Rental Agreement
These terms govern every stay at The Cedar House. Please read them before submitting a booking deposit. Submitting a deposit confirms acceptance of everything set out below.
This agreement is between the owner of The Cedar House on Sun Walk, Fire Island Pines, New York (the "Owner") and the person named on the booking (the "Guest"). The Guest must be at least 25 years of age, must be a member of the party staying at the house, and remains responsible for every member of that party for the full rental period.
A booking is confirmed only when the Owner has confirmed it in writing and the booking deposit has cleared. A submitted inquiry, a held date, or a verbal agreement does not constitute a confirmed booking. The Owner reserves the right to decline any inquiry at their sole discretion.
The house is rented by the week. Check in is Thursday from 4:00 PM. Check out is the following Wednesday by 12:00 PM. The minimum stay is one full week and no shorter stays are considered.
Early arrival and late departure are not available unless agreed in writing in advance. Guests remaining past the check out time may be charged for an additional night at the prevailing weekly rate divided by seven, plus any costs caused to the incoming party.
A non-refundable booking deposit of [ deposit % ] of the total rental amount is due at the time of booking. Dates are not held until that deposit clears.
The balance is due [ number ] days before arrival. If the balance is not received by that date, the Owner may treat the booking as cancelled by the Guest and retain all sums already paid, subject to Section 4.
Payment is by bank transfer or card through the Owner's payment processor. Bank transfer is preferred for the balance. Any processing fee difference for card payment may be passed to the Guest, and will be stated on the invoice before payment.
All cancellations must be made in writing. The booking deposit is non-refundable in every case.
Cancellation [ number ] or more days before arrival: refund of [ % ] of amounts paid beyond the booking deposit. Cancellation between [ number ] and [ number ] days before arrival: refund of [ % ]. Cancellation fewer than [ number ] days before arrival: no refund.
If the Owner is able to re-rent the dates in full, the Owner may at their discretion refund amounts paid beyond the booking deposit, less any costs already incurred and any shortfall against the original rate.
If the Owner cancels a confirmed booking for any reason other than a breach by the Guest, the Guest receives a full refund of all sums paid, including the booking deposit. That refund is the Guest's sole remedy.
The Owner is not liable for any other cost the Guest may have incurred, including travel, ferry tickets, or other accommodation.
Fire Island is a barrier island and is subject to coastal storms. If a mandatory evacuation order is issued by a competent authority covering Fire Island Pines, or if the house becomes uninhabitable through no fault of either party, the Guest will be refunded the amount paid for the affected nights, less any costs already incurred by the Owner in connection with the booking.
This same provision applies to any other event outside the reasonable control of either party, including storm damage, loss of utilities, or suspension of ferry service by order of an authority. The Owner is not responsible for the Guest's travel costs in any of these circumstances. Travel insurance is strongly recommended and is the Guest's responsibility to arrange.
No cash security deposit is collected. Instead, the Guest provides a valid payment card which is stored securely by the Owner's payment processor. The Owner does not see or hold the card number.
By booking, the Guest authorizes the Owner to charge that card up to a maximum of [ amount ] for any of the following: damage to the property, its contents, or its grounds beyond normal wear; missing items; cleaning materially beyond the normal turnover; unauthorized pets, guests, or events; fines or penalties assessed against the Owner arising from the Guest's stay; and any violation of the smoking and open flame prohibition in Section 14.
The Owner will notify the Guest in writing with an itemized account of any proposed charge within [ number ] days of departure, and will not charge the card earlier than [ number ] days after that notice, so the Guest has an opportunity to respond. This authorization is separate from and in addition to the Guest's liability for damage, which is not capped at this amount.
Maximum occupancy is six guests overnight. This limit is firm and is not subject to negotiation. Exceeding it is a material breach of this agreement and grounds for immediate termination without refund.
The Guest must provide the names of all members of the party before arrival. No unregistered overnight guests are permitted. Daytime visitors are at the Guest's discretion, and the Guest remains responsible for their conduct and for any damage they cause.
The house may not be used for any commercial purpose, ticketed or promoted gathering, fundraiser, photo or film shoot, or any event advertised publicly or on social media.
The house rules form part of this agreement and are incorporated by reference. The Guest agrees to comply with them and to ensure their party does the same.
The house is accepted as it is at the time of booking. The Guest specifically acknowledges that the house is not centrally air conditioned, that it is cooled by sea breeze, cross ventilation, and fans, and that this has been disclosed in advance. No claim of misdescription may be based on it.
The Owner will make reasonable efforts to repair any mechanical failure promptly. Temporary interruption of any appliance, utility, pool or hot tub equipment, internet service, or other amenity does not entitle the Guest to a refund or to terminate the booking.
The property includes a heated pool, a hot tub, two elevated rooftop decks, an outdoor shower, exterior stairs, and open decking. None of these is supervised and there is no lifeguard at any time.
The Guest and every member of the party use these facilities entirely at their own risk. Any person under eighteen must be supervised by a responsible adult at all times near the pool, the hot tub, and the rooftop decks. The ocean, the beach, and the surrounding dune and wooded areas are not under the Owner's control and carry their own risks, including strong currents and the absence of lifeguards outside posted hours.
To the fullest extent permitted by law, the Guest releases the Owner from any claim for injury, illness, death, loss, or damage to property suffered by the Guest or any member of the party during or arising from the stay, except where caused by the Owner's gross negligence or willful misconduct.
The Guest agrees to indemnify and hold the Owner harmless against any claim, loss, liability, fine, or expense, including reasonable legal fees, arising from the acts or omissions of the Guest, any member of the party, or any visitor invited by them.
The Owner's personal property left at the house remains the Owner's. The Owner is not responsible for any belongings the Guest leaves behind.
Dogs may be considered on request and only with the Owner's prior written approval. Puppies, dogs that are currently teething, and cats are not permitted under any circumstances. A pet fee applies where approval is granted and will be stated on the invoice.
Bringing an undisclosed or unapproved animal is a material breach and grounds for immediate termination without refund, in addition to any charge for damage or additional cleaning. The Guest is fully liable for any damage or injury caused by their animal.
Smoking of any kind is prohibited indoors. Open flame is prohibited indoors, including candles and incense. The house is built of raw cedar throughout and this restriction exists for fire safety, not preference.
Violation is a material breach and grounds for immediate termination without refund, in addition to charges for remediation, odor treatment, and any resulting loss of subsequent bookings.
This is a quiet stretch of the Pines with year round residents nearby. Quiet hours begin at midnight. Complaints from neighbors, whether or not accompanied by property damage, may result in a charge under Section 7 and, where repeated or serious, termination of the stay.
The Owner and anyone authorized by the Owner may enter the property to inspect it, to carry out maintenance or repair, or to address a suspected breach of this agreement, on reasonable notice. In an emergency, or where there is a genuine concern for safety or the property, entry may be made without notice.
The booking is personal to the Guest. It may not be assigned, sublet, resold, exchanged, or advertised on any rental platform or in any other forum. Any attempt to do so voids the booking without refund.
Fire Island Pines is reached by ferry or water taxi and there are no cars on the island. Ferry schedules, delays, cancellations, and weather are outside the Owner's control and are not grounds for a refund or for any claim against the Owner.
The Owner may terminate the stay immediately and require the Guest and the party to vacate, without refund of any amount, where there is a material breach of this agreement. This includes exceeding occupancy, an unapproved animal, smoking or open flame indoors, a commercial or promoted event, repeated noise complaints, or conduct that in the Owner's reasonable judgment threatens the property, the neighbors, or the Owner's standing in the community.
This agreement is governed by the laws of the State of New York. Any dispute arising from it shall be brought in the state or federal courts located in Suffolk County, New York, and both parties consent to that jurisdiction.
This document, together with the house rules and the booking confirmation, forms the entire agreement between the parties and supersedes any prior discussion or correspondence. No variation is effective unless agreed in writing by the Owner.
If any provision is found unenforceable, the remainder continues in full force. A failure by the Owner to enforce any provision on one occasion is not a waiver of the right to enforce it later.
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