Check-in is after 3:00 PM daily- Monday- Friday.  Go directly to Ponderosa Property Management at 202 E. Railroad Ave. (Main St.) . in Plains. If your arrival is after 5:00 PM and/or on Saturday or Sunday – arrangements must be made in advance for check in.  Family and/or friends in the area, may pick up keys, with prior arrangement.  Friends/Family will be asked to provide identification.

CHECK-OUT TIME:

Check out time is 11:00 AM. Arrangements for late check out can only be made in advance, and will not be possible at all if there is another reservation scheduled for arrival on your departure date. Tenant and all guests and occupants of the property shall vacate the property and return the key(s) not later than 12:00 p.m. on the scheduled date of departure.  If the property has not been completely vacated and all key(s) returned by Checkout Time, then you will be charged $50.00 / hour. If guest’s unapproved late checkout interferes with housekeeping, guest will be charged for an additional night stay plus tax.

CONFIRMED GUESTS:

All reservations are made with the understanding that the number of guests shall not exceed the bedding arrangements for each rental. If more guests occupy the unit than allowed, your reservation is subject to immediate cancellation or additional charges, to include, but not limited to: additional cleaning charges, and a 50% surcharge of your total reservation.

KEYS:

Keys can be picked up at the office between 3:00 PM and 5:00 PM daily (Mon-Fri). There will be a minimum $50 charge per key NOT returned to our office, or left at the property if check out is on Saturday/Sunday, or arrangements have been made with Management. Each reservation will receive ONLY two keys to each property.

DEPOSIT AND FINAL PAYMENT:

The deposit is due to confirm your reservation within 14 days of booking. Payments may be made by check or money order.  If you prefer to pay with a credit card, you will be invoiced using PayPal invoicing service, an email address is necessary to facilitate this billing.

 Final payment on the reservation is due 30  days prior to arrival. If arrival is less than 30 days from the booking date, payment in full will be due immediately.

As renters, you agree to assume responsibility for any damage that has occurred during your visit to the house / unit and adjacent common areas. Your initial deposit  is payment as a security deposit towards any damages, lost keys, extra cleaning needed or unpaid obligations you may incur, and is fully refundable.

 CANCELLATION POLICY:

All cancellations must be submitted in writing (email is acceptable) and acknowledged by Ponderosa Property Management. Cancellation of your reservation must be made no later than 30 days prior to your scheduled check-in date as shown on the reservation confirmation sent / faxed / emailed to you by Ponderosa Property Management. Cancellation of your reservation after full payment of the total amount due, and/or less than 30 days prior to your check-in date will result in forfeiture of your deposit .

If your cancellation request is received in writing by Ponderosa Property Management at least 30 days before your check-in date, your monies will be refunded in full less a $50.00 administrative fee

WEATHER CONSIDERATION: 

Ponderosa Property Management will not be held responsible for guests’ inability to meet the reservation date and time for check-in. Winter weather conditions may cause highway closures, flight delays or flight cancellations. Any and all circumstances outside the control of Ponderosa Property Management or the owner will not be reasons for a refund or credit.

 POWER / UTILITY OUTAGES:

Ponderosa Property Management is not responsible for any power or other utility outages that occur during winter storms, brown outs, black outs, high winds, or any other situation that is out of the direct control of the rental department.

PETS:

Pets are NOT permitted under any circumstances and will VOID your reservation with a forfeiture of all payments. IF A PET IS FOUND IN THE HOME, YOU WILL BE ASKED TO DEPART IMMEDIATELY! All payments will be forfeited.

SMOKING:

All units are NON-SMOKING. If there is any evidence of smoking, you will be charged an amount equal to one nights stay in addition to the actual number of nights stayed in the unit.

INTERNET SERVICE:

Not all vacation rental properties are equipped with internet service.  Please confirm with Ponderosa Property Management upon making your reservation that this service is available in the property that you have selected.    Ponderosa Property Management is not responsible for the quality, speed, security, viruses, or the operation of the internet service. Each property is individually owned; the internet service is managed by, paid for and maintained by the property owner.  Any technical difficulties or non-operation of the internet service will not constitute any refunds or discounts.  Internet services are available at the Plains Public Library.  Hours vary, so please call them at 826-3101 to check on availability.

LINENS & TOWELS:

Both are provided in all units. Daily linen service is not provided. Washers and dryers are provided.  Linens are supplied for only the beds/sleepers/futons located in the property. Towels are supplied for the total number of people allowed to a specific unit. Additional towels and linens are not available. Laundry detergent is supplied in limited quantities only, additional detergent will not be provided.

HOT WATER:

Conserve the property’s hot water. Most properties have 35 to 50 gallon hot water heaters. The amount of hot water available will depend on length of showers/baths and the number of people occupying the property.

BATHROOM/KITCHEN:

Each property is supplied with a sufficient amount of bathroom tissue and kitchen paper towels based upon property size and number of guests. Additional bathroom tissue and paper towels will be the responsibility of the rental guest.

TELEVISION/ MUSIC:

The television amenities that are supplied are as follows: Minimum of one color television, one VCR and/or DVD player. Ponderosa Property Management is not responsible for the size of the television. Please no loud noises before 11:00 am or after 9:00 pm. Lost or stolen remote controls will not be replaced. There are no refunds or discounts for televisions without remote controls, or due to the size of the television.

AIR CONDITIONING:

Rental properties are not equipped with air conditioning. Ponderosa Property Management does not supply fans.

CLEANING SERVICE:

The property will be professionally cleaned prior to guest arrival. One cleaning is scheduled after your departure. If more frequent cleaning is desired, arrangements may be made by special request. A separate charge will be made by the cleaning service owner and paid by the guest directly to vendor. At the end of your stay, we would appreciate it if you would load the dishwasher, but do not start it, strip the bedding off the beds you have used and pile in the laundry area.  Straighten the kitchen and bag your trash- please place all trash in the container provided.  Your cleaning fee covers washing of linens, remaking beds, cleaning bathrooms, and general area clean up.  It DOES NOT cover removing garbage, stains, excessive dish and linen washing, or cleaning outdoor areas.  Deductions will be made from your deposit if there is excessive cleaning required. 

WINTER TRAVEL:

Winter travel restrictions may be in effect when you arrive, during your stay or upon departure. If arriving by air and renting a car, request a four-wheel drive vehicle. If driving to the area in other than a four-wheel drive vehicle, please carry chains. If a winter storm is in progress during your travel, please consult the respective state's road conditions. Road report information for Montana:  1/800-226-7623 or local 728-8553.  Please use extreme caution when traveling in snowstorm conditions or on wet/icy/snow covered roads. Obey all chain control restrictions, and inspection points.

ITEMS LEFT BEHIND:

Ponderosa Property Management is not responsible for personal items left in a rental property. If you desire our staff to retrieve an item or items, you will be charged a minimum of $25.00 per hour (one-hour minimum) to retrieve, package and mail the item(s). Please contact Ponderosa Property Management within 48 hours of checkout to report left behind items. All best efforts will be made to retrieve the item(s), but no guarantees will be made for successful retrieval. Please check the unit thoroughly before departing. Shipping and extra charges must be paid before items will be shipped.

MOVING FURNITURE:

Guests are encouraged to NOT move any furniture in the unit, however, if any furniture is moved, it must be returned to its original state, otherwise, a minimum charge of $50.00 per hour (one hour minimum) will be incurred  to reconfigure the unit after check out. 

PARKING:

Parking is limited at some vacation units, you will be informed of parking regulations for your rental at the time your reservation is made. Parking for RV’s, boats, boat trailers, jet skis, snowmobiles and similar recreation vehicles, must be authorized.

PARTIES:

Ponderosa Property Management has a strict policy regarding misuse of the property. No parties, weddings, etc. or no more people than the property sleeps as advertised are allowed within or outside the property without prior written consent. Unauthorized use of rental property may cause forfeiture of your reservation and/or monies. Please no loud noises before 11:00 am or after 9:00 pm.

LOST OR STOLEN ITEMS: 

Ponderosa Property Management is not responsible for any personal items, which may be lost or stolen from the rental property.

PROPERTY DAMAGE:

All properties will be inspected after guest departure. If evidence of anything other than ordinary wear and tear is present, the departing guest will be financially responsible for repair and/or replacement of damaged property.

BARBECUE:

Barbeque grills are not available in all rental properties. Cleaning of the barbecue is the sole responsibility of the guest prior to each use, and after each use. Ponderosa Property Management is not responsible for the cleanliness or operation of barbecue grills. Ponderosa Property Management does not supply charcoal, propane, lighter fluid, or matches. Use of the barbecue is at the sole discretion of the guests. Please be careful when using the barbeque grill. Fire and/or smoke damage will be the responsibility of the guest.

HOLD HARMLESS/INDEMNITY:

Ponderosa Property Management is not responsible for the safety or security of you, your guests or your property while staying at the property. As a condition of booking a property with Ponderosa Property Management, you (i.e., the persons booking the reservation) agree, on behalf of yourself, your family members and your guests to hold Ponderosa Property Management harmless and to defend and indemnify Ponderosa Property Management,  from any and all claims, including but not limited to claims for bodily injury, property damage or negligence, suffered by you, your family members or your guests as a result of any rental unit booked Ponderosa Property Management, excepting only claims for injuries actually caused by the sole willful misconduct of Ponderosa Property Management.