Vacation/Short Term - General Rental Policies read these carefully!!
Reservations: A security deposit is required within seven days of any booking (unless otherwise indicated on contract). During that period a tentative hold will be placed on the property pending arrival of full rental amounts. Please be aware that the reservation will be automatically deleted if no deposit is received. Once the security deposit is received, please note that you still have a deadline date for your rental monies per your rental paperwork. Should the booking be made within 30 days prior to your check-in date, the entire balance (security deposit, rent, other charges, etc.) will be due at the time of booking. All reservations are final.
Processing Fee: All reservations carry a $100.00 rental-processing fee. This fee is non-refundable and is charged for each rental.
Pricing and Availability: All properties are subject to price and availability changes without notice. Yet, no prices will change once a reservation has been made and paid for. No reservation is confirmed until approved by the owner and a deposit has been received by Woodfield Properties. Tenants may be transferred to another unit in case of an emergency. In such a case, all attempts will be made to transfer to a comparable unit, but you will be responsible for any higher charges (i.e. rent) incurred by the move.
Tax: Sonoma Valley vacation rental properties are not classified as hotels and are actually a "transient occupancy" (30 days or less). Therefore, any property rented within the City of Sonoma is subject to a 12% tax. Properties located within the County of Sonoma are subject to a 14% tax. Any rental rates quoted over the phone or listed on the website do not include tax. Tax, if any will be annotated on your vacation rental agreement.
Payments: All payments are due in advance and may be made by personal check, cash, money order, cashier's check, Visa, MasterCard, Discover or electronic wire. (Please contact our office for information on electronic wiring of funds.)
Cancellation Policy: If Occupant cancels or otherwise terminates their rental agreement prior to 60 days before arrival date, all payments except the reservation fee will be refunded to Occupant. If Occupant cancels or otherwise terminates their rental agreement after 60 day arrival date, Occupant shall be responsible for rent in full as damages unless the property is able to be rented to another party.
Security Deposit: A security deposit is required for all Sonoma Valley vacation rental properties and will be returned subject to, but not limited by, the following: (a) there is no damage to the premises beyond normal wear & tear; (b) there are no items missing from the premises on the day of departure, (keys, garage door openers, gate openers, linens, etc.); (c) that the premises are tidy and vacated in the same condition in which it was received; (d) that all debris and rubbish have been carried out and placed in the proper rubbish or recycling containers; and (e) that there are no unpaid, late, or outstanding rent, utilities or other charges owing. Any material breach of the lease agreement, or the general or specific home rules during tenancy, is cause for forfeiture of the entire deposit. Security deposits are mailed within 21 days of departure. There are times a percentage of the security deposit will be withheld even longer than the initial 21 days in order to await any and all necessary pending charges (phone bills, etc.). In addition, the return of the security deposit at the end of the term, if otherwise due, will be disbursed by Woodfield Properties acting as an agent of the homeowner of the rented property. Any dispute, claim, lawsuit, etc., relating to the return of the security deposit will involve the homeowner and tenant directly and will not involve Woodfield Properties who merely releases the security deposit for the homeowner. Tenant agrees to release Woodfield Properties from any liability relating to the return of the deposits.
Tenancy/Occupancy: When renting a Sonoma Valley vacation rental property from Woodfield Properties, please be aware that the property belongs to an owner who retains full legal, possessory rights, including the right of immediate access. Your occupancy is as a transient lodger for a certain stated number of days provided there is no breach of this contract.
Check Out: Check out is 10:00 AM. We often have tenants checking in the same day and housekeeping needs to begin promptly at 10:00. Failure to depart on time will result in a fee of $100 per hour being deducted from your security deposit.
Occupancy limitations/Usage/Subletting: The number of people who are authorized to stay in the Sonoma Valley vacation rental property is limited to the number disclosed to Woodfield Properties and which is stated on your rental agreement. If more and/or different persons occupy the premises that are not specifically authorized by Woodfield Properties, or if a party or extraordinary gathering takes place on the premises, this will cause a forfeiture of deposits and be grounds for immediate removal from the property under transient occupancy rules. We recognize the desire to have an occasional visitor or small party, but additional charges will be incurred for other unauthorized usage. In addition, any type of subletting is strictly prohibited. The use of the premises for any commercial uses (i.e., location shoots, filming of any type, still photography, etc.) is also strictly prohibited and is grounds for forfeiture of the deposits.
Pets: Most homes do not allow any pets and if a home allows pets, no pet may be brought without prior approval. Any unauthorized pet during tenancy is cause for forfeiture of the entire security deposit and eviction. Tenants with approved pets are fully responsible for all damages, including, but not limited to, animal stains, torn, ripped or chewed furniture or linens, etc., and fleas and ticks left in the house after departure (which means at least two treatments and/or carpet cleanings).
Smoking: Our Sonoma Valley vacation rental properties do not allow smoking of any kind in or around the unit. Any unauthorized smoking during tenancy is cause for forfeiture of the entire security deposit and eviction. Tenants are fully responsible for all smoking damage, including, but not limited to, stain, burn, and smell removal and cleaning of cigarette butts.
Swimming Pools: For homes with swimming pool heaters, there will be an extra charge to heat pool (this applies to guests staying on a daily or weekly basis). Typical cost to heat a swimming pool is $100.00/day. Monthly renters will pay actual usage and see the cost reflected in their utility bills. Any excessive charges or bills (based upon history at property) for any reason, not just due to negligence, will be charged to your deposit.
Personal Property and Injury: Owner Insurance: Occupant's or guests' personal property, including vehicles are not insured by owner or, if applicable, HOA, against loss or damage due to fire, theft, vandalism, rain, water, criminal or negligent acts of others, or any other cause. Owner does not insure against personal injury to Occupant, guests or licensees due to any reason other than the condition of the Premises. Occupant Insurance: Owner recommends that Occupant carry or obtains insurance to protect Occupant, guests and licensees and their personal property from any loss or damage.Indemnity and Hold Harmless: Occupant agrees to indemnify, defend and hold harmless Owner and Owner's Representative from all claims, disputes, litigation, judgments, costs and attorney fees resulting from loss, damage or injury to Occupant, Occupant's guests or licensees or their personal property.