Rental Policies & Check-in Procedures

Fernie Lodging Company Rental Policies & Check-in procedures

Please read through the following and enter your reservation number (5 digit number provided to you in your confirmation email) followed by your initials to accept the terms and conditions.  

 

Fernie Lodging Company (the Company) has been creating unforgettable memories since 1990. We manage the largest selection of privately owned accommodation at Fernie Alpine Resort. Please read the following terms and conditions to ensure you are fully aware of your rights and responsibilities.

1       Rates and Occupancy

1.1    All rates quoted are per night, per suite in Canadian dollars and are subject to tax. Rates and taxes are subject to change without notice. In the event of any rate discrepancies, the Company’s published rate sheet will be considered accurate. Maximum occupancy is strictly limited to the number of pillows provided in the booked property, including sofa beds. Violation of occupancy policy may result in eviction with no refund for the unused portion of the stay or extra charges.

2       Minimum Nights

2.1    Minimum night stays may be required as set by the Company from time-to-time.

3       Registered Occupant & Rental age requirement

3.1    Registered occupants must be a minimum of 21 years of age for all Timberline Lodge, Bear Paw Lodge and Snow Creek Lodge suites. For Polar Peak Lodges, Thunder Ridge Chalets, Snow Creek Cabins and Resort Homes, registered occupants must be a minimum of 25 years of age. At check-in, the registered occupant will be required to provide photo ID.

4       Deposit and Final Payment

4.1    Winter

4.1.1 A 30% deposit per suite (total charges including taxes) is due at the time of booking and is non-refundable except where clause 4.1.2 is in effect.

4.1.2 For direct bookings made more than 7 days in advance of arrival date, a courtesy window of 48 hours is extended during which time the guest may cancel without penalty. In these cases, full amount paid by the guest will be refunded in the same manner in which it was received, by The Company. To be eligible, a request must be received from the guest either in writing or by phone, within 48 hours of the reservations being made. The company will issue the guest with a cancellation number, which the guest must retain and provide during any correspondence with The Company. No monies will be refunded without the guest having received the cancellation number.

4.1.3 Final payment is due 30 days prior to arrival, is non-refundable and unless otherwise requested will be automatically processed using the same payment method used for the deposit.

4.1.4 Reservations made less than 30 days prior to arrival must be paid in full at the time of booking.

4.1.5 Deposits and final payments must be provided via credit card (VISA, MasterCard or American Express). Traveller’s cheque, certified cheque or cash may be used for final payment only, and only by special arrangement.

4.1.6 The Company cannot guarantee changes or refunds for pre-paid activities.

4.2    Summer

4.2.1 A 30% deposit per suite (total charges including taxes) is due at time of booking.

4.2.2 Final payment is due 2 days prior to arrival.

4.2.3 Reservations made within 2 days of arrival must be paid in full at time of booking.

4.2.4 Deposits and final payments must be provided via credit card (VISA, MasterCard or American Express). Traveller’s cheque, certified cheque or cash may be used for final payment only, and only by special arrangement.

4.2.5 The Company cannot guarantee changes or refunds for pre-paid activities.

5       Reservation Fee

5.1    A one-time fee of $12.00 + taxes per suite will be charged at the time of booking, and applied to the first night.

6       Suite Preference

6.1    Guests may request at time of reservation a particular suite, view, building level or location however no guarantees are made by the company that these requests will be met.

7       Confirmation

7.1    All reservations made with the Company’s Call Centre staff are confirmed on receipt of a deposit and generation of the reservation number.

7.2    All reservations made online, through any portal, are confirmed on receipt of a confirmation letter including reservation number, deposit and final payment details, via email (or alternate method if requested).

7.3    It is the responsibility of the guest to ensure the reservation details contained within the confirmation email received from the Company are accurate. The Company takes no responsibility should the guest fail to properly read the confirmation and bring any discrepancies to the attention of The Company prior to arrival.

8       Special Offers

8.1    From time-to-time, the Company may extend discounts off published rates or amend rate seasons.

8.2    Any special offer is applicable to new reservations only and may not be applied to an existing reservation.

8.3    Any special offer may not be combined. Free nights or discounted nights are applied to the lowest priced night/s.

9       Changing or Cancelling a Reservation

9.1    Changing a reservation may be possible, but is not guaranteed and is based on availability. Changes/cancellations not made pursuant to Clause 9.2.1 or 9.3.1 will forfeit all monies paid. Fees apply as follows:

9.2    Winter

9.2.1 All changes to a reservation must be requested in writing a minimum of 7 days prior to arrival, and will be subject to the following fees:

9.2.1.1 Changes made to a reservation where the arrival date remains within the same booking season will be charged a $50 + tax fee per suite.

9.2.1.2 Changes requested where the arrival date is unknown, or in a future season will be cancelled, and a credit will be held for 12 months from the original arrival date. The fee for this service is $100 + tax per suite.

9.2.1.3 Cancellations requested within 7 days of arrival will forfeit all payments received.

9.2.2    Rates and specials are not transferable. In the case of a reduction in nights or a change in season, there will be no refunds for unused portions of a reservation.

9.2.3   The Company will confirm cancellations with a cancellation number. Guests will be liable for full payment for reservations that do not have an associated cancellation number. Confirmation of any changes or cancellations will be sent by email unless otherwise requested.

9.2.4   The guest will be liable for full payment if a guest does not arrive on the confirmed arrival date.

9.3      Summer

9.3.1   All changes to a reservation must be requested in writing a minimum of 48 hours prior to arrival, and will be subject to the following fees:

9.3.1.1 Changes or cancellations made to a reservation where the arrival date remains within the same booking season will be charged a $50 + tax fee per suite.

9.3.1.2 Changes requested where the arrival date is unknown, or in a future season will be cancelled, and a credit will be held for 12 months from the original arrival date. The fee for this service is $100 + tax per suite.

9.3.1.3 Cancellations requested within 48 hours of arrival will forfeit all payments received.

9.3.2  Rates and specials are not transferable. In the case of a reduction in nights or a change in season, there will be no refunds for unused portions of a reservation.

9.3.3  The Company will confirm cancellations with a cancellation number. Guests will be liable for full payment for reservations that do not have an associated cancellation number. Confirmation of any changes or cancellations will be sent by email unless otherwise requested.

9.3.4  The guest will be liable for full payment if a guest does not arrive on the confirmed arrival date.

10      Guest Arrival and Departure

10.1   Check-in is from 4pm. Check-out is at 10am. Where possible, the guest is to provide an estimated arrival time.

11      Lodging Waiver and Security Deposit

11.1   At check-in the registered occupant, as defined in Clause 3.1 must read and complete the Lodging Waiver provided by the Company. The registered occupant must provide a valid credit card for pre-authorization of an amount set by the Company from time-to-time. The pre-authorization amount will be listed on the Lodging Waiver and included in the confirmation letter. The Company will release and re-apply the credit card pre-authorization every 7 to 10 business days during occupancy.

11.2   A Lodging Waiver must be executed for each suite.

11.3   The Company reserves the right to enforce multiple Lodging Waivers and pre-authorizations for each suite.

11.4   The registered occupant is to provide the Company with a list of all occupants of the suite at check-in.

11.5   Guests agree to maintain the property in the same condition it was received upon arrival. Guests are liable for any damages or loss to the premises and the furnishings, equipment and household items that occur during the guest’s occupancy. The registered occupant provides authority to the Company to make charges against the pre-authorization provided by the registered occupant, and is responsible for all damages (on a first and third party basis, for repair, remediation or replacement; and if damages are not repairable in whole or in part, for a charge for financial damages per se) and incidental charges including, but not limited to, courier, lost keys, ski locker and automatic garage door openers during their stay. All costs will be assessed within 45 days of departure.

12      Quiet Time and Consideration of Others

12.1   Quiet time is from 11pm to 7am.

12.2   The Company reserves the right to fine or evict at their discretion, with no refund, on the basis of violation of rental policies including, but not limited to, excessive noise and inappropriate or illegal behaviour.

13      Release of Liability

13.1   The Company will not refund and is not liable for any claims, losses, damages, costs, expenses, delays or loss of enjoyment, of any nature to guests resulting from events beyond the Company’s control. Examples include, but are not limited to, weather conditions, snow conditions, lift closures, road closures and flight delays. Travel insurance is highly recommended.

13.2   The Company cannot guarantee the operation of services including, but not limited to, heat, A/C, plumbing, appliances, wireless or wired internet, cable television, fireplaces, hot tubs or like equipment, ski shuttle and common facilities including but not limited to, pools, hot tubs and elevators. No refund or discounts will be made upon their failure however every effort will be made to make repairs as soon as possible.

13.3   It is the responsibility of the guest to report, upon check-in any missing items, problems or concerns with a suite to the Company immediately.

14      Accommodation Guarantee

14.1   The Company will guarantee accommodation however will not guarantee an individual property or property type.

14.2   Should the Company provide the guest with accommodations not equal to or exceeding those confirmed, the Company will provide the guest with compensation in an amount not exceeding the posted rate difference.

14.3   The Company does not guarantee properties are non-allergenic.

15      Smoking

15.1   All properties, balconies, patios, decks and common areas are non-smoking. Smoking is also prohibited within 3 meters of all entrances/exits. Fines or eviction may be imposed for violations.

15.2   Violation of Clause 15.1 will result in fines being levied. Minimum fine is $250 + tax

16      Dog Policy

16.1   The company will charge a fee of $40 + tax per dog (to a maximum of 2 dogs), per 7 days. A Dog Safety Damage Waiver will be included as part of the Lodging Waiver discussed in Clause 11. Dogs must be kept on a leash at all times when outside the reserved property and are not permitted in common areas including but not limited to pools, hot tubs, fitness areas, spas, food service areas and meeting rooms.

16.2    Additional charges may apply for additional services required as a result of accidents, damages to property (replacement or repair cost) or noise complaints (including reimbursement required as a result of inconveniencing other guests) due to dogs. The Company will not provide any scheduled housekeeping services in properties where dogs are left unattended.

16.3    Dogs found in non-designated “dog friendly” properties or areas will result in a fine and possible eviction.

17       Housekeeping

17.1    All suites, townhouses and resort homes are self-contained and include fully equipped kitchens stocked with single serve salt and pepper, sugar, tea, coffee & filters. The Company will provide liquid dish soap, dishwasher soap, dish cloths and dish towels in all kitchens.

17.2    Guests at Snow Creek Lodge and Timberline Lodges receive additional housekeeping throughout their stay, dependant upon length of stay. Bear Paw Lodges, Polar Peak Lodges, Resort Homes, Snow Creek Cabins and Thunder Ridge Chalets receive departure cleaning only. Additional housekeeping services for any property can be arranged by the Company at additional charges. Any such request must be made 48 hours prior to desired time of service.

17.3    Upon departure it is asked that guests load the dishwasher with all dirty dishes and set it to run. If not, The Company employees are more than happy to take care of dirty dishes left by guests, however a $25 + tax fee shall be charged for this service. 

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