplies list available here)

  - 22 sq ft island

  - Appliances: Stainless Steel Fridge, Range, Dishwasher and Microwave

  - Small Appliances: Coffee Maker, Toaster, Blender, Kettle

  - Fully Stocked with everything needed for cooking and dining

Exterior

  - Parking for 5 Vehicles (room for boats and trailers dependent on number of other vehicles)

  - 450 sq ft private deck, Dining furniture, and BBQ

  - Private Entrance

Laundry 

  - In suite laundry is available for stays of 6 days or more. 

2. TERM

This Agreement will begin on and end on the dates stated on the reservation. The time period between the Check-In Date to the Check-Out date will hereinafter be referred to as the "Term".

The Guests must vacate the property by the check-out date at 10am (GFL) and 11am (MCs), unless the Host and the Guests both agree in writing to extend the Term of the Guests' rental of the Property. The unit is being rented on a short term basis and extensions beyond the initial departure date are not guaranteed. The Host will do their best to accommodate the Guests' needs and try to give the Guests first right of refusal.

3. MINIMUM STAY

Minimum stays vary based on rooms, dates, and availability

4. BOOKING GUEST RESPONSIBILITY

The Guests agree to abide by the rules stated here and on other documents and signage at all times during the Guests' stay at the Property. The person(s) who made the reservation are responsible for the actions of all people related to their reservation.

5. CANCELLATION & FEES

Cleaning Fees: Grand Fir Upper Lodge - $199.99, Individual Rooms & Micro Cabins: $19.99 as of May 1, 2024. Subject to change without notice.

Cancellation Policy:

  Guests will have the option of selecting a non-refundable or refundable stay at time of reservation. Both non-refundable and refundable stays can be cancelled within 24 hours of making the reservation. A full refund minus credit card fees will be provided for cancellations within 24 hours of booking.  After the 24 hour grace period, no refund will be given for any reason for non-refundable stays unless Woodland Cabins is unable to provide accommodations. Refundable stays are eligible for a full refund minus credit card fees based on the terms and conditions listed at the time of purchase. Note that this coverage is provided by a third party business and not by Woodland Cabins. All refunds are given from them and Woodland Cabins has no involvement in the claims and refund process. 

 
6. VISITORS

Unfortunately, visitors are no longer permitted. This includes undeclared overnight visitors and daytime visitors. Guests not declared on the reservation prior to check-in day will not be permitted to stay. We used to permit a limited number of visitors but several previous parties proved that it doesn’t work. In special circumstances, a written request for an exception may be submitted in advance at guestservices@woodlandcabins.ca. Sneaking in guests will result in a $500 charge to your credit card per guest per night and your reservation will be terminated immediately without refund.

7. PET POLICY

  - Certified service dogs only. This does not include therapy or comfort dogs. Proof of certification required.  

  - Sneaking in a pet will result in immediate termination of your stay without refund plus possible additional 

    charges. Sneaking in pets will result in a $500 charge to your credit card per pet per night and your 

    reservation will be terminated immediately without refund.

8. HOT TUB

The hot tub is available to all guests of Woodland Cabins. It is open from 9am to 9:30pm unless otherwise authorized by the Hosts. There is a time-slot sign up sheet to allow for privacy and social distancing. If the hot tub is in use please refrain from entering the hot tub area until the area is free of other guests. Strict adherence of the rules posted at the hot tub is mandatory. Access to the hot tub has been provided as a courtesy and convenience for the Guests. The Guests hereby acknowledges and agrees that hot tub access is not integral to this Agreement. No refund of any payment or fee will be given in case of outages or access problems.

9. ACCESS

Under the terms of this Agreement, access to the Property by the Host may be undertaken as follows:

b) Though the Host never intends to, the Host may enter the dwelling unit at any time for the protection or preservation of the Property. Host may enter the dwelling unit upon reasonable notice to the Guests and at a reasonable time for the purpose of repair of the Property. 'Reasonable notice' for the purpose of repair is notice given at least 24 hours prior to the entry, and reasonable time for the purpose of repair will be between the hours of 7:30 a.m. and 8:00 p.m. Host may enter the dwelling unit when necessary for the further purposes set forth above under any of the following circumstances:

I) With the consent of the Guests;

II) In case of emergency; or

III) When the Guests unreasonably withhold consent;

c) The Host shall not abuse the right of access nor use it to harass the Guests.

10. DAMAGES

**SAVE 50% on damage fees to linens and keep the linens by telling the host before you leave**

Replacement fees for damaged/lost items:

$80 per sheet

$100 per blanket

all other items at the discretion of Woodland Cabins.

All damages will be charged to the reserving guest’s credit card.

11.TERMINATION

Should the Guests violate any of the terms of this Agreement, the Host may terminate the Parties' relationship and this Agreement immediately and without notice. The Guests waive any and all rights including a refund, under this Agreement upon any violation or breach. The Guests shall vacate the Property immediately upon the Host's request. If the Host finds any damage to the Property, which amounts to a monetary cost of more than any given security deposit or rental fees, the Host may seek all legal avenues for recovery.

12. OPEN FLAMES

Campfires may not  have flames that reach higher than 24 inches and may NEVER leave the fire pit. The fire must be put out fully using water prior to leaving the fire pit. Detailed firepit rules can be found at the firepit. Anyone found to be violating this will be asked to leave the property immediately and forfeits any rental fees and security deposits. The fire pit area is closed at 10pm. Firewood is provided free of charge by the host.

13. SMOKING AND SUBSTANCES

Alcohol and Marijuana: There is to be no excessive consumption of alcohol or marijuana on the premises to protect the safety of the Guests, Hosts, and the Property. Marijuana smoking is subject to the same regulations as smoking tobacco. Consumption of all illegal substances is prohibited.

Smoking of any substance is only permitted in designated outdoor locations. Butts must be disposed of in the provided container only; not on the ground or in garbage cans. Smoking indoors or outside the designated smoking area is strictly prohibited. Anyone found to be violating this will be asked to leave the property and forfeits any rental fees and security deposits. 

 
14. MOTORIZED VEHICLES

Motorized vehicles such as ATVs, RTVs, Dirtbikes, Snowmobiles, etc may not be driven on Woodland Cabins property.

15. USE OF PROPERTY

The Property shall be used and occupied solely in the following manner:

Short- term vacation use only. This Agreement is only for transient vacation or travel occupancy of the Property, and the Guests may not make the Property a residence or permanent household. The Residential Tenancy Act does not apply to this Agreement under Part 1, Division 1, Section 4(e): This Act does not apply to (e) living accommodation occupied as vacation or travel accommodation

16. FIREARMS/FIREWORKS

Guests shall not have any firearms or other flammable or hazardous materials on the property, such as fireworks.

17. ILLEGAL USE

The Guests shall not use the Property for any illegal purpose, including but not limited to illegal drug use, harbouring a fugitive, prostitution, or abuse of any person or animal. If Guests are found to be engaging in any illegal activities on the Property, this shall be cause for immediate termination of this Agreement.

18. SMOKE DETECTORS

If the Guests notice any deficient activity (such as beeping) from any smoke detector on the Property, the Guests shall notify the Hosts immediately. Otherwise, the

Guests shall not tamper with any  smoke detectors on the Property.

Should a smoke detector go off, you can push the middle button to silence it for 8 minutes.

19.TELEPHONE AND INTERNET USAGE

  - The Property is equipped with a telephone located on the exterior of the shower building for local and 911 

    calls. Long-distance calls must be charged to a calling card.

  - Access to the Internet has been provided as a courtesy and convenience for the Guests. The Guests hereby   

    acknowledges and agrees that internet access is not integral to this Agreement. No refund of any payment or 

    fee will be given in case of Internet outages, speed, or access problems.

20. MAINTENANCE & REPAIR

The Guests shall maintain the Property in a good and clean manner and use the premises lawfully. The Guests shall leave the Property the way the Guests found it at the beginning of this Agreement. If Guests leave the Property in any way that requires additional maintenance and/or repairs, Guests hereby agree to pay for such maintenance or repairs. Additionally, Guests agrees that if there is any delay in everyday maintenance or repairs for reasons beyond Host's control during the term of this Agreement, this shall have no effect on Guests' obligations under this Agreement. The Guests are responsible to report any pre-existing damage upon check-in. The Guests are required to report any damage caused during their stay immediately.

21. COOKING

The Guests may only cook in the areas that are designated as such, such as a kitchen area or bbq.

22. LOCKS

The Guests may not alter or replace any locks on the Property without the prior written consent of the Host. The Guests may also not add any new locks on the Property without the consent of the Host. If the Guests install any additional locks (with the Host's consent), the locks will stay on the Property at the expiration of the Agreement and will become the property of the Host. The Guests will be charged for any incurred charges.

23. – Vacant –

24. UTILITIES

The Host is responsible for arranging and paying for all utilities. Host is responsible for propane supplied to BBQ under normal usage conditions. Unreasonable use of utilities will be billed to the reserving guest’s credit card

25. - Vacant

26. HABITABILITY

The Property will be made available in a condition permitting habitation, with reasonable safety. Woodland Cabins is in a woodland setting. Risks including but not limited to uneven ground, tree debris, animals, etc. may exists. Guests are responsible for reporting any safety concerns to Woodland Cabins Immediately. See Section 29 for liability terms.

27. ALTERATIONS & IMPROVEMENTS

The Guests shall not make any alterations, additions or improvements or do any type of construction to the Property.

28. ASSIGNMENT & SUBLET

The Guests are not permitted to assign this Agreement or sublet the unit. The Guests may also not grant any license to use the Property or any part of the Property.

29. INDEMNIFICATION

The Host is not liable for any damage or injury to Guests or Guests' invitees, licensees or other visitors on or in the Property and the Guests hereby agrees to indemnify, defend and hold the Host harmless from any and all claims or assertions of every kind and nature. The Guests acknowledges that the rented unit may contain a ladder to loft sleeping areas. If the Guests have any concerns they should be expressed prior to booking. 

30. MODIFICATION

No modification of this Agreement shall be binding upon Host unless in writing and signed by Host. Modification to any part or sub-part of this Agreement shall have no effect on any other part or sub-part of this Agreement and the remainder of the Agreement shall remain in full force and effect.

31. NOTICE OF INJURIES

If Guests or any of Guest's' invitees, licensees, and/or guests are significantly injured or any of Guests' personal property is damaged on the Property or in any common area, Guests shall provide written notice to Host, to be delivered or sent to the address listed at the head of this Agreement, as soon as possible but in no event later than 24 hours after the date of injury or damage. If Guests do not provide such timely notice, this shall be considered a breach of the Agreement.

32. ITEMS LEFT BEHIND

Goods will be held for 30 days before disposal. Reasonable effort will be made to contact the Guests. Items can be shipped to the guests at the guests' expense.

33. SEVERABILITY

If any part or sub-part of this agreement is deemed invalid by court order, judgment or other operation of law, the remaining parts and sub-parts of this agreement shall remain valid and enforceable to the fullest extent.

34. NO WAIVER

If Host fails to enforce strict performance of any part or sub-part of this Agreement, this shall not be construed as a waiver of Host's right to enforce the same part or sub-part later in time or to enforce any other part or sub-part.

35. GOVERNING LAW

This Agreement will be governed by and construed exclusively in accordance with the laws of the province of British Columbia, and the laws of Canada in effect in British Columbia. For litigation arising from this Agreement, the parties submit to the exclusive jurisdiction of the courts of British Columbia, and to any other court having jurisdiction over the party solely to enforce a judgment of a court of British Columbia. Neither party may seek to enforce an order that has its origin in any court other than the courts of British Columbia.

36. NOTICES

Notices given under this Agreement or other applicable law will be given in writing or via email. Notices by the Guests to Host will not be considered complete until actual receipt by Host at the address listed at the head of this Agreement or . The Host or Host's agents, including any property managers, secretaries, or assistants, shall accept demands and/or service of process at the same address. Notices by the Host to the Guests shall be deemed delivered when deposited in the mail to the address of the Property or hand-delivered or placed in the mailbox of the Guests at the Property or when Host replies to acknowledge receiving an email. Notices by the Host to the Guests will be deemed delivered if addressed to a last known post office box address of Guests or if replied to via email.

37. COUNTERPARTS

This Agreement may be executed in counterparts, all of which will constitute a single agreement.

38. SUPERSEDING DOCUMENT

This Agreement supersedes all prior agreement, understandings, or addendums whether oral or written, in connection therewith. 'The purpose of this type of clause is to try to ensure that the terms and conditions governing the parties' obligations and their intentions are set out in a single contractual document.

SIGNATURES

These Terms and Conditions are considered accepted upon payment and making a reservation.

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