Hills O’ Brown Vacation Rentals Policies

Our policies have been created to provide you with a pleasant stay and make you aware of some important details prior to your visit. Please read our policies prior to reserving and booking any of our vacation homes. Hills O’ Brown Vacation Rentals will herein be referred to as: HOBVR

ACCOMMODATIONS

 Each rental home is individually, privately owned and reflects the taste of its owners,featuring
diverse amenities, specialty items and decorations.
 Locked Closets – many of the homes closets are locked and not accessible to guests. Tampering
with these locked closets will result in a damage fee and charged to the guest’s credit card.
 Every effort is made to accurately describe and list the amenities for each home. HOBVR will not
be held responsible for errors, changes made by the home owners or matters that are out of
HOBVR control, e.g. noise, construction, weather, etc.
 Complaints regarding accommodations must be submitted in writing to HOBVR prior to checkout
for consideration by the General Manager.
 Gas fireplaces in homes are seasonal and are turned off June-mid September.

RESERVATIONS

 We require a two (2) night minimum stay and a three (3) night minimum stay for
holidays. Occasionally, last minute cancellations provide additional availabilities.
 To make a reservation:
a) Check our on-line availability or call 812.988.6429
b) A deposit for the first full night’s stay plus taxes, surcharge and handling fee
must be paid at the time you make a reservation with a valid Visa or MasterCard;
however, all reservations of 6 or more days require a payment of 50% of the
total rental cost at time of reservation to secure the reservation.
c) Once you complete your reservation, a confirmation e-mail will be sent to you.
d) The remaining balance will be due 7 days prior to check-in.
 All reservations require a $20 handling fee. This fee is non-refundable and must be paid with the
deposit.
 Refunds are not issued due to inclement weather, snow or acts of God that are out of our
control.

CANCELLATIONS/CHANGES

 Cancellations of a confirmed reservation must be made by the Guest who made the original
reservation, not a representative of that Guest.
 Reservations cancelled more than 14 days prior to the arrival incur a cancellation fee equal to 10%
of the total charges before tax, plus the $20 handling fee.
 Reservations cancelled 8-14 days prior to arrival, you lose the deposit paid as per “Reservations
section (b)” above
 Reservations cancelled within 7 days of the arrival, there is NO REFUND!
 When within 14 days of arrival, the reservation cannot be shortened or moved.
 When within 7 days of arrival, reservations cannot be changed or altered. No exceptions.

FORMS OF PAYMENT

 We accept cash, money orders, cashier’s check, personal checks, MasterCard and Visa. All funds
must be payable in U.S. currency.
 HOBVR will process checks only once. There is a $25 charge for checks returned forinsufficient
funds or account closed and guest’s reservation(s) may be subject to immediate cancellation.

OFFICE HOURS

 We are open year-round Monday-Saturday 9:00 am – 5:00 pm. We are closed on Sundays and
major holidays.
 Check-in 4:00 pm | Check-out 11:00 am
 Our check-in and check-out times are strictly enforced to allow our cleaning crew to clean and
check each home prior to new check-ins. Please do not ask for early check-ins or expect keys to
be available prior to 4:00 pm.

OCCUPANCY

 The number of Guests occupying each home is based on the number of bedrooms, sleeping
accommodations and local codes. The occupancy for each of our vacation homes is listed on our
website and on the reservation availabilities. All occupancies are strictly enforced.
 Occupancy is limited to: families, couples, friends or adults 24 years of age or older.
 Exceeding the stated occupancy constitutes a breach in your agreement and will be cause for
immediate termination of stay without a refund. Additional per guest charges may be added to
the credit card on file.
 Only the number of guests paid and registered will be allowed on the property.
 You may have visitors to the unit. These extra visitors will be charged a daily rate for use of the
property. (inquire at the office)
 Evidence of extra guests, other than those registered, could result in extra charges.

CHECK-IN PROCEDURES

 Check-in time is 4:00 p.m. Check-out time is 11:00 am
 We have an extremely tight turnaround time frame between guests check-out and the next
guests check-in. In many cases, homes require maintenance repairs, additional cleaning time,
etc.
 Maps and keys to your rental home will be issued at check-in.
 If you are arriving after office hours, a packet will be left for you per your confirmation email in
our locked mailbox located at our office. Sunday’s packets will be p
 Please Note: hot tubs are serviced after each tenant or weekly, whichever comes first. A report
on the condition is on file at the office at all times.

RESTRICTIONS

Many of the vacation homes and cabins are located in the country and not within view of neighbors.
Even though it may seem “anything goes”, this is not the case. You are still staying in someone’s home
and sharing land with fulltime residents.
For Your Safety and the safety of neighbors, the following items and/or activities are strictly prohibited at
all of our properties
 Fireworks – fireworks of any kind including but not limited to: Roman Candles, Sparklers,Bottle
Rockets, etc. including the 4th of July holiday.
 Firearms – hand guns, pistols, BB guns, etc.
 Hunting – bow or guns
 Off Road Vehicles – ATV’s, battery or gas power, etc.
 Fires – only fires contained in an existing fire pit are permitted. No other type of outdoor burns
or fires.
 Large parties – each home has a maximum occupancy – no large parties, gatherings or
celebrations which exceed the occupancy are permitted. No exceptions
 Cutting trees and/or removing live plants, objects, etc.
This is only a partial list and by no means is limited to the above mentioned items. We ask that you
respect the property and surrounding areas by not conducting any activities you would not normally do.
There are no exceptions to these prohibited items/activities.

DEPARTURE PROCEDURES

 Check-out time is 11:00 am.
 Post-inspections and cleaning occur after each departure by HOBVR housekeeping staff toensure
our homes are clean and maintained for the next guest.
 Failure to comply with these departure procedures could result in an additional charge toyour
credit card.
 Unauthorized late check-outs – guests may be charged up to double the daily rental fee iftheir
departure extends past 11:00 am.
 Check out procedures – you will find this list at each unit, it must be completed and initialed
before departure
 Used sheets and pillow cases have been removed and placed at foot of bed.
 Used dishes have been washed, dried, and put away in their original location.
 Used towels and wash cloths have been gathered and placed in a single bathtub.
 All furniture has been returned to its original locations.
 All food/drink has been thrown away or donated to a food bank. (Cabinets and
Refrigerators)
 All trash has been removed from can(s), bagged, and gathered on the kitchen
floor, unless noted.
 All small appliances are off. (TV, coffee pot, etc.)
 All windows and doors are CLOSED and LOCKED.
 All trash and ashes are emptied from grill into trash bag, if ashes are cool.
 Key is returned to location where it was found at check-in.
 Home temperature is set to 55 degrees (Winter) or 75 degrees (Summer), unless
noted. (Do NOT turn unit off!)
 Gas Fireplaces: Make sure the fireplace is OFF, but do not mess with/shut off
pilot light. It remains on at ALL times that the fireplace is in operation
(seasonally).
 Smoking: While ALL units are non-smoking, exterior smoking is permitted at all
units. The guests are responsible for disposing of EVERY cigarette butt, used
match, etc. before check out. That includes items left in the yard, porch, outside
ash trays, etc. All smoking debris and trash must be placed in a trash bag with
the rest of the trash in the kitchen at check out.
 Please leave the unit in the condition as was found at arrival.
 ** If the cleaning crew has to do any of the above items, the price will be
deducted from the credit card on file.

MAINTENANCE/REFUNDS

 Our maintenance staff is available from 8:00 am – 8:00 pm seven days a week. There is an afterhours emergency pager number located in all homes. – 812-345-5349
 Pager instructions:
a) Leave a detailed message on the voicemail with the nature of the
issue/emergency, the name of the home you are staying at and a return phone
number.
b) You will receive a return call from our maintenance staff within 15-20 minutes.
c) If you are calling from a cell phone, make sure that you have clearreception.
d) All calls will be returned, however only true emergencies will be handled after
maintenance hours.
 We strive to keep all equipment, appliances, hot tubs and fireplaces in working order upon your
arrival.
 Occasionally mishaps will happen or prior guests have not informed us of an issue. Please report
any inoperative equipment to the HOBVR office immediately.
 HOBVR will make every reasonable effort in their power to have the problem corrected as soon
as feasibly possible.
 Under no circumstances will there be a reduction of rental fees or refund for loss of utilities,
mechanical failure of equipment and/or appliances such as but not limited to: air conditioning,
heating unit, dishwasher, washer, dryer, TV, blender, toaster, etc..
 Pools and/or hot tubs are occasionally subject to temporary closing due toextenuating
circumstances. No refund or rate reductions will be given should this occur.
 Refunds are not issued due to inclement weather, snow or acts of God that are out of our
control.

LOCK-OUT POLICY

 In the event a guest is locked out of the home during their stay, guests may borrow a key from
the office during business hours.
 After business hours – guests are required to call the after-hours pager – 812.345.5349 and leave
a detailed message. An HOBVR representative will return the call and meet the guest at the
office.
 There will be a $20 service charge, $30 if a key needs to be delivered to the home. This fee will
be collected at the time service is rendered OR charged to the credit card on file.
 You are responsible for all keys given to you for your rental home. If you do not return the keys
to the Management Office at the time of your departure, you could be charged a fee to change
the locks and make new keys.

PERSONAL PROPERTY

 HOBVR will not be responsible for personal items left behind in the home. If your lost item has
been found, you must send a prepaid envelope or package for return shipment of lost items. No
CODs.

PETS

 Absolutely no pets are permitted in or on HOBVR rental properties, except in designated pet
friendly homes.
 Homes designating “Small Dogs Only” will allow small dogs weighing up to 30 lbs. No exceptions
will be made.
 If a pet is left inside a home that allows pets, it must be crated.
 Pets are not permitted on any of the furniture.
 If you have a “lap dog”, please bring covers for the furniture.
 It is your responsibility to clean up after your pet. Violation of this policy will result in immediate
termination of stay without a refund.
 A non-refundable $30 pet fee is required for all pet friendly homes. Additional fees may be
charged to guest credit card to cover cost of cleaning, spraying, etc.
 Having a pet in a non-pet friendly unit will result in a $250 cleaning fee which will be charged to
the guest’s credit card.
 Indiana laws in regards to SERVICE ANIMALS are followed.

SMOKING

 Smoking is permitted outside only.
 Please discard cigarettes and butts in ashtrays and/or garbage. Do not throw butts in the yard,
garden, fireplace or fire pits.
 Smoking in a non-smoking unit will result in a $250 cleaning fee and charged to the guest’s credit
card. This could include leaving the doors or windows open while smoking outside and the smoke
gets to the interior of the home so please use discretion.
 We have NO smoking designated homes. Call HOBVR at 812.988.6429 if you need to clarify the
rules.

SECURITY DEPOSIT/DAMAGES

 Guests are responsible for any damages or theft during their stay. A valid credit card must be
provided for compensation of all damages and theft.
 Please report any damage upon occurrence.
 Charges to Guest’s card may include, but are not limited to: damages over and above normal
wear and tear, theft, phone charges, excessive cleanup, unreturned keys, unauthorized late
check-outs and unwarranted service calls.
 If a fee is charged, correspondence via letter/email will be sent to the Guest explaining the
reason, outlining the details and the charges.
 Should the Guest dispute the charges or the credit card limit is not sufficient to cover the
charges, HOBVR reserves the right to charge the Guests with vandalism and pursue collection
from the Guest, with venue being in the Brown County, State of Indiana. All reasonable
attorneys’ fees will be at the expense of the Guests should collection become necessary.

SUBSTITUTION/NON-AVAILABILITY

 Should the confirmed vacation home become unavailable for any reason whatsoever, HOBVR will
make every effort to inform the Guest immediately upon their notification that the home is
unavailable. We will make every effort to notify our guests prior to check-in whenever possible.
 Every attempt to relocate Guest to a comparable home will be made, unless Guest requests a full
refund, in which case all monies will be refunded.
 If the comparable home rental rate exceeds the original reservation amount, the difference in
rate will become the responsibility of the guest at check-in.

TELEPHONES

 Most HOBVR homes have telephones to be used for local calls only.
 Long distance calls – guests are required to use a credit card or calling card. If long distance
charges are incurred during a Guest’s stay, Guest will be charged $20 in addition to the cost of
the phone calls.
 Cell phone service is limited or not available in some areas of Brown County, depending on
location and cell service provider. HOBVR does not guarantee that cell phones will work.

Wi-Fi AVAILABILITY

Some homes have Wi-Fi internet access for your enjoyment. This free service is an open, unsecured
network provided for your convenience. By gaining access you acknowledge that you are assuming all
risks and understand all conditions. Please be aware of:
 The service is open and available to everyone;therefore it is not a secure server.
 The providers do not guarantee the privacy of your data and communications while using the
service.
 In many cases, the wifi has a limited amount of data and is not suitable for streaming,
gaming, etc. Therefore depending on prior guest use, WIFI may not be available. (inquire at
the office)
 There are potentially serious issues with any computer connected to the internet ranging from
viruses, worms and other programs that can damage the user’s computer.
 When using these providers, we suggest that you confirm that your computer has current antivirus software and proper firewall protection.

FURNISHINGS

 Each owner has furnished their home with basic needs for housekeeping, cooking, etc.
 Linens, pillows and bedspreads are provided.
 Paper products, condiments, and cleaning supplies are not provided.
 Gas fireplaces in homes are seasonal and will be turned off June-mid September.
 Firewood is provided by HOBVR October-March for interior wood burning fireplaces only.
 Wood is not always supplied for homes with approved outside fire pits, plan on bringing your
own.
 Pools, hot tubs, whirlpools and other special amenities will be maintained as well as possible but
no refunds will be given with regards to the condition of these special amenities.

RESERVATIONS FOR THE UPCOMING YEAR

Hills O’ Brown Vacation Rentals loves repeat guests!
 Advance reservations may be made for up to one year in advance.
 Owners always have first priority, followed by returning guests.
 All reservation policies and deposits apply.
 Reservations booked for the following year are subject to price increases should they occur.

GUEST LEGAL DUTY, RESPONSIBILITY AND RELEASE

 Guest shall conscientiously and prudently take good care of the premises during and related to
the Guest’s use and occupancy.
 Guest shall exercise safe conduct and comply with this agreement and the Rules of the premises.
 Guest shall actively and effectively supervise and control activities occurring on or related to the
premises.
 Guest hereby fully assumes the duties and accepts sole and exclusive legal responsibilities
relevant to Guest’s use, occupancy, and supervision of activities.
 Guest also hereby fully RELEASES and agrees to hold General Manager and the Owner of the
premises fully compensated, defended and HARMLESS for all damages arising from or related to
conditions, acts, or omissions directly or indirectly arising from or related to Guest’s use,
supervision and/or occupancy of the premises and for any related harm to the premises during
Guest’s occupancy.

IMPORTANT NOTES:

Please remember you are coming to the country…it is enjoyable, beautiful and
very quiet. Here are some guidelines to help you enjoy your visit:
 Bring sunscreen, bug repellant, etc. If you are allergic to insects or pollen be sure to bring your
antihistamine.
 If you are lucky, you will only be greeted by our Brown County Lady Bugs upon your arrival.They
are harmless and in fact quite beneficial to the environment.
 Our country critters occasionally greet our guests: Wasps, Ticks, Spiders, Skunks, Mice,
Opossums, Raccoons, Snakes, Bats, Turkeys and frequent Deer. Always be aware of them and
respect their boundaries.
 Keep a constant eye on your pets and children, especially near ponds, lakes, creeks and while
walking in the woods.
 HOBVR cannot control Mother Nature or her critters!

Thank You for reading and observing our policies. We wish you a wonderful vacation!