Policies and Rules
**COVID - 19 Update at bottom of these Rules and Policies**
RESERVATION AND PAYMENT POLICY
Payment (in CDN dollars) by e-transfer or PayPal (2.99% processing fee is passed on to guests to pay)
A Rental Deposit of 50% of the total fee is required to confirm a reservation. Dates will not be held "tentatively"
A Final Payment of the balance of the total fee is due 30 days prior to check-in *except Dec 18-Jan 4 dates which requires Final Payment 90 days prior to check-in*
A cleaning fee of $300 is required at time of Final Payment.
A refundable Security Deposit of $1000 is also required at the time of Final Payment. It will be held until the unit has been checked after departure, all keys have been returned and possible fines have been issued by the Beaufort Heights strata (which could be up to 30 days after the end of a rental). The Security Deposit may be held against loss, damage, excessive noise, extra/additional cleaning (including hot tub) or late check-out. Only the amount needed to correct the issues will be used, the rest of deposit will be returned. The Security Deposit does not relieve the guest from further responsibility for payment of damages above the amount of the Security Deposit.
CANCELLATION
The Timber Wolf Lodge will do its best to re-book any cancelled bookings. Any cancelled bookings within the “50% non-refundable” or “100% non-refundable” periods will get back an amount equal to the amount that The Timber Wolf Lodge was able to re-rent the chalet. This may be for some or all of the amount of that previous booking.
Cancellation 60 days or more prior to check-in *except Dec 18-Jan 4 dates which is 90 days prior to check-in* = All deposits and payments will be returned.
Cancelled 30-59 days prior to arrival, the 50% deposit is non-refundable *except Dec 18-Jan 4 dates which has no refund within 90 days of check-in.*
*Cancelled 30 days or less prior to arrival, 100% of the reservation is non-refundable *except Dec 18-Jan 4 dates which has no refund within 90 days of check-in.*
**All-mountain closure: Weather conditions may require the mountain to close. As this is out of the control of the owners of Timber Wolf Lodge, all bookings are expected to be honored regardless of the conditions.
**The Timber Wolf Lodge and its owners will not be responsible for the costs of any other items (such as lift tickets, etc) should the booking be cancelled by either the guests or The Timber Wolf Lodge.
Number and Age of Guests
Reservations are for a set number of guests and we must be notified of any increase in the size of your party. We reserve the right to refuse or interrupt the stay to any guest who no longer meets the Terms of the rental agreement. Renters under the age of 25 must be accompanied by an adult of 25 years or older and who must occupy the property for the duration of the stay. Any reservation made under false pretenses will be subject to forfeiture of advance payment of rent and deposit and the party will not be permitted to check-in, or the party may be required to leave the property.
The person making the booking will be asked for a copy/image of ID showing the age. This will be held on file and will be treated as Confidential.
WHAT IS PROVIDED
The Timber Wolf Lodge is fully furnished, the kitchen is fully stocked with pots, pans, silverware, dishware, 2 fridges, the bathrooms are stocked, towels are supplied and basic items such as coffee/tea, sugar, etc are onsite. Items such as food, personal toiletries (toothpaste, shampoo, body soap, etc) will not be supplied and must be removed at check-out.
CLEANING
A fee of $300 is to be paid at the time of the final payment. The property is expected to be left in good general clean condition with only the cleaning of linen, vacuuming and washing of floors and cleaning of kitchen and bathrooms being the main part of the cleaning service.
Pack out what you pack in. Garbage and recycling is to be dropped IN (not around) the garbage/recycling bins around the corner.
Guests will receive a Departure Checklist to help guide you through the check-out process.
PETS
The Timber Wolf Lodge is a NO PETS ALLOWED accommodation. Sorry, no exceptions.
DAMAGE & EXCESSIVE NOISE
Damage: We expect the occasional minor accident resulting in minimal damage such as broken plates, glass, plate, etc. Please tell us if something breaks, so that we can make note of it and prepare for the next guest. Major damage (stains, holes in floor/wall, etc) will result in a deduction in Security Deposit.
Fines from the Strata: The amount equal to the fine levied by the strata for anything will be deducted from your Security Deposit.
SMOKING & DRUGS: This property is a NON-SMOKING / NON-VAPING / NON-DRUG property. Use of tobacco, marijuana, vaping and drugs on any part of the property including the parking lot and deck, is prohibited. The cost of remediating smoke smell will be deducted from the Security Deposit
CHECK-IN/OUT AND KEY SERVICE
Check-In-Time: 4:00pm unless modified for some unforeseen reason
Check-Out-Time: 10:00am unless modified for some unforeseen reason
Earlier check-in and later check-out may be available and must be pre-arranged (not available during holiday periods.). A new PIN code is provided at the start of each rental. Further instructions are given via email a few days prior to arrival. If keys are provided and then subsequently lost, a fee equal to the cost of re-keying the lock will be deducted from the security deposit.
PARKING
The driveway is open parking and can usually fit 4-5 cars side by side.
Summer: In the summer, there is ample parking for many vehicles in the driveway and on the street.
Winter: Prepare for Winter conditions – Carry a shovel and chains from November 1 to April 30. Wear boots!
The driveway will be plowed to its full width. Parking must be in a way not to impede the snow removal process. Cooperate with the hired snowplow and they will work with the guests.
Guests are responsible for any costs incurred for parking fines, digging out cars and/or towing during snowstorms
SKI AND BIKE STORAGE
Ski, snowboards and bikes are NOT permitted in the chalet. They are to be stored on the decks or on vehicle racks. Damage and excessive cleaning caused by their storage will be deducted from the Security Deposit. The Owners of the Timber Wolf Lodge and the Beaufort Heights Strata are NOT responsible for any lost or stolen equipment during a guest’s stay.
WIFI, ENTERTAINMENT SYSTEM
WIFI Internet and the TV entertainment system are are to be in same condition as when you arrived. A common problem is the wiring being unplugged for video gaming and not properly put back together.
HOT TUB, WASHER & DRYER:
The Hot Tub is an amenity with many features that can stop working at any time. The Owners understand it is a desirable feature and will do their best to have it working properly and chemically balanced prior to your arrival. There is no refund for a non-working hot tub.
Abuse of the hot tub or cleaning of the hot tub due to the guests actions will result in a $200 deduction from your Security Deposit.
The washer and dryer are available for minimal use. Use only when necessary.
WEATHER DELAYS
During the winter months, heavy snowfalls can delay access to property or can delay the checking out process. The Timber Wolf Lodge and its owners are NOT responsible for any costs or inconveniences caused by bad weather delays.
Guests are expected to respect the property AT ALL TIMES.
COVID-19 travel implications:
At the time of booking, all guests are aware that COVID-19 is a world-wide issue that has Governments at National, Provincial and Local levels having to make constant changes to rules and policies that may affect travel.
All guests agree and understand that if a Government of any level or Governing Authority makes a change to policy that:
1) affects travel and the plans for individuals in the group, or the group as a whole, The Timber Wolf Lodge and its owners are not responsible for any lost fees or cancelation refunds other than what is listed in their “cancellation” section of the rules and policies.
2) causes The Timber Wolf Lodge to modify the booking dates to guarantee the safety of other guests; the Timber Wolf Lodge will reimburse the group for only the nights lost at those night’s full price plus taxes and no other costs or fees.
3) Causes the cancellation of the booking; The Timber Wolf Lodge is not responsible for payments or fees for other parts of the stay that may have had a deposit made or items purchased (such as lift tickets, etc.)
COVID – 19 POLICIES AND RULES (this is to be signed prior to check-in)
The COVID-19 has caused some serious concerns in the tourism industry. We welcome guests to stay with us but only under the following conditions (the answers provided below represent all members in the group):
At the time of check-in:
(please initial each spot)
____ All guests in the group are following the BC Government Guidelines for any travel restrictions at the time of check-in.
____ They are not or have not been ill in any way in the past 14 days.
____ They are not or have not been in contact with people that have travelled from regions that require self-isolation upon return/entry to BC as per the BC Government Guidelines.
____ They have not travelled to and from regions in the past 14 days that require self-isolation in BC, as per the BC Government Guidelines
____ They are not “in quarantine”.
____ Individuals within the Group booking will remove themselves from the group if they are unable to follow the conditions above.
____ There will be no refund for groups that cancel their booking due to individuals, or the group as a whole, having to remove themselves from the booking.
____ Any Guests or group found not to be abiding these rules will not receive some or all of the deposit back, depending on the lost business incurred due to cancelling the next guests stay.
Date:______________________
Name of Guest (print): __________________________
Signature of Guest: __________________________
COVID – 19 PRECAUTIONS
Sanitization Process:
1. We have improved the health and safety requirements throughout our property for the caretaker/cleaner.
2. Strict and thorough cleaning and sanitization of all touch points and surfaces including door knobs, taps, toilets, remotes, dishware, silverware, etc.
On-Site Safety Requirements:
1. All staff are required to wear masks with each cleaning and practice frequent hand washing.
2. Check-in/check out will not include physical introductions.
3. Visits by caretaker will be only if absolutely necessary or an emergency.
We recognize that COVID-19 has encouraged all of us to be more mindful as we carry on throughout our day. We are committed to providing a high standard of hygiene and sanitization so you can have peace of mind during your stay.
We would like to assure you that your safety and experience are our first priority. If you have any concerns, please do not hesitate to contact us at TheTimberWolfLodge@gmail.com