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Accomodation Contract

This contract will be considered to be binding upon Ancient Cedars Lodge receipt of being booked online.  

To Book/Hold a date $100 is due upon booking.  Final pre-payment of total estimated charges is due 30 days prior to the event date, also paid either by e-transfer or credit card.

1.3. A refundable damage deposit of $250 is due 1 days prior to arrival.  The damage deposit will be charged to your card on file. The deposit will be refunded within two business days after checkout;  as no damages have occurred to the property or equipment. If damage has occurred, an estimate of costs for repair will be determined and the Client will be contacted and advise how much of the damage deposit they will get back. Client will be responsible for any loss or damage to our premises, property or equipment or rental items and, for any loss exceeding the damage deposit, the client will be invoiced and charged for such loss.

Following the stay, you will be provided with a final billing for any adjustments. Any outstanding balances are due no later than 5 business days following the event. Accounts that have not been settled within 5 business days will be charged to the credit card number on file/

 

Rental of Lodge

Use of the Premises: The Guest will have use of the Ancient Cedars Lodge outdoor space, log home, hot tub and deck.  The property must be left upon departure as it was found upon arrival, aside from garbage and recycling, and washed linens.

 

The use of the property is subject to the following conditions:

  • Access is permitted from 4 p.m. first day rented to 11:00 a.m. last day rented.

  • Earlier and later access to the property can be booked for an added fee if available.

  • No more than 12 people using toilets/showers in log home. (Unless written approval Ancient Cedars Lodge). 

  • No animals allowed in the log home or on the property. (Unless written approval Ancient Cedars Lodge). ​

  1.  Amplified Music: The amplified music must end at 10:00 p.m.  Maximum sound levels will be determined by Ancient Cedars Lodge, in its sole discretion.

  2. Hot Tub:  Only guests staying in the lodge are permitted to use the hot tub.  Guest must rinse off/shower before entering hot tub.  No glassware permitted while using the hot tub.  Plastic drinkware is provided. Hot tub lid must be kept on when not in use.  Standing on hot tub lid is prohibited.

  3. Kitchen Use:  Guests staying in lodge are allowed to use kitchen and will have fridge and freezer space available.  Kitchen and any appliance/kitchen tool used must be cleaned after use.

  4. Parking:  Guests are permitted up to 10 vehicles on the property, including third party vendors.  Anyone driving must park in locations determined by Ancient Cedars staff.  Absolutely no driving through field, unless given permission by Ancient Cedars staff. 

  5. Garbage: Absolutely no garbage can be left outside overnight due to wildlife.  Guest’s garbage that is left outside that wildlife gets into will result in a fee up minimum $500.

  6. Restrictions:  As the Ancient Cedars Lodge facilities are located in a forest, we do not allow the following items on the premises: Fireworks, exposed candles, sparklers are subject to current fire restrictions.  Any exposed flames anywhere on the property will be subject to the current fire restrictions, and only permitted at the sole discretion of Ancient Cedars Lodge.  Plastic confetti, rice, seeds, fake flowers or balloons are not permitted due to the animals on the property.

Additional Restrictions

The Client hereby acknowledges and agrees that during the use of the Premises:

  1. There is no camping unless given written consent

  2. No pets are allowed; unless given written consent

  3. No weapons are permitted on the Premises;

  4. Smoking (including e-pen & vaporizers) is permitted only in the gravel parking lot and no other location on the Premises whatsoever. Absolutely no smoking of any kind is allowed inside the lodge, the porches of the lodge, the geodome or the back yard deck. Failure to adhere to these requirements will result in termination of event and additional cleaning fees payable by the Client and or termination of event. Any smoking waste must be fully extinguished and disposed of in garbage.

  5. There is no access to the properties adjacent to Ancient Cedars Lodge​.

  6. No more than 12 guests may use the washrooms inside the lodge – due to maximum capacity of the septic. (unless given written consent)

  7.  Children (and one under the age of 12) must be always supervised by an adult while on the Premises.

  8. No Dangerous Conditions. The Client agrees to ensure that his/her/your event does not result in the creation of any dangerous or hazardous condition with respect to the Premises or any, equipment or furnishing therein, or result in any situation that would endanger the health or safety of any person who may be on the Premises during the event.

Cancellation

Cancellation Fees. In the event of a cancellation of a booking, cancellation fees will be deducted from the deposit held. Any balances owing in excess of the deposit held will be charged to the credit card on file. Cancellation fees compensate the Ancient Cedars Lodge for items such as rental equipment and entertainment services paid for in advance by the Ancient Cedars Lodge on behalf of the Client.  Cancellation fees will be based on the total estimated revenue for all facility, rental equipment and service requirements. Estimates will be based on the original booking or the most recent numbers confirmed, whichever is greater and will be charged as follows:

  • Cancellation within 7 days prior to booking date or less – 100% of the booking total is charged.

  • 8-14 days prior to the event - 75% of the booking total is charged;

  • 15 days to 30 days prior to the event - 50% of the booking total is charged;

  • 31 days and later – full refund minus 3% of prepayments for processing fee.

Cancellations by Ancient Cedars Lodge. Ancient Cedars Lodge may cancel a confirmed booking at any time due to a force majeure (including but not limited to fire, flood, earthquake, storm or other natural disaster, war, invasion, hostilities, rebellion, revolution, insurrection, terrorist activities, blockage, embargo, labor dispute, strike, lockout, health pandemic or interruption or failure of electricity, septic or telephone service) or other unforeseen circumstance that may make the Lodge unsafe or unable to provide an appropriate level of service. Ancient Cedars Lodge can cancel any accommodation booking due to sale of property.  Force Majeure cancellations are made at the discretion of Ancient Cedars Lodge and allow for full refund of any deposits made.

 

Miscellaneous Terms

  1. Entire Agreement. Except as otherwise specifically referred to herein, this contract contains the entire agreement of the parties and there are no other promises or conditions in any other agreement whether oral or written. This contract supersedes any prior written or oral agreements between the parties. Each party shall from time to time promptly execute and deliver all further documents and take all further action reasonably necessary or appropriate to give effect to the provisions and intent of this contract.

  2. Confidential Information. The Client consents to the collection and use of their personal information, as provided directly or collected from third parties, for the purposes of Ancient Cedars Lodge considering entering into this contract and for other purposes in respect of this contract.

  3. No Assignment. No party may assign its rights or obligations under this contract without the prior written consent of the other party. This contract benefits and binds the parties and their respective heirs, executors, administrators, personal and legal representatives, successors and permitted assigns.

  4. Survival. Notwithstanding termination of this Agreement, this Agreement shall survive the termination of this Agreement and no termination shall have any effect on any claim or cause of action existing prior to such termination.

  5. Counterpart. This contract and any amendment, supplement, restatement or termination may be executed and delivered in any number of counterparts, each of which when executed and delivered is an original but all of which taken together constitute one and the same instrument. Any party may deliver an executed copy of this contract by fax or other electronic delivery.

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