Terms & Conditions

1. Reservation & Confirmation

Your reservation is confirmed once payment is received and a confirmation email is sent to you. Please review the confirmation for accuracy and contact us immediately if there are any discrepancies.

The person making the reservation ("Guest") must be at least 21 years of age and will be responsible for all members of their party. The Guest agrees to provide accurate personal information at the time of booking.

Upon confirmation, you will receive the exact property address, directions, access instructions, and check-in details.

2. Payment Terms

• Nightly rates: $125 per night Sunday through Thursday, and $150 per night Friday and Saturday.
• Minimum stay: A two-night minimum is required for all bookings.
• Full payment is required at the time of booking to secure your reservation.
• We accept payment via credit card, debit card, or other methods specified at the time of booking.
• All prices are quoted in USD. Applicable state and local taxes may be added at the time of booking.
• A refundable security deposit is held via card authorization: $250 for standard stays, or $500 when bringing a dog. It is released within 7 days of checkout, provided no damage or violations are reported.

3. Cancellation Policy

We understand plans change. The following cancellation terms apply:

• 30+ days before check-in: Full refund of the total booking amount, minus credit card processing fees.
• 14–29 days before check-in: 50% refund of the total booking amount, minus credit card processing fees.
• Less than 14 days before check-in: No refund.
• No-show: Failure to arrive without prior notice results in forfeiture of 100% of the booking amount.

Refunds will be processed within 7–10 business days to the original payment method.

We strongly recommend purchasing travel insurance to provide additional coverage in case of unexpected changes to your plans. No one can predict the future — trip insurance covers unforeseen circumstances including illness, family emergencies, and weather events.

4. Check-In & Check-Out

• Check-in: 4:00 PM or later on the day of arrival.
• Check-out: 11:00 AM on the day of departure.
• Early check-in or late check-out may be available upon request and subject to availability. Additional fees may apply.
• Failure to vacate by checkout time will incur a late fee of $50 per hour.

Access instructions, lockbox/door codes, and directions will be provided via email after booking confirmation.

5. Maximum Occupancy

The maximum occupancy for this property is 4 guests. This includes all adults and children.

Unauthorized guests or exceeding the stated occupancy limit may result in immediate termination of the reservation without refund and/or additional charges of $75 per unauthorized person per night.

6. House Rules

By booking, you agree to the following property rules:

• No smoking: Smoking of any kind (cigarettes, cigars, vapes, cannabis) is strictly prohibited inside the retreat. Smoking is permitted outdoors only, and cigarette butts must be properly disposed of.
• Quiet hours: Follow local government quiet hours. Excessive noise, loud music, or disturbances are not permitted at any time.
• No parties or events: This is a peaceful retreat. No parties, gatherings, or events of any kind are permitted beyond the registered guest group.
• No illegal activities: Any illegal activity on the property will result in immediate termination of the reservation without refund and may be reported to local authorities.
• Trash: All trash must be bagged and placed in designated receptacles before checkout.
• Kitchen: Guests are expected to wash and put away all dishes, cookware, and utensils used during their stay before checkout. Failure to do so may result in an additional cleaning fee.
• Fire pit: The fire pit must be fully extinguished before retiring for the night or leaving the property unattended. Never leave a fire unattended.
• Respect the property: Treat the retreat and its surroundings with care. Deliberate damage to the property, furnishings, or natural surroundings will result in charges as outlined in Section 8.

7. Pet Policy

Dogs are welcome with prior written approval only. You must notify us at the time of inquiry and provide the breed, size, and number of dogs.

• A pet fee may apply and will be communicated upon approval.
• Dogs must be supervised at all times and may not be left unattended inside the retreat.
• Guests are responsible for cleaning up after their dogs, both inside and outside.
• Any damage caused by pets (scratches, stains, chewing, etc.) will be charged to the guest.
• Aggressive or disruptive dog behavior may result in a request to remove the animal from the property.
• Dogs are not permitted on furniture or bedding unless covers are provided by the guest.

Unapproved pets on the property will result in an immediate fee and potential termination of the reservation.

8. Damages & Security Deposit

Guests are financially responsible for any damage caused to the property, its contents, furnishings, appliances, or outdoor areas during their stay.

• A refundable security deposit is authorized on your card prior to check-in: $250 for standard stays, or $500 for stays with a dog.
• The property will be inspected after checkout. If damage is found, the host will document it with photographs and notify the guest within 48 hours.
• Repair or replacement costs will be deducted from the security deposit. If costs exceed the deposit, the guest agrees to pay the remaining balance.
• Normal wear and tear is expected and will not be charged.
• If no damage is found, the security deposit will be released within 7 days of checkout.

Please report any pre-existing damage or maintenance issues immediately upon check-in so they are not attributed to your stay.

9. Liability & Assumption of Risk

The Guest agrees to use the property and all amenities at their own risk. Mountain River Retreat and Noel & Ben Retreats LLC are not liable for any personal injury, accident, illness, or loss of personal property that occurs during the rental period.

The Guest assumes full responsibility for themselves and all members of their party, including children and pets.

Specific acknowledgments:

• The property is located on a waterfront along the Middle Fork River. Swimming and water activities are undertaken at the guest's own risk. There is no lifeguard on duty.
• The property includes an outdoor fire pit. Guests acknowledge the inherent risks of open flames.
• The property is in a rural mountain setting with uneven terrain, wildlife, and natural hazards. Exercise caution, especially at night.
• Cell service is extremely limited. In the event of an emergency, guests should be aware of the nearest landline or area with service (details provided at check-in).
• The host is not responsible for any injuries sustained during off-property activities including but not limited to hiking, fishing, hunting, swimming, or ATV riding.

10. Host Right of Entry

The host (or designated property manager/maintenance staff) reserves the right to enter the property under the following circumstances:

• Emergency: Immediate entry without notice in cases including but not limited to: active flooding, fire, smoke alarm activation, gas leak, or security threat.
• Scheduled maintenance: With at least 24 hours written notice to the guest.
• Rule violations: If there is reasonable belief that the terms of this agreement are being violated (unauthorized guests, parties, illegal activity, etc.).

Guests have a right to quiet enjoyment of the property during their stay. Non-emergency entry will be coordinated with the guest whenever possible.

11. Early Termination

The host reserves the right to terminate a reservation immediately and without refund if:

• The guest violates any of the house rules outlined in Section 6.
• The guest exceeds the maximum occupancy.
• Illegal activity is suspected or confirmed on the property.
• The guest causes or threatens damage to the property or neighboring properties.
• The guest's behavior is threatening, abusive, or dangerous to others.

In the event of early termination, the guest must vacate the property immediately. No refund will be issued for unused nights.

12. Force Majeure

Neither party shall be liable for failure to perform obligations under this agreement if prevented by events beyond reasonable control, including but not limited to:

• Natural disasters (floods, earthquakes, severe storms, wildfires)
• Government travel restrictions or mandates
• Epidemics or pandemics
• War, terrorism, or civil unrest
• Major utility outages affecting the property

In the event of a force majeure preventing the host from providing the accommodation, the guest will be offered a full refund or the option to reschedule to available dates within 12 months.

13. Indemnification

The Guest agrees to indemnify, defend, and hold harmless Mountain River Retreat, Noel & Ben Retreats LLC, its owners, agents, and employees from and against any and all claims, damages, losses, liabilities, costs, and expenses (including reasonable attorney's fees) arising out of or related to:

• The Guest's use of the property
• Violation of any terms of this agreement
• Injury to any person or damage to any property caused by the Guest or members of their party
• Any activity conducted on the property by the Guest or their invitees

14. Privacy & Property Address

For security purposes, the exact property address is provided only to confirmed guests after booking and payment are complete.

Guests agree not to publicly share the property address on social media, review sites, or other public platforms. General location references (Ellamore, WV area) are acceptable.

Any personal information collected during the booking process will be used solely for reservation management and communication. We will not sell or share your information with third parties.

15. Changes to Reservation

Changes to your reservation (dates, number of guests) are subject to availability and must be requested in writing. Date changes made fewer than 14 days before the original check-in date are subject to the cancellation policy in Section 3.

The host reserves the right to adjust pricing for date changes based on current availability and seasonal rates.

16. Governing Law & Dispute Resolution

This agreement shall be governed by and construed in accordance with the laws of the State of West Virginia.

Any disputes arising from this agreement will first be resolved through good-faith negotiation between the parties. If a resolution cannot be reached, disputes shall be subject to the exclusive jurisdiction of the courts of Randolph County, West Virginia.

In the event of legal action, the prevailing party shall be entitled to recover reasonable attorney's fees and court costs.

17. Severability

If any provision of this agreement is found to be invalid, illegal, or unenforceable, the remaining provisions shall continue in full force and effect.

18. Entire Agreement

These terms and conditions, together with the booking confirmation, constitute the entire agreement between the Guest and Mountain River Retreat (Noel & Ben Retreats LLC). No verbal agreements or representations made outside this document shall be binding.