GlampOut Resorts - Elk River Hotel

Glamp Out Resort/ELK RIVER HOTEL & CAFE GUEST CHECK-IN AGREEMENT

We strive to provide our guests with an exceptionally clean, safe, and friendly resort experience. The following Resort Policy/House Rules have been established based on industry standards, management and operational procedures. These Resort Policy/House Rules are considered a part of our reservation agreement with you. As our resort guest, by reading and signing your resort registration you are agreeing to abide by all of our Resort Policy/House Rules, terms and conditions, and procedures. These Resort Policy/House Rules are presented here to help promote our guests’ safety and enjoyment and to ensure that each guest is aware of the understandings between Glamp Out Resort/Elk River Hotel & Cafe and the guest. Our Resort Policy/House Rules are subject to change from time to time, so please be sure to read all terms carefully.

GUARANTEED RESERVATIONS: All reservations must be guaranteed with a valid major credit card. Guests must be 21years of age and older. We accept Visa, MasterCard, American Express, and Discover Card. At the time of booking, first night's room and tax will be collected. Final payment is due upon check in. All payments require a credit card. If first night's room and tax are not collected at time of booking, the reservation may be cancelled and is subject to cancellation policies as outlined. A Team member will be in touch within 24 hours via email to finalize your reservation. In the rare event we can not accommodate a confirmed reservation, any money received will be refunded, or better accommodations will be provided. Reservations must be cancelled 48 hours (2 days), hotel time, prior to your arrival date, or you will be charged 100% of the room rate as well as all applicable taxes. Reservations will be held until 11:00AM the morning following your scheduled arrival date. Glamp Out Resort/Elk River Hotel & Cafe is not responsible for weather conditions, personal emergencies, or schedule changes. We recommend purchasing trip insurance through a third party for your stay.

SECURITY DEPOSIT- Upon check-in, a photo ID and credit card will be taken for incidentals and will be charged in the event any damages happen outside the normal wear and tear of the property during your stay. Also, if items are missing, ruined, or the property is left above normal dirtiness then we reserve the right to bill accordingly for these items. Our team will take photos of damaged items to provide guest. Our accepted credit cards include, Visa, MasterCard, American Express, and Discover.

CHECK-IN TIME: 4:00PM (EST)

EARLY CHECK-IN / PRE-REGISTRATION: Early check-in is offered based on availability. If you require a guaranteed check-in for arrival prior to 4:00PM then Pre-Registration and payment may be required. Please contact Front Desk staff directly to make reservations and complete a credit card authorization form prior to your arrival.

CHECK-IN REQUIREMENTS: Guests must be at least 18 years of age to check in at Glamp Out Resort/Elk River Hotel & Cafe. In the interests of security and to prevent fraud, guests are required to confirm their identity by providing their valid government issued photo identification (state driver’s license, passport, etc.) at check-in. A valid, signed, and pre-approved credit card in the name of the guest registration is also required. It is your responsibility to fully understand the manner in which your bank processes pre-authorizations and charges to your credit/debit card. Some banks hold pending authorizations for up to 30 business days.

GUEST REGISTRATION: We require valid contact information from the guest making the reservations including first and last name, residential address, phone number, and signature. The names of all guests occupying the room must be registered. Information regarding your license plate/car description is also gathered at check-in for security.

CHECK-OUT TIME: Room rental period expires at 11:00AM. Additional day charge, plus tax may apply for late checkout.

CHECK-OUT PROCEDURE: Check-out time is 11:00AM, please check-out with Front Desk so that housekeeping may begin cleaning your room as soon as possible for the next guest(s) arriving. If you require a later check-out, please contact Front Desk prior to the day of your departure and we will do our best to accommodate your request. A charge may apply for late check-out.

EARLY DEPARTURE: Guests who check out of the hotel after 11:00AM and prior to their scheduled departure date are subject to an early departure fee of one night, plus tax.

SPECIAL REQUESTS: We will make every effort to honor special requests upon your arrival. All special requests are noted on reservations and we will do our best to accommodate. However, the ability to accommodate any of these requests cannot be guaranteed in advance. We do not offer in stay cleans due to COVID, if you are in need of new linens or towels please correspond with the front desk. If staffing and time allows we may choose to accommodate an in-stay clean for an additional $50.00 upon request and availability.

PAYMENT: All reservations and registration must be guaranteed with a valid major credit card. We accept Visa, Master Card, American Express, and Discover Card. Pursuant to credit card agreements, credit cards are not valid unless signed by the cardholder. Credit cards must be signed. Cash (USD) payment is welcomed with a signed and pre-authorized credit card. All guests are required to present a valid major credit card and government issued photo identification even if guests are planning on paying in cash upon check-out. Checks and foreign currency are not accepted.

CHECKS AND CHECK CASHING: Unfortunately, we do not accept checks and we do not provide any form of check cashing services.

DEBIT CARD/CREDIT CARD HOLDERS: Your credit card is not valid unless signed. We will refuse an unsigned card. Your debit or credit card will be pre-authorized at check-in for the full amount of your stay. The pre-authorization will HOLD the funds until check-out, at which time the amount actually incurred during your stay will be charged. If you change your method of payment at check-out or change the length of your stay, your bank may not post the changes to your account immediately. Glamp Out Resort/Elk River Hotel & Cafe has no control over the policies of your bank and will not beheld liable for any “insufficient funds” penalties or any other resulting fees or charges. It is your responsibility to fully understand the manner in which your bank processes pre-authorizations and charges to your debit or credit card. Some banks hold pending authorizations for up to 30 days.

DEPOSITS AND GUARANTEES: There is a deposit required to make an individual room reservation. If the credit card payment is invalid the reservation will automatically be cancelled.

RESERVATION AND PAYMENT FOR GUESTS BY PRIVATE THIRD PARTIES: Generally, third party payment is not permitted. In the case of paying for a family member if you will not be physically present at the hotel, we require prior completion and approval of a credit card authorization form including a copy of your driver’s license and the front and back of your signed credit card. You will be responsible for any and all damages and loss. We reserve the right to refuse reservation at any time for any reason.

TAX EXEMPT GUESTS: Guests with tax exempt status will be taxed or exempt in accordance to their individual circumstances. If tax exempt status cannot be verified at check-in you will be charged a lodging tax until verification is made.

RATES: All rates are quoted in United States currency, plus tax. Rates may increase without notice. Rates as advertised on the Glamp Out Resort/Elk River Hotel & Cafe website or any other website or promotional material are subject to change at any time and may increase or decrease at the hotel’s discretion.

RIGHT TO REFUSE SERVICE: Glamp Out Resort/Elk River Hotel & Cafe is privately owned and operated. We reserve the right to refuse service to anyone for any reason(s) that does not violate federal or state laws. Glamp Out Resort/Elk River Hotel & Cafe has a zero-tolerance policy in which we will refuse to admit or refuse service or accommodation in our hotel or may remove a person, without refund, who refuses to abide by the reasonable standards and policies established by the State of West Virginia and the owners for the operation and management of the hotel. Glamp Out Resort/Elk River Hotel & Cafe will refuse service or evict a guest: for refusal or failure to pay for accommodations, is under the influence of alcohol, drugs, or any other intoxicating substance and acts in a disorderly fashion as to disturb the peace of other guests or is not in compliance with state liquor laws; acts in a disorderly fashion as to disturb the peace of other guests; is unable to properly supervise their children at all times, seeks to use the hotel for an unlawful purpose; seeks to bring into the hotel: an unlawfully possessed firearm; or something, including an explosive or hazardous or toxic substance, that is unlawful to possess and that may be dangerous to other persons; destroys, damages, defaces, or threatens harm to hotel property or guests; causes or permits persons to exceed the maximum allowable occupancy of room, refuses to abide by the reasonable standards or policies established by Glamp Out Resort/Elk River Hotel & Cafe for the operation and management of our resort.

QUIET HOURS: 11:00PM-8:00AM (EST)

*If you have a concern of a disruptive guest, please contact front desk staff immediately. Televisions, voices, or other devices must always be kept at a respectful volume level. Doors should be opened and closed quietly. No congregating or running in common areas during quiet hours.

VISITORS: No visitors after 12:00AM (EST), visitors must notify front desk upon their arrival. Visitors must always be accompanied by the registered guest. Visitors are not allowed to use guest amenities including the Wi-Fi services offered in the lobby/restaurant/bar. As a registered guest, you are responsible for your visitor at all times.

CANCELLATION: Glamp Out Resort/Elk River Hotel & Cafe is not responsible for weather conditions, personal emergencies, or schedule changes. Reservations must be cancelled 72 hours (3 days) hotel time, prior to your arrival date, in order to avoid a cancellation fee. If reservations are cancelled less than 2 days before the arrival date, your credit card will be charged the full room charge plus taxes. If you cancel any reservation, you must obtain and save the cancellation number for your records.

NO-SHOW CHARGES: Failure to check in on the scheduled arrival date for a guaranteed reservation guaranteed will result in a no-show fee being charged to your credit card. Penalty for no-show is first night's room and tax.

DO-NOT DISTURB AND ACCESS TO ROOMS: To provide all of our guests with an exceptionally clean and safe resort experience, we provide housekeeping upon request. Our housekeeping staff will honor the “Do-Not Disturb” door hanger once during a twelve-hour period indicating that the room is occupied. The housekeeping staff is required to enter the room at subsequent times to clean the room, check for safety, and verify the condition of the room. Management reserves the right to enter a room with a known status of “Do-Not Disturb” for reasonable purposes, such as an emergency, housekeeping, maintenance, verify that the room, its furnishings, and mechanical equipment are intact, or to address or prevent a violation of our Hotel Policy/House Rules. In the event of suspected illegal activity, management reserves the right to summon law enforcement to aid in eviction. The right to privacy ends when a Resort Policy/House Rule is broken. Law enforcement will be granted immediate access to hotel property and rooms of evicted guests.

CHILDREN: Well behaved children of all ages are welcomed. Children aged 17 and under stay for free when sharing a room with one or more paying adult(s), using existing bedding. As the parents, guardians, or chaperones of children you are personally and legally responsible for and must always be under the registered guest(s) supervision. For safety reasons, please do not leave children unattended in guest rooms or allow them to roam the hotel property unsupervised. Children under the age of 13 are not allowed in the restaurant/bar area without being accompanied and supervised by their parent/guardian/chaperone.

MAXIMUM OCCUPANCY: Room occupancy requirements are based on fire code/fire safety restrictions, and are stated in the description of your room when booking as well as when you check-in at Glamp Out Resort/Elk River Hotel & Cafe. If you exceed the maximum number of guests allowed, you will be asked to rent another guest-room for proper accommodations or vacate the hotel.

ROOM KEYS: Room keys are issued only to the registered guest(s). No room key will be issued to youth under 17 at any time. I.D. is required if you have lost your code and require a reminder.

HOUSEKEEPING/ROOM INSPECTION: Housekeeping is provided between the hours of 9:00AM-5:00PM. This is a 100% NON-SMOKING resort. Rooms are cleaned and inspected daily and a detailed log is maintained on each room and linen. Rooms are rented to guests in appropriate condition without any prohibited odor. Housekeeping and Front Desk staff are trained and skilled in identifying the odors from prohibited items. If our investigation concludes that you have smoked in your room, cooked, or brought a prohibited item into our facility, you will be fined, and evicted without any refund.

LINEN CHANGING: Your comfort is very important to us. For guests staying multiples nights, bed linen is changed on a rotation schedule. Used towels are exchanged for fresh towels upon request. If housekeeping is unable to change a bed due to personal items left on a bed, a note will be left. Housekeeping will be happy to change your bed linens and make your beds upon request if all personal items are removed. Please contact our Front Desk staff if you have any additional questions or concerns.

LOST & FOUND POLICY: Glamp Out Resort/Elk River Hotel & Cafe assumes no liability for lost, misplaced, stolen, or damaged valuables or belongings. If you discover that you have left behind something of value to you, please call us immediately and we will try to assist you in locating your lost item. We are unable to provide a guarantee of returning any personal belongings left behind.

FOUND ITEMS: Glamp Out Resort/Elk River Hotel & Cafe is not responsible for any item left behind by a guest. However, any item, with the exception of perishable items, left behind by our guests and found after departure by housekeeping will be collected, logged in, and kept in a secure location for collection by the owner for up to fourteen (14) days. Reasonable effort will be made to notify the guest that an item has found. Perishable items, underwear, and miscellaneous toiletries are discarded.

RETURN: We would be happy to return your lost item(s) to you by United States Postal Service. Unfortunately, we do not offer UPS or FED EX deliveries for items needing to be returned to guests after check-out. Your credit card will be charged packaging and postage, plus a $10.00 handling fee. A separate receipt will be mailed to you. Glamp Out Resort/Elk River Hotel & Cafe is not responsible for any item lost or misdirected during shipment by the United States Postal Service. Please contact the USPS Customer Service Department.

UNCLAIMED ITEMS/NO CONTACT: Lost & Found items are held for fourteen (14) days while we attempt to contact the guest. If guest contact information is incorrect or cell phone mailbox is full and we are unable to contact the guest during the fourteen (14) day holding period, the unclaimed item(s) are thrown away, given to local organizations, or disposed of accordingly by Glamp Out Resort/Elk River Hotel & Cafe.

ALCOHOL POLICY: Registered guests of legal age who choose to bring their own alcoholic beverages must consume those in their room or on the property grounds. Alcohol is allowed in public areas such as the lobby, common areas, outside area, etc. Alcohol consumed during special events served by a licensed caterer with permit to serve/sale alcohol is restricted to those 21 years old or older (valid photo identification required) and can only be consumed at that event venue.

FIREARMS AND WEAPONS: The safety and security of our guests and staff is extremely important to us. Our firearms and weapons policy is designed for the protection of our guests, vendors, staff, and owners, and pertains to the presence of firearms and weapons on hotel premises. Glamp Out Resort/Elk River Hotel & Cafe knows that guests and vendors may legally possess firearms or weapons for a variety of legitimate purposes. This policy has been developed to create a safe environment by providing appropriate guidance over the custody of firearms and weapons on our premises. Glamp Out Resort/Elk River Hotel & Cafe is private property. Guests, who are lawfully permitted to possess a firearm or weapon, may bring such onto our hotel premises for storage purposes only, with the understanding that they are personally responsible for following:

1. Guests must abide by all federal, state, and local laws.

2. Firearm and weapons must be appropriately registered.

3. Firearms must be unloaded

4. No cleaning of firearms is permitted on hotel premises.

5. Firearms and weapons must be safeguarded and secured in either a locked, hard sided firearm container or a soft gun case provided by the guest at all times and clearly labeled with their name and contact information.

6. No firearms or other weapons in the breakfast area.

7. Damages caused by arrowheads will be charged accordingly, please be careful.

Guests and vendors who fail to abide by our policy maybe asked to leave the hotel premises, are subject to trespass and may be subject to further legal action. Exempted from this policy are law enforcement officers and designated military personnel who are on-duty and required to carry firearms in the performance of their duties. No exemption to this policy is allowed for private persons, even those licensed and permitted to carry a firearm openly or concealed under local, state, or federal law, are exempt from this policy. It is our policy to promptly turn over any firearms left on the property to the Braxton County Sheriff's Office if we are unable to contact the owner. Questions concerning these policies or its implementation may be addressed to the Glamp Out Resort/Elk River Hotel & Cafe Site Manager directly.

IN CASE OF EMERGENCY OR FIRE: Please notify Front Desk in the event of a fire or other emergency, and they will contact proper channels to address the issue for resolution.

FREE WiFi ACCESS: Glamp Out Resort/Elk River Hotel & Cafe is a resort based getaway, and has access to WiFi for free to all of our registered guests. Please keep in mind, with the location of our resort the connection is not guaranteed to be typical WiFi most are used to. The resort WiFi access code is subject to change without notice. WiFi signals are subject to change without notice depending on the guests location, the status of our WiFi-equipment, and interference from other wireless signals..

ENFORCEMENT: All staff is trained and required to respond to potential violations of our Resort Policy/House Rules. Guests who refuse to abide by the reasonable standards and policies established by Glamp Out Resort/Elk River Hotel & Cafe for safety of all guests, staff, owners, property, and the operation and management of the resort will be evicted, with no refund. In addition to the room charge, a minimum $300.00 cleaning fee per room will be charged for infraction(s) of our Resort Policy/House Rules.

TERMS & CONDITIONS: Glamp Out Resort/Elk River Hotel & Cafe makes its best efforts to ensure that all the information that appears on its website is accurate. However, no warranty, expressed or implied, is given that the information provided on this website is error free. Glamp Out Resort/Elk River Hotel & Cafe does not accept liability for any errors and/or omissions, and reserves the right to change the information published at any time and without notice.

LINKS: Any links provided on the Glamp Out Resort/Elk River Hotel & Cafe website are for the convenience of site visitors and are provided in good faith. Glamp Out Resort/Elk River Hotel & Cafe does not accept liability for the contents or links provided on such websites, nor does it accept liability for any indirect or consequential loss arising out of the use or connected with its website.

ILLNESS AND EPIDEMICS: Glamp Out Resort/Elk River Hotel & Cafe reserves the right to refuse accommodations to a guest arriving with a contagious disease. In cases where sickness occurs during the stay, please notify the Front Desk staff. In the case of serious sickness, you may be requested to receive appropriate healthcare from the nearest healthcare facility. During epidemics we are entitled to employ precautionary measures within our judgment or as required by local authorities. We may charge you a room cleaning fee as we deem appropriate under the circumstances.

PARKING AT OWN RISK: All vehicle(s) must be listed on the registration at check-in. Parking for registered guest(s) is free. All vehicles are parked at the risk of the owner. Glamp Out Resort/Elk River Hotel & Cafe shall not assume liability or responsibility for any vehicle, occupants, or contents while operated or parked on the resort property. If a vehicle is left in the resort parking lot after the guest has departed without the written consent of the resort, the resort reserves the right to have the vehicle towed at the owner’s expense. No vehicle repairs permitted on resort premises.

DAMAGE AND/OR THEFT OF HOTEL PROPERTY: You are liable for any damage caused (whether by the deliberate, negligent, or reckless act) to the room (s), resort’s premises or property caused by you or any person in your party whether or not staying at the resort during your stay. Glamp Out Resort/Elk River Hotel & Cafe reserves the right to retain your credit card and/or debit card details as presented at registration and charge or debit the credit /debit card such amounts as it shall in its sole discretion deem necessary to compensate or make good the cost or expenses incurred or suffered by Glamp Out Resort/Elk River Hotel & Cafe as a result of the aforesaid. Should this damage come to light after the guest has departed, we reserve the right and you hereby authorize us to charge your credit or debit card for any damage incurred to your room or the Resort property during your stay, including and without limitation for all property damage, missing or damaged items, smoking fee, cleaning fee, guest compensation, etc. We will make every effort to rectify any damage internally prior to contracting specialist to make the repairs, and therefore will make every effort to keep any costs that the guest would incur to a minimum.

DAMAGE DISCOVERED AFTER CHECK-OUT: Guest Rooms found with waste strewn around, incomplete disorder, and/or “trashed” will be subject to maintenance deep cleaning fee, administration fee and/or third-party fees.

DAMAGE TO ROOM: Damage to rooms, fixtures, furnishing and equipment including the removal of electronic equipment, towels, art work, etc. will be charge at 100% of full and new replacement value plus any shipping and handling charges. Any damage to resort property, whether accidental or willful, is the responsibility of the registered guest for each particular room. Any costs associated with repairs and/or replacement will be charged to the credit card of the registered guest. In extreme cases, criminal charges will be pursued.

DAMAGE TO MATTRESSES AND BEDDING: Damage to mattresses and linen including; towels, mattress pads, sheets, bedspreads, blankets resulting from the use of body oils, make-up, shoe-polish, etc. will result in a charge for the special cleaning, repair or replacement of the damaged article.

DAMAGE OR TAMPERING WITH FIRE DETECTION SYSTEMS/FIRE-FIGHTING EQUIPMENT: Glamp Out Resort/Elk River Hotel & Cafe reserves the right to take action against any guest or visitor found to have tampered or interfered with any detection equipment throughout the resort, including detector heads in public areas, guest rooms, and fire extinguishers. Guests or visitors found to have tampered with any fire detection or fire-fighting equipment will be charged with any costs incurred by the resort due to their actions and will be evicted from the resort. Depending on the severity of the guest actions, law enforcement may become involved at the resort’s discretion. Should the fact that fire-fighting or detection equipment had been tampered with come to light after the guest has departed, we reserve the right and you hereby authorize us to charge your credit or debit card for any damage incurred to your room or the Resort property during your stay, including and without limitation for all property damage, missing or damaged items, smoking fee, cleaning fee, guest compensation, etc.

CHANGES OR MODIFICATION TO THE HOTEL POLICY/HOUSE RULES: Glamp Out Resort/Elk River Hotel & Cafe reserves the right to amend, modify, change, cancel, vary or add to these Resort Policies/House Rules or the arrangements and content featured on our Resort website at any time without prior notice. Please check our website regularly for updates to Resort Policy/House Rules. Any modification to these Resort Policy/House Rules that occurs before your departure is considered a part of your reservation agreement with us. A copy of these Resort Policy/House Rules is located on our website, and available from Front Desk staff upon request.