Terms & Conditions
Vacation Rental Guest Terms and Conditions
Property Management Company Agreement
This document sets out the general Terms and Conditions that govern your stay at any vacation rental property managed by Bear Property Management dBa Bethany Vacations (the "Company," "we," "us," or "our"). By booking or staying at the Property, you (the "Guest" or "you") and all members of your party agree to be bound by these Terms and Conditions. This is a short-term vacation rental agreement (not a residential lease) and is governed by the laws of the jurisdiction where the Property is located.
Important: These terms address the vast majority of issues that arise in short-term rentals (noise complaints, damage, unauthorized parties, over-occupancy, cleaning disputes, late check-outs, lost keys, neighbor issues, etc.). Please read them carefully. Violations may result in immediate termination of your stay, forfeiture of all payments, additional fees, and/or legal action.
1. Definitions
Property: The specific vacation rental home/condo/cabin identified in your Booking Confirmation (full address and description provided at booking).
Guest: The person who made the booking and all adults and minors in their party.
Booking Confirmation: The email or platform confirmation that includes dates, rates, fees, and specific Property details (including maximum occupancy, pet policy, and any property-specific rules).
Owner: The legal owner of the Property (we manage on their behalf).
2. Rental Period & Access
Check-in time: 4:00 PM on the arrival date unless otherwise noted on your booking confirmation.
Check-out time: 11:00 AM on the departure date unless otherwise noted on your booking confirmation.
Access is via smart lock/code, key, or lockbox as instructed in your Booking Confirmation. Codes activate at check-in and deactivate at check-out.
Early check-in (if approved): 25. Late check-out (if approved): 50.
You must return all keys/access devices at check-out. Lost keys or failure to return them will result in a replacement fee of 50.
We reserve the right to enter the Property at reasonable times for maintenance, housekeeping or emergencies.
3. Payments, Fees & Security Deposit
All rates, cleaning fees, taxes, and additional fees are listed in your Booking Confirmation and are non-negotiable. Unless otherwise stated in your booking confirmation, fees are as follows:
A deposit (or credit-card pre-authorization) of 50% is required at time of booking.
Additional fees may include (but are not limited to):
Lost key / lockout: 50
Pet fee (if permitted for the Property): 25 per pet
Excessive cleaning or trash removal: 75 to 200
Odor remediation (smoking/vaping/cannabis): 200
Full payment is due as stated in the Booking Confirmation and will be collected Same day before Check-In. Failure to pay final balance may result in cancellation of your reservation with no deposit refund or the balance sent to collections.
4. Cancellation & Refund Policy
Cancellations are governed by the policy shown at the time of booking.
We strongly recommend travel insurance. No refunds will be issued for cancellations outside the stated policy except in cases of force majeure (see Section 15).
We may cancel your booking for any reason with full refund (or transfer to a comparable property we manage if available). We are not liable for changes caused by events beyond our control.
5. Occupancy & Guests
Maximum occupancy is as stated in your Booking Confirmation (including children and infants). This limit is strictly enforced for safety, insurance, and neighborhood reasons and varies by Property.
Only guests named on the Booking Confirmation may stay overnight. Day visitors are limited to as stated in your Booking Confirmation and must leave by 12:00 AM.
Unauthorized extra guests or visitors may result in immediate termination of the stay, forfeiture of all payments, and additional fees of 40 per person per night.
6. House Rules (Strictly Enforced)
To protect the Property, neighbors, and future guests, the following rules apply. Violations may result in immediate eviction, loss of all payments, security-deposit forfeiture, and additional charges. Property-specific rules (if any) are listed in your Booking Confirmation.
Quiet Hours: 10:00 PM to 9:00 AM. No excessive noise, loud music, parties, gatherings, or events of any kind are permitted at any time. Amplified sound outside the home is prohibited.
No Parties or Events: Absolutely no weddings, bachelor/bachelorette parties, corporate events, or gatherings exceeding normal occupancy.
Smoking / Vaping / Cannabis: Strictly prohibited inside the Property and within 50 ft of any entrance. Evidence of smoking will incur an odor remediation and deep-cleaning fee of 75 or more.
Pets: Allowed. If allowed, maximum number and pet fee are stated in your Booking Confirmation. Pets must be crated when unattended. Pet waste must be cleaned immediately. Additional cleaning or damage fees will apply.
Children: Supervised at all times. Parents/guardians are fully responsible for safety around stairs, pools, hot tubs, balconies, fireplaces, etc.
Trash & Recycling: All trash must be bagged and placed in designated receptacles on check-out day. Failure to do so may incur a removal fee.
Appliances & Amenities: Use only as intended. Do not leave appliances (oven, stove, hot tub, etc.) running unattended. Report any malfunction immediately.
Linens & Towels: Provided for normal use only. Do not use as rags, cleaning cloths, or take them outside. Extra laundry fees may apply if excessively soiled.
Parking: Limited to as stated in Booking Confirmation; vehicles in designated areas only. No parking on grass, blocking driveways, or on streets where prohibited. Street parking is at your own risk.
Neighbor Respect: Properties may be in and around a residential area. Be courteous at all times. Any noise or conduct that generates a complaint from neighbors may result in immediate eviction.
7. Cleaning & Departure Condition
The Property will be professionally cleaned before your arrival.
You are responsible for leaving the Property in "broom-clean" condition: dishes washed and put away, trash removed, furniture and appliances returned to original positions, and no personal items left behind.
Excessive mess, food waste, or failure to follow departure instructions will result in an additional cleaning fee deducted from your security deposit.
8. Damages, Repairs & Liability
You are financially responsible for any damage, loss, or excessive wear beyond normal use caused by you or your party (including guests or pets).
Report any pre-existing damage or issues immediately upon arrival (photo evidence required).
We will document the Property condition before and after your stay. You will receive an itemized invoice for any claims within 7 days of departure.
You agree to pay for repairs/replacement plus any lost rental income if the Property is rendered unrentable.
9. Prohibited Conduct
The following are strictly forbidden and may result in immediate eviction without refund:
Illegal activities of any kind.
Subletting, re-renting, or assigning the booking.
Tampering with security cameras, locks, or smoke detectors (if present).
Open flames (candles, fireworks, etc.) unless in designated outdoor fire pit or wood fireplace used as intended.
Use of the Property for commercial purposes or filming without written consent.
10. Amenities, Utilities & Safety
Utilities (water, electricity, Wi-Fi, etc.) are included unless otherwise stated.
Wi-Fi is provided for basic use only; high-bandwidth activities (mining, streaming servers) are prohibited.
All on-site amenities such as pools, hot tubs, fireplaces, grills, balconies, stairs, and recreational equipment are used entirely at your own risk. Guests are fully responsible for their own safety and the safety of all members of their party at all times. You must follow all posted safety rules, supervise children 100% of the time, and use these amenities in a reasonable and prudent manner. We are not liable for any accidents, injuries, illness, or misuse related to these amenities.
You must report any safety hazards or maintenance issues immediately.
11. Personal Property, Off-Site Activities & Insurance
We are not responsible for any loss, theft, or damage to your personal belongings. Secure valuables and lock doors/windows when away.
We may occasionally recommend, facilitate, or provide information about off-site activities, tours, excursions, or third-party services (e.g., local attractions, boat rentals, guided tours). We act solely as a convenience to you and assume no liability whatsoever for any such off-site activities, including but not limited to any injury, loss, damage, or other harm that may occur. Your participation in any off-site activity is entirely at your own risk.
We strongly recommend you purchase travel insurance that covers trip cancellation, interruption, personal property, and liability for on-site and off-site activities.
You agree to indemnify and hold the Company, the Owner, and all affiliates harmless for any injury, illness, or loss you or your party sustain while at the Property or participating in any off-site activity.
12. Emergencies & Contact
Emergency contact: (605) 644-7293.
In case of fire, medical emergency, or police matter, call 911 first, then notify us.
Non-emergency issues should be reported via text/email during business hours when possible.
13. Surveillance & Privacy
Some Properties may have exterior security cameras (doorbell, driveway, etc.). Interior cameras are never used. We respect your privacy but reserve the right to monitor common areas for security.
14. Miscellaneous
These Terms may be updated at any time; the version in effect at check in applies.
If any provision is held invalid, the remainder remains enforceable.
Governing law: The laws of the state/country where the Property is located, without regard to conflict of laws principles.
Dispute resolution: Any disputes shall first attempt mediation; if unresolved, they shall be resolved in the courts of the Property's jurisdiction. You waive any right to a jury trial to the extent permitted by law.
Entire agreement: These Terms, together with your Booking Confirmation and any Property-specific addendum, constitute the full agreement.
15. Force Majeure
Neither party is liable for delays or failure to perform due to events beyond reasonable control (acts of God, weather, pandemics, government orders, etc.).
16. Acknowledgment & Acceptance
By completing your booking or staying at the Property, you confirm that:
You have read, understood, and agree to all terms above.
You are at least 21 years of age (or the minimum age required by local law).
You accept full responsibility for your entire party.
Signature / Electronic Acceptance
Guest Name: _______________________________ Date: _______________
(Booking constitutes electronic acceptance)
Property Management Company Agreement
This document sets out the general Terms and Conditions that govern your stay at any vacation rental property managed by Bear Property Management dBa Bethany Vacations (the "Company," "we," "us," or "our"). By booking or staying at the Property, you (the "Guest" or "you") and all members of your party agree to be bound by these Terms and Conditions. This is a short-term vacation rental agreement (not a residential lease) and is governed by the laws of the jurisdiction where the Property is located.
Important: These terms address the vast majority of issues that arise in short-term rentals (noise complaints, damage, unauthorized parties, over-occupancy, cleaning disputes, late check-outs, lost keys, neighbor issues, etc.). Please read them carefully. Violations may result in immediate termination of your stay, forfeiture of all payments, additional fees, and/or legal action.
1. Definitions
Property: The specific vacation rental home/condo/cabin identified in your Booking Confirmation (full address and description provided at booking).
Guest: The person who made the booking and all adults and minors in their party.
Booking Confirmation: The email or platform confirmation that includes dates, rates, fees, and specific Property details (including maximum occupancy, pet policy, and any property-specific rules).
Owner: The legal owner of the Property (we manage on their behalf).
2. Rental Period & Access
Check-in time: 4:00 PM on the arrival date unless otherwise noted on your booking confirmation.
Check-out time: 11:00 AM on the departure date unless otherwise noted on your booking confirmation.
Access is via smart lock/code, key, or lockbox as instructed in your Booking Confirmation. Codes activate at check-in and deactivate at check-out.
Early check-in (if approved): 25. Late check-out (if approved): 50.
You must return all keys/access devices at check-out. Lost keys or failure to return them will result in a replacement fee of 50.
We reserve the right to enter the Property at reasonable times for maintenance, housekeeping or emergencies.
3. Payments, Fees & Security Deposit
All rates, cleaning fees, taxes, and additional fees are listed in your Booking Confirmation and are non-negotiable. Unless otherwise stated in your booking confirmation, fees are as follows:
A deposit (or credit-card pre-authorization) of 50% is required at time of booking.
Additional fees may include (but are not limited to):
Lost key / lockout: 50
Pet fee (if permitted for the Property): 25 per pet
Excessive cleaning or trash removal: 75 to 200
Odor remediation (smoking/vaping/cannabis): 200
Full payment is due as stated in the Booking Confirmation and will be collected Same day before Check-In. Failure to pay final balance may result in cancellation of your reservation with no deposit refund or the balance sent to collections.
4. Cancellation & Refund Policy
Cancellations are governed by the policy shown at the time of booking.
We strongly recommend travel insurance. No refunds will be issued for cancellations outside the stated policy except in cases of force majeure (see Section 15).
We may cancel your booking for any reason with full refund (or transfer to a comparable property we manage if available). We are not liable for changes caused by events beyond our control.
5. Occupancy & Guests
Maximum occupancy is as stated in your Booking Confirmation (including children and infants). This limit is strictly enforced for safety, insurance, and neighborhood reasons and varies by Property.
Only guests named on the Booking Confirmation may stay overnight. Day visitors are limited to as stated in your Booking Confirmation and must leave by 12:00 AM.
Unauthorized extra guests or visitors may result in immediate termination of the stay, forfeiture of all payments, and additional fees of 40 per person per night.
6. House Rules (Strictly Enforced)
To protect the Property, neighbors, and future guests, the following rules apply. Violations may result in immediate eviction, loss of all payments, security-deposit forfeiture, and additional charges. Property-specific rules (if any) are listed in your Booking Confirmation.
Quiet Hours: 10:00 PM to 9:00 AM. No excessive noise, loud music, parties, gatherings, or events of any kind are permitted at any time. Amplified sound outside the home is prohibited.
No Parties or Events: Absolutely no weddings, bachelor/bachelorette parties, corporate events, or gatherings exceeding normal occupancy.
Smoking / Vaping / Cannabis: Strictly prohibited inside the Property and within 50 ft of any entrance. Evidence of smoking will incur an odor remediation and deep-cleaning fee of 75 or more.
Pets: Allowed. If allowed, maximum number and pet fee are stated in your Booking Confirmation. Pets must be crated when unattended. Pet waste must be cleaned immediately. Additional cleaning or damage fees will apply.
Children: Supervised at all times. Parents/guardians are fully responsible for safety around stairs, pools, hot tubs, balconies, fireplaces, etc.
Trash & Recycling: All trash must be bagged and placed in designated receptacles on check-out day. Failure to do so may incur a removal fee.
Appliances & Amenities: Use only as intended. Do not leave appliances (oven, stove, hot tub, etc.) running unattended. Report any malfunction immediately.
Linens & Towels: Provided for normal use only. Do not use as rags, cleaning cloths, or take them outside. Extra laundry fees may apply if excessively soiled.
Parking: Limited to as stated in Booking Confirmation; vehicles in designated areas only. No parking on grass, blocking driveways, or on streets where prohibited. Street parking is at your own risk.
Neighbor Respect: Properties may be in and around a residential area. Be courteous at all times. Any noise or conduct that generates a complaint from neighbors may result in immediate eviction.
7. Cleaning & Departure Condition
The Property will be professionally cleaned before your arrival.
You are responsible for leaving the Property in "broom-clean" condition: dishes washed and put away, trash removed, furniture and appliances returned to original positions, and no personal items left behind.
Excessive mess, food waste, or failure to follow departure instructions will result in an additional cleaning fee deducted from your security deposit.
8. Damages, Repairs & Liability
You are financially responsible for any damage, loss, or excessive wear beyond normal use caused by you or your party (including guests or pets).
Report any pre-existing damage or issues immediately upon arrival (photo evidence required).
We will document the Property condition before and after your stay. You will receive an itemized invoice for any claims within 7 days of departure.
You agree to pay for repairs/replacement plus any lost rental income if the Property is rendered unrentable.
9. Prohibited Conduct
The following are strictly forbidden and may result in immediate eviction without refund:
Illegal activities of any kind.
Subletting, re-renting, or assigning the booking.
Tampering with security cameras, locks, or smoke detectors (if present).
Open flames (candles, fireworks, etc.) unless in designated outdoor fire pit or wood fireplace used as intended.
Use of the Property for commercial purposes or filming without written consent.
10. Amenities, Utilities & Safety
Utilities (water, electricity, Wi-Fi, etc.) are included unless otherwise stated.
Wi-Fi is provided for basic use only; high-bandwidth activities (mining, streaming servers) are prohibited.
All on-site amenities such as pools, hot tubs, fireplaces, grills, balconies, stairs, and recreational equipment are used entirely at your own risk. Guests are fully responsible for their own safety and the safety of all members of their party at all times. You must follow all posted safety rules, supervise children 100% of the time, and use these amenities in a reasonable and prudent manner. We are not liable for any accidents, injuries, illness, or misuse related to these amenities.
You must report any safety hazards or maintenance issues immediately.
11. Personal Property, Off-Site Activities & Insurance
We are not responsible for any loss, theft, or damage to your personal belongings. Secure valuables and lock doors/windows when away.
We may occasionally recommend, facilitate, or provide information about off-site activities, tours, excursions, or third-party services (e.g., local attractions, boat rentals, guided tours). We act solely as a convenience to you and assume no liability whatsoever for any such off-site activities, including but not limited to any injury, loss, damage, or other harm that may occur. Your participation in any off-site activity is entirely at your own risk.
We strongly recommend you purchase travel insurance that covers trip cancellation, interruption, personal property, and liability for on-site and off-site activities.
You agree to indemnify and hold the Company, the Owner, and all affiliates harmless for any injury, illness, or loss you or your party sustain while at the Property or participating in any off-site activity.
12. Emergencies & Contact
Emergency contact: (605) 644-7293.
In case of fire, medical emergency, or police matter, call 911 first, then notify us.
Non-emergency issues should be reported via text/email during business hours when possible.
13. Surveillance & Privacy
Some Properties may have exterior security cameras (doorbell, driveway, etc.). Interior cameras are never used. We respect your privacy but reserve the right to monitor common areas for security.
14. Miscellaneous
These Terms may be updated at any time; the version in effect at check in applies.
If any provision is held invalid, the remainder remains enforceable.
Governing law: The laws of the state/country where the Property is located, without regard to conflict of laws principles.
Dispute resolution: Any disputes shall first attempt mediation; if unresolved, they shall be resolved in the courts of the Property's jurisdiction. You waive any right to a jury trial to the extent permitted by law.
Entire agreement: These Terms, together with your Booking Confirmation and any Property-specific addendum, constitute the full agreement.
15. Force Majeure
Neither party is liable for delays or failure to perform due to events beyond reasonable control (acts of God, weather, pandemics, government orders, etc.).
16. Acknowledgment & Acceptance
By completing your booking or staying at the Property, you confirm that:
You have read, understood, and agree to all terms above.
You are at least 21 years of age (or the minimum age required by local law).
You accept full responsibility for your entire party.
Signature / Electronic Acceptance
Guest Name: _______________________________ Date: _______________
(Booking constitutes electronic acceptance)