Willow Oak Rental Terms and Policies

Holding Your Reservation

We require a full payment via valid credit card in order to secure a reservation for the requested period of stay. This transaction can be completed on the website or via PayPal invoice, as requested upon checkout.

Taxes and applicable fees appear as “Fees” at the time of checkout.

Advanced Payment Policy

The credit card provided will be charged in advance for the guest dates and room(s) selected during the reservation process. Guests paying the nightly rate will be charged for their entire stay per the requested reservation. Guests paying the weekly or monthly rate will be responsible for delivering the weekly/monthly term payment in advance via credit card or money order. Note, for extended stay (weekly/monthly) guests, we must have a valid credit card on file. In the event the credit card payment method is not successful or is declined for any reason, the reservation will be canceled immediately.  Additionally, we reserve the right to cancel or modify reservations where it appears that a customer has engaged in fraudulent or inappropriate activity or under other circumstances where it appears that the reservations contain or resulted from a mistake or error.

Rates and Occupancy

All rates are quoted as double occupancy and are subject to local sales taxes and applicable fees. Taxes and applicable fees shall be included directly in the total at checkout as “Fees”.

Deposit

A deposit in the amount of $100.00 shall be charged initially at the time of reservation in order to cover necessary reimbursement to Willow Oak Living due to damages, removal of personal property, lost rent, etc, if applicable.

Cancellation

A refund of deposit and booking charges will be made if a cancellation notice via email to willowoakliving@outlook.com is received at least 72 hours prior to arrival date/check in time. Cancellations made with less than 72 hours-notice prior to your arrival date or no-shows will be charged the full rate, including taxes and fees, for the first night and 50% for each subsequent night on the original reservation, including taxes and fees. If a cancellation is necessary, and we can re-rent the room(s) for the date(s) on the original reservation, the refund will apply.

 

Modifying Your Reservation

In the event your reservation must be modified, please send an email to Willowoakliving@outlook.com with your name and best contact phone number, as well as your original reservation dates and dates to which your reservation should be changed. Willow Oak will do their best to accommodate your needs, based on availability.

Please note that a change in the length or dates of your reservation may result in a rate change.

 

Non-smoking Policy

The units at Willow Oak are non-smoking facilities. Any charges resulting from deodorizing the property or other smoke related maintenance shall be the financial responsibility of the occupant; this includes but is not limited to false alarms with the Lunenburg/Kenbridge Fire and Police Departments and lost revenue.

When disposing of cigarette butts outside, please be sure to use the provided cigarette butt disposal bin in front of the efficiency building.

 

 

Housekeeping Service

Willow Oak is a self-service facility; there is no staff on-site, and no front desk. However, the owners strive to best accommodate every guest. We will do our best to prepare the room for you prior to your arrival and provide necessary assistance during your stay.

Our goal is to provide you with a fresh, clean room, while being conscious of our environment and its natural resources. Towards this common goal, housekeeping services are scheduled based on the length of your reservation.

Note, coin-operated laundry facilities are located on site for use by all guests. These are located on the ground floor of the Willow Oak house, which is accessible by coded entry.

        For 1-7 night stays: Units are prepared for new guests with 3 full size bath towels, 3 hand towels, and several wash cloths. Additional towels and linens are available on the ground floor of the Willow Oak house, which is accessible by coded access.  

Additional trash bags can be found in the bathroom vanity cabinet.

Trash receptacles, if necessary, are located on the side of the efficiency building.

        For weekly/monthly (Extended Stay) reservations: Fresh towels and linens will be delivered to your room weekly, unless otherwise communicated. Upon delivery of these items, please leave soiled/used sheets and linens by the entry area in the Laundry Hamper or plastic bag so that these items can be retrieved and washed in a timely manner by Willow Oak management.

     For disposal of trash, please use the Trash receptacles beside the building, as necessary.

     An initial supply of soap and toilet paper are provided upon check-in; however, for both nightly & extended stay guests, replenishment of these items is the responsibility of the guest. A grocery store is conveniently located within walking distance of the property. Additional shopping markets and gas stations are within a short drive.

     *Extended stay guests are responsible for placing all trash in designated trash containers either inside the room or outside the building prior to their departure. Used linens and towels must be placed in a pile near the room entrance.

 

 Damages

We reserve the right to charge guests the cost of rectifying damage, caused by the deliberate, negligent or reckless act of the guest to the hotel’s property or structure. Should this damage come to light after the guest has departed, we reserve the right to make a charge to the guest’s credit / debit card and/or send an invoice for the amount to the registered address.

 

Removal of Hotel Property

We reserve the right to charge guests the cost of replacing any items that are removed from the premises by them without consent. The charge will be the full replacement amount of the missing item, including any delivery charges. Should the fact that the item is missing come to light after the guest has departed, we reserve the right to make a charge to the guest’s credit/debit card, or send an invoice for the amount to the registered address.

 

Hours of Operation

Willow Oak is a self-service facility; there is no staff on-site, and no front desk. However, the owners strive to best accommodate every guest. We will do our best to prepare the room for you prior to your arrival and provide necessary assistance during your stay.

 The management of Willow Oak is available during normal business hours via email or phone. We will do our best to respond in a prompt manner.

Phone: 434-222-7229

Email: willowoakliving@outlook.com

 

Minimum Age Requirement

You must be at least 21 years of age to reserve a room at Willow Oak. All guests under the age of 21 must be accompanied by an adult, at least 21 years of age.

 

Check In / Check Out

Check-in time for arriving guests begins at 3 p.m. Check-out time for departing guests is 11 a.m.

Check-In Procedures:

Efficiency units are accessible to guests via valid Entry Code on the door. The Entry Code will be provided to guests via email and/or text within two days prior to the first day of their reservation.

Check-Out Procedures:

Departure should take place on or before 11:00 AM on the last day of your reserved stay. Please be sure the door to your room is locked upon exiting.

Extended stay guests are responsible for placing all trash in designated trash containers either inside the room or outside the building prior to their departure. Used linens and towels must be placed in a pile near the room entrance.

Please contact Willowoakliving@outlook.com to request an early/late check-in/check-out, if necessary.

Unapproved late checkout is billed at $20 per hour, or part thereof.

Pet Policy

A maximum of one dog per unit is welcome at Willow Oak during your reserved stay. See below for applicable pet fees.

Pet must not exceed 50 pounds.

Guests must keep all pets on a leash and be sure to use the outdoor pet waste containers provided to properly remove and dispose of pet waste immediately.

Pet must not be left in room unoccupied at any time.

Failure to comply with the above pet regulations will result in a penalty charge of $250.00, which will be charged to the guests debit/credit card.

Pet Fee for Nightly guests:

For nightly guests, a non-refundable pet fee of $15.00 will be charged in advance per day for the length of your stay.

Pet Fee for Extended Stay guests:

For weekly guests, a non-refundable pet fee of $50.00 will be charged in advance per week for the length of your stay.

For monthly guests, a non-refundable pet fee of $100.00 will be charged in advance per month for the length of your stay (not to exceed $300.00 for stays longer than three (3) consecutive months).

This fee is to cover the cost of cleaning and fumigating the room(s). Certified service animals will be exempt from this charge. Excessive cleaning and/or damages due to any pet will be grounds for an additional charge up to $250.00.

 

TV & Internet

Guests shall be granted access to the wireless internet and cable TV provided at the property. Guest acknowledges that the provided wireless internet is a shared source and is extended from the house on site. Willow Oak shall not be held responsible for poor internet strength. Willow Oak shall not be responsible for providing back-up internet or TV services in the event the main service is temporarily unavailable. Guest agrees to refrain from performing illegal activities on the property, including but not limited to, downloading and/or viewing movies, videos, etc without proper permission and/or rights.

We reserve the right to charge the guest for unauthorized charges and/or illegal activities related to TV or Internet which occurs during their stay, regardless of whether said activity is confirmed after the expiration of their reserved stay.

Conduct

Guests agree to conduct himself or herself and require all visitors to conduct themselves in a manner that will not disturb other guests on the property. Guest shall not maintain any nuisances, including, but not limited to, boisterous conduct and loud parties. Guests agree not to conduct or permit illegal activities on the property. Tenant acknowledges that 10:00 PM through 8:00 AM shall be followed as Quiet Time on the property.

Parking

Guests of the Efficiency may use up to two (2) parking spaces. In the event of parking overflow, guests should not use parking spaces in front of the apartment building.

Legally Binding

By completing the reservation process, the guest hereby states that he or she has the legal rights to do so, and he or she understands and acknowledges all terms on this agreement.