Guest policies at Virginia Backcountry Cabins

RESERVATIONS

Full payment is collected at the time of booking to confirm your reservation.

CHECK-IN & CHECK-OUT

Check-In: 3:00 PM to 10:00 PM on the day of arrival.
Check-Out: 11:00 AM on the day of departure.
Late check-out requests are subject to availability.

BREAKFAST

Pre-packaged continental breakfast items, including coffee, tea, oatmeal, and pastries, are provided.
Several breakfast, lunch, and dinner options are available a short drive away in the town of Monterey.

CHILDREN

Due to the ladder lofts, our cabins are not appropriate for infants and toddlers.

PETS & WEAPONS

We love animals, and pets are considered on a case-by-case basis. Please call before booking to discuss your specific request.
Weapons of any kind are not allowed on the property except as specifically noted in our Terms & Conditions.

SMOKING

Virginia Backcountry Cabins is a non-smoking property.
Smoking is not permitted inside buildings or anywhere outdoors on the property.

CANCELLATION POLICY

If your plans change after your reservation is confirmed, please contact us.

Cancellations with 14 or More Days' Notice

You will receive a refund of the amount paid, less the applicable cancellation fee.

Cancellations with Less Than 14 Days' Notice

You are responsible for the entire cost of your reservation.
If special circumstances arise, please contact us to discuss your situation.

LIABILITY WAIVER

By making a reservation, the guest agrees that Virginia Backcountry Cabins, LLC, its owners, and its representatives will not be held responsible for any injury sustained by the guest or the guest's guests while on the property or while using any provided amenities, including fire pits, grills, and other outdoor amenities.
The guest agrees to indemnify the business, its owners, and its representatives for actions resulting from accidents or injuries involving the guest or the guest's guests.
The guest also acknowledges that they are responsible and liable for their guests.

ADDITIONAL FEES

The following additional fees may be charged, if applicable:

Smoking or Smoke Odor

If smoke is detected in the cabin after departure, a $200 cleaning and loss-of-revenue fee will be charged. The cabin may need to air out for several nights and undergo odor removal.
Do not smoke inside cabins or allow smoke to enter the cabins.

Property Damage

Property damage fees may be charged at two times the actual repair or replacement cost.

Biohazard Cleaning

A $100 fee per incident may be charged.

Excessive Cleaning

Cleaning beyond standard cleaning requirements may be charged at $100 per hour.

Shipping Fees

Items left behind may be shipped at the guest's expense. Shipping costs will be charged at cost, plus a $25 handling fee.

PRIVACY POLICY

Our Mission

At Virginia Backcountry Cabins, we are dedicated to protecting your privacy and safeguarding your personally identifiable information.

Information Collection

Our main purpose in collecting personal information is to provide you with a streamlined reservation experience. We collect only the information we consider necessary to provide our services.
Personally identifiable information is collected when making a reservation. Information provided to us will not be disclosed to anyone unless we have specific permission to do so.
Virginia Backcountry Cabins does not give or sell information collected through our website to third parties.
We may use cookies and similar data collection technologies on certain pages of the website to measure effectiveness and safety. You have the option to decline cookies through your browser settings.

Security

At Virginia Backcountry Cabins, we take security seriously and use precautions to safeguard information online and offline.
Our Secure Sockets Layer (SSL) software encrypts personal information, including credit card numbers, names, and addresses, to help protect that information while transmitted over the internet.

Policy Modifications

Virginia Backcountry Cabins may update this Privacy Policy from time to time to reflect changes in the regulatory environment, business needs, or the needs of our guests, properties, strategic marketing partners, and service providers.

TERMS & CONDITIONS

These Policies, Terms & Conditions, together with any related cabin or campsite agreement, temporary non-exclusive license, waiver, release, or agreement for the use of accommodations, Add-Ons, equipment, activities, amenities, or pets and animals, collectively constitute the Agreement governing your reservation and stay.
By reserving, amending, canceling, staying at, or using the accommodations, Add-Ons, activities, events, and services, you agree to be bound by these Terms & Conditions.

Compliance with Rules & Regulations

You and all members of your party must comply with these Terms & Conditions and all rules, regulations, policies, terms, and conditions communicated by Virginia Backcountry Cabins.
Failure to comply with property rules may result in removal from the property without a refund.

Cancellation Policy & Refunds

You must be at least 18 years old to reserve accommodations, Add-Ons, events, or services.
No credits or refunds are provided for discomforts caused by nature, including excessive heat or cold, rain, hail, snow, ice, drought, inclement weather, natural disasters, animals, reptiles, insects, rodents, or sound.

Cabins

If a cabin reservation is canceled more than 14 days prior to arrival, a full refund will be issued.
If a cabin reservation is canceled less than 14 days prior to arrival, the full reservation payment is forfeited.

Campsites

If a campsite reservation is canceled more than 14 days prior to arrival, a full refund of the reservation payment will be issued.
If a campsite reservation is canceled less than 14 days prior to arrival, the full reservation payment is forfeited.

Add-Ons

If an Add-On is canceled more than one week prior to arrival, a credit will be issued for the amount of the Add-On, less a $10 cancellation fee per Add-On.
If an Add-On is canceled less than one week prior to arrival, the full reservation payment is forfeited.
Add-Ons may include items, amenities, or services such as sauna rentals, third-party massage appointments, fly-fishing excursions, hot tub rentals, or other separately charged services.
A credit may only be redeemed toward future cabin rentals, campsite rentals, Add-Ons, or point-of-sale transactions at this specific location. Credits expire one year from the date they are issued.
For reservations paid with a credit card, refunds will be credited only to the credit card on file for the reservation.
Virginia Backcountry Cabins may terminate a reservation with notice at its sole discretion.

Personal Responsibility

You are responsible for your own actions and the actions of all guests in your party.
All guests must act within the limits of their abilities, follow safety warnings, maintain control of vehicles and equipment, and refrain from actions that may cause injury to themselves or others.

Waiver & Release of Liability

By accepting these Terms & Conditions, you and your guests acknowledge and accept the risks associated with staying on and using the property.

These risks may include:

Natural terrain, trees, vegetation, exposed roots, rocks, creek beds, cliffs, drop-offs, mountains, valleys, hills, and other natural features.
Buildings, facilities, amenities, bathrooms, showers, stairs, decks, grills, fire pits, sidewalks, roads, parking areas, gates, and other property improvements.
Activities and events taking place on the property.
Changing weather conditions, high winds, tornadoes, thunderstorms, lightning, hail, flooding, temperature changes, falling trees or branches, ice, insects, reptiles, and animals.
Construction, repairs, equipment, tools, debris, and work taking place on the property.
Force majeure events and other circumstances beyond management's control.
Pets, vehicles, recreational equipment, furniture, games, and activities brought onto the property.

To the fullest extent permitted by law, you and your guests agree to release and waive claims against Virginia Backcountry Cabins and its management for injuries, damages, losses, or claims arising from these assumed risks.

Indemnification

You agree to indemnify, defend, and hold harmless Virginia Backcountry Cabins and its management from losses, liabilities, damages, costs, and legal expenses arising from injury, death, property damage, or other incidents related to your use of the property or the actions of you, your guests, or your pets.
Guests are responsible for their own safety, security, belongings, and the belongings of their party.

Parking

Employees may assist with directing guests to their designated cabin or campsite as a courtesy.
Guests remain solely responsible for safely transporting, parking, and operating their vehicles on the property.
Guests are responsible for avoiding damage to trees, branches, bollards, improvements, other persons, vehicles, and property.

Right to Refuse Service

The property is privately owned, and management reserves the right to refuse service to anyone except where prohibited by law.
Management may revoke access or require any person or party to leave the property for violations of rules or for behavior considered unlawful, dangerous, threatening, offensive, harassing, inappropriate, disturbing, disruptive, or inconsiderate to others.
Harassment or mistreatment of staff or other guests will not be tolerated.
Guests are responsible for their own actions and the actions of all members of their party and invitees.
Management may conduct legally permitted background checks and may cancel a reservation without a refund when permitted under the property's Terms & Conditions.

Photography & Media Release

By accepting these Terms & Conditions, you consent to photography, video, or other recordings of you and your guests while on the property.
You grant Virginia Backcountry Cabins, its affiliated entities, and promotional partners the right to use photographs, videos, names, likenesses, voices, and testimonial statements for promotional, advertising, and marketing purposes in any media, worldwide and in perpetuity, without compensation.

Right to Charge Your Credit or Debit Card

You remain personally responsible for the full amount of your reservation, Add-On charges, damages, indemnity obligations, and any other amounts owed under these Terms & Conditions.
If amounts remain unpaid, Virginia Backcountry Cabins may charge the credit or debit card on file for amounts due, including damages and other charges associated with your reservation.
Amounts remaining unpaid after 30 days may be subject to the maximum late charges permitted by applicable law.

Motorcycles, Mopeds, & Electric Scooters or Bikes

Motorcycles and mopeds may be operated on the property only by licensed drivers and only on designated roads in compliance with property rules, speed limits, traffic signs, and applicable traffic laws.
Minibikes, motorbikes, and motor scooters are not permitted on the property except in designated driveway and parking areas.

No Assignment or Unauthorized Subletting

Guests may not assign, transfer, sublicense, share, or rent their accommodations or Add-Ons to another party.
Unauthorized rentals or sharing through Airbnb, VRBO, or similar services are prohibited.
Violations may result in immediate termination of the reservation and removal from the property without a refund.

ADDITIONAL TERMS FOR CABIN GUESTS

Cleaning

At departure, cabins must be left in a reasonably clean condition.
Garbage must be removed from the cabin and placed in one of the designated bear-proof receptacles.
If a cabin is left in an excessively dirty condition, if an unauthorized pet occupies a non-pet-friendly cabin, or if smoking occurs in a cabin, a minimum $200 professional cleaning charge may be applied.

Damage

All damage to the cabin must be reported to management immediately and no later than check-out.
Guests are responsible for damage caused by themselves, members of their party, guests, or pets.
Damage charges may include repair or replacement costs for keys, remote controls, windows, appliances, furniture, cabinetry, cookware, dishes, carpets, rugs, drapes, towels, walls, linens, bedding, mattresses, outdoor areas, decks, stairs, utility connections, grills, fire pits, landscaping, and other property features.
Guests are responsible for all applicable repair and replacement costs, including materials, labor, taxes, and other charges.

ANIMAL AGREEMENT & WAIVER

Excluded Areas

Pets must be kept out of restricted areas, including food and beverage areas, common areas, playgrounds, and pavilions.

Excluded Pets

Management has sole discretion to exclude any pet.
Reasons may include breed-specific restrictions, vaccination status, illness, being in heat, aggressive or dangerous behavior, excessive barking or noise, or other disruptive behavior.

Supervision

Pets must be supervised at all times.
Pets must be kept on a leash or in a carrier while in public areas and may not be left unattended in a cabin or at a campsite.
Pens and portable fences are not permitted.

Vaccinations

Guests represent and warrant that pets are current on all required vaccinations, including rabies and distemper, and flea treatments.

Disturbances

If a pet creates a disturbance or causes a complaint, the guest must immediately make arrangements to house the pet elsewhere if requested by management.
Failure to promptly do so may result in removal from the property without a refund.

Revocable Privilege

Permission to bring a pet onto the property is a revocable privilege and not a contractual right.
Management may revoke permission at any time if a guest fails to comply with these Terms & Conditions or other applicable property rules.

Assumption of Risk, Release & Indemnification

Guests accept responsibility for risks, injuries, damages, or other harm caused by or involving their pets.
Guests agree to release and indemnify Virginia Backcountry Cabins and its management from claims, damages, or liabilities associated with their pets.

Acknowledgment

Guests are responsible for ensuring that all members of their party comply with the pet policy.
Failure to comply may result in removal from the property without a refund.

FIREARMS & WEAPONS POLICY

Guests must comply with all applicable federal, state, and local laws regarding the ownership and possession of firearms and other weapons.
Firearms and other weapons are not permitted inside Virginia Backcountry Cabins buildings or common areas.
Where permitted by law, firearms or other weapons may be kept in a locked, private vehicle in designated parking areas.
The discharge of firearms, BB guns, air guns or rifles, crossbows, bows and arrows, slingshots, or similar devices is strictly prohibited.
Exceptions may be considered on a case-by-case basis. Please contact us in advance to discuss any specific request.

ELECTRIC VEHICLE CHARGING

Charging electric vehicles (EVs) anywhere on the property is strictly prohibited.
The property's electrical infrastructure is not designed to support the continuous electrical load associated with EV charging.
Unauthorized charging may damage the electrical system, the vehicle, or both.
Guests found charging an EV may be required to immediately disconnect their vehicle, may be responsible for resulting damages, and may be asked to leave the property without a refund.

MARKETING COMMUNICATIONS

By agreeing to these Terms & Conditions, you consent to receive marketing communications from Virginia Backcountry Cabins and its affiliates, including emails, newsletters, and promotional offers.

LIMITATION OF LIABILITY

To the fullest extent permitted by law, Virginia Backcountry Cabins will not be liable for consequential, incidental, indirect, exemplary, special, or punitive damages arising from or related to your reservation, stay, or use of the property.
The property's total liability for any claim will not exceed the amount paid or payable under the reservation giving rise to the claim.

WAIVER

No waiver of any provision of these Terms & Conditions is effective unless made in writing and signed by an authorized owner of Virginia Backcountry Cabins.
A delay or failure to exercise a right does not constitute a waiver of that right.

FORCE MAJEURE

Virginia Backcountry Cabins is not responsible for delays, interruptions, or failures to perform caused by circumstances beyond its reasonable control, including:

Natural disasters and severe weather.
Floods, fires, earthquakes, tornadoes, hurricanes, pandemics, or explosions.
War, invasion, hostilities, civil unrest, or government actions.
National or regional emergencies.
Strikes, labor disruptions, or industrial disturbances.
Telecommunications failures, power outages, transportation disruptions, or supply shortages.
Other similar events beyond the property's reasonable control.

ASSIGNMENT

Guests may not assign their rights or delegate their obligations under these Terms & Conditions or the Agreement.
Any unauthorized assignment or delegation is void.

NO THIRD-PARTY BENEFICIARIES

These Terms & Conditions are intended solely for the parties to the Agreement and their permitted successors and assigns.
No other person or entity is granted any legal or equitable right, benefit, or remedy under these Terms & Conditions.

ARBITRATION

Any dispute, controversy, or claim arising from or relating to these Terms & Conditions or the Agreement will be resolved through final and binding arbitration.
The arbitration will take place in Monterey, Virginia.
The arbitration process will follow the procedures established in the Agreement, including the selection of arbitrators and applicable confidentiality requirements.
Guests waive the right to seek punitive, exemplary, or similar damages to the extent permitted by law.

GOVERNING LAW

All matters arising from or relating to these Terms & Conditions or the Agreement will be governed by the applicable laws of the State in which Virginia Backcountry Cabins is located, without regard to conflict-of-law principles.

SUBMISSION TO JURISDICTION

Any legal action arising from or relating to these Terms & Conditions or the Agreement will be brought in the applicable federal or state courts located in or serving Monterey, Virginia, and Highland County.

ENTIRE AGREEMENT

These Terms & Conditions, together with all related agreements, waivers, and reservation documents, constitute the entire agreement between the guest and Virginia Backcountry Cabins.
They supersede all prior or contemporaneous communications, understandings, agreements, negotiations, representations, and warranties.
No provision may be waived or modified except through a written agreement signed by the required parties.

SEVERABILITY

If any provision of these Terms & Conditions is found to be invalid, illegal, or unenforceable, the remaining provisions will remain in full force and effect to the extent permitted by law.

AMENDMENTS & MODIFICATIONS

These Terms & Conditions may be amended or modified only through a written document specifically stating that it amends these Terms & Conditions and signed by the property's owner or another authorized party.

ACKNOWLEDGMENT OF TERMS

By accepting your reservation, you represent and warrant that you have read and understood these Terms & Conditions, including the liability waiver, assumption of risk, and indemnification provisions.
You acknowledge that these Terms & Conditions affect important legal rights.
By accepting these Terms & Conditions freely and voluntarily, you agree that they are binding upon you, your party, your guests, and your respective heirs, representatives, executors, administrators, and permitted assigns, to the fullest extent allowed by law.

Virginia Backcountry Cabins Policies