Short Term Property Rental Agreement
This agreement immortalizes promises between you, Summit County Mountain Retreats (SCMR)
and The Owner of the property. You acknowledge and understand that you are renting a vacation
property directly through The Owner of the property and that Summit County Mountain Retreats is
the duly authorized representative of The Owner.
You agree to the following terms and conditions:
This agreement immortalizes promises between you, Summit County Mountain Retreats (SCMR)
and The Owner of the property. You acknowledge and understand that you are renting a vacation
property directly through The Owner of the property and that Summit County Mountain Retreats is
the duly authorized representative of The Owner.
You agree to the following terms and conditions:
1. OCCUPANCY: Guest is over 24 years of age and will be a guest during the entire reserved
period. Other tenants will be family members and/or friends who are responsible adults or
children under direct supervision. AT NO TIME WILL THERE BE MORE THAN THE MAXIMUM
NUMBER OF TENANTS ALLOWED TO SPEND THE NIGHT IN THE UNIT. SOCIAL
ACTIVITIES OF NO MORE THAN DOUBLE THE MAXIMUM OCCUPANCY ARE ALLOWED.
2. YOUR RESPONSIBILITY: You are responsible for verifying that all aspects of this rental
agreement are correct. This includes the size of the unit, the location of the unit, the dates in
which you are staying and who is staying in the unit. Summit County Mountain Retreats sends out
several correspondences with information to confirm and reconfirm your information. You have an
affirmative duty to verify this information. Failure to verify this information may result in the
cancellation of your stay without refund. Summit County Mountain Retreats / Owner is not
responsible for any ancillary costs associated with any such cancellation.
3. DAMAGE/MISSING ITEMS: It is your responsibility to inspect the unit when you arrive and
immediately inform Summit County Mountain Retreats of any deficiencies in the unit. Guest
accepts responsibility for all occupants and accepts liability for any missing items, damages
caused to the property including excessive cleaning fees. It is your duty to inform Summit County
Mountain Retreats of any broken or damaged items at the beginning of your stay. Failure to do so
may result in charges to you. ON FILE CREDIT CARD INFORMATION IS REQUIRED IN LIEU
OF A SECURITY DEPOSIT.
4. HIGH ALPINE CONDITIONS: You are renting a property that is over 9000 feet above sea level.
Special care MUST be taken to ensure the security of the unit. During the winter, temperatures
can fall below negative 40 degrees Fahrenheit, with winds of 45+ miles per hour. Any door or
window not properly secured can create a pipe freeze and result in a flood of the unit and the
entire building. You are responsible for maintaining the integrity of the temperature of the unit
during your stay and upon departure. During the warmer season, there are light to very heavy
rain showers almost daily. Do not leave windows or doors open while you are not inside the unit.
If any exterior doors or windows are not secured while the unit is empty, we may terminate your
stay and keep all monies as earned income.
5. PAYMENT: Guest agrees to pay Summit County Mountain Retreats the above total in full at
least 30 days prior to arrival date. A 50% deposit will be paid immediately upon reservation.
Summit County Mountain Retreats accepts echecks, credit cards, or money orders if making a
reservation 10 days or more prior to arrival. If it is less than 10 days, echecks are not accepted.
All fees incurred as a result of any breach of this agreement are EXPLICITLY authorized by the
guest to be charged to the guest’s credit card. SCMR will never ask you to pay by cashiers check,
money order, or physical check. To protect you from fraudulent activities SCMR only uses secure
and traceable money handling procedures.
6. KEYS / KEYCARDS: The majority of our managed properties use electronic keycards. You will
be emailed directions to our office to pick up your keycards once your final payment is made. All
keycards MUST be left on the kitchen counter upon departure. Each keycard is coded and
inventoried. Nonreturned keycards will be charged a replacement fee. DO NOT PLACE YOUR
KEYCARD NEXT TO YOUR CELL PHONE! If you are staying in one of our properties that uses a
brass key, then you will obtain the brass key in a lockbox at the property. All ski locker keys are
brass keys and if a key is lost, the lock must be replaced. The lock replacement fee is $85.
7. KEYCARD REPLACEMENT / LOCK OUT : If you require additional keycards, you may pick
them up from our office during normal business hours. Tenants locked out of the building must
call Summit County Mountain Retreats to obtain lockout instructions. Emergency keycards must
be returned to the lockbox IMMEDIATELY after use.
8. CANCELLATIONS / REFUNDS: There is a 20% fee for cancellation more than 45 days before
a scheduled arrival date. For cancellations between 30 days and 45 days before arrival there is a
50% fee. For cancellations less than 30 days before arrival, there is NO refund given. Summit
County Mountain Retreats is not responsible for cancellations, delays or inconveniences,
including but not limited to adverse weather conditions, flight cancellation, road closures,
problems with technology, personal emergencies, maintenance problems in your condo, water
leaks, temperature control, personal preferences for bedding firmness, electrical outages or Acts
of God. WE RECOMMEND TRAVEL INSURANCE TO PROTECT YOUR FINANCIAL
INTERESTS. Refunds and credits will only be granted for situations that are within the direct
control of Summit County Mountain Retreats. The maximum amount of any refund or credit will
be the prorated value of any lost occupancy you incur. If you are provided a credit greater than
$50, you will be mailed a check from our office no earlier than sixty days after your stay.
9. CHECKIN/CHECKOUT: Regular checkin and checkout times are 4 p.m. and 11 a.m.
respectively. If you would like to request an early checkin or late checkout you must call the
SCMR main office no more than 24 hours in advance. Early checkins and late checkouts are only
available if another guest is not checking in or out of the unit on the same day. For an early
checkin, you may checkin at 1.p.m. for a fee of $20.00, or you may checkin at 10 a.m. for a fee of
$35.00. For late checkouts you may check out at 2 p.m. for a fee of $20.00, or you may checkout
at 5 p.m. for a fee of $35.00.
10. CLEANING: A "checkout" cleaning fee is included in your total payment which is paid in
advance, and this cleaning fee will provide for two hours of normal cleaning so that you may
enjoy your vacation up to the last moment. Daily cleanings, midstay cleanings, and light cleanings
are optional services which will incur an extra fee and must be scheduled at least 24 hours in
advance. Extra heavy cleanings will incur an additional charge.
11. INSPECTION: The unit will be inspected, household items counted and checked for damage.
Some properties contain embroidered robes and all properties contain personal items of the
owner. If you choose to keep a robe as a souvenir, as a courtesy we will bill your credit card $125
per robe. If items belonging to the owner are broken or missing, the replacement cost of these
items, plus our procurement fee, will be charged to your credit card.
12. MAINTENANCE SERVICE: If a problem arises in the unit during your stay, maintenance
services are provided 24 hours a day, 7 days a week, 365 days per year. During regular business
hours, service calls will be addressed in the order they are received. After hours calls may be
delayed slightly. If an after hours service call is not an emergency, we may postpone the repair
until the following day. For the purposes of this agreement, an emergency is defined as an issue
that makes the property unsafe for human life, or may cause imminent damage to the property. In
the event it is found that a required maintenance item or repair is a result of abuse, misuse,
negligence, or otherwise caused by the guest, guest will be responsible for all costs to affect said
repair.
13. PARKING: Heated parking is provided for one vehicle under most buildings. Parking passes
must be displayed on the dashboard of your vehicle. If you have additional vehicles, you may
park them in a common lot located nearby. You must request a parking pass for the common lot.
Please be advised that Resort security will boot or tow vehicles without proper parking permits.
14. PROHIBITED USES: Smoking and/or pets are not allowed. There is a MINIMUM $300
penalty if there is evidence of smoking or pets. This penalty will be added to any and all other
charges. Smoking of Marijuana inside the unit is specifically prohibited. Medical Marijuana
prescriptions do not negate anything in this agreement. Furthermore, all forms of illegal
substances are prohibited.
15. WHAT WE PROVIDE: This unit is fully furnished with all of the appliances and utensils
necessary for daily living. It also includes bedspreads, linens, blankets, pillows, and towels. All
linens must be left in the unit. Pool towels can be found by the pool and must be returned to the
pool area. An INITIAL supply of bar soap, shampoo, conditioner, lotion, toilet tissue, facial tissue,
paper towels, coffee, dishwashing soap and trash bags are provided. Summit County Mountain
Retreats does not provide more than the initial supply to the property. If your stay is for more than
3 or 4 days it is likely you will need to purchase extra supplies. Kitchen supplies which are not in a
separate and completely sealed/unopened container are NOT provided by Summit County
Mountain Retreats. This includes spices, sugar, flour and any other food preparation item. This is
policy is for your safety. If you find “left over” items in the kitchen, you agree to use them at your
own risk.
16. RIGHT OF ENTRY: We reserve the right to enter the property in order to perform
maintenance and inspections. Though we make every effort to schedule maintenance during
unoccupied times, there are instances in which maintenance must be performed while the
property is occupied. During emergency situations both the building manager and Summit County
Mountain Retreats may enter the property. Examples of emergency situations include water leaks,
smoke and carbon monoxide detector activation, and exterior doors and windows that are
observed to be left open during the winter months.
17. SKI / SNOWBOARD STORAGE: Ski lockers are normally located on the first floor of the
building. Keys to the ski lockers are located in the condo. Please do not take your skis or
snowboard into the unit. Please remove boots as soon as you enter the unit and place them on
the bench next to the front door. This will help maintain the quality of the unit for future guests.
Upon departure, please leave all ski locker keys in the unit.
18. QUIET HOURS / BREACH: Quiet hours start at 10:00 PM (resort policy). In the event that any
of the terms or conditions of this agreement are breached, Summit County Mountain Retreats
shall be entitled to attorney's fees and/or damage deposits in any action brought to enforce the
terms hereof. Additionally Summit County Mountain Retreats may at its sole discretion remove
any and all guests from the unit for violating this agreement and keep all rents as earned income.
If you have an emergency that pertains to a building disturbance or human safety, please call
Keystone Emergency Services at (970)496-4135 or the Summit County Sheriff’s Office at
(970)453-2232.
19. HOLD HARMLESS / SLANDER & LIBEL: Neither Summit County Mountain Retreats or
Owner assumes liability for loss or damage to personal property, or injury to any persons or their
personal property. Neither does Summit County Mountain Retreats or Owner accept liability for
any inconvenience arising from any temporary defect or stoppage in supply of water, gas,
electricity, heat, plumbing services, or any technology. Nor will Summit County Mountain Retreats
or Owner accept liability for any loss or damage caused by weather conditions, flight delay or
cancellation, lack of snow, natural disasters, acts of God, or any other reasons beyond its control.
Refunds will not be issued for any of the aforementioned items. In any event, you agree that the
maximum liability that Summit County Mountain Retreats or the Owner will have to you for any
circumstances is the prorated amount of what you paid for lost rental nights. Additionally, you
agree to immediately contact Summit County Mountain Retreats if anything in the property you
are renting is not up to the highest standards. If you are still not satisfied, you agree to send a
written
complaint
to
Summit
County
Mountain
Retreats
at
coloradorentals@scmountainretreats.com and allow Summit County Mountain Retreats the
opportunity to resolve your concerns. You agree to follow this protocol before you make any
claims or statements in any forum of any type. You agree that if you do not follow this protocol
that you will retract any claims or statements made and defend Summit County Mountain
Retreats. You may be sent an online survey asking about your stay with Summit County
Mountain Retreats. The survey responses are automatically distributed on the Internet. False,
inaccurate or misleading Internet reviews have a real impact on the business of Summit County
Mountain Retreats. In the event an action for slander or libel is won against you, you agree to pay
a sum of at least $20,000 (twenty thousand dollars) in liquidated damages.
20. MOVING TO ANOTHER UNIT: In the event of an Act of God, extenuating circumstances, or
circumstances outside of the control of Summit County Mountain Retreats, you may be given an
option to move to a different unit. If you agree to move to a different unit, you agree that
occupying that unit is absolute proof of the modification of this agreement and you will be charged
the rack rental rate for the new unit. The rack rental rate is the standard, nondiscounted rate for a
property.This rate may be more than the rate you paid.
21. NO VERBAL AGREEMENTS: All prior agreements between the Owner, Summit County
Mountain Retreats and you are incorporated in this agreement, which constitutes the entire
agreement. It is a final expression of the parties' agreement. This agreement shall be governed
and construed in accordance with the laws of the State of Colorado. This agreement is binding
the moment initial payment is made and payment is considered an affirmation of this agreement.
22. SEVERABILITY: If, for any reason, any provision of this agreement is held invalid, all other
provisions of this agreement shall remain in effect. If this agreement is held invalid or cannot be
enforced, then to the full extent permitted by law any prior agreement between Summit County
Mountain Retreats and you shall be deemed reinstated as if this agreement had not been
executed.
23. PROCESSING / CREDIT CARD FEES: SCMR believes in being transparent about all costs
and fees. All forms of payment incur a small processing and handling fee. If you choose to pay by
Echeck, you will save 1.99% off the total cost of your reservations. Sales tax is required to be
charged by local and state governments.
24. DISPUTE RESOLUTION: Any disputes which cannot be resolved by informal discussions will
be adjudicated by a proper court located in Summit County, Colorado. You accept the jurisdiction
of Summit County Colorado as the sole jurisdiction in which any disputes can be adjudicated. Any
disputes which cause Summit County Mountain Retreats to expend company resources will be
billed to you at a rate of $75 per hour for in house office staff time and at customary rates for
attorneys and debt collectors. You specifically agree that you will not attempt any form of
"chargeback" or reversal of credit card charges, ACH, EFT, or any other form of payment without
a judgment in your favor from a proper Summit County Court. If you breach this section of the
agreement, in additional to all other penalties, you agree to pay Summit County Mountain
Retreats a nuisance fee of $2000 (two thousand dollars).
25. TRAVEL INSURANCE: We highly recommend travel insurance to cover your financial
interests. Traveling to the mountains presents unique risks. Extreme environments are inherently
more risky than mild environments. Due to weather conditions, airlines can be delayed, roads can
be closed, and accidents do happen. We believe that Travel Insurance helps mitigate these
inherent risks. If you would like more information about what is covered by our travel insurance,
please go to www.csatravelprotection.com. By signing below, you agree to the terms and
conditions of the Summit County Mountain Retreats Rental Agreement.
All required fields must to be completed in order to send this form back electronically to Summit
County Mountain Retreats.
Full Name: Signature:
Best Phone Number: Alternate Phone Number:
Driver's License Number: Date of Birth:
Travel Guard Travel Insurance:
Please list the names and ages of all guests staying in the unit (including yourself).