Rental Policy and Agreement
BROWN MOUNTAIN LODGE,LLC
215 CASTAWAY TRAIL
MOORESVILLE, NC 28117
704-408-0196 / 800-713-4134
fax 800-713-4134
www.brownmountainlodge.com
info@brownmountainlodge.com

RENTAL POLICY AND AGREEMENT
This agreement constitutes a contract between the Guest(s) and Brown Mountain Lodge, LLC as (BML).


BML serves as the agent and representative of all owners of rental cabins in our rental program, and is acting at all times, in and for the best interests of the owners.

CHECK-IN TIME is 3 PM.  Keys are not available until the rental cabin is ready for occupancy. BML will use all reasonable efforts to have the cabin ready for guest occupancy at check-in time, but BML cannot guarantee the exact time of occupancy.  Please call our office in advance if you are arriving after 5 PM so key arrangements can be made.  Details of key arrangement are made in advance with the owners, please call.

CHECK-OUT TIME is prior to 12 Noon.  Please be prompt as to allow us to have adequate time to prepare the cabin for the next guests.

RESERVATION REQUIREMENTS – 50% of the total rental fee in advance of the arrival date and a signed RESERVATION AGREEMENT is required to secure a reservation.  BML accepts MasterCard, Visa, Money Orders and Checks drawn on U.S. Banks. (If securing with a check, it must be received by BML within 3 days after booking has been made or the reservation will be canceled).  BML will not accept checks on reservations made less than 30 days prior to arrival.  Balance of rental fee is due 30 days prior to arrival with cash, certified funds, traveler’s checks, MasterCard or Visa.  Please reference reservation dates and cabin name when sending check or money order. WE DO NOT ACCEPT CHECKS (EXCEPT TRAVELER’S) AT CHECK-IN.

CANCELLATION – A $50 administration fee is assessed for all cancellations.  However, if Guest(s) cancel less than Thirty (30) days prior to thier arrival date there will be NO REFUND.    If the property is not re-rented Tenant will not be entitled to a refund of any rent payment made in advance.  If unit is not re-rented for entire rental period, but for a portion of the time, the tenant will receive a prorated portion depending on how many nights can be re-rented.  We highly recommend that you purchase Trip Insurance. All cancellations must be in writing by letter for a refund of deposit, cancellations must be in writing and sent by certified mail 30 days prior to arrival date (less a $50 administration fee) TO: 

 
Brown Mountain Lodge
215 Castaway Trail
Mooresville, NC 28117
NO-SHOW POLICY – The total amount of the reservation will be charged along with a $50 administration fee.

RETURNED CHECKS – A $35 service charge will be incurred for any returned checks.


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CONFIRMATION – Confirmation of the reservation will be mailed, faxed or emailed to Guest(s) upon receipt of the reservation advanced payment and a signed reservation agreement form.  Please read the confirmation for accuracy of dates, mailing address, number of adults and/or children and accommodations.  Report any errors to BML within seven (7) days of mailing.  Pay close attention to the number of persons on the confirmation.  Occupancy is limited to REGISTERED GUESTS ONLY.  Absolutely no overnight visitors are allowed without prior arrangements made in advance in writing to BML.

ADDITIONAL GUESTS (More than the reservation agreement states) – Additional guests, over the age of 12, must be pre-approved by BML.  There is no charge for children under the age of 12. 

KEYS – All keys must be returned upon Check-out. Our rental cabins are privately owned and Guests are responsible for lost keys. The property must be re-keyed in the event the keys are lost, misplaced or not returned and you will be responsible for the cost of this procedure.

SATELLITE TELEVISION – All cabins are privately owned and have different subscription packages for satellite.  BML does not guarantee any programs or events.

TELEPHONE CALLS – All cabins are equipped with a telephone.  All long distant calls are to be placed by credit card, 800 or calling card. 

FIRE PLACES – All cabins have fireplaces or woodstoves. Wood is provided free of charge for your convenience.  Please be considerate when burning the wood.

BARBECUE GRILLS – Propane IS provided for gas grills.

SMOKING – Smoking is not permitted inside any cabin.  Outside smoking is permitted but please do not litter or dispose of ashes anywhere that could be combustible.

ALOCHOLIC BEVERAGE – By North Carolina Law, no drinking of alcoholic beverages by persons under the legal age of 21 is allowed.

PETS – Some cabins allow pets so please contact us prior to reserving a cabin if you would like to bring your pet with you.  The pet fee is $10 per night per pet. Pets are to be housed in a crate inside of cabin when Guests are away from cabin. There is a pet deposit of $150 which will be returned to Guest(s) within 7 days of departure, if no damage present.  If you have a pet and it is not listed on the reservation agreement, your immediate eviction and loss of all rents and security deposit will result.  Prior permission must be granted.  Pets are not allowed on furniture or bedding. 

CABIN FURNISHINGS & EQUIPMENT – All cabins are privately owned with furnishings and equipment provided by the cabin owner.  BML cannot make any changes to this.  Moving of furniture is prohibited.  If you require special appliances or equipment, please bring them with you.  Decor, style, color and themes will vary between cabins.  Furnishings are subject to change without notice.

LINENS – All cabins are supplied with bed linens, towels, blankets and pillows.  These items are not changed during your stay.  BML provides your initial supply of paper products, soaps, detergents and trash bags etc. for your convenience.                                             


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CABIN DESCRIPTIONS AND RATES – Information regarding the individual cabins is believed to be accurate but cannot be guaranteed.  We have made every effort to ensure that all the information on BML’s website is current and accurate.  The possibility of errors and omissions still exists. We are in a scenic and secluded area and its roughly 10-15 miles by state maintained gravel roads to get to most any kind of commercialization such as Blowing Rock. We've included pictures on our written directions part of our web site so you can see the what these short travels are like, additionally we have included maps for travels on primarily paved roads.  Turn by turn written directions are in the lodge to make it easy to get to all the fun destinations for your convienence. We will be happy to confirm all the information or answer any of your questions prior to booking your reservation.  Rates, furnishings, fees and taxes are subject to change without notice.  Rates for weekly stays are found on our website at www.brownmountainlodge.com.  These rates are based on 2 to 6 persons, depending on the cabin, and  departure cleaning at $50-65 additional charge.  Rates for holidays, special events and weekends may be slightly higher.  Rates do include tax or end-of-stay cleaning fee.  Most of our properties can be rented for a two-night minimum stay.  Minimum night requirements may vary during holiday or special events.  Weekly stays can run from Friday arrival/departures and Sunday arrival/departures. Other arrangements can be made by calling us.


TAXES AND FEES – For pets, a pet fee of $10 per night per pet plus $150 refundable damage deposit is charged. An end-of-stay cleaning fee of $50-65 is required for all rentals. Applicable taxes are 7.75% state tax on all rentals.


CHECK-OUT PROCEDURES – We ask that you please comply with the following items prior to check-out:

     Property should be left in the same condition it was when you arrived.
     All litter, cigarette butts and pet waste should be picked up from the
     yard and placed into a trash bag.
     All trash put in the outside garbage cans.
     Please lock all windows and doors, set A/C to 78 or heat on 55 degrees depending on the season.
     We ask that you please wash, dry and put away all the dishes, pots, pans, and kitchen utensils
(do not leave in dishwasher).
REPAIRS – SERVICE CALLS –  BML cannot guarantee against mechanical failure of heating, air conditioning, TV’s, Satellite Receivers, VCR/DVD players or other appliances.  Please report any equipment that is not operating properly. BML will make every effort to resolve the problem as quickly as possible. Should a repair person make a call to a cabin and find the equipment in working order and the problem was due to Guest(s) oversight or neglect, the charge for the service will be the Guest(s) responsibility.  All maintenance repairs must be reported to BML between 9 AM and 5 PM.  Guest(s) understand and agree that BML or its repair people might need access to the cabin for the purpose of making the repair.

REFUNDS -  or rate adjustments are not made for any inconvenience due to construction noise, road repairs, early departures, delayed arrivals or reducing the number of nights reserved with less than 30 days notice.  No refunds or reschedules due to inclement weather. 

TERMINATIONS BY OWNER/SUBSTITUTIONS – BML strives to comply with your reservation requests, however, due to uncontrollable circumstances beyond our control, changes in ownership, properties being removed from the rental program, mechanical problems, etc. we cannot absolutely guarantee a specific cabin. BML reserves the right to change your cabin without notice or liability should the cabin become unavailable. Neither the owner nor BML shall be liable for events beyond their control which may interfere with you visit. This may include but not limited to Acts of God, acts of Governmental agencies, fire, war, inclement weather and construction noise.  No rebate or refund will be offered in these circumstances.   We will try to offer a comparable cabin at the same rate satisfactory to you or you can receive a complete refund of your reservation deposit.  BML will attempt to give you as much notice as possible so other arrangement can be made.          


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HOUSE PARTIES ARE NOT ALLOWED – Rental guests understand that BML will accept responsible adults over the age of 21 only.  Guest(s) agree that no more than the number of persons listed on the reservation agreement shall occupy the premise overnight. If the unit is occupied by more than the number of persons stated, the result will be a loss of total rent, security deposit and/or additional charge to your credit card.  Guests shall not disturb or offend any neighbors, discharge firearms or use fireworks of any kind in accordance with State of North Carolina and Caldwell County laws.

Brown Mountain Lodge (BML) reserves the right to refuse service to anyone.  All rental cabins are leased without regard to race, color, religion, sex, national origin or handicap. 

CREDIT CARD – I, the Guest, am providing my credit card number as a guarantee.  I agree to pay all rent, accept all terms of this reservation agreement and accept all liability for any damage beyond normal wear and tear during the term of my lease with Brown Mountain Lodge, LLC.  If I fail to do so, I understand that these costs will be charged to my credit card and all credit card sales are final. If you do not have a credit card, please call us so we can make other arrangements.  

Please read, sign, keep a copy for your records and return this entire agreement by fax (800-713-4134), email (info@brownmountainlodge.com) or postal mail. Your reservation is not booked until we receive this completed form with method of payment.

By signing this, I have read and fully agree to all the above policies and to hold harmless from any responsibility or liability, BML, Cabin owners and their representatives resulting from any loss, damage or personal injury incurred by any Guest on the rental cabin premise.

 
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Print Guest Name
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Guest Signature
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Date
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Mailing address
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City, State, Zip Code
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Telephone Number
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Fax
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Mobile Phone
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Brown Mountain Lodge, LLC agent                                              
 
PRINT ALL NAMES OF PERSONS
OCCUPYING THIS PROPERTY: 
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Credit Card #________________________
Circle Credit Card Type:  Visa    MasterCard    
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Credit Card Expiration Date
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Print Name as appears on credit card
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I give permission to BML to charge the
above amount
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Card Holder Signature
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Email Address:
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Cabin Desired: ­
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Arrival Date:
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Departure Date:
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Where did you hear about us?
 
PETS:  YES   or   NO,  IF YES, HOW MANY & WHAT KIND:

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