Terms & Conditions
Cancellation Policy
Guest may cancel within 24 hours of booking without loss of deposit or penalties, except for reservations made within 7 days of the Arrival Date (no refund; full payment due upon booking).
- Reservations made before 7 days of Arrival Date: Guest may cancel within 24 hours of booking for a full refund minus the booking fee.
- Reservations made within 7 days of the Arrival Date: All payments are non-refundable and full payment is due at the time of booking.
- Cancellations more than 30 days before Arrival Date: Guest is entitled to a full refund minus the greater of 5% of the Accommodation Rate or $25.
- Cancellations 8–30 days before Arrival Date: Guest forfeits the 25% deposit and will not be charged the remaining balance.
- Cancellations within 7 days of Arrival Date: No refund. Guest is responsible for paying the entire balance 7 days prior to Arrival Date.
The “Accommodation Rate” is the total nightly rate not including additional fees and taxes.
These terms do not apply to UVA Graduation reservations. Please reference the UVA Graduation Reservations policy. These terms do not apply to stays longer than 30 days; please contact us for extended stay leases.
UVA Graduation Reservations Requirements
Any reservation dates that occur within a week and during UVA Final Exercises, typically held mid-May, are subject to the following terms:
- 50% deposit required upon booking
- Remaining balance due 180 days before the Arrival Date
- 3-night minimum stay
- Cancellations before 180 days of Arrival Date: Refund of 50% of the deposit minus the greater of a 5% processing fee (of the total accommodation rate) or $25.
- Cancellations between 120–180 days of the Arrival Date: Refund of 50% of the booking total.
- Cancellations within 0–120 days of the Arrival Date: No refund; Guest responsible for paying the entire balance.
The “Accommodation Rate” is the total nightly rate not including additional fees and taxes.
Major Disruptive Events Policy
In rare circumstances where large-scale events prevent or legally prohibit completion of a reservation, this policy may apply, allowing guests to cancel and receive a refund or travel credit.
What Events Are Covered
- Declared public health emergencies and epidemics (endemic diseases not covered; COVID-19 is not covered).
- Government travel restrictions (mandatory orders; non-binding advisories are excluded).
- Military actions and other hostilities (war, terrorism, riots, etc.).
- Large-scale outages of essential utilities affecting the vast majority of homes in a location.
- Unforeseeable natural disasters and severe weather events that prevent completion of the reservation.
Weather, Natural Conditions, and Diseases Excluded
Weather or natural conditions common enough to be foreseeable in our locations are excluded unless they result in another covered Event that prevents completion of the reservation (e.g., a mandatory evacuation or large-scale utility outage). Examples include tropical storms and hurricanes (June–November), winter conditions and storms (December–February), and endemic diseases in the region.
What Is Not Covered
- Events impacting a guest or their ability to travel, but not the reservation location
- Unexpected injury or illness
- Government obligations (jury duty, court appearances)
- Non-binding travel advisories or guidance
- Cancellation or rescheduling of an event for which the reservation was made
- Transportation disruptions (airline insolvency, flight cancellations, strikes, maintenance road closures)
- Foreseeable weather or natural conditions unless they trigger a covered Event preventing completion of the reservation
Full Terms & Conditions
By agreeing to these terms, the licensee (the “Guest”) enters into a license agreement (the “Agreement”) with licensor, Guesthouses LLC dba Guesthouses (“Guesthouses”). Guesthouses grants Guest a non-transferable, revocable license (the “License”) to use the real property and improvements thereon (the “Premises”) for the time set forth in the rental contract (the “Reservation Period”), subject to these Terms and Conditions (the “Contract”). The booking Guest is responsible and assumes full liability for themselves and for all persons in their group and any affiliated persons, authorized or not, on the Premises during the Reservation Period (collectively, “Guests”). Guest understands Guesthouses acts as an authorized agent on behalf of the owner (the “Owner”) of the Premises.
Violation of License Agreement
Upon violation of these terms, including occupancy limits or substantiated parking, noise, and trash complaints in violation of the Good Neighbor Policy, the license is subject to immediate revocation and Guest may be removed from the Premises. A minimum $500 fine and any applicable cleaning fees may apply. Guest may also be liable for consequential damages, including those arising from suspension or revocation of short-term rental permits resulting from Guest’s use.
Booking Policy
A 25% deposit of the total balance is required to make a reservation and is applied to rent. All balances are due within 7 days of the Arrival Date and will be automatically charged to the credit card used for the deposit unless coordinated in advance. Taxes: If the Premises is located in the City of Charlottesville, an 8% transient occupancy tax applies; if in Albemarle County, a 5% transient occupancy tax applies. A 5.3% state sales tax applies to the rental total and cleaning fee, if applicable. A credit card will be held on file, and Guest authorizes Guesthouses to charge the card for excessive damages, cleaning, or other violations of these terms.
Age of Guests
All Guests must be 25 years or older, and someone 25+ must be present at the Premises at all times.
Online Reservations
Online confirmed reservations constitute a valid and binding Contract, subject to these Terms and Conditions.
Trust Account
Deposits, final payments, and other fees may be deposited into Guesthouses’ interest-bearing account. Guest agrees any interest accrues to Guesthouses.
Upon Reservation
A 25% deposit of the total booking amount (including taxes and fees) is required on all short-term reservations (30 days or less), unless booking UVA Graduation dates (see above).
Check In and Check Out Policy
- Check In: 4:00 PM on Arrival Date. Early check-in may be available for an additional charge and must be coordinated in advance. Guest agrees they are not permitted on the Premises prior to check-in unless coordinated.
- Check Out: 11:00 AM on Departure Date. Late check-out may be available for an additional charge and must be coordinated in advance. A $75 fee applies for every hour past 11:00 AM if not approved.
- Trash: All trash must be bagged and disposed of in the designated bin per the checkout instructions.
- Dishes: Put away clean dishes; place any remaining dirty dishes in the dishwasher and run prior to departure.
- Lock Up: Close and lock all windows and doors upon departure.
- Keys: Return any keys, fobs, or garage openers to the original location. Missing or lost items may incur a $50 replacement fee.
A minimum of $35 may be charged per infraction of the checkout instructions.
Pet Policy
No animals are permitted on the Premises without prior approval and payment of the pet fee. Any evidence of an unapproved pet may result in immediate eviction and forfeiture of all rental fees. Additional cleaning fees starting at $200 may be assessed even if a pet was approved.
No Smoking Policy
All properties are smoke-free. Violations are subject to a minimum $500 fine plus costs to remove smoke odor.
Behavior and Damages
- No acts in violation of law, the Good Neighbor Policy, or other rules established by Guesthouses and/or Owner.
- Guest is liable for all damages to furnishings and to any personal or real property on the Premises.
- Report any damage found at check-in within a reasonable timeframe with supporting documentation. Claims after checkout may not be eligible for refunds.
- Guest authorizes charges to the card on file for repair/replacement costs or penalties stated in this Agreement. Unpaid amounts after 30 days may incur legal and administrative fees.
Noise and Nuisance
Properties may have year-round resident neighbors. Do not create or permit any nuisance. Quiet hours begin at 10:00 PM. Obey all applicable laws and ordinances, including noise, trash, parking, and pet rules. Substantiated complaints may result in immediate revocation and a minimum $500 fine.
Disclaimer
Guesthouses and Owners assume no liability for damages to personal property or expenses due to inconveniences during the stay. The booking Guest assumes full responsibility for all persons on the Premises during the Reservation Period. Guest understands Guesthouses acts as agent for the Owner.
Termination
Premises may be used only as a dwelling. Violation of this Agreement is grounds for immediate revocation of the License and eviction.
Refunds and Relocation
Refunds are at the sole discretion of Guesthouses. For non-functioning or missing amenities/appliances reported during the stay, Guesthouses has 24 hours to remedy the issue; if unresolved, a reasonable refund may be offered at Guesthouses’ discretion. If the Premises becomes uninhabitable during the stay (e.g., fire, eminent domain, double booking, construction delay), Guesthouses will make best efforts to provide alternative accommodations; if unable, a pro-rated refund will be issued for nights the Premises was uninhabitable. All payments may be applied to any outstanding balances or charges under this Agreement. All such amounts are deemed additional rent.
Locked Doors
All doors must be kept locked when the Premises is not occupied.
Legal
If Guesthouses must bring legal action to enforce this Agreement, Guest is responsible for all legal fees.
Children
Properties are not childproof. Children must be supervised by an adult at all times. Certain amenities or items (e.g., furniture with sharp edges, small game pieces, cleaning products) may pose risks to unsupervised children.
Lost and Found
Guesthouses and/or Owner are not responsible for personal property left behind, stolen, or damaged. If items are found and returned, Guest will be charged a minimum $25 plus shipping costs.
Choice of Law
The laws of the Commonwealth of Virginia govern this Agreement. Guest is responsible for all costs and reasonable attorney fees incurred by Owner, whether or not suit is filed.
Attorney Fees
If Guesthouses or Owner employs an attorney to enforce this Agreement, Guest is responsible for all costs and reasonable attorney’s fees, whether or not suit is filed.
Additional Disclosures
Guesthouses acts only as an intermediary for Owner(s) providing accommodations. Guesthouses, managing agents, Owner(s), and their employees or managers are not responsible for loss, expense, damages, claims, or injuries (direct, indirect, consequential, or otherwise) arising from services or accommodations rendered, or from delays, substitutions, rescheduling, or changes. They are not responsible for losses or damages caused by military actions, acts of God, or by agents, employees, subcontractors, servants, or services provided or substituted. Information is believed accurate but subject to change by Owners; taste, style, and quality vary. No refunds are due to property discrepancies. Rates and applicable taxes are subject to change.
Indemnify
Guest will make every effort to become familiar with proper use of the Premises and special features (e.g., spa, hot tub/Jacuzzi, sauna, pool, river, lake, elevators, walkways, stairs, bridges, play-sets). Children are prohibited from operating elevators. Guest is responsible for costs of negligent service calls where instructions were provided. Guest agrees to indemnify, defend, and hold harmless Guesthouses and Owner from and against all claims, liabilities, damages, losses, costs, and expenses arising out of or in connection with physical injury, death, or property damage occurring on or in the property or arising from its use or operation, and from any related actions, suits, or proceedings, except to the extent caused by the negligence of Guesthouses or its agents.
Guest agrees they have thoroughly read these terms and conditions and fully understand responsibilities and liabilities during their stay.
Max Occupancy Policy
Each Premises has a Max Occupancy limit per local ordinances and must not be exceeded unless otherwise agreed.
- Guests of Guest Policy: With permission, daytime guests may total up to double the Max Occupancy between 8:00 AM and 10:00 PM. Outside those hours, only Max Occupancy may be present. Violations may result in immediate eviction with no refund.
- Vehicles: The number of vehicles must not exceed authorized and designated parking spaces and shall never exceed half the Max Occupancy at any time unless otherwise authorized. Violations constitute breach of Max Occupancy terms and may result in eviction and penalties.