Castleton Meadows

Thank you for choosing Castleton Meadows LP for your upcoming stay.  This Short-Term Rental Agreement (hereinafter: the “Agreement”) is entered into and made effective as of the signing date by and between the Property Owner/Operator (“Owner”) and the Guest (together - the “Parties”). of the property (or properties) located on Castleton Farms/Castleton Meadows LP. We are pleased to offer to you the property (or properties) described below upon the following terms and conditions  

The parties agree as follows: 

1. Cancellation:  In the event a Guest(s) wishes to terminate this Agreement, the total deposit and fees due upon booking listed in paragraph five of this Agreement will be fully refunded if the cancellation is made more than 30 days in advance of the arrival date. If cancellation is within 29th - 15th days of the arrival date, 50% of the total deposit and fees due upon booking shall be refunded. If cancellation is after the 14th day prior to the arrival, 0% of the money paid will not be refunded. Rates are subject to change without notice. We always suggest that you purchase travel insurance. 

2. Balance Payments:  The remaining balance due must be paid thirty days prior to check-in, or this Agreement may be canceled by the sole option of Owner. Balance payments run automatically on the same credit card used at the time of booking. All policies contained in this Agreement shall apply equally to payments made by credit card. Any refunds due to Guests from a credit card payment will be refunded by credit card transaction. 

3. Agreement of Rules: Guests agree to abide by all rules and regulations contained therein related to rental of the Property. Guests’ obligations include but are not limited to keeping the premises as clean and safe as the conditions of the premises permit and causing no unsafe or unsanitary conditions. Guests agree not to use the premises for any commercial activities or purpose that violates any criminal law or governmental regulation. Guests’ breach of any duty contained in this paragraph shall be considered material and shall result in the termination of guest occupancy with no refund of any kind. 

4. Occupancy/Visitors:  In no event shall more persons than the house occupancy number and what is listed on the invoice be allowed without prior approval by Owner, occupy the Rental Property. Additional overnight guests will incur a $15 per person, per night additional charge. If beds needed to be added you will incur an additional fee of $15 per bed.  No parties, events or other non-family groups are allowed unless Owner grants prior approval. Violations of these rules are grounds for expedited eviction with no refund of any kind. Guests hereby acknowledge and grant specific permission to Owner to enter premises at any time for inspection purposes should Owner reasonably believe that Guests are causing or have caused any damage to Rental Property. Guests further agree to grant Owner access to Rental Property for purposes of maintenance and repair. If the property/premises are used, in any way, by more are different persons than those identified in paragraph three without prior authorization from Owner, occupant/authorized guests/and all others may be required to immediately leave the property/premises or be removed from the property/premises and will be in breach of this Agreement. Furthermore, if the Owner elects to allow the event/party/etc. to proceed, the Guests will be subject to additional fees, including but not limited to an event fee and restroom trailer fee. All visitors to your rental property must be reported to the hospitality manager and must be approved by the Owner. Day visitors must leave the property by 10:00pm. 

5. Subletting:  In no event shall Guests assign or sublet the Rental Property in whole or in part. A violation of this rule is grounds for expedited eviction with no refund of any kind. 

6. Damages & Cleaning:  Guests shall be responsible for, and agree to pay for damage, defacement, or removal of property inside or outside the Premises that is in Guests’ control and will be charged to the card on file, unless the damage, defacement, or removal is due to ordinary wear and tear, or natural forces.  All breakage and property damage during Guests’ occupancy is required to be reported to Owner. Written documentation and appropriate receipts will be used to support any such charge and will be provided to Guests upon request. Guests shall be responsible for all routine cleaning while on the property, and Guests agree to keep the property, inside and out, reasonably clean and free from trash, clutter and debris. Guests are responsible for all damage due to misuse or overuse of the property. Guests shall promptly inform Owner of any and all damage to the property, whether caused by Guests or others. Guests will promptly reimburse Owner for all costs and expenses incurred upon demand. Guests acknowledges receipt of the property in good order and condition. The property will be inspected and cleaned after departure.  The cleaning fee includes laundry service for the towels and linens.  Guests are required to leave property in the same general condition that it was received in by making sure that the dishes are washed, and the house is generally picked up and ready to be vacuumed, dusted and laundered. Guests are required to leave property in the same general condition that it was received in by.  ANY LARGE HOUSEHOLD ITEMS/APPLIANCES THAT ARE MOVED AND NOT RETURNED TO THEIR ORIGINAL POSITION WILL RESULT IN THE INCURRENCE OF AN ADDITIONAL $200.00 FEE. 

7. Pets:  Guests must inform Owner of their intention to bring any pet and such shall be approved at the sole discretion of the Owner. If approved, guests are responsible for cleaning the area around Rental Property of all pet excretions. Guests agree to pay a non-refundable Pet Fee of $75 dollars per pet upon approval. When booking through HomeAway guests must also purchase CSA Travel Protection insurance if bringing any pet. Any material damage by pet to the Rental Property will be the responsibility of the Guests and shall be paid immediately upon written notification by Owner. Any undeclared pet(s) or unleashed (pets) found in or about the Property is ground for expedited eviction and forfeiture of all monies paid. Any soiled areas/excessive pet hair in the rental property will require an additional $150.00 pet cleaning fee and will be automatically charged to the credit card used for the reservation.  Pets must be leashed when outside for their protection as well as the protection of other animals on the Castleton Meadows LP/Castleton Farms property and cannot be left alone inside the property unless the pet is in a crate.

8. Smoking:  The Guests shall not, and shall not permit anyone to, smoke tobacco or any other substance in any indoor part of the premises. A violation of this policy shall be considered material and shall result in the termination of guest occupancy with no refund of any kind. Smoking shall include the inhaling, exhaling, burning, or carrying of any lighted or heated cigarette, cigar, pipe, hookah, marijuana (including medical marijuana), or any other product or substance that is intended for smoking. Smoking also includes the use of an electronic smoking device that creates a vapor, including e-cigarettes, e-cigars, e-pipes, e-hookahs, vape pens, etc. There will be a $2500.00 fee if any tobacco or any other substance, including vaping is detected inside/indoor part of the property after your departure. 

9. Left Items/Personal Property: Guests agree to reimburse Owner for shipping cost for any lost and found items that Owner is requested to return to Guests. Items found and not claimed within 30 days will be disposed of at the discretion of Owner. All personal property placed in or about the property by Guests shall be at the sole risk of Guests. Owner shall not be responsible for loss, damage, theft, or destruction of such property from any cause.

10. Inoperable Appliances/Maintenance: No refunds will be provided due to inoperable appliances. Although Owner will make every reasonable effort to assure that appliances will be and remain in good working order, equipment will break down without notice and is often out of our control. Also, no refunds will be given due to power blackouts, water shortage, road conditions, flooding, snow, construction at adjacent properties, or mandatory evacuations of the area by County officials due to potentially dangerous situations arising from acts of god or nature. Please report any non-functioning appliances or needed repairs as soon as possible to the hospitality manager. Owner shall make repairs within a reasonable time after receiving notice. Owner or Owner’s agent may enter the property during the rental term to inspect property or make repairs. Guests will be charged all costs associated with unnecessary repair requests. 

11. Issues: If upon check in or during your stay you experience any maintenance or housekeeping issues, please call the hospitality manager as soon as possible so that we may have the opportunity to correct any issues. We cannot properly address issues if you wait to report them after you have checked out. 

12. Gravel Roads/Parking: Roads leading to most rental properties are dirt and gravel. Please come prepared to drive on these roads in order to access the Property. Vehicles are to be parked in driveway areas only. Parking on the road is not permitted. Any illegally parked cars are subject to towing; applicable fines/towing fees will be the sole responsibility of the vehicle owner. 

13. Conduct of Guests: Guests shall not cause damage to the property or disturb neighbors, permit a nuisance to be maintained on the property, commit any violations of law, or violate health codes or other applicable federal, state or local laws, ordinances or restrictions. All electrical, plumbing, sanitary, heating, ventilation, air conditioning and other fixtures, smoke detectors, lighting, appliance and facilities on or about the property shall be used in a reasonable manner. Guests shall be responsible for the actions of all guests and other persons on the property and shall not permit such persons to violate any of the terms of this Agreement. Guests shall indemnify and hold harmless Owner from any liability, cost or damage resulting from any activities, actions, or non-actions by Guests or others on the property and Guests shall pay all costs, including reasonable attorney's fees, incurred by Owner in connection with the same. No parties/kegs, excessive speeding on roads, riding of ATVs or Off-Road Motorcycles/Dirt Bikes, excessive noise and/or obnoxious behavior, discharging of Firearms, or Fireworks, etc. Rappahannock County Noise Ordinance §170-117 - All outdoor noise/music between 8:00 p.m. and 7:00 a.m., must be reduced to a 75-sound pressure level(decibels) /Microbar level. Example of this noise level is a vacuum cleaner. The Owner has the prerogative to terminate this Agreement and to demand that disruptive Guests vacate the premises, thereby forfeiting all rental fees. No illegal drugs/use at rental property. Guests shall use the property for legal purposes only and other use, such as but not limited to, illegal drug use, abuse of any person, harboring fugitives, etc. shall cause termination of this Agreement with no refund of rents or deposits. 

14. Linens/Towels/Trash: Linens and bath towels are included in the rental rate, but daily maid service is not included. We do not permit towels or linens to be taken from the house. Guests are responsible for lost or damaged items at the cost of two (2) times the published standard rental price for damaged/lost linens/towels. Linens must be used at all times.  Please do not launder our towels and linens. Upon conclusion of the rental period, the Guests shall dispose of all waste material generated during the rental period in the receptacles provided and designated for the subject property.

15. Owner’s Personal Property: Owner may mark certain property for personal use and may maintain a personal closet or areas locked and/or reserved for Owner’s personal property. Guests shall not attempt to access those areas, tamper with locks, or in any way use Owner’s personal property. Guests shall not tamper with or attempt to use any equipment stored at the Property.

16. Unavailability, Damage or Destruction of the Property: If the Property is destroyed or becomes uninhabitable prior to Guests’ arrival, Owner will refund all sums paid by Guests. If the Property is damaged after the Arrival Date through no fault of Guests such that it becomes uninhabitable, Owner shall refund rent on a pro-rated basis. Owner shall not be liable for any damages relating to trip cancelation or other incidental costs or expenses. Guests’ sole remedy is the return rent paid. In the event Owner is unable to make Rental Property available for any reason other than described above or a reasonable substitute can not be offered as determined by Owner, guests agree Owner’s sole liability as a result of this unavailability is to provide a full refund of all monies paid under this Agreement. Guests expressly acknowledge that in no event shall Owner be held liable for any special or consequential damages, which result from this unavailability. Guests also agree to indemnify Owner from and against liability for injury/illness to Guests or any other person occupying Rental Property resulting from any cause whatsoever.

17. Internet/Cable TV:  We are pleased to provide wireless broadband internet service for your convenience but because of the property’s rural location we cannot guarantee an active connection at all times. The service is for personal use only; file-sharing or other intensive bandwidth applications are not supported by the ISP. Internet is provided as a convenience only and is not integral to the agreement. No refund of rents shall be given for outages, content, lack of content, speed, access problems, lack of knowledge of use, or personal preferences with regard to internet service. Cable TV is only provided in certain properties owned by Castleton Meadows LP, and, if provided, the service level has been chosen by the Owner. No refund of rents shall be given for lack of Cable TV or for outages, content, lack of content, or personal preferences with regard to cable TV service.

18. Lost Keys/Lock-Outs:  Key(s) will be provided at check-in. Guests shall maintain all keys and return the same to Owner immediately upon departure. Either in person or placed in the drop box outside of the office. The key is not to be left in the house. A $35.00 will be charged for each lost key, and Guests shall be responsible for all costs of re-keying the locks if owner deems that it is necessary. If Guests is locked out, $75.00 will be charged to Guests for key service.

19. Fire Alarms:  The property has fire alarms and the Guests must notify the Owner without delay if a fire alarm “chirps” or has a low battery condition.

20. Shortened Stays and Conditions:  There shall be no refunds of rents due to shortened stays or ruined expectations because of weather conditions.

21. Phones:  Phones are provided in each of our properties, however long distance phone calls are not permitted. Any long distance phone calls shall be billed to the Guests.

22. Reasonable Attorney’s Fees and Costs:  If Guests breach or noncompliance causes Owner to employ an attorney or collection agent, Guests shall be liable for all collection fees, reasonable attorney's fees and other costs incurred by Owner.

23. Outdoor Safety/Cooking:  Guests understand the rules and rental conditions upon which they are agreeing to rent accommodations, equipment, and use of the property. Guests acknowledge and accept that the sole responsibility for safety lies with the participant. In agreeing to this, Guests acknowledge that outdoor, mountain, water, and camping activities and exposure to the natural elements and animals can be dangerous and sometimes result in injury and even death. Riverbanks, streams, steps and decks can be slippery. Animals, insects, and plant life can threaten and infect or injure. Exposure to the elements can cause hypothermia, sunburn, among other risks inherent in participating in camping/outdoor/water activities. No swimming in ponds. Guests may cook only in the specific areas set aside by the Owner for cooking.  NO OPEN FIRES are allowed on Castleton Farms/Castleton Meadows LP property other than in the grill and/or outdoor fire pit (must have Owner's approval prior to use of the fire pit if available and IT IS MANDITORY THAT YOU ABIDE BY VIRGINIA’S 4PM BURNING LAW).  The grill and fire pit  must remain in an open area, away from trees, houses, etc. Fire pit must remain on cement or asphalt areas only.  All fires must be thoroughly extinguished before leaving unattended. Guests will be responsible for any damage as a result of any violations of this clause.  NO SLIP AND SLIDES ALLOWED.

24. Applicable Laws & Construction:  This Agreement shall be construed and governed by the laws of the Commonwealth of Virginia. This Agreement constitutes the entire agreement between the parties. No other oral or written agreements, representations, or understandings have been made by either party. Any change, deletion, modification, or cancellation of this agreement must be in writing and signed by the parties. If any provision of this Agreement is held to be unenforceable or in violation of law, the remaining provisions shall continue in full force and effect. If Owner waives a breach or noncompliance by Guests, such waiver shall not constitute a waiver of any subsequent breach or noncompliance, and all other terms shall continue in full force and effect.

25. Pool House Fee:  A separate pool house fee can be purchased upon check in which includes access to Pool House. An additional addendum must be signed and will be integrated into this Agreement upon purchase.

26. MUSIC:  County regulations prohibit outdoor amplified music. Castleton Meadows LP reserves the right to monitor the volume of the music during your function. If necessary, Castleton Meadows LP will request it be turned down. Failure to do so will result in loss of power for the sound system. Rappahannock County Noise Ordinance §170-117 - All outdoor noise/music between 8:00 p.m. and 7:00 a.m., must be reduced to a 75-sound pressure level(decibels) /Microbar level. Example of this noise level is a vacuum cleaner.. 

27.  NO FIREWORKS: GUEST(S) AGREE TO NEITHER BRING NOR DISCHARGE ANY FIREWORKS UPON THE PROPERTY.
The occupancy and use of the premises shall not be such as to place the property in danger of damage or to disturb and/or offend area neighbors or residents. We reserve the right to terminate this agreement and request loud or unruly guests to vacate the premises immediately. The Lessor will provide authorization for the use of small “sparklers” ONLY and guest(s) shall request this authorization at the time of the confirmation deposit.

28. Termination:  The Owner has the right to inspect the premises with prior notice as stated with the applicable State laws. Should the Guests violate any of the terms of this agreement, the rental period shall be terminated immediately in accordance with State law. The Guests waive all rights to process if they fail to vacate the premises upon termination of the rental period. The Guests shall vacate the premises at the expiration time and date of this Agreement. Owner may terminate this Agreement upon the breach of any of the terms hereof by Guests. Guests shall not be entitled to the return of any rental monies paid under the terms of this Agreement and shall vacate the Property immediately.

29. Liability of Owner – Indemnification and Hold Harmless:
GUESTS HEREBY ASSUME FULL RESPONSIBILITY FOR RISK OF BODILY INJURY, DEATH OR PROPERTY DAMAGE ARISING OUT OF GUESTS’ USE OF THE PROPERTY. In consideration of being permitted to enter the Property for vacation rental or any other purpose, Guests, for himself/herself, his/her/their heirs and personal representatives, other guests, children and any other parties who could make a claim by or through Guests, acknowledge, agree and represent that they have or will immediately upon entering, and will continuously thereafter, thoroughly inspect the entire Property, and that Guests find and accept the property as being safe and reasonably suited for the purposes of Guests’ use. Guests further agree and warrant that if, at any time, Guests observe or are made aware of any potentially unsafe conditions or if they feel that anything is unsafe, they will immediately advise Owner and will leave the area thought to be unsafe. Guests therefore WAIVE, DISCHARGE AND COVENANT NOT TO SUE Owner, its members, managers, agents or employees, for any and all loss or damage, and any claim or demand for illness, personal injury, DEATH, and/or property damage whether caused by negligence of Owner, natural conditions or otherwise. Guests hereby AGREE TO INDEMNIFY, SAVE AND HOLD HARMLESS Owner from any loss, liability, damage or cost Owner may incur due to Guests’ use or occupancy of the Property, whether caused by the negligence of Owner, natural conditions or otherwise. For purposes of this section, Owner shall include Castleton Meadows LP, Castleton Farms LLC and all employees, Chateauville Foundation and the Maazel Family.

30. Payment Methods:  We accept all major credit cards, and cash.I am over the age of 25 (and assume responsibility for those in my charge under the age of 25.) I hereby assume all legal responsibility for bodily injury to me or to any person on the property as a result of my visit and use, operation or possession of all equipment. Acknowledging this, I accept complete responsibility for the minor children/guest and myself in my charge and when renting any Rental Property and engage in activities or events at my own risk. Any reservations made under false pretenses will result in loss of advance payments and possible removal of guest from rental unit.I WILL ABIDE BY THE RULES AND ACCEPT THE TERMS AND CONDITIONS INCLUDED IN THIS AGREEMENT.

THE UNDERSIGNED HAS READ AND FULLY UNDERSTANDS THIS AGREEMENT AND VOLUNTARILY ENDORSES AND PROVIDES A COPY as of the dates set forth below.
Castleton Meadows LP                        Owner/Agent: Connie Payne     Date: Jan. 1 – Dec. 31, 2024

Renter Name:___________________ Signature:_________________            Date:  __________________