Terms & Rental Agreement
SHORT TERM RENTAL AGREEMENT
This Short-Term Rental Agreement (this “Agreement”) is for the rental of the vacation rental property specified in a confirmed reservation (the “Property”). This Agreement is between the owner of the Property (the “Owner”) and the person booking the rental of the Property (“Guest” or “you”).
By booking your rental of the Property with Cascadia Getaways, LLC, an Oregon limited liability company (“Manager”), you acknowledge that you have read and understood, and agree to be bound by, all of the following terms, conditions and policies:
1. Short-Term Rental
Owner agrees to rent to Guest the Property, including all amenities specified in the listing for the confirmed reservation (the “Listing”), for the Rental Period. The Rental Period begins at the check-in time and ends at the check-out time shown on the reservation confirmation, on the dates specified in the confirmed reservation, unless early check-in and/or late check-out has been approved and confirmed in writing by Manager.
2. Rental Party
You agree to be an occupant of the Property for the entire Rental Period. You are permitted to invite additional persons up to the maximum number of persons specified in the Listing, provided all other occupants must be family members, friends, or other responsible adults. Minors and all persons under the age of 21 years must be accompanied by a parent or legal guardian at all times. You agree to be solely responsible for the actions of all occupants present at the Property at any time during your stay, and to ensure that all occupants understand and comply with the terms of this Agreement. You agree to provide a copy of a valid driver’s license or state-issued ID to Owner or Manager upon request.
Minimum Age of Booking Guest. The Guest making the reservation must be at least 25 years old and must occupy the Property for the entire Rental Period. A reservation made to circumvent this requirement (for example, an adult booking on behalf of a younger group) is grounds for cancellation or eviction without refund.
3. Rent, Deposit & Fees
You authorize Manager to bill the credit card on file for all rent, deposits and fees. You represent that you are the account holder or an authorized user of the account for the credit card on file.
4. Rent
The rental rate is as shown on the Listing at the time of booking. No adjustments will be made once the Property is booked.
5. Booking Deposit
A deposit of 50% of the total booking value is due at the time of booking.
6. Fees and Charges
In addition to rent, Guest agrees to pay the fees and charges applicable to the reservation, in the amounts disclosed on the Listing or reservation confirmation at the time of booking. These may include, without limitation, a cleaning fee, a service fee, a damage protection fee, a pet fee, and fees for guaranteed early check-in or late check-out when available and requested. Mandatory fees are included in the total price shown at the time of booking; optional fees apply only if the corresponding service or item is requested or applicable. Guest authorizes Manager to charge the credit card on file for all such fees and any applicable taxes, together with any other amounts authorized under this Agreement.
7. Cleaning Fee
A one-time cleaning fee will be charged along with the rent. This fee is to cover the cost of cleaning the Property after the Rental Period, and Guest understands that there is no maid or daily housekeeping service provided, unless a mid-stay housekeeping service is purchased by Guest and confirmed in writing by Manager. If any linens are stained, damaged, or removed from the Property, the credit card on file will be charged to cover the cost of replacing such items.
8. Damage Protection
If indicated on the Listing or reservation confirmation, a damage protection fee will be charged. Subject to its terms and limits as disclosed at the time of booking, damage protection covers accidental or unintentional damage to the Property that is disclosed to Manager before check-out, up to the applicable coverage limit. Damage protection does not cover, and Guest remains responsible for, any of the following: damage that exceeds the coverage limit; intentional, reckless, or negligent damage; damage caused by pets, unauthorized occupants, or unauthorized activities; theft or missing items; and any category excluded under the applicable damage protection terms.
9. Payment Method
Guest must provide a valid credit card issued by VISA, MasterCard, American Express, or Discover, to be kept on file for fees and charges payable under this Agreement.
10. Payment Schedule
Payments are due as disclosed at the time of booking. For direct reservations, the remaining balance is due 30 days before check-in. If payment is not made on or before the due date, Manager may cancel the reservation, and the cancellation policy applicable at the time of booking will apply.
11. Credit Card Authorization
Guest authorizes Manager to charge the credit card on file for all amounts owed under this Agreement, including rent, fees, fines, and charges for damage, loss, or excess cleaning. Guest agrees that a copy of this Agreement, or Guest’s electronic acceptance of it, together with the reservation record, serves as the original and as Guest’s signed authorization for all such charges. This authorization remains in effect until 90 days after departure to allow billing of amounts identified after the Rental Period, and may not be revoked before then except by mutual written agreement.
12. Disputes and Chargebacks
Guest acknowledges that every charge described in this Agreement is pre-authorized, valid, and supported by Guest’s acceptance of this Agreement and the reservation record. Before initiating any chargeback or payment dispute, Guest agrees to contact Manager in good faith and allow a reasonable opportunity to resolve the matter. Guest agrees not to initiate a chargeback or payment dispute for any charge authorized under this Agreement, and agrees that this Agreement, the reservation record, the Listing (including the cancellation policy shown at the time of booking), and Guest’s communications constitute compelling evidence that any such charge is valid. Guest will not seek or retain both a refund or credit from Manager and a chargeback for the same charge. A chargeback initiated in breach of this section is a material breach of this Agreement, and Guest will be responsible for Manager’s resulting costs, including chargeback fees, collection costs, and, to the extent permitted by law, attorney’s fees. Nothing in this section waives any right Guest holds under applicable law or card-network rules; it states Guest’s contractual agreement regarding authorized charges and the evidence supporting them.
13. Cancellation
The cancellation policy applicable to your reservation is the policy shown on the Listing for the Property at the time of booking. Cancellation policies vary by Property. Cancellations must be made through the same platform on which the reservation was booked, and the cancellation policy in effect on that Listing at the time of booking will control — not any policy adopted afterward.
No refunds for early departure. No refund, credit, or rate adjustment will be issued for early departure, late arrival, unused nights, or reduced occupancy for any reason.
No refunds for guest-side disruptions or dissatisfaction. Except as expressly provided in the Force Majeure; Property Unavailability section, no refund will be issued because of weather, road or pass conditions, travel disruptions, or because the Property, its furnishings, décor, layout, bed configuration, or amenities did not meet Guest’s subjective expectations. Guest is encouraged to purchase travel insurance.
14. Force Majeure; Property Unavailability
Neither Owner nor Manager will be liable for any failure or delay in performance, or for any cancellation, interruption, or shortening of the Rental Period, caused by events beyond their reasonable control, including but not limited to wildfire, wildfire smoke or air-quality emergencies, floods, landslides, wind, ice or snow events and highway or mountain-pass closures, earthquakes, tsunamis or tsunami-evacuation orders, other natural disasters, epidemics or pandemics, utility or internet failures, acts of government (including evacuation orders and travel restrictions), civil disturbance, war, or terrorism (each, a “Force Majeure Event”).
(a) When the Property is affected. If a Force Majeure Event renders the Property genuinely unavailable or uninhabitable for all or part of the Rental Period, Manager may, in its sole discretion and as Guest’s exclusive remedy, elect to (i) offer a comparable substitute property for the affected dates; (ii) issue a credit toward a future stay equal to the pro-rated rent for the affected nights; or (iii) refund the pro-rated rent for the affected nights. In no event will Owner’s or Manager’s aggregate liability arising from a Force Majeure Event exceed the total rental amounts actually paid by Guest for the affected nights.
(b) Guest travel and third-party arrangements. Owner’s and Manager’s responsibility is limited to the Property and the rent paid for it. Owner and Manager are not liable, under any circumstances, for Guest’s travel costs or third-party arrangements — including airfare, rental cars, other lodging, event tickets, or any consequential costs — arising from a Force Majeure Event, a cancellation, or any change to the Rental Period. Where the Property remains available and habitable and only Guest’s ability or willingness to travel is affected (for example, flight delays or cancellations, road or pass conditions along Guest’s route, or a change of plans), Guest is not entitled to any refund, credit, or rescheduling, and the cancellation policy shown on the Listing at the time of booking controls. Guest is strongly encouraged to purchase travel insurance.
15. Right to Substitute Accommodations
If the Property becomes unavailable due to sale, maintenance emergency, mechanical failure, loss of habitability, or any Force Majeure Event, Manager reserves the right to substitute a comparable property for all or part of the Rental Period, and will make reasonable efforts to notify Guest in advance. If no comparable property is available and Manager cannot deliver the Property, Guest’s exclusive remedy is a pro-rated refund of rent for the nights not delivered.
16. Utilities, Systems, and Connectivity
Manager does not guarantee uninterrupted availability of utilities, appliances, HVAC, hot tubs, internet, Wi-Fi, cable, or streaming services. All such systems will be functional at check-in to Manager’s knowledge, but Manager cannot guarantee against interruption or mechanical failure during the Rental Period, and will make reasonable efforts to restore service.
Non-essential systems. So long as the Property remains habitable, an interruption or failure of a non-essential system or amenity — including but not limited to internet, Wi-Fi, cable, streaming services, or a hot tub — does not entitle Guest to any refund, credit, or rate adjustment. Manager may, in its sole discretion and as a goodwill gesture, offer a partial credit, but is under no obligation to do so, and no such gesture creates an entitlement, right, or precedent.
Essential systems. Where a failure of an essential system — such as heat during cold weather, running water, functioning sewer or septic, or electrical power for an extended period — renders the Property uninhabitable, the Force Majeure; Property Unavailability and Right to Substitute Accommodations sections govern Guest’s exclusive remedy.
17. HOA- and Third-Party-Controlled Amenities
Some Properties are located in communities where certain amenities — including but not limited to community pools, spas, fitness centers, tennis or sport courts, clubhouses, shuttles, gates, beach or lake access, and common-area landscaping or maintenance — are owned, operated, controlled, and maintained by a homeowners association (HOA), resort, or other third party, and not by Owner or Manager. Manager does not control the availability, condition, hours, or rules of these amenities and makes no guarantee that any such amenity will be in service or accessible during the Rental Period. Their closure, malfunction, seasonal unavailability, or rule change is outside Manager’s control and does not entitle Guest to any refund, credit, or rate adjustment. Manager will make reasonable efforts to relay available information about such amenities.
18. Damages
Guest is responsible for, and authorizes the credit card on file to be charged for, any damage, loss, or excess cleaning that is not covered by, or that exceeds the limits of, the damage protection described above, including without limitation: (i) any damage or loss occurring at the Property during the stay beyond the damage protection coverage; (ii) a charge of up to $500.00 for violations of the pet policy; (iii) an additional cleaning fee of up to $500.00 or the actual cost of cleaning services, whichever is greater, for violations of any of the Rental Rules set out below, or for excessive cleaning required to remediate the Property after the stay; and (iv) any fines issued by the police, other governmental authorities, utility providers, or homeowners associations for violations of any law, ordinance, or rule during the stay, together with any damages resulting from such violations.
19. Arrival Condition Report
Guest must inspect the Property promptly upon arrival and notify Manager in writing within 24 hours of check-in of any pre-existing damage, cleanliness issue, missing item, or malfunction. If Guest does not do so, the Property will be deemed to have been delivered clean, undamaged, and in good working order, and any damage or missing items identified after departure will be presumed to have occurred during Guest’s stay.
20. Assessment of Damage
Manager will determine the nature, extent, and reasonable cost of any damage, loss, or excess cleaning in good faith, based on the actual or estimated cost of repair or replacement, less reasonable wear and tear. Guest authorizes Manager to charge the credit card on file for such amounts, together with any other amounts owed under this Agreement.
21. Other Fees
Additional fees set out in this Agreement, including but not limited to late check-out fees and fees charged for failing to follow the check-out procedures outlined below, may be charged to the credit card on file.
22. Lost and Left-Behind Items
Guest is solely responsible for personal items. Manager is not responsible for items lost, stolen, or left behind at the Property. If Guest requests the return of an item left behind, Manager will make reasonable efforts to return it, and Guest authorizes the credit card on file to be charged for postage, shipping, and a reasonable handling fee. Items left behind and unclaimed after a reasonable period may be donated or discarded.
23. Rental Rules
Guest agrees to strictly abide by the Rental Rules at all times while on the Property and will ensure that all members of the Rental Party, and any invitees of Guest or any members of the Rental Party, are aware of and comply with the Rental Rules. If any of the Rental Party fails to comply with the Rental Rules, Owner may evict Guest and retain all deposits and rents previously paid, charge additional fees to the credit card on file, and sue for damages. The Rental Rules are as follows:
No Smoking. NO SMOKING OR VAPING is allowed on the Property.
Criminal Activity Prohibited. No member of the Rental Party may engage in any illegal or unlawful activities while on the Property, nor may they commit any of the following: engaging in any criminal conduct; behaving in a loud or obnoxious manner; disturbing or threatening the rights, comfort, health, safety or convenience of others or neighbors; possessing a controlled substance or drug paraphernalia; engaging in or threatening violence; possessing a gun or knife or any weapon prohibited by the State of Oregon; or allowing the presence of any hazardous materials (including but not limited to fireworks) to be on the Property.
Supervision of Minors. Any person under the age of 21 years must be accompanied and supervised by a parent or legal guardian at all times.
Pets. NO PETS are allowed on the Property unless otherwise stated in the Listing, pet fee has been paid by Guest, and request has been approved and confirmed in writing by Manager.
No Events or Parties. The Property may be used for lodging only. Any gathering exceeding the maximum occupancy stated on the Listing is prohibited without Manager’s prior written approval, whether or not attendees stay overnight. Bringing in additional furnishings or third-party vendors requires prior written approval. An unauthorized event is grounds for immediate eviction without refund, in addition to any damages and fees.
No Commercial Use. The Property is available for lodging only. Commercial use of any kind — including commercial photography or filming, subletting, or hosting paid or ticketed activities — is prohibited without Manager’s prior written consent. Manager may impose additional conditions and fees if an exception is granted.
Emergencies. Guest is solely responsible for any injuries, deaths, or property damage. In the event there is a dangerous situation, injury, accident, damage, or other emergency or if there is a fire, crime, or other possible threat to the Property or a member of the Rental Party, Guest must immediately call 911 if appropriate, and then promptly contact Manager.
Use of Furnishing and Equipment. All appliances or supplied equipment must be used only for their intended normal use and in accordance with their proper and safe operating procedures and any manufacturer’s guidelines. Guest will keep the Property and all furniture, furnishings, appliances, and supplied equipment clean and in good working order. When finished with each use of any appliance or supplied equipment it must be promptly turned off, cleaned, and properly stored. If any furniture, either inside or outside the house, is rearranged and not replaced in its original arrangement, the credit card on file will be charged a $150.00 fee. Fireworks are not permitted anywhere on the Property.
Pool / Spa / Water Access. If the Property includes a pool, hot tub or spa, or if there is access to a lake or other water feature, Guest is solely responsible for ensuring that all access gates and other safety equipment to the pool, hot tub, spa, or water feature, if any, are closed and properly locked. Guest is solely responsible for ensuring that all persons using the pool, hot tub, spa, or water feature are behaving in a safe manner. Guest acknowledges that no lifeguard or safety personnel is on duty, and Guest and all occupants use these features at their own risk. Diving is prohibited, and glass and breakable items are prohibited in pool and spa areas. Under no circumstances should a person under 21 years of age be allowed to use the pool, hot tub, spa, or water feature unless accompanied and supervised by a parent or legal guardian at all times. If the pool or spa is equipped with a heater and Guest wishes to use such heater, Guest must notify Manager in writing 48 hours in advance of the Rental Period and pay any fees associated for heating the pool as indicated in the Listing. Use of the pool or water feature is strictly prohibited between the hours of 10 pm and 8 am.
Water and Sewer / Septic. DO NOT FLUSH ANYTHING OTHER THAN TOILET PAPER. No feminine products may be flushed at any time. Excessive water use, such as letting water run while not being immediately used, is prohibited.
Noise. Outside noise must be kept to a minimum at all times. No loud or inappropriate music is permitted at any time. Use of outdoor spaces and amenities is strictly prohibited between the hours of 10 pm and 8 am. If a noise violation is reported or if a fine is imposed during the Rental Period your credit card will be charged for the amount of such fine. Any justifiable complaint received from another property owner or governmental authority will be considered a violation of the Rental Rules.
Parking. All members of the Rental Party must comply with the applicable parking rules as specified in the Listing and in the check-in instructions delivered to Guest 48 hours prior to the beginning of the Rental Period.
Personal Property. Guest is solely responsible for securing the personal belongings or valuables of the Rental Party. Neither Owner nor Manager is responsible for the loss of any such personal belongings or valuables.
Check-Out Procedure. The following list of check-out procedures must be followed and is included in the digital property guide sent with the check-in instructions delivered to Guest 48 hours prior to the beginning of the Rental Period. Failure to comply with the check-out procedures may result in additional charges to the credit card on file:
All lights (inside and outside) must be turned off.
All windows, doors, and gates must be locked before leaving.
Cooking appliances must be turned off and cool to the touch. All supplied equipment must be turned off and properly cleaned and stored.
The grill, if any, must be turned off and cool to the touch. All supplied equipment must be turned off and properly cleaned and stored.
Inform Cascadia Getaways of any problems such as appliances not working, broken dishes, etc.
Holdover Tenancy. In order for cleaning and maintenance teams to prepare the Property for other guests, it is the Guest’s responsibility to vacate the Property at the agreed-upon time. If you or any member of the Rental Party do not vacate the Property by the check-out time, you authorize the Manager to charge the credit card on file for a late departure fee equal to twice the amount of one night’s rental for each holdover day or portion of a holdover day, and Manager or Owner may remove you and your personal belongings from the Property. No holding over by Guest, whether with or without the consent of Owner, will extend the Rental Period.
24. Identity Verification
Manager may require Guest to complete identity verification, including a scan of a valid government-issued photo ID, for certain reservations, including on an as-requested basis and for reservations booked within a short window before check-in. Guest consents to such verification, and Manager will handle any information collected in accordance with its privacy policy and applicable law. Failure to complete requested verification may result in cancellation of the reservation.
25. Acknowledgment of Risk
You acknowledge that the Property may have features, amenities, and conditions that are unfamiliar to you and other members of the Rental Party. You further acknowledge that your use of the Property and its amenities may carry inherent risk, including risk of bodily injury, illness or disease, disability, or death. For example, the Property may include natural habitats for wildlife, insects, and pests that may expose you to injury or disease; or docks, stairways, porches, ledges, cliffs, hot tubs, and other unmarked natural or manmade features, amenities, and conditions that carry inherent risk. You agree that, by using the Property or its amenities, you voluntarily and willfully assume those risks. You also acknowledge and agree that you and other members of the Rental Party are solely responsible for closely supervising and protecting the health and safety of any minors or persons under 21 years of age visiting the Property throughout the duration of your stay at the Property.
26. Pests and Wildlife
The Properties are located in natural and rural settings where insects, rodents, and wildlife are common. Manager provides reasonable preventive pest control but cannot guarantee the complete absence of pests or wildlife. Guest agrees to hold Owner and Manager harmless for encounters with pests or wildlife, and no refund will be made on that basis, though Manager will make reasonable efforts to address reported concerns.
27. INDEMNITY
GUEST RELEASES AND AGREES TO HOLD OWNER AND MANAGER, THEIR AGENTS, REPRESENTATIVES, OFFICERS, DIRECTORS, MANAGERS, MEMBERS, EMPLOYEES AND CONTRACTORS, HARMLESS FROM LIABILITY RESULTING FROM ANY LOSS, DAMAGE OR INJURY INCURRED ON THE PROPERTY BY GUEST, OR ANY MEMBER OF THE RENTAL PARTY, UNLESS THE LIABILITY RESULTS FROM DAMAGE OR INJURY CAUSED BY THE GROSS NEGLIGENCE OR WILLFUL MISCONDUCT OF MANAGER OR OWNER. ADDITIONALLY, GUEST AGREES TO INDEMNIFY AND HOLD MANAGER AND OWNER HARMLESS FROM ANY INJURY, DAMAGE OR LOSS SUFFERED BY A TRESPASSER, IF THE LOSS OR INJURY RESULTED FROM THE FAILURE OF GUEST OR ANY MEMBER OF THE RENTAL PARTY TO KEEP THE PROPERTY SECURE.
28. LIMITATION OF LIABILITY
TO THE MAXIMUM EXTENT PERMITTED BY LAW, IN NO CASE SHALL OWNER OR MANAGER, NOR THEIR AFFILIATES, OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, OR PRINCIPALS, BE LIABLE FOR ANY INDIRECT, INCIDENTAL, CONSEQUENTIAL, SPECIAL, OR EXEMPLARY DAMAGES, OR FOR ANY DAMAGES FOR PERSONAL OR BODILY INJURY, ILLNESS OR DISEASE, EMOTIONAL DISTRESS, OR DAMAGE TO PROPERTY, ARISING OUT OF OR IN CONNECTION WITH YOUR STAY AT THE PROPERTY. THIS LIMITATION APPLIES TO ALL CLAIMS FOR DAMAGES WHETHER BASED ON A THEORY OF WARRANTY, CONTRACT, TORT (INCLUDING ORDINARY NEGLIGENCE), STRICT LIABILITY, OR OTHERWISE.
NOTWITHSTANDING THE FOREGOING, NOTHING IN THIS SECTION LIMITS OR EXCLUDES LIABILITY FOR DAMAGE OR INJURY CAUSED BY THE GROSS NEGLIGENCE OR WILLFUL MISCONDUCT OF OWNER OR MANAGER, OR ANY LIABILITY THAT CANNOT BE LIMITED OR EXCLUDED UNDER APPLICABLE LAW.
29. Access
You agree to allow Manager and Owner, their agents, employees and contractors, access to the Property at all times for purposes of repair and inspection. Such right of access will be exercised in a reasonable manner and will not be a constructive eviction or otherwise entitle Guest to any reduction in Rent due under this Agreement.
30. Alternative Dispute Resolution
Guest and Owner agree to mediate in good faith before filing a suit for damages.
31. Entire Agreement
This Agreement, together with any attached exhibits and riders, is the entire agreement of the parties.
32. Governing Law; Venue
This Agreement is governed by and construed under the laws of the State of Oregon. Venue for any dispute arising out of or relating to this Agreement lies exclusively in the state or federal courts located in or serving Yamhill County, Oregon.
33. Survival
If any clause or term in this Agreement is contrary to law and unenforceable, the remainder of this Agreement will remain in full force.
34. Acceptance
By booking and/or electronically accepting this Agreement, Guest acknowledges that Guest has read, understood, and agreed to all of its terms, and that Guest’s electronic acceptance has the same force and effect as a handwritten signature.