Terms & Conditions
Guesthouses Terms & Conditions
Guesthouses LLC dba Guesthouses™ and Virginia Guesthouses™
1. Agreement and Reservations
By making a reservation, the individual booking (the "Guest") agrees to these Terms & Conditions with Guesthouses LLC dba Guesthouses™ ("Guesthouses"), acting as the authorized agent of the property owner ("Owner").
Guesthouses grants the Guest a temporary, nontransferable license to occupy the reserved property ("Premises") for the confirmed reservation period, subject to applicable law. The Guest is responsible for all occupants and visitors and for ensuring compliance with these terms and any property-specific rules.
The Guest must be at least 25 years old and must be present throughout the stay. Younger guests are permitted when accompanied by an approved responsible adult.
2. Booking and Payment
For eligible reservations, Guests may pay in full at booking or pay 50% at booking and the remaining 50% 30 days before check-in. Reservations made within 30 days of arrival require full payment.
Request to Book reservations require full payment upon confirmation and are not eligible for installment payments.
Reservations of 30 nights or longer may have separate payment schedules, deposits, and rental agreements.
UVA Graduation reservations are subject to the special terms in Section 4.
Applicable taxes and fees are disclosed during booking. Guests authorize Guesthouses to charge their payment method for scheduled payments and additional amounts properly owed under this Agreement, subject to applicable law.
3. Standard Cancellation Policy
The following policy applies to standard short-term reservations:
30 days or more before check-in: Full refund, minus booking fee
7 to 29 days before check-in: 50% refund of the total reservation amount
Less than 7 days before check-in: No refund
Refunds are based on the total reservation amount, regardless of the payment schedule selected. Any unpaid cancellation balance remains due under the applicable policy.
Cancellations must be submitted in writing or through the booking platform. Third-party reservations may be subject to the cancellation terms disclosed by that platform.
4. UVA Graduation Reservations
Reservations with stay dates falling within 7 days of the University of Virginia's Final Exercises, typically held in May, are subject to special terms.
Payment: 50% is due at booking, with the remaining 50% due 180 days before check-in. Reservations made within 180 days of check-in require full payment.
Minimum Stay: 3 nights
Cancellation:
180 days or more before check-in: 50% refund of the total reservation amount.
Less than 180 days before check-in: No refund. The Guest remains responsible for the full reservation amount. Guesthouses may collect any outstanding balance owed, including charging the authorized payment method, subject to applicable law.
These terms supersede the standard payment and cancellation policies.
5. Major Disruptive Events
Standard cancellation policies apply unless a major event occurring after booking prevents or legally prohibits occupancy.
Qualifying events may include mandatory evacuations, government travel prohibitions, widespread utility outages rendering the property uninhabitable, major natural disasters, or other extraordinary circumstances directly affecting the Premises. When a qualifying event prevents occupancy, Guesthouses will determine appropriate refund, relocation, or travel-credit options consistent with applicable law.
Personal illness, travel delays, canceled events, changes in plans, and foreseeable seasonal weather generally do not qualify. Guests are encouraged to purchase travel insurance.
6. Occupancy, Visitors, and Parking
Guests may not exceed the property's stated maximum occupancy. Additional visitors, gatherings, parties, and events require prior written approval from Guesthouses and must comply with applicable laws.
Vehicles must remain within designated parking areas and may not exceed the property's authorized parking capacity. Guests are responsible for damage, towing charges, or other costs resulting from unauthorized parking.
Violations may result in termination of the reservation, additional charges, and removal through lawful procedures.
7. Pets, Smoking, and Guest Conduct
Pets: Pets are permitted only at approved pet-friendly properties and may be subject to additional fees. Unauthorized pets may result in cleaning charges beginning at $75, damages, or termination. Service animals are accommodated as required by law.
Smoking: All properties are smoke-free. Smoking and vaping are prohibited in designated smoke-free areas. Violations may result in a minimum $500 remediation charge plus documented additional costs, subject to applicable law.
Good Neighbor Policy: Guests must respect neighbors, observe quiet hours from 10:00 PM to 8:00 AM, dispose of trash properly, and comply with local ordinances. Illegal activity, excessive noise, threatening behavior, and unauthorized events are prohibited.
Serious or repeated violations may result in termination and additional charges, including a minimum $500 charge for substantiated violations requiring management intervention, where legally permitted.
8. Check-In, Check-Out, and Property Care
Check-In: 4:00 PM
Check-Out: 11:00 AM
Early arrivals and late departures require prior approval and may incur additional fees. Unauthorized late check-outs may result in a $75 hourly charge plus documented costs.
Before departure, Guests must dispose of trash, wash or load and run used dishes, and follow property-specific check-out instructions. Additional cleaning or service charges may begin at $35 per documented infraction. Lost keys or access devices may result in replacement charges beginning at $50.
Guests must maintain the Premises responsibly and promptly report damage or maintenance concerns. Guests are responsible for damage, missing items, excessive cleaning, and negligent misuse caused by themselves or their party, excluding ordinary wear and tear. Guesthouses may charge the authorized payment method for reasonable, documented repair, replacement, cleaning, and other costs properly owed under this Agreement, subject to applicable law.
9. Maintenance, Access, and Refunds
Guesthouses makes reasonable efforts to maintain properties and accurately represent accommodations. Guests must promptly report issues and allow a reasonable opportunity for investigation and repair. Minor maintenance problems, temporary service interruptions, or nonessential property variations do not automatically qualify for refunds.
Guesthouses, the Owner, and authorized providers may access the Premises for necessary maintenance, inspections, repairs, or emergencies, subject to applicable notice requirements.
If the Premises becomes uninhabitable or unavailable, Guesthouses will make reasonable efforts to arrange alternative accommodations. If suitable accommodations cannot be provided, Guests will receive an appropriate refund for affected unused nights as required by law. Guesthouses is not responsible for unrelated travel expenses or consequential losses.
10. Safety, Amenities, and Personal Property
Properties are not childproof. Children must be supervised, and Guests must exercise caution around pools, hot tubs, fireplaces, stairs, elevators, bodies of water, outdoor equipment, animals, and other property features. Guests must follow posted instructions and use amenities responsibly. Children may not operate fire places, hot tubs, or other equipment without appropriate adult supervision. Guests must secure doors and windows when the Premises is unoccupied and safeguard access codes and keys. Guesthouses and the Owner are not responsible for lost, stolen, damaged, or forgotten belongings. Guesthouses will make reasonable efforts to return recovered items, subject to a minimum $35 handling fee plus shipping expenses.
11. Violations and Termination
Material violations of these terms, including unauthorized occupancy, parties, smoking, pets, serious disturbances, property damage, illegal activity, or threatening behavior, may result in termination of the reservation, forfeiture of applicable payments, and removal through lawful procedures. Guests remain responsible for documented damages, unpaid charges, and other amounts owed under this Agreement.
12. Liability, Indemnification, and Legal Terms
Guesthouses acts as the authorized agent of the Owner. To the fullest extent permitted by law, Guesthouses and the Owner are not liable for losses, injuries, damages, or expenses resulting from Guest negligence, misuse of amenities, third-party acts, or circumstances beyond their reasonable control. Guests agree to indemnify and hold harmless Guesthouses, the Owner, and their authorized representatives against third-party claims and reasonable expenses arising from the Guest's negligence, misconduct, or breach of this Agreement, except to the extent caused by the negligence or legally actionable conduct of Guesthouses or the Owner. Nothing in this Agreement limits liability that cannot legally be excluded. Guests are responsible for unpaid amounts properly owed and reasonable collection costs or attorney's fees where recoverable under applicable law. Reservation payments and deposits will be handled in accordance with applicable Virginia laws governing rental funds and trust accounts. Where legally permitted, interest earned may be retained by Guesthouses. This Agreement is governed by Virginia law. Property-specific rules and separately executed rental agreements are incorporated where applicable. If any provision is unenforceable, the remaining provisions remain effective.
By completing a reservation, the Guest acknowledges acceptance of these Terms & Conditions and responsibility for communicating them to all members of their party.
Guesthouses LLC
Charlottesville, Virginia