Terms and Conditions
These Terms & Conditions apply to reservations for accommodations represented by Mt. Hood Management, LLC (“MHM”) at The Chalets & Grand Lodges at Collins Lake Resort, including applicable additional offsite properties.
These Terms & Conditions are incorporated into the Vacation Rental Agreement associated with the reservation. By making payment toward a reservation and/or signing the Vacation Rental Agreement, the Renter acknowledges and agrees to these Terms & Conditions.
1. RENTAL RELATIONSHIP & RENTER REQUIREMENTS
Properties represented at The Chalets & Grand Lodges at Collins Lake Resort and applicable additional offsite properties are individually owned and furnished according to the needs and preferences of each owner. The owner’s real and personal property must be respected.
Mt. Hood Management, LLC represents the owner(s) of the Property in a client/agency relationship for purposes of the rental reservation.
The minimum age to rent is 23 years of age. Valid identification may be required. Persons under the age of 23 must be accompanied by a parent, legal guardian or responsible adult who meets the minimum rental age requirement.
The individual making and signing the reservation is responsible for the reservation and for all occupants, invitees, visitors and pets associated with the stay.
2. PAYMENT
A credit card payment equal to 50% of the reservation total is due at the time of booking.
The remaining balance is due 30 days prior to the scheduled arrival date. Full payment becomes non-refundable at that time except as otherwise expressly provided by these Terms & Conditions.
Reservations made within 30 days of arrival require payment in full at the time of booking.
Failure to make required payment may result in cancellation of the reservation.
3. RATES, TAXES & APPLICABLE FEES
Rental rates do not include applicable state and local lodging taxes or other required governmental assessments unless specifically stated.
Reservations may be subject to applicable lodging, cleaning, service, amenity, pet and other fees disclosed at the time of booking. Optional services requested after booking are subject to the applicable charge communicated at the time the service is requested.
Applicable reservation charges will be reflected in the reservation folio.
Additional charges may be assessed for damage, excessive cleaning, unauthorized occupants or pets, late checkout, lost keys or access devices, missing or damaged property, rule violations, fines or assessments attributable to the stay, or other costs caused by the Renter or persons associated with the reservation.
Applicable fees and charges are subject to taxes where required by law.
4. OCCUPANCY & ADDITIONAL GUESTS
Rental rates are based on occupancy of up to 6 guests. There is a $20 per night charge for each additional guest beyond 6, up to the maximum permitted occupancy of the Property.
The maximum permitted occupancy for the reserved Property is stated in the Vacation Rental Agreement and may not be exceeded at any time.
The Property may not be occupied by more adults and children than are registered on the reservation or permitted by the established maximum occupancy of the Property.
The Renter must notify MHM of changes to the number of occupants.
Unauthorized or unregistered occupants or visitors may result in additional charges. Material or repeated occupancy violations may result in termination of occupancy without refund.
5. PETS
Pets are permitted only in Properties specifically designated as Pet Friendly and must be disclosed and included on the reservation.
Applicable pet fees are disclosed at the time of booking and reflected in the reservation folio. Pet fees do not cover damage, excessive cleaning or other costs caused by a pet.
Pets are not permitted in Properties that are not designated Pet Friendly. Unauthorized or unregistered pets are subject to a $350 violation fee per stay. This fee is separate from any applicable standard pet fee and does not authorize a pet to remain in a non-pet-friendly Property. Additional documented damage, excessive cleaning, or other costs attributable to the pet may be charged to the extent they are not already covered by the violation fee.
Pets should not be left unattended in the Property.
Pets must be kept on leash where required, and pet owners are responsible for cleaning up after their pets. Pet waste stations are located throughout the resort.
6. DAMAGE WAIVER
A $25 Damage Waiver Fee applies to eligible reservations.
The Damage Waiver is not insurance. It provides limited protection for qualifying accidental damage to the rental accommodation occurring during the stay, up to $500 per accommodation, provided the damage is disclosed to MHM prior to checkout.
Damage that is intentional, negligent, undisclosed, excluded from the Damage Waiver Program or exceeds the applicable coverage limit remains the responsibility of the Renter.
The Damage Waiver does not cover theft, excessive cleaning, missing items, lost keys, unauthorized occupants or pets, or other charges outside the scope of the program.
The Damage Waiver does not apply to reservations longer than 14 nights or Ski Team reservations unless otherwise expressly stated.
7. DAMAGE, SECURITY DEPOSITS & ADDITIONAL CHARGES
When a security deposit is required, refund of the deposit is contingent upon satisfactory inspection of the Property following departure.
MHM may take up to 31 days following departure to issue an applicable security-deposit refund in accordance with Oregon law.
If no security deposit was collected, or if amounts properly due exceed the security deposit or applicable Damage Waiver coverage, the payment method on file may be charged for applicable costs.
The Renter is responsible for damage, theft, excessive cleaning, lost keys or access devices, missing or damaged items, items moved between Properties, unauthorized occupants or pets, fines or assessments attributable to the stay, and other costs caused by the Renter or persons associated with the reservation.
8. TRAVEL PROTECTION
Travel Protection options may be available for eligible reservations at the applicable premium disclosed at the time of purchase.
Coverage, eligibility, covered reasons, exclusions, claim requirements and reimbursement are governed by the applicable Travel Protection plan and provider.
Travel Protection must be purchased within the applicable eligibility period established by the provider.
9. CANCELLATION & RESCHEDULING
Within 30 Days of Arrival
There are no refunds for cancellations or rescheduling within 30 days of check-in, except as may be provided through applicable Travel Protection or otherwise required by law.
More Than 30 Days Prior to Arrival
When MHM is notified more than 30 days prior to the scheduled arrival date, the Renter may:
Reschedule/Change Reservation: A $100 Reschedule Fee applies. The remaining amount paid will be held as a credit for one year and applied toward the rescheduled reservation.
Cancel Reservation: A $150 Cancellation Fee will be deducted from amounts paid. The remaining balance will be refunded to the original form of payment.
Changes are subject to availability and applicable rates for the new dates or Property.
10. NIGHTLY MINIMUMS
Minimum-night requirements may apply depending upon the Property, season, peak period, holiday or other high-demand dates.
Minimum-night requirements are established at the time of booking and may vary by Property and reservation dates.
11. PROPERTY UNAVAILABILITY
If the reserved Property becomes unavailable prior to check-in for reasons beyond the reasonable control of MHM or the owner, MHM will notify the Renter and use reasonable efforts to offer a substitute Property of like kind for the same rental period.
The Renter may accept an available substitute offered by MHM or cancel the reservation and receive a refund of amounts paid for the unavailable Property.
12. MAINTENANCE, SYSTEMS & REPORTING OF PROBLEMS
MHM makes reasonable efforts to ensure that each Property is functional and ready for occupancy.
Upon arrival, the Renter should promptly report any material cleanliness, maintenance, safety or condition concern.
The Renter must promptly notify MHM of any problem, malfunction or damage occurring or discovered during the stay and provide MHM a reasonable opportunity to inspect and address the issue.
This includes, as applicable, problems involving water, sewer, plumbing, electrical systems, gas, heating, appliances, internet, television, hot tubs or other Property systems or amenities.
Every reasonable effort will be made to service reported issues. The Renter agrees to provide reasonable access to MHM or an authorized service provider when necessary to inspect, repair or address a reported problem.
A malfunction or interruption of an appliance, utility, system or amenity does not automatically entitle the Renter to a refund or other consideration.
The Renter may be responsible for additional damage resulting from failure to timely report a known problem or malfunction.
13. CHECK-IN
Check-in begins at 4:00 PM.
Check-in instructions will be provided prior to arrival. The office is not staffed 24 hours a day; Renters requiring after-hours arrival arrangements should contact MHM in advance.
Early check-in is not guaranteed and may be available only when approved in advance based upon occupancy, housekeeping and operational requirements.
Renters may not enter or occupy the Property before the authorized check-in time unless prior approval has been provided.
14. CHECKOUT
Checkout is 11:00 AM.
Late checkout must be approved in advance and is subject to availability and operational requirements.
Unauthorized late checkout may result in additional charges at the applicable rate. If continued occupancy materially interferes with the next reservation or extends beyond the time the Property must be available for an incoming guest, additional charges up to the applicable nightly rental rate may be assessed.
At departure, Renters are required to wash or load used dishes as directed, remove trash to the designated location, return keys or access devices as instructed, remove personal belongings and vehicles, leave furnishings and Property contents in their proper locations, and follow reasonable checkout instructions provided for the Property.
Additional cleaning or other charges may apply for non-compliance.
15. HOUSEKEEPING & MID-STAY SERVICE
A departure cleaning fee applies to each reservation at the rate disclosed at booking.
Additional cleaning beyond normal departure cleaning may result in additional charges at the applicable rate.
Optional mid-stay cleaning and linen-change services may be requested and are subject to availability and applicable charges.
For extended stays, a mid-stay cleaning is required every seven days and will be charged at the applicable rate.
16. PROVIDED AMENITIES
Properties generally include basic guest supplies such as conditioning shampoo, hand soap, dishwasher detergent, dishwashing liquid, paper towels, dish towels, toilet paper, trash bags, bath towels and bed linens.
Properties include kitchens or kitchen facilities as represented in the individual Property listing.
Because Properties are individually owned, furnishings, equipment, appliances and amenities vary by Property. Renters should review the individual Property description for amenities specific to their reservation.
17. INTERNET, TELEVISION & OTHER CONVENIENCE SERVICES
Internet, television, cable, satellite or similar services, when provided, are offered as guest conveniences.
Service availability, speed, programming and functionality may be affected by providers, weather, equipment or other circumstances outside the reasonable control of MHM or the owner.
Temporary outages, interruptions, speed limitations, programming changes or similar service issues do not automatically entitle the Renter to a refund.
MHM will make reasonable efforts to assist with reported service issues when possible.
18. PRIVATE HOT TUBS & SAUNAS
Properties offering private hot tubs or saunas may be subject to applicable amenity fees disclosed with the reservation.
For extended stays, additional hot tub cleaning or service may be required and will be charged at the applicable rate.
Renters and occupants must comply with posted or provided safety and use instructions for private hot tubs and saunas and are responsible for damage resulting from misuse.
19. SMOKING
Smoking is prohibited inside all rental dwellings and garages.
Smoking must take place only in permitted outdoor areas, and smoking materials must be extinguished and disposed of safely and properly.
Smoking and vaping are prohibited inside all rental dwellings and garages, including the use of electronic smoking devices. A violation is subject to a $500 smoking violation fee per incident. The fee covers ordinary investigation, cleaning, and deodorization associated with the violation. Additional documented damage, specialized remediation, replacement, or other costs exceeding the work covered by that fee may be charged, without duplicate charges for the same work. Charges are subject to applicable law.
20. PARTIES, EVENTS, SUBLEASING & COMMERCIAL USE
The Property may not be used for a party or event without prior written authorization.
The Renter may not sublease the Property or otherwise use the Property to generate income. The Property may not be used for unauthorized commercial purposes.
Subleasing or use of the Property to generate income constitutes a material violation of the Vacation Rental Agreement and may result in immediate termination of occupancy.
Unauthorized gatherings, excessive noise, illegal activity or other material violations may result in termination of occupancy without refund and assessment of applicable charges.
21. QUIET HOURS & DISTURBANCES
Quiet Hours are 10:00 PM to 7:00 AM.
Renters, occupants and visitors must refrain from excessive noise or other activity that unreasonably disturbs neighboring owners, residents or guests.
Renters and all persons associated with the reservation must also comply with applicable noise ordinances and posted resort or Property noise requirements.
22. POOL & CLUBHOUSE FACILITIES
Pool and clubhouse hours are posted, subject to change and strictly enforced.
Applicable access credentials must be carried or available when using resort facilities.
Children under the age of 14 may not use the pool unsupervised.
Glass is prohibited in the pool area.
Pool and recreational supplies provided with a Property must be returned to the appropriate Property following use.
All posted pool, clubhouse and facility rules must be followed.
23. MOUNTAIN CONDITIONS & UNFORESEEN OCCURRENCES
Weather and environmental conditions can change rapidly in the mountain environment where Collins Lake Resort is located.
Snow, ice, slippery surfaces, falling or shedding snow and ice from rooftops, wildfire or smoke, road closures, power or utility interruptions, construction or public/private events, lack of snow, frozen pipes, unexpected appliance breakdowns and other natural, seasonal or unforeseen conditions may occur.
During winter conditions, areas behind buildings may be particularly hazardous because of shedding snow loads and should be avoided.
MHM and the owner cannot guarantee weather, snow conditions, road conditions, ski access or uninterrupted utility, system or amenity service.
Properties advertised as ski-in/ski-out, ski access, walk-to-ski or similar are subject to weather and snow conditions.
Circumstances outside the reasonable control of MHM or the owner do not automatically entitle the Renter to a refund. If the Property itself becomes unavailable, the Property Unavailability provisions of these Terms & Conditions apply.
Travel Protection is recommended for guests concerned about circumstances that may affect their trip.
24. PARKING & VEHICLES
Renters and visitors must drive slowly and cautiously within the resort.
Vehicles must be parked in the garage or designated parking spaces applicable to the Property and in compliance with applicable resort, HOA and governmental parking requirements.
Vehicles may not block emergency vehicle access, access to the Property, another parked vehicle, fire lanes, sidewalks, garages or other prohibited or restricted areas.
Vehicles parked in violation of applicable parking requirements may be subject to towing where permitted by law.
Winter driving and parking conditions may be hazardous. Renters are responsible for arriving with vehicles and equipment appropriate for existing conditions and for complying with applicable road and parking requirements.
25. LOST, LEFT OR PERSONAL PROPERTY
The Renter is responsible for personal belongings, including vehicles and other property brought onto or left at the Property.
MHM and the Property owner do not insure the Renter’s personal property or vehicles and do not assume responsibility for lost, stolen, damaged or abandoned personal items except to the extent responsibility is imposed by applicable law.
Reasonable efforts may be made to locate and return items reported as lost or left behind. The Renter is responsible for applicable handling, shipping, postage and other costs associated with returning recovered items.
Unclaimed items may be disposed of or donated after a reasonable period.
26. PACKAGES & DELIVERIES
Mt. Hood Management, LLC accepts no responsibility for packages or deliveries sent to or left at MHM offices, resort headquarters or the Property.
Delivery timing and security cannot be guaranteed. Renters arranging deliveries do so at their own risk and are responsible for applicable costs associated with forwarding or returning packages arriving after departure.
27. PROPERTY ACCESS
MHM, the Property owner or an authorized representative may access the Property when reasonably necessary to respond to an emergency, protect persons or property, perform necessary maintenance or repairs, provide necessary or agreed services, investigate a reported disturbance or suspected occupancy violation, investigate suspected damage or a material violation of the Vacation Rental Agreement or these Terms & Conditions, or address another legitimate issue associated with the Property or reservation.
Access will be exercised subject to applicable law. Reasonable efforts will be made to minimize disruption except where circumstances require immediate access.
28. RULES, HOA REQUIREMENTS & LAWFUL USE
Renters, occupants, invitees and visitors must comply with the Vacation Rental Agreement, these Terms & Conditions, applicable HOA and resort rules, posted Property rules, occupancy restrictions, and applicable laws and ordinances.
The Property may not be used for unlawful activity, nuisance, unauthorized commercial activity or another unauthorized purpose.
The Renter is responsible for the conduct of all occupants, invitees and visitors associated with the reservation.
29. VIOLATIONS & TERMINATION OF OCCUPANCY
MHM reserves the right to terminate occupancy when the Renter or persons associated with the reservation materially fail to comply with the Vacation Rental Agreement, these Terms & Conditions, applicable HOA or resort rules, occupancy limits, or applicable law.
MHM may immediately terminate occupancy upon learning that the Property is being subleased or otherwise used by the Renter to generate income.
Refunds will not be issued when occupancy is terminated due to material non-compliance, subject to applicable law.
Upon termination of occupancy, the Renter and all occupants must promptly vacate the Property, remove personal belongings and vehicles, return applicable keys or access devices, and surrender the Property.
The Renter remains responsible for damages, excessive cleaning, fines, assessments and other properly chargeable costs resulting from the violation.
30. LEGAL FEES & COSTS
To the extent permitted by applicable law, the Renter shall be responsible for legal fees and costs incurred by the owner or authorized agent in an action to recover rent due, damages, cleaning charges or other expenses properly owed by the Renter under the Vacation Rental Agreement or these Terms & Conditions.
31. INCORPORATION INTO VACATION RENTAL AGREEMENT
These Terms & Conditions are incorporated into and made part of The Chalets & Grand Lodges at Collins Lake Resort Vacation Rental Agreement associated with the reservation.
By making payment toward the reservation and/or electronically signing the Vacation Rental Agreement, the Renter acknowledges that these Terms & Conditions have been provided or made available, has had an opportunity to review them, and agrees to be bound by them.