Rental Polices

 * Cancellations: If you need to cancel a confirmed reservation for any reason, no refund of previously paid reservation deposits/prepaid rents will be allowed, unless the reserved property can be rebooked for the same reservation period and price. If we are notified of a cancellation, we will make every effort to rebook and will refund your prepaid amounts, which will be based upon any alternative revenue received, less a 20% cancellation fee of the total rental rate. Any such refunds will only be made once we actually receive the replacement reservation deposits and/or prepaid rents for your reserved booking period. Security deposits are fully refundable. A week at Swan Shores Lodge can be very expensive We HIGHLY RECOMMEND TRIP INSURANCE For information or a quote on trip insurance visit these Travel Insurance websites   Insure My Trip  and Access America

* Check-In time is 5:00PM and renter should not arrive until the property is ready for occupancy. No exceptions without prior written authorization. Renters that have paid for the early check in option will find the times have been adjusted to reflect the change in times on the rental agreement. Every effort is made to have the premises ready for guest occupancy at check-in time, but we cannot guarantee the exact time of occupancy with back-to-back reservations.

* Check-in Instructions: Upon arrival Guests are advised to review the inspection report and master known issues list and notify the caretaker IMMEDIATELY of any inconsistency between the report and your findings. Failure to complete this action may unintentionally hold you liable for damage that occurred before your arrival. Upon your departure a subsequent inspection report will be prepared. You are solely responsible for any and all damage that has occurred between the two reports. Please be advised that this is not negotiable after the fact and the damage security deposit will be charged. We know that accidents can happen and ask that if anything is broken during your stay that you please complete the Oops We Broke Something form and leave the broken item so that we can removed it from inventory and arrange for a replacement.

* Check-Out time is 10:00AM  Sorry No exceptions including luggage storage without prior written authorization. The check out policy is strictly enforced to provide housekeeper adequate time to prepare the property for the next guests arrival. Renters that have paid for the late check-out option will find the times have been adjusted to reflect the change in times on the rental agreement. Most reservations for this home are back to back so it is imperative that you follow the check out time shown on the rental agreement. Failure to check out on time will result in a charge to the security deposit for a full night stay. This fee will be utilized to credit the renter checking-in behind you for not having the house prepared on time.  

* Check-Out Instructions: Guests are asked to place everything back where you found it. Everything in the kitchen has been labeled and photos can be found in the guest service book to help guide you. Please leave all inventory intact including leaving bedding, sheets and pillows in the rooms they were originally located. This will assist us in taking inventory after your departure. We would greatly appreciate if you would complete the Guest Survey as this helps us with feedback on your stay with us.

The following items must be complied with before check out:
1.   Dishes, Pots, Pans, Silverware, and Utensils must be washed and dried
2.   Stove /oven shall be left in a clean condition.
3.   Refrigerator should be left clean and free of food.
4.   All trash put in outside garbage cans when applicable
5.   Sheets and pillow cases removed from beds (left on top of the beds )
6.   Soiled towels placed in laundry room with damp or wet towels left on top of washer/dryer.
7.   Beach towels that have borrowed by guests we ask that they be laundered and returned to the laundry room closet shelf.
8.   Set Heater to 65 degrees
9.   BBQ grates brushed and left clean.
10. TURN OFF all lights and fans inside and outside
11. Check all doors and windows to insure they are locked before you depart. (If you have any difficulty with locking doors please notify us immediately as the cabin CANNOT be left unlocked).
12. Property should be left neat and in order (same condition it was in when Guest(s) arrived

* Complaints: All representations made by owner/ owner’s representative with respect to Swan Shores Lodge are complete and accurate to the best of their knowledge and made in good faith. Owner/ owner’s representative is not responsible for issues outside of their control such as the failure of the water supply, gas, electricity, heating, television, satellite service, Internet service, appliances, hot tub, BBQ, entertainment equipment, etc., though they will endeavor to arrange for any such problems to be corrected as soon as practical. If you have any such problem during a rental period, you must notify owner/ owner’s representative immediately so that we can try and remedy the situation. No refunds will be offered for issues outside of owners control.

* Day Guest Visitors: Per the terms of our insured only paying guests are allowed to be on the premises. Guests that would like to invite family or friends as a day visitor will require pre-authorization. A maximum of two day guest visitors will be allowed at a rate of $10.00 per person. Day guest payment and the names of the two authorized day guests must be shown on the rental agreement with a notation that they are a day guest visitor. Day Guest Visitor times are from 9AM to 9PM.

* Directions and Codes: Two weeks prior to arrival, the Renter designated in this Agreement, will receive detailed driving directions, access codes for your visit for lock boxes or keyless entry systems for the property. Caretaker contact information will also be provided should renter need assistance during the visit.

* Excess Fees:  Rate does not include excess cleaning or litter pick up. The following items are not included in the guest service or standard cleaning fee and will be considered to be excess cleaning at a rate of $30.00 per hour: Oven or range top left excessively dirty, dishes left in the dishwasher or put away in the cabinets dirty, BBQ grill not brushed down and/or left excessively dirty, childrens finger prints on windows that require excessive window cleaning, excess garbage, failure to break boxes down, Christmas tree removal, fireplace cleaning/ash removal, beach towels and robes that are borrowed and not laundered.

* Fire Danger: Due to the extremely dry temperatures especially during summer months and distance from the fire department to this location; Absolutely NO Fire pits or Fireworks are permitted as wild fires are a serious concern. Renter and guests are advised that anyone found to be burning a fire or lighting fireworks on the premises will result in immediate termination of the rental agreement and removal of all guests from the premises without refund.

* Garbage & Trash: It extremely important that garbage and trash be disposed of properly with garbage can lids closed and locked at all times so that you do not attract bears as trash pickup is every two weeks. . Guests will find two large trash receptacles one for each week of the stay. Guests will also find trash compactors one located next to the sink and a second compactor in the garage. All boxes should be broken down and stored between the garbage cans as boxes have a tendency to use up valuable garbage space. All trash must be in kitchen garbage bags, removed from the house and disposed of prior to departure. Guests are advised not to block access to the garbage bins as the garbage company may either skip the house if cars are blocking access or disturb you between the hours of 4:30AM – 5:00AM as we are the first stop on the route. If the trash receptacle bins are blocked by cars the day of trash pickup and we are bypassed the renter will be billed for the costs associated with removal of the trash due to inaccessibility. Garbage/Trash pickup days are posted on the end cabinet in the laundry room area. Excess trash fees are defined as anything that will not fit in the garbage cans that are allotted for the week of your stay. Guests will be charged an excess trash fee of $30.00/hr plus dump fees which is defined as anything that will not fit in the garbage cans that are allotted for your week stay. Excess fees will also apply to trash that is disposed of loose not in kitchen trash bags.

* Hot Tub/Spa/Beach Towels: Beach towels, bath robes and spa slippers are also available for guests; we ask that if any of these items are borrowed that they be laundered after use.

* Inspection Report: The house is inspected before and after every guest visit. Upon arrival renter is advised to review the inspection report and notify the caretaker of any inconsistency between the report and your findings. Failure to complete this action may unintentionally hold you liable for damage that occurred before your arrival. Upon your departure a subsequent inspection report will be prepared. Renter is solely responsible for any and all damage that has occurred between the two reports.

* Inventory: The furnishings provided are inventoried upon arrival and departure. A complete set of towels are provided for each guest (Bath, Hand and wash cloth). The kitchen has been labeled with the location of every item along with a complete inventory list in the guest service book. We ask that guests please return items back to the labeled location for ease in taking inventory at departure.

* Lake Level and Boat Dock/Ramp availability: The Swan lake level is highly dependent on the water flow from the Swan river. Guests are advised that the boat dock cannot be installed until the Swan river has reached its crest which ranges from late May to late June each year. The lake level will also drop which is typically during the end of the summer season. Therefore no guarantees can be made as to the availability of the boat dock during this time of year. If the renter plans to bring their own boat and would like to have us consider allowing them to use our boat ramp you will be required to notify us for approval prior to arrival. The boat ramp is locked and will only be opened after a disclosure and waiver form has been signed stating that the renter understands that only 4 wheel vehicles are allowed and renter could cause damage to the vehicle and/or the boat. The alternative is to use the Swan Lake boat ramp facility which is a short drive from the home.

* Lost and Found Items: Guests are reminded to allow enough time before departure to insure that belongings are not left behind as costs associated with return of belongings can be quite expensive. Due to concerns with belongings lost in shipment or damaged in transit we cannot accept the liability for guests belongings. Therefore, guest is asked to contact a local UPS store in your area and arrange for UPS to pick up your belongings. We will require packaging to be sent to us ahead of time along with the return label. The fee for our caretakers time to package and arrange for the shipment is $30.00 per hour. Before belongings can be shipped back a disclaimer is required that states our caretaker will not be responsible for loss or damage. Scheduling the return or picking up of the belongings cannot take place until the next turn day as our policy is not to disturb guests.

* New Renters & References: New renters are asked to please supply references (preferably from another vacation homeowner). If references are not supplied we will require the damage security deposit to be paid by check, money order or cashier’s check). New Renters will be greeted by our caretaker/and or staff upon arrival so that we can review the rental polices with you and the other members of your party. We will also review the guest services informational book and instruct the renter on how to use the home theater room electronics. We will conduct the arrival walk-through inspection and help you with completing the guest inspection report.

* Occupancy Compliance: Renter must be in compliance with the occupancy requirements of our insurer and local fire ordinances therefore the guest list must be accurate at all times. Maximum sleeping occupancy is 12 guests and 2 day guest visitors for a total of 14 people on the premises. Primary occupant must be age 25 or older, our caretaker may request to see a copy of a valid driver's license for verification purposes. To insure accuracy of the guest list please be advised that Vacation Holdings, LLC reserves the right to conduct unannounced visits to the property to assure accuracy. Occupancy by additional persons, beyond the specified maximum, will result in the forfeiture of your security deposit and/or early termination of your rental period, without refund or rental fees paid. Renter must understand that this property is intended to be used only by the maximum specified number of persons specified in this rental agreement. Please be respectful of property lines and boundaries between our rental home and our neighbors, and that you must observe "quiet hours" between 9PM & 7AM each day of your visit. All special occasion parties including weddings require prior approval; unauthorized Parties, Live Bands or Disc Jockeys are strictly prohibited. Rates are based on occupancy and number of bedrooms used. Renter is advised that if additional beds are found to be used at departure the security deposit will be charged at the higher rate.

* Parking: This home has a parking limitation of a maximum of six cars in the driveway area or four cars and one boat that does not exceed 25 feet in length. No motorhomes are allowed on the premises as the driveway has a very steep narrow curve making it impossible to accommodate larger size vehicles. No parking is allowed on the lane or blocking of the driveway due to fire marshal rules and regulations. The lane is maintained by the home owners speed limit is 10 mph.  Guests found exceeding the speed limit will be banned from using the lane and parking on the property.  Renter is advised not to block access to the garbage bins as the garbage company will skip the house if cars are blocking access or guests will be disturbed by the garbage company between the hours of 4:00AM and 5:00AM as we are the first stop on the route every two weeks. If the trash receptacle bins are blocked by cars the day of trash pickup and we are bypassed the renter will be billed for the costs associated with removal of the garbage due to inaccessibility.

* Pet Policy: No pets are allowed on the premises at any time.

* Refunds: No refunds issued due weather, airline, road conditions, power, gas, electrical, pest and insects, media room electronics, televisions, internet outages or failure of any of the electronic equipment in the home to work properly. Renter is advised that additional persons, beyond the specified guest list, will result in the forfeiture of the security deposit and that it will result in early termination of your rental period, without refund or rental fees and that renter will be held liable for payment of the higher rental rate. * Complaints: All representations made by owner/ owner’s representative with respect to Swan Shores Lodge are complete and accurate to the best of their knowledge and made in good faith. Owner/ owner’s representative is not responsible for issues outside of their control such as the failure of the water supply, gas, electricity, heating, television, satellite service, Internet service, appliances, hot tub, BBQ, entertainment equipment, etc., though they will endeavor to arrange for any such problems to be corrected as soon as practical. If you have any such problem during a rental period, you must notify owner/ owner’s representative immediately so that we can try and remedy the problem.

* Reservations: A 50% deposit is required at time of booking, the balance is due 60 days prior to arrival. Reservations greater than one year a 25% deposit is required at time of booking and the second payment of 25% is due six months prior to arrival and the balance due 60 days prior to arrival. Reservation deposits made by check will require funds to be held by authorization hold on a credit card. If check is not received within 7 days the credit card will be automatically charged and the credit card fee applied to the reservation. Sorry, no courtesy holds are permitted please read through the rental polices carefully before placing a reservation by telephone on booking a reservation on line. Once a booking confirmation email has been sent with the link to the rental agreement this will be considered to be a confirmed reservation and the terms of the cancellation policy will be enforce. Failure to return a signed rental agreement will not waive the terms of the cancellation policy as once a reservation has been submitted the dates on the calendar are immediately blocked with the inability for anyone else to reserve the property.  

* Reservation Changes: No deletions to a confirmed reservation will be allowed. Renter can make additions to the reservation up until two weeks prior to arrival without charge. No charge for up to two reservation changes, a $20.00 reservation change fee will be applied on the third change or after the final confirmation details have been sent.

* Security Deposit $1000.00: All rentals regardless of stay duration require a security deposit. This deposit is fully refundable within seven (7) days following the end of your rental period if paid by check, deposits paid by credit card will be held and released the day of departure if the premises are left undamaged and all inventory intact and all financial obligations met(guests will find a complete listing of inventory in the guest service booklet). Renter is responsible for any and all damages caused during their stay including damages caused by others in their party and/or their guests. A portion of this security deposit will be used for excess cleaning at $30.00 per hour and/or trash removal at $25.00 per hour plus the dump fee, if the property is left excessively dirty or littered.

* Sleeping Capacity: All guests staying on the premises must pay for sleeping accommodations either by ordering a bedroom or sofa bed. We do not allow guests to bring sleeping bags or air mattresses or guests to sleep on the top of the sofas in the home. We reserve the right to cancel reservations if sleeping accommodations are not adequate for the number of occupants listed on the reservation guest list.

* Speed Limit: Renter is advised that this home is on a private lane that is owned and maintained by the residents. The speed limit at all times is 10 mph on the lane. Guests that do not obey the speed limit will not be allowed to use the lane and their cars will be banned from entering and leaving the property.

* Supplies: A complete set of towels are provided for each guest (Bath, Hand and wash cloth). We provide a beginning supply of paper goods; (2 rolls of toilet paper in each bathroom a roll of paper towels, 1 bottle of amenity bath soap and shampoo for each guest. We also provide laundry detergent, dishwashing soap and kitchen trash bags. The kitchen has basic spices and herbs, salt and pepper, sugar, coffee and tea. The outside BBQ has a propane connection built into the unit. It is extremely important that guests turn the propane tank value off when not in use or the tank that feeds the home could be drained accidently.

* Storm and Road Conditions: We highly recommend trip insurance as No refunds will be given for storms or formidable weather. Mountain roads can be curvy and steep and often dangerous in snowy or icy conditions. Roads in and out of the Flathead valley basin are well maintained, however we highly recommend four wheel drive or chains during the winter months. We do not offer refunds due to road conditions.

* Telephone & Internet: The telephone long distance is not blocked so that guests that need to work while on vacation can send faxes or make emergency phone calls as cell phone coverage is limited in this area. We have alloted usage of 15 minute per week for making US long distance. Guests will be billed for any International calls or calls that exceed the time allotment. The home has wireless high speed internet with no password required for guests that plan to bring laptop computers.

* Televisions and Sound Systems: The projection system and surround sound system electronics in the house are extremely sensitive. Renters are asked to read the instructions for operating the system carefully before pushing any buttons. The main system controller is for the media room only and should not be removed from this room. The house has a Sony Playstation PS3 which includes a Blue Ray DVD. No other game systems of any kind are allowed to be hooked up to the projection system as reprogramming of the entire equipment will be necessary. The projection system and all televisions are checked before and after departure to insure everything is working properly. Renters is asked not to remove any wires from the back of the system or to remove batteries from the controller unit as this could also cause the system not to operate properly. If resetting of the system is required the cost is $100.00 per visit which will be deducted from the security deposit. The projection system should be turned off when not in use as the bulb life is only 2000 hours at a cost of $500.00 per bulb. The home theater media room door is to be locked when not in use. Adult supervision is required at all times. Controllers are labeled along with a template for storage of each controller throughout the house. All controllers must be accounted for at departure and placed back on the controller template. All time spent looking for any controller will incur a charge of $50.00/hr in 15 minute increments. Operational system service calls on use of the Theater Room will be billed at the above rate.

* Waterfront Risk: Renter is advised that No Lifeguard is on Duty; no glass is permitted in on the dock or lawn area with the exception of eyeglasses. No running, diving or jumping off the dock is allowed.

* Well & Water Conservation: This area of Swan Lake has strict water conservation requirements therefore guests are asked to conserve water by turning the dishwasher to the water conservation mode. The flow from the well has been preset based on requirements of the water district so unfortunately we have no control over amount of water flow into the house. It is highly recommended with larger size families that showering be staggered

* Smoking: This is a non-smoking home. If it is found that any member of the rental party, or guest of the rental party, has smoked inside the home or on the porches/decks/grounds, your security deposit will be forfeited. The entire home is designated as a No Smoking Area.

* Sofa Beds/Roll-away beds: The sofa bed is locked and is only unlocked when guests have ordered and prepaid for use.  Guests that have ordered the sofa bed or roll-away beds will find the beds already made up.  We are not able to accommodate adding the sofa bed or roll-away-beds after arrival.  If you are going to be short sleeping capacity please contact us immediately to change your reservation.