Terms and Conditions
This agreement constitutes a contract between the Guest(s) and WYOWest Lodging as the Agent of the
property Owner.
Reservations
1. Reservation Requirements. Guest(s) must pay 50% of the rent upon booking. Reservations made
within thirty (30) days of arrival require immediate payment of the full rental amount.
a. Initial payment must be by credit/debit card and Guest must keep a credit/debit card on
file.
b. The remaining balance must be paid in full thirty (30) days prior to arrival. This payment
will be automatically processed to the credit/debit card on file, on the first business day
closest the due date. If funds are not available to process the final payment, and the
balance is not paid by this deadline, the reservation will be in danger of termination and
deposit forfeited by Guest (s). WYOWest Lodging LLC will call any Guest(s) that have a
card decline for the final payment before any reservations will be canceled.
c. Payment of the balance may be split between guests in a party. The balance payment
can also be made by money order or cashier’s check, however these two payment
methods must clear the Agent’s account prior to the thirty (30) day deadline. Please
reference Transaction ID in the memo section of the check or money order and allow
ample time for delivery if sending by mail.
d. Payment(s) should be mailed to WYOWest Lodging LLC, 45 Road 2AB, CODY WY 82414
2. Check-In: Check-in time is 4 PM or later on day of arrival. Check out time is 10:00 am. If we can
accommodate an early arrival or late check-out, we are happy to do so. Please call our office
with questions. We DO NOT guarantee an early check-in or late check-out. Home access will be
by electronic keypads or lock boxes with keys. This information will be emailed to guest(s) prior
to arrival.
3. Reservation Security. Credit Card information will be required at the time of booking if not
already on file, as a security deposit for any damages due to gross negligence or intentional
damage to a unit during a guest’s stay. By agreeing to these terms and conditions you authorize
WYOWest Lodging to charge your credit card for any such aforementioned damages. You may
choose Vacation Rental Damage Protection plan for an additional fee at the time of booking; this
can provide coverage for accidental damages to the vacation home during your stay.
4. Cancellations. Cancellation requests must be made by phone or in writing (Email, or Certified
Mail) and are not considered complete until the Guest(s) receives a confirmation in writing from
WYOWest Lodging.
a. Guest Cancellations 15 days prior to check-in date entitles guests to a refund of deposit
to the amount of 10% or a rebooking fee of $50 whichever value is greater. WYOWest
Lodging will try to rebook these dates. If the dates are rebooked a full refund will be
given, if the dates are not rebooked the entire amount of the reservation minus the
cleaning fee will be retained by WYOWest Lodging.
b. Guest Cancellations 30 days prior to check-in date will be refunded a deposit of half
(1/2) the deposit, or (1/4 the total of the rental rate if already paid in full). WYOWest
Lodging will try to rebook these dates. If the dates are rebooked a full refund will be
given.
c. Guest Cancellation 60 days prior a full refund of deposited funds will be returned to the
guest via card that first payment was made with or by check if card information has
changed.
d. Natural Causes: WYOWest Lodging does not provide refunds due to natural disasters and
other unforeseen events.
e. Refunds will be issues to the credit card on file or by check to the original booking Guest.
Cash refunds are not available. No refunds or rent reductions will be made due to failure
of appliances and/or other equipment, early departures, delayed arrivals, inclement
weather, and other events.
5. Cancellations for stays 29 days or longer. Cancellation requests must be made by phone or in
writing (Email, or Certified Mail) and are not considered complete until the Guest(s) receives a
confirmation in writing from WYOWest Lodging.
a. Guest must give 30-day notice or they forfeit their security deposit.
b. Guest(s) who must depart early will only be given their security deposit back after a
property check has been done. If the remaining dates are able to be rebooked the
remaining funds will be returned to the guest.
c. Section 4. D. and 4. E. apply to these reservations as well.
d. Guest(s) who would like to extend their monthly stay must contact the management
company as soon as possible to extend the reservation past the original departure date.
e. Guest(s) staying 29 days or longer will also be given a monthly agreement contract to
review and sign before arrival.
6. Insurance.
a. Vacation Rental Damage Protection: As part of your stay, you may purchase a Vacation
Rental Damage Protection plan designed to cover unintentional damages to the rental
unit interior that occur during your stay provided they are disclosed to management
prior to check-out. If purchased, the policy will pay a maximum benefit of $3000.00. Any
damages that exceed $3000.00 or are not covered under the plan will be charged to the
credit card on file. If, during your stay at one of our rental properties, an insured person
causes any damage to real or personal property of the unit as result of inadvertent acts
of omissions, the Insurer will reimburse the Insured for the cost of repair or replacement
of such property up to a maximum benefit of $3000.00. Certain terms and conditions
apply. Full details of the Vacation Rental Damage coverage are contained in the specific
Plan documents here:
https://www.csatravelprotection.com/certpolicy.do?product=G-20VRD. The Vacation
Rental Damage Protection can be purchased up to, and including at, check-in. By
submitting payment for this plan, you authorize and request Customized Services
Administrators, Inc. d/b/a Generali Global Assistance and; Insurance Services to pay
directly WYOWest Lodging LLC any amount payable under the terms and conditions of
the Vacation Rental Damage. Please contact WYOWest Lodging LLC directly if you do not
wish to participate in this assignment.
b. Travel Insurance: Vacation Rental Insurance has been made available with your
reservation. Vacation Rental Insurance provides coverage for the loss of prepaid,
non-refundable expenses due to certain unforeseeable circumstances that may
jeopardize your vacation investment and force you to incur unplanned expenses. Trip
cancellation and Trip Interruption coverage is available for events such as sickness or
injury of yourself, family member or traveling companion; flight delays due to adverse
weather; interruptions of road service; terrorist acts; and mandatory evacuations. The
plan also includes other valuable coverages such as Medical and Dental, Baggage, and
Emergency Assistance and Transportation in addition to useful services such as identity
theft, concierge and 24/7/365 emergency assistance. We strongly recommend you
purchase this valuable protection. Additional terms and conditions apply; please read
your Description of Coverage/Policy carefully and contact Generali Global Assistance at
866-999-4018 with coverage questions. You can review the Description of Coverage or
Insurance Policy here:
https://www.csatravelprotection.com/certpolicy.do?product=G-330CSA
7. Guest Responsibility. Guest(s) shall be solely responsible for any property damage, accident or
injury to any person or loss sustained by any person, including loss of money, jewelry, and other
items of personal property, arising out of or in any way related to Guest(s) use of the premises or
the items of personal property provided by WYOWest Lodging; the Owner at Guest(s) request.
Guest(s) shall inspect and be familiar with proper use and application of such items prior to
using them. Guest(s) herby indemnify WYOWest Lodging; and/or Homeowner harmless from any
and all claims including those of third parties, arising out of or in any way related to Guest(s) use
of premises or the items of personal property provided. Guest(s) assumes the risk of injury or
other losses relating to any recreational activities an will hold owner and its agents harmless
with respect thereto. Guest(s) choosing to use bunkbeds do so at their own risk and realize that
such use can involve climbing and possible falling from said furniture. The guest(s) herby agrees
to indemnify and hold harmless WYOWest Lodging and Homeowner from any and all claims
regarding bunkbeds in home. Guest(s) understands that WYOWest Lodging does everything
possible to keep all mechanical amenities in working order. There is no monetary compensation
or refunds of any kind for amenities that have mechanical or other failure during a Guest(s) stay.
WYOWest Lodging will make a reasonable effort to locate lost items and return items. Guests are
responsible for shipping costs.
8. Occupancy. Guest(s) understands all reservations need to be made by adults 24 years of age or
older. If younger than 24 years of age please call our office and we would be happy to visit with
you about booking. The Guest who initializes the booking remains responsible for all other
guest(s) or visitors during the occupancy.
a. Rates of rentals are based on the occupancy limits advertised. An additional guests
require prior approval and may occur additional charges if the property can
accommodate. Children aged two (2) or younger will not count toward the total
occupancy. Guest(s) will incur a charge of $50.00 per night per additional unauthorized
guest.
b. Any Guest(s) who will be having other guests over need to contact the office for
approval.
c. Guest(s) wishing to extend their stay need to contact the office as soon as possible. We
do not guarantee that they stay will be able to be extended.
9. Pets. There are certain properties that are advertised ‘Pet Friendly’, an additional fee of $75 will
be charged per stay under 28 days in length, and $100 for stays longer than 28 days. Some
properties may have restriction on the quantity, size and type of pet. Please check with our
office to confirm the pet policy prior to booking.
10. Cleaning Fees. The cleaning fee is mandatory and covers, replacing toiletries, removing trash,
washing linens, and other general cleaning. Guest(s) shall leave the premises in a reasonable and
undamaged condition. If excess cleaning is required, you will be notified and your credit card will
be charged.
11. Smoking/Vaping. Guest(s) agrees not to smoke or vape inside the unit. Smoking and vaping is
allowed outside the unit with the stipulation that all trash and cigarette butts/ashes are cleaned
up and disposed of properly. No illegal suppose is allowed to be smoked/used inside or outside
any property. A minimum fee of $250 will be charged for any infraction.
12. Inclement Weather. Guest(s) is responsible to monitor the weather and road conditions prior to
arrival. Guests may contact the office to inquire about conditions. Guest(s) understand that
office staff cannot predict the weather or road conditions throughout the region. Road
conditions can change quickly and remain impassible for an extended period of time. Guest(s)
must contact office 72 hours prior to check-in if need to reschedule because of weather. If a
guest fails to contact the office and does not show up, they forfeit their deposit for the stay.
13. Property Availability. In the event a property becomes unavailable due to circumstances outside
the Management Companies control, the Management Company reserves the right to relocate
Guest(s) to a different rental property, reschedule, or issue a credit for future use. If there are no
comparable property options the Guest(s) will be given a full refund without any penalties.
a. The Management Company shall have the sole right to select a replacement property for
the booking(s). Guest(s) will be refunded any difference in cost if under original booking
amount.
b. Any refund issued will not exceed the original amount paid.
14. Linens and Supplies. Each property is stocked with a full supply of linens. Bed linens and bath
linens are not changed during your stay unless requested and an additional fee will apply. Bath
towels should not be used for cleaning purposes or removed from the property unless
designated so. Stained, misused, or missing linens will be replaced at Guest(s) expense. Supplies
such as: laundry detergent, dishwasher detergent, hand soap, kitchen soap, paper towel, toilet
paper, trash bags are supplied in quantity efficient for an average 3-night stay and are not
replenished.
15. Trash. All trash must be bagged and placed in the available containers. Additional fees may be
charged if there is excess trash left in the property (cigarette butts, bottles, cans, ect.). Some
trash receptacles are ‘bear proof’. Instructions for how to use these bins will be in the unit.
16. Grills. Properties with outdoor cooking grills will use either propane or charcoal. Never use
charcoal in a propane grill or move grills to a new location. Propane needs to be turned off after
each use.
17. Telephone/Internet/Cable. Properties may be equipped with a land line for emergency and local
calls. Guest(s) agrees to make all long-distance calls with a calling card or paying an extra charge.
Not all properties have cell service or internet service as some are located in rural Wyoming.
WYOWest Lodging does not guarantee phone service or internet and will list if a property does
not have any. WYOWest Lodging can not guarantee programs, events, or subscription levels of
various properties. Guest(s) shall not attempt to use Pay-Per-View services or remove any locked
channels. If any wiring is rearranged for gaming or other devices Guest(s) are to put the
television wirings back in the right place. Many units will have streaming services (Netflix, Hulu,
ect) instead of regular cable. Each property will be listed with its programming.
18. Fireplaces Indoors and fire pits. Some properties will have an indoor fireplace or outdoor fire
pit. These properties will be listed. Please call for assistance if unfamiliar with fireplaces.
a. Wood burning fireplaces – if this is the main heat for the house wood will be provided. If
it is an extra feature WYOWest Lodging cannot guarantee there will be wood. Best to
purchase some before hand if would like to use.
b. Outdoor Firepits will not have wood provided. Guest(s) will need to purchase some
wood in the local area.
c. Indoor Gas Fireplace – Never tamper with or rearrange the gas logs. This is a major
safety issues and could be hazardous to your health. Please call with any issues to
starting a gas fireplace.
19. Repairs, mechanical failure, and emergencies. Guest(s) understands and agrees that WYOWest
Lodging cannot guarantee against mechanical systems failure during occupancy. Guest must
report inoperative equipment or equipment needing repair to the office as soon as possible.
Every effort to have repairs completed quickly will be made. WYOWest Lodging reserves the right
to move Guest(s) to another property if deemed necessary. No refunds, concessions, or rate
adjustments will be made for these unforeseen circumstances. Breaker panels are to not be
messed with during a guest stay unless directed by the Management Company. In the case of a
power outage DO NOT flip every breaker in the panel. Power outages can happen, please report
them and the Management Company can monitor the situation. Guest(s) understands and agree
the WYOWest Lodging, staff, and/or contractor of WYOWest Lodging may enter the rental
property at any reasonable time to make needed repairs.
20. Disorderly Conduct. Illegal activity is not allowed at the rental properties, these activities include
but are not limited to: drug use, underage drinking, criminal activity.
21. Firearms, Fireworks, ATVs. Fireworks are not allowed on any rental property for legal and fire
purposes. ATVs can be on trailers at rental properties, if a property allows ATVs to be ridden it
will be listed. Firearms are not to be discharged on any rental property. Violations will result in a
$600.00 fine and Guest(s) will be responsible for any damages associated with the use of the
above items.
22. Violating Agreement. WYOWest Lodging may terminate this Agreement if Guest(s) violates any
of the conditions above. Upon notice of termination of this Agreement, Guest(s) shall vacate the
premises immediately and forfeit all funds. A breach of this Agreement results in damage to the
premises, personal injury to Guest(s) or others, a breach of the peace, a nuisance to others, or a
violation of criminal law or local code, shall be grounds for termination of Guest(s) tenancy.
23. Credit Card Guarantee. Submitting a reservation over the internet or by phone, Guest(s) enters
into a binding contract outlined by the Terms and Conditions of this agreement. Upon
submission Guest(s) are authorizing WYOWest Lodging to bill charges relating to the rental and
use of property. All credit card sales are final. Guest(s) understands and agree to the refund and
cancellation policy outlined. Any notices or additional information will be provided upon arrival.
Guest(s) signature will be required before taking occupancy.
24. Properties Listed for Sale. A property may be listed for sale. The Real Estate agent in charge of
the home listing has been informed not to show the property while Guest(s) occupied. Guest(s)
may receive a phone call from WYOWest Lodging asking if they would allow a showing, Guest(s)
are not obligated to participate. If an agent shows up unannounced, please instruct them to call
WYOWest Lodging.
25. Right of Entry/Agency Disclosure. WYOWest Lodging reserves the right to enter the rental
property to conduct an inspection at any time for any reason with notice to the guest. WYOWest
Lodging LLC serves as the Agent and representative of all property owner(s) and is acting at all
times in the best interests of the property owner(s).