Guest Policies

Guest Policies

At The Birch Tree House, we strive to provide beautiful spaces, meticulous care, and personalized hospitality to ensure every guest enjoys an exceptional stay in pristine elegance. To help us maintain the high standards our guests have come to expect, we kindly ask that you review the following policies prior to booking.
 

We are delighted that you are considering The Birch Tree House for your stay.

To reserve your dates, the following are required:

  • Full payment of the reservation amount.
  • The full names, home addresses, cell phone numbers, and email addresses of all adult guests who will be staying at the property.

Reservations are considered confirmed only once payment has been received and all required guest information has been provided.

As a family-owned and operated business, our accommodations are cherished homes that we take great pride in sharing with our guests. For the safety, security, and comfort of both our guests and our family, we wish to know who will be staying at each property.

We appreciate your understanding and cooperation in providing this information. Guest information is collected solely for reservation, communication, safety, and security purposes and is handled with care and confidentiality.

The Birch Tree House reserves the right to decline or cancel a reservation if the required guest information is not provided

Detailed check-in instructions and property access information, (including the address and code to the lock-box to access the key) will be provided the day prior to arrival.
 
Please note that our cancellation policy is indicated on your invoice and applies to all reservations.
 
Refunds apply only to the nightly accommodation charges. Service fees, credit card processing fees, EFT fees, and international bank transfer surcharges are non-refundable.
 
Written notice (via email) is required for all cancellations, changes to reservation dates, or reductions in the number of nights booked.
 
Refund Schedule:
●14 or more days prior to arrival: 100% refund of nightly accommodation charges.
●7 to 13 days prior to arrival: 50% refund of nightly accommodation charges.
●Less than 7 days prior to arrival: No refund.
 
Guests who provide a minimum of 48 hours written notice prior to arrival to cancel, shorten or reschedule their stay may be considered for a credit toward a future stay. This offer is at the sole discretion of The Birch Tree House.
●Check-In: Beginning at 4:00 p.m.
●Check-Out: By 11:00 a.m.
 

Early check-in or late check-out requests may be accommodated when operationally possible but cannot be guaranteed and must be approved in advance. We kindly ask that requests be submitted a minimum of 24 hours in advance.

Requests for extended occupancy, including early arrivals or late departures, may be subject to an additional fee.

Each property has a maximum occupancy limit. 
 
The maximum occupancy for each accommodation is indicated on the individual property listing and must not be exceeded at any time. 
 
Only registered guests included in the reservation are permitted to stay overnight. Exceeding the property’s stated maximum occupancy or the presence of unregistered overnight guests may result in immediate termination of the stay without refund.
All The Birch Tree House properties are strictly smoke-free and vape-free. Smoking or vaping is prohibited inside the accommodation and outside on the property as smoke may enter the building through doors, windows, or ventilation systems.
Violation of this policy will result in additional cleaning, deodorization, or damage charges and may result in immediate termination of the stay without refund. 

At The Birch Tree House, we understand that pets are cherished members of the family. While most of our accommodations are not pet-friendly, we may accommodate dogs at Over-The -Moon on a case-by-case basis, subject to prior written approval. 

Guests wishing to travel with their four-legged family member are asked to contact us before booking to discuss whether the accommodation is an appropriate fit. Factors considered may include, but are not limited to, the dog’s size, breed, age, number of dogs, shedding characteristics, temperament, and the nature and length of the stay.

Approved dogs are subject to a $150 pet fee per dog per stay. Following departure and inspection of the property, up to $75 of the pet fee may be refunded, depending on the level of additional cleaning required and provided no pet-related damage has occurred.

For the comfort of all guests and to maintain our high standards of cleanliness, dogs must be house-trained, well-behaved, and under the guest’s control at all times. Pets must not be left unattended at the property without prior approval.

Guests are responsible for cleaning up after their pets and for any damage caused during their stay.

Bringing a pet without prior written approval is not permitted and may result in additional charges or termination of the stay without refund.

For extended stays, The Birch Tree House provides regular housekeeping and linen service as outlined in the rental agreement or booking confirmation.
Housekeeping services may include:
●Fresh linens and towel exchange
●Light housekeeping
●Property wellness checks
●Replenishment of essential supplies, where applicable
Service schedules will be communicated prior to arrival. Guests are expected to provide reasonable access to the property at the scheduled service time.
Certain reservations, particularly longer-term stays, may require a refundable security deposit.
The amount of any required security deposit will be clearly stated in the booking confirmation, invoice, or rental agreement.
Security deposits may be used to cover:
●Damage to the property or contents
●Excessive cleaning requirements
●Missing items
●Policy violations
●Additional charges incurred during the stay
Provided no damages or additional charges are identified, security deposits will be refunded following departure and completion of the final property inspection.
The Birch Tree House offers fully furnished accommodations intended for temporary stays, including work assignments, relocation, medical visits, family visits, and leisure travel.
Our accommodations are not intended to serve as a guest’s permanent residence. Guests are expected to maintain a permanent residence elsewhere during their stay.
Reservations are subject to the terms outlined in the booking confirmation and rental agreement. Extensions or renewals are subject to availability and approval by The Birch Tree House.

Location-specific information and policies are available on-site at each accommodation. Please refer upon arrival.

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