Property Rental Policies

Please review the information below, which outlines the policies for renting properties through Bitterroot Cabins, LLC.  By making a reservation, you, the Guest, accept all the legal terms and conditions listed below and further certify that you are at least 23 years of age.

Upon completion of your reservation Bitterroot Cabins, LLC will send you a copy of this Property Rental Agreement and a credit card authorization form.  Your reservation will not be confirmed until the reservation deposit and signed copies of this Property Rental Agreement and a credit card authorization form are received by Bitterroot Cabins, LLC.  A .pdf version of this Property Rental Agreement can be downloaded here.

RESERVATIONS

Booking:  Guests may book reservations using the Bitterroot Cabins, LLC website (www.bitterrootcabins.com) 24 hours per day, 7 days per week.  Credit card payments are accepted via a secure transaction on the website.  Reservations may also be made via telephone Monday through Friday, 8:00 a.m. to 5:00 p.m., Mountain Standard Time.  Phone messages are monitored 7 days per week and may be returned on weekends and evenings in addition to regular office hours.  Important:  Please note bookings made via the Bitterroot Cabins, LLC website immediately hold a Guest’s requested dates of occupancy.  Requested dates of occupancy for bookings made by telephone, particularly by telephone message, may not be reserved until Bitterroot Cabins, LLC staff receives such booking.  As such, Bitterroot Cabins, LLC encourages Guests to book rentals via the Bitterroot Cabins, LLC website to ensure accurate availability.

Booking Fee:  A $50.00 non-refundable booking fee is added to all reservations.

Confirmation:  Online and telephone bookings temporarily reserve a Guest’s requested dates of occupancy.  To confirm a reservation with Bitterroot Cabins, LLC a Guest must sign and send this Property Rental Agreement and a credit card authorization form (if applicable) to Bitterroot Cabins, LLC either via fax (866-316-1551) or mail (575 Evergreen Road, Hamilton, MT 59840).  Reservations shall be confirmed upon receipt of this signed Property Rental Agreement and payment of all required deposits.  Bitterroot Cabins, LLC will send reservation confirmations to the Guest via email, fax, or mail.

Reservation Changes:  The Guest shall pay a $50.00 reservation change fee to change the dates of the reservation or to move the reservation to a different property.  Any reservation change must be made in writing, via certified mail, more than 30 days prior to the Guest’s scheduled check-in date.  Any reservation change made within 30 days of the Guest’s scheduled check-in date will be processed as a cancellation pursuant to the cancellation policy below.  Only one reservation change is allowed for each confirmed reservation and changed reservation dates must fall within the same calendar year as the original reservation.  Changes that shorten the duration of the reservation are subject to the cancellation policy below.

Cancellations: 

More Than 30 Days Prior to Occupancy:  To cancel a confirmed reservation, the Guest must send, and Bitterroot Cabins, LLC must receive, notice in writing, via certified mail, more than 30 days prior to the scheduled check-in date.  If notice of cancellation is made and received sufficiently under this subsection, the Guest shall receive a refund of advanced rental payments less the following:  $150.00 cancellation fee; $50.00 nonrefundable booking fee; $50.00 nonrefundable security deposit waiver fee; and optional Travel Protection Insurance premium, if purchased.

Within 30 Days of Occupancy:  If the Guest cancels a confirmed reservation within 30 days of the scheduled check-in date, Bitterroot Cabins, LLC shall not refund the Guest’s payment unless the rented property is subsequently re-rented by a different party for all or a portion of the Guest’s occupancy period.  If the property is subsequently re-rented by a different party for less than the Guest’s original duration or rate, the Guest shall be charged for the difference in lost rental income between the Guest’s reservation and the subsequent re-rental amount.  All refunds under this subsection shall be paid within 30 days of Bitterroot Cabins, LLC’s receipt of the re-rented deposit payment.

No-Shows:  In the event the Guest is unable or fails to make use of the rental property during the Guest’s confirmed reservation period, the entire amount of all rental fees shall be charged and no refund shall be issued.  Bitterroot Cabins, LLC recommends Guests purchase optional Travel Protection Insurance which may mitigate or negate no-show costs in many instances.  A description of Travel Protection Insurance appears in a subsection below.

Double Bookings:  Should a reservation for the rental property overlap or match the reservation of another guest, Bitterroot Cabins, LLC reserves the right to relocate any guest to an equivalent property within Bitterroot Cabins, LLC’s rental program or that of another company.  Bitterroot Cabins, LLC shall have the sole right to select the replacement rental property, and will pay any additional charges due in excess of the rental amount for the rental property, and refund any amounts paid by the Guest in excess of the replacement property rental amount.  Guests have the option to either:  (1) Accept the replacement rental property; or (2) Reject the replacement rental property and receive a refund of all rents and fees previously paid for the rental property.  Guests agree that the alternatives stated in this subsection shall be the sole remedy for any and all damages, liability, or inconvenience caused by the double booking.

Payment Methods:  Bitterroot Cabins, LLC accepts cash, cashiers checks, Visa, MasterCard, American Express, Discover Card, and personal checks.

Reservation Deposits:  A 50% deposit of all rental, activity, service, tax, and administrative fees is required to book a reservation.  The balance of all fees is due at least 31 days before check-in.  If the Guest fails to pay the balance of all fees at least 31 days prior to check-in the Guest’s reservation shall be cancelled and all booking fees shall be forfeited pursuant to the cancellation subsection above.  For reservations made within 30 days of check-in, 100% of all fees are due at the time of the reservation.  Reservations made under false pretenses will result in forfeiture of advance payments and fees and the party will not be permitted to check-in.

Returned Checks:  Checks returned for any non-payment will incur a charge of $35.00.

Security Deposit:  A $50.00 security deposit waiver fee is charged for all Guest reservations.  No further security deposit is required.  This protection plan covers unintended damage to the rental property up to $1,500.00.  Intentional damage, damage from pets, or damage in excess of $1,500.00 will be charged to Guest’s credit cards.

Short Stay Reservation Fee:  Reservations for a shorter duration than the rental property’s stated minimum stay requirement are subject to an additional short stay reservation fee of $100.00.  Short stay reservations are not available on all properties.

State and Local Taxes:  Reservations are subject to a 7% State of Montana Lodging Facility Use Tax.

Travel Protection Insurance:  Travel Protection Insurance is available as an option on each reservation.  The fee for Travel Protection Insurance is 4.5% of the total rental charges, not including non-refundable fees.  Travel Protection Insurance must be purchased more than 30 days prior to a Guest’s scheduled check-in date or, if the reservation is made within 30 days of check-in, at the time the Guest makes the reservation.  Bitterroot Cabins, LLC receives a portion of this fee for processing the insurance purchase.  Travel Protection Insurance is available through the reservation portion of the Bitterroot Cabins, LLC website and is provided by a third party insurer.  Please read the description of coverage and policy carefully to determine the circumstances covered by Travel Protection Insurance.  Bitterroot Cabins, LLC will not refund Guest payments in the event of evacuation for wildfire or severe weather.

GUESTS

Check-In/Check-Out Times:  Check-in time is between 4:00 p.m. and 6:00 p.m.  Early check-in may be available with prior approval and may be subject to an additional fee.  If Guests are unable to check-in during this period, please call Bitterroot Cabins, LLC to make special arrangement.  Check-out time is 10:00 a.m.

Alcohol:  The drinking of alcoholic beverages by persons under age 21 is prohibited on all rental properties.  Should a Guest or any other person be arrested for underage drinking at the rental property, or should Bitterroot Cabins, LLC observe Guests or other persons under the age of 21 drinking alcoholic beverages, this Property Rental Agreement may be terminated and the Guests evicted.  Kegs are not permitted on any rental property without prior written permission from Bitterroot Cabins, LLC.

Drugs:  Using, manufacturing, processing, selling, or possessing illegal drugs is prohibited on any rental property.  Bitterroot Cabins, LLC reserves the right to terminate this Property Rental Agreement and evict any Guest(s) possessing illegal drugs on any rental property.

Items Left Behind:  Bitterroot Cabins, LLC shall not be responsible for personal items left at the rental property by Guests.  Any personal items left behind by Guests will be returned to the Bitterroot Cabins, LLC office and can be picked up or shipped C.O.D. to Guests upon request.

Occupancy:  Maximum occupancy levels have been established for each rental property and are stated in the property detail section of the Bitterroot Cabins, LLC website.  Under certain circumstances Bitterroot Cabins, LLC may allow Guests to exceed maximum occupancy levels for an additional fee, however, Guests shall not exceed the stated maximum occupancy of any rental property without the prior written consent of Bitterroot Cabins, LLC.  The Guest making the reservation shall list all persons who will occupy the rental property during the dates the Guest has reserved the rental property.  Bitterroot Cabins, LLC reserves the right to terminate this Property Rental Agreement and evict any Guest when the maximum occupancy of the rental property has been exceeded without the prior written consent of Bitterroot Cabins, LLC.

Occupants:  The Guest establishing the reservation must be at least 23 years old. 

Firearms/Fireworks:  The use of firearms and fireworks in and around any rental property is strictly prohibited.

Pets:  Generally, no pets are allowed at any rental property.  Certain rental properties do permit dogs.  Information regarding pets is contained in each property profile on the Bitterroot Cabins, LLC website or can be obtained by calling Bitterroot Cabins, LLC.  An additional fee may be assessed and varies by rental property.  Guests bringing pets are financially responsible for damage caused by and extra cleaning resulting from the presence of pets.

Smoking:  Smoking is prohibited inside any rental property.  Outside smoking is permitted, but Guests shall refrain from littering.  Additionally, Guests must recognize the extreme danger of fire and properly extinguish all cigarettes, cigars, and pipes.  Bitterroot Cabins, LLC reserves the right to terminate this Property Rental Agreement and evict Guests found smoking inside any rental property.

Check-Out Procedures:  All keys that have been issued to Guests are to be placed in the locked rental unit upon checkout.  Prior to vacating the rental property Guests shall close and latch all windows, set thermostats to 65º, extinguish all fires, turn off all lights, and lock doors.

PROPERTY

Bed and Bath Linens:  Bed and bath linens are provided at all rental properties and are not cleaned or changed during Guest occupancy by Bitterroot Cabins, LLC, unless arranged for separately (additional fee applies).

Condition of Property:  Guests shall leave the rental property in substantially the same condition it was in at the time of check-in.  Guests are responsible for any damage, abuse, excessive cleanup required, or loss to the rental property or its contents caused by a Guest or any member of the Guest’s party during the Guest’s occupancy.  Bitterroot Cabins, LLC shall perform a walk-through of the rental property after check-out to ensure the property has been left in good condition.  Following the post check-out walk-through, Bitterroot Cabins, LLC will determine any additional charges incurred by the Guests under this subsection and will notify the Guests of any charges exceeding the coverage provided by the security deposit waiver fee within 30 days.  Bitterroot Cabins, LLC shall first charge the Guest’s credit card for any damage exceeding the coverage provided by the security deposit waiver fee.  If the amount of damage exceeds the limit of the Guest’s credit card, Bitterroot Cabins, LLC will contact the Guest for an alternate source of payment.  Guests agree to pay for any such additional costs.

Housekeeping and Cleaning Services:  During Guest occupancy housekeeping and other cleaning services are generally not provided.  Housekeeping and other cleaning services are available during Guest occupancy for an additional fee.  Guests requesting housekeeping and cleaning services must call Bitterroot Cabins, LLC (866-992-2246) prior to check-in to arrange for any such services.  If not arranged in advance, Guests may inquire regarding the availability of housekeeping and cleaning services during their stay by calling Bitterroot Cabins, LLC.  Bitterroot Cabins, LLC shall use its best efforts to accommodate Guest housekeeping and cleaning requests made during the Guest’s occupancy, but cannot guarantee availability of such services unless arranged in advance of the Guest’s check-in date.

Firewood:  Rental properties with wood fireplaces are provided with firewood.

Homes, Furnishings, and Equipment:  All rental properties in the Bitterroot Cabins, LLC rental pool are privately owned properties that are furnished and equipped by their owners.  As such, the properties, including their furnishings and equipment, may change from time to time without notice.  Moving furniture within a rental property or to or from another location is prohibited.

Hot Tubs and Pools:  Hot tubs and pools are cleaned prior to Guest’s arrival.  If Guests desire an additional cleaning during occupancy, Bitterroot Cabins, LLC will provide the additional cleaning for a fee of $50.00.  Guests are solely responsible for use and operation of hot tubs and pools.

Kitchen:  Each rental is provided with basic kitchen essentials:  pots, pans, dishes, glasses, tableware, utensils, coffee maker, toaster, refrigerator, oven, stove top, microwave, and cleaning supplies.  Table settings are provided for the occupancy allowed at the rental property.

Keys:  Two sets of keys are provided for each rental property.  Guests are responsible for the keys and any costs to re-key the property in the event any key is lost.

Locked Closets:  Certain areas within a rental property may be locked containing contents of the property owner.  These areas are excluded from the rental area of the property.  Guests are prohibited from accessing locked areas, or using any property contained within locked areas of the rental property.

Lockout:  In the event a Guest is locked out of the rental property, the Guest may borrow a key for re-entry from Bitterroot Cabins, LLC.  A locked out Guest must call Bitterroot Cabins, LLC at (866-992-2246) to make arrangements to borrow a key.  Guests must pick up borrowed keys from the Bitterroot Cabins, LLC office, or arrange to meet a representative elsewhere.  Guests will be charged a $25.00 fee for obtaining the key after business hours (8:00am to 5:00pm M-F).  If a representative of Bitterroot Cabins, LLC is unavailable to meet a locked out Guest, a locksmith will be required and the Guest shall pay any costs incurred.

Maintenance:  Equipment in each rental property should be in working order.  Guests shall report any inoperative equipment to Bitterroot Cabins, LLC.  Every reasonable effort will be made to promptly repair any defective equipment.  No refunds will be made for inoperative air conditioners or appliances, mechanical failure, or delays in utilities.  Guests understand and agree that Bitterroot Cabins, LLC or other service providers may enter the rental property at reasonable times for the purpose of making needed repairs.  Refunds or rate adjustments are not made for any inconvenience due to construction, road repair, or other maintenance.

Paper Products:  Rental properties are provided with paper towels, tissues, toilet paper, and trash bags.

Phone Calls:  Most rental properties have telephones.  Guests agree to make all toll calls using a calling card.  If Guests place long distance or other toll calls using the rental property telephone, the Guests are financially responsible for the charges, including a $5.00 fee per call.

Satellite/Cable Television:  Rental properties are privately owned and have different subscription packages for cable or satellite television.  Bitterroot Cabins, LLC does not guarantee that any program or event will be available.  Guests are financially responsible for any pay-per-view or other programming charges incurred.

MISCELLANEOUS

Acts of God:  Bitterroot Cabins, LLC and rental property owners shall not be held liable for events beyond their control which may interfere with Guest occupancy, including, but not limited to acts of God, acts of governmental agencies, fire, strikes, war, inclement weather, or without limiting the forgoing, by any other cause not within the control of Bitterroot Cabins, LLC and rental property owners, whether of the class of causes listed in this subsection or not.  Refunds will not be offered in these circumstances.

Agency Disclosure:  Bitterroot Cabins, LLC acts as an agent representative for owners of rental properties and at all times acts in the best interests of the owners.

Construction Noise:  Bitterroot Cabins, LLC cannot predict construction plans in the area and therefore shall not be responsible for any construction that may be occurring near our rental properties and offers no refunds or transfers for these circumstances.

Credit Cards:  Guests acknowledge that they are providing their credit card information as a guarantee and agree to pay all rent, long distance phone charges, damage beyond normal wear and tear, and all fees stated in the rental agreement.  If Guests fail to fulfill their financial obligations under the terms of this agreement, Bitterroot Cabins, LLC shall charge Guests’ credit cards to satisfy these obligations.

Termination and Eviction:  A material breach of this Property Rental Agreement by any Guest or any member of a Guest’s party, which, in the sole opinion of Bitterroot Cabins, LLC, could result in damage to the rental property or its contents, personal injury to guests or others, a breach of the peace, a nuisance to others, or a violation of criminal law or local code, shall result in the termination of this Property Rental Agreement and eviction of the Guest and all members of the Guest’s party, pursuant to Montana law.  Evicted Guests forfeit all rents and fees paid.

Indemnification:  Guests agree to indemnify and hold harmless Bitterroot Cabins, LLC and rental property owners for any liabilities, theft, damage, cost, or expense arising from or related to any claim or litigation in connection with Guests’ occupancy of the rental property, including, but not limited to, any claim or liability for personal injury or damage or theft of property which is made, incurred, or sustained by any Guest; provided, however, the foregoing indemnification provision shall not exculpate or limit the liability of Bitterroot Cabins, LLC for Guest damages resulting from any purposeful misconduct or purposeful negligence on the part of Bitterroot Cabins, LLC.

Right of Entry:  Bitterroot Cabins, LLC reserves the right to enter the rental property during Guest occupancy for any lawful purpose.  Bitterroot Cabins, LLC shall use it’s best efforts to provide Guests with 24 hours’ notice of Bitterroot Cabins, LLC’s, or its agent’s, intent to enter the rental property occupied by Guests, and shall further attempt to schedule such entry so as to minimize intrusion on Guest occupancy.  However, Bitterroot Cabins, LLC shall have the right to enter the rental property at any time in the case of emergency or if it is otherwise impracticable to provide Guests with advance notice of entry.

Right to Refuse Service:  Bitterroot Cabins, LLC reserves the right to refuse service to anyone for any lawful reason.

Termination By Owner/Substitution:  Bitterroot Cabins, LLC strives to comply with all reservation requests for specific vacation properties.  However, due to ownership changes, properties being removed from the rental pool, mechanical problems, or other unforeseen circumstances, Bitterroot Cabins, LLC, does not guarantee a specific rental property.  Bitterroot Cabins, LLC reserves the right to change the rental property reserved without notice or liability should the rental property become unavailable.  When comparable accommodations are not available, Guests will have the option of selecting from available properties at the published rate or receiving a complete refund of their reservation deposit and any reservation fees incurred.

Units For Sale:  Guests acknowledge that rental properties may be for sale.  Bitterroot Cabins, LLC reserves the right to show any rental property to potential buyers during the Guests’ occupancy, upon 24 hours’ notice to the Guests.  Every reasonable effort shall be made to schedule showings so as not to disrupt Guests’ occupancy.  Guests further acknowledge that a rental property may be sold or transferred prior to the Guests’ reserved occupancy period.  In this event, Guests will be entitled solely to the remedies set forth in the Termination By Owner subsection above.

Section Headings:  Section headings are used for convenience of reference only and shall not be considered a substantive part of this Property Rental Agreement.

Counterparts:  This Property Rental Agreement may be executed in any number of counterparts all of which together shall be considered an original.

Non-Waiver:  No waiver of any breach of any obligation or promise contained in this Property Rental Agreement shall be regarded as a waiver of any future breach of the same or any other obligation or promise.

Severability:  If any term or provision of this Property Rental Agreement or the application thereof to any person or circumstance shall to any extent be invalid or unenforceable, the remainder of this Property Rental Agreement shall be valid and enforceable to the fullest extent permitted by law.

Attorneys’ Fees:  In the event suit is brought to enforce any of the provisions of this Property Rental Agreement, the prevailing party shall be entitled to the costs of the suit, including reasonable attorney’s fees.

Binding Effect:  Except as otherwise provided in this Property Rental Agreement, this agreement shall bind, inure to the benefit of, and be enforceable by the parties and their respective heirs, devisees, and personal representatives.  Bitterroot Cabins, LLC’s written consent shall be obtained prior to any assignment or transfer of rights or duties under this Property Rental Agreement by Guests.

Arbitration:  Any controversy arising out of or relating to this Agreement, shall be settled or made by binding arbitration in Hamilton or Missoula, Montana, pursuant to the Montana Uniform Arbitration Act or other applicable Montana law and, where not inconsistent, in accordance with the Commercial Arbitration Rules of the American Arbitration Association now or hereafter in effect.  The Guest and Bitterroot Cabins, LLC shall unanimously select the arbitrator.  In the event the Guest and Bitterroot Cabins, LLC are unable to unanimously select an arbitrator within ten days of meeting to appoint an arbitrator, the arbitrator shall be selected by the American Arbitration Association.  The Guest and Bitterroot Cabins, LLC shall confer with the arbitrator and together shall decide upon a time and place for an arbitration hearing.  The arbitrator’s fees and all arbitration costs shall be paid by both the Guest and Bitterroot Cabins, LLC, unless the arbitrator determines that one party has asserted an unreasonable business position during the arbitration, in which event the arbitrator’s fees and all arbitration costs shall be paid by the party who has asserted the unreasonable business position.

Governing Law:  Montana law shall govern the interpretation of this Property Rental Agreement.