Policies

Texoma Rose Retreat LLC

Short-Term Rental Agreement

This Short-Term Rental Agreement ("Agreement") is between Texoma Rose Retreat LLC ("Host") and the individual completing a reservation ("Guest"). By reserving, paying for, or staying at the Property, Guest agrees to all terms below.

1. Property and Occupancy

Property: Texoma Rose Retreat
Location: 7467 Whispering Way, Kingston, OK 73439

Maximum Occupancy: Sleeps 8 in beds, plus up to 2 additional guests on living room sofas (10 guests total).

The Booking Guest must be at least 25 years old and must be present and staying at the Property for the entire reservation.
Third party bookings are not allowed and may be cancelled without refund.
Guest is responsible for the conduct, safety, and actions of all persons they invite to the Property.

2. Reservations, Payment and Cancellations

Reservation and Payment Terms

50 percent of the total rental amount is due at booking.
The remaining balance is due 30 days before check in.
Failure to pay the remaining balance when due may result in cancellation without refund of amounts already paid.

Government ID Requirement - Direct Bookings

For direct bookings that do not go through Airbnb, Vrbo, or a similar platform, the Booking Guest must provide a valid government issued photo ID within 24 hours of booking. If ID is not provided, Host may cancel the reservation without refund.

Cancellation Policy

100 percent refund if cancelled 30 or more days before check in.
50 percent refund if cancelled 14 to 29 days before check in.
No refund if cancelled fewer than 14 days before check in.
Holiday bookings are non-refundable.

Travel Insurance

Travel insurance is strongly recommended to protect against illness, travel interruptions, weather events, or other unforeseen circumstances. No refunds will be issued outside of the cancellation policy above.

3. Check In and Check Out

Check in time: 4:00 p.m. or later.
Check out time: 11:00 a.m.

Unapproved late check outs will result in a $250 fee. This protects our cleaners and allows proper preparation for incoming guests.

4. House Rules

4.1 Pets

Up to 2 pets are allowed with a $200 pet fee per booking.
Pets are not allowed on any furniture or bedding.
Guests must clean up all pet waste. A $250 or more fee may apply for failure to clean up pet waste or for pet related messes in the yard or on hardscape.
Pet related charges may include yard cleanup, upholstery cleaning, carpet treatment, and repair or replacement of damaged items.
Any pet related damage or extra cleaning may be charged to the Booking Guest.

4.2 Parking

Parking is limited to 4 vehicles, including trailers.
Parking is allowed only in designated areas. Parking in the grass is not permitted.
Oversized vehicles, RVs, or trailers may require prior approval.

4.3 Security Cameras

Exterior security cameras are installed at the front entrance and front driveway areas for safety and security purposes only.
These cameras may record both video and audio in exterior areas.
No cameras are installed inside the home or in any areas where guests have a reasonable expectation of privacy.
Video footage is not actively monitored and is only reviewed when needed for safety concerns, incident verification, or rule enforcement.
Tampering with, disabling, or obstructing security equipment is prohibited and may result in eviction and additional charges.

4.4 Quiet Hours

Quiet hours are from 10:00 p.m. to 8:00 a.m.
Excessive noise, parties, or disturbances that affect neighbors may result in eviction without refund and additional fees.

4.5 Smoking and Vaping

Smoking and vaping are not allowed inside the home.
Evidence of smoking or vaping indoors will result in a $500 remediation fee, plus any additional costs to remove odors or damage.

5. Safety and Amenities

5.1 Decks, Patios and Stairs

Outdoor surfaces, including decks, patios, and stairs, may be slippery when wet or icy.
Use caution and supervise children at all times.
Guests assume all risks associated with the use of decks, patios, stairs, and outdoor walking surfaces.

5.2 Bunk Beds

Top bunk is for children ages 6 and older only.
Only one person may use the top bunk at a time.
No climbing, jumping, swinging, hanging items from the frame or guardrails, or horseplay on or around the beds.
Keep the floor and area around the beds clear of toys or objects.
Parents/guardians are responsible for supervising children and ensuring safe use.
Guest assumes all risks associated with the use of bunk beds.

5.3 Hot Tub

Use the hot tub at your own risk.
Shower before entering to help keep the water clean.
No glass, soaps, oils, bubbles, or bath products are allowed in the hot tub.
Long hair should be tied back and heads should not be submerged under water.
Children must be supervised by an adult at all times in or near the hot tub.
The cover should be replaced and secured when not in use.
A $150 or more excessive cleaning fee may apply if the hot tub requires draining, special treatment, or extra service due to misuse.
Any damage or malfunction must be reported during the stay.

5.4 Electric Fireplace

The electric fireplace is for ambiance only and does not function as a primary heat source.
Use only the provided controls or remote.
Do not place any items inside or on top of the fireplace unit.
Do not block air vents or intakes.

5.5 Outdoor Kitchen and Grill

Only adults may operate the grill or outdoor kitchen appliances.
Never leave the grill or cooking appliances unattended while in use.
Turn off all burners and fuel sources after use.
Guests are responsible for basic cleaning of grill surfaces and grill tools after use.

5.6 Fire Pit

The fire pit must be attended by a responsible adult at all times while lit or hot.
Guests must not use the fire pit during high wind or hazardous fire conditions, including any posted local burn restrictions.
Only approved firewood may be used. Burning trash, plastics, construction wood, treated wood, or other inappropriate materials is strictly prohibited.
Guest must extinguish fires fully using the provided sand bucket before leaving the area or going indoors. Water may also be used if needed.
Children and pets must be supervised near the fire pit, and guests must maintain a safe distance from flames, embers, and hot surfaces.
Guests may not sit, stand, or climb on retaining walls or use them as seating.
Guests assume all risks associated with the use of the fire pit, and any damage or misuse may result in additional charges.
Fires must be fully extinguished before leaving the area or going inside.

5.7 Natural Environment (Pond, Wildlife & Outdoor Areas)

Wildlife, insects, and native vegetation are part of the natural lake and wooded environment and may be present on or around the property.
This may include common lake-area plants and animals such as insects, rodents, and snakes.
Guests should use caution outdoors, supervise children and pets, and avoid touching or approaching wildlife or vegetation.
Guest assumes all risks associated with outdoor areas, including any contact with wildlife, insects, vegetation, or the pond.

The pond visible from the Property is not part of the rental property and does not belong to the Host.
No swimming or wading is allowed.
Children and pets must be supervised at all times when near the pond or in the yard areas facing the pond.

5.8 Boats and Water Safety

The Property does not include private water access. Guests are responsible for using marinas or public access points for launching and storing boats and watercraft.
Guests are fully responsible for compliance with all boating and water safety laws and regulations.
Life jackets and appropriate safety equipment must be used according to state and local laws.
Host is not responsible for any accidents, injuries, or damage related to boating or water activities.

5.9 Insect and Pest Control

The Property is professionally serviced for general pest control, but insects and other wildlife may still be present, especially in outdoor and lake-area environments.
No refunds or discounts will be issued for the presence of insects, spiders, or other pests, whether indoors or outdoors.

5.10 Septic System Use (Laundry, Dishwashing & Toilets)

This property is on a septic system, and only septic-safe detergents and dishwasher pods may be used.
Host provides septic-safe products for laundry and dishwashing. If Guest chooses to bring their own products, they must be labeled septic safe, biodegradable, or low-sudsing.
Do not dispose of wipes, feminine products, paper towels, diapers, cotton swabs, floss, or any non-toilet paper items in toilets. Only septic-safe toilet paper may be flushed.
Failure to follow septic rules that results in plumbing issues, backups, or septic service calls may result in additional charges.
Septic system misuse requiring service or repair may result in a minimum $350 charge, plus actual repair costs.

6. Care of the Home and Checkout

Before departing, Guest agrees to:

Load and run the dishwasher with any used dishes
Hand wash any items not intended for the dishwasher
Place used towels in the washing machine and start a normal wash cycle using provided detergent
Bag all trash and place it in the outdoor bins
Return any outdoor seat cushions to the storage boxes
If pets were present, pick up and bag all pet waste and place in outdoor bins
Return furniture to its original position if moved
Close and lock all doors and windows
Log out of any personal streaming accounts on smart TVs or devices

Excessive mess that requires additional cleaning time or special services may result in a $250 or more extra cleaning fee.

Laundry Use

Use the washer and dryer at your own risk.
Use only appropriate detergents.
Do not overload machines or wash items that are not suitable for machine washing.

Remote Controls and Electronics

Keep remote controls in the rooms where they were found.
A $50 fee may be charged for each lost or damaged remote.

7. Damage Waiver and Excessive Wear and Tear

A non-refundable Damage Waiver Fee of $50 is included with each reservation. This waiver provides coverage for up to $1,500 in accidental damage that occurs during the stay.

To qualify for coverage under the Damage Waiver:

Damage must be accidental in nature.
All accidental damage must be reported to the Host before checkout.

The Damage Waiver does not cover:

Intentional damage or misuse.
Damage resulting from violation of house rules, including but not limited to smoking, hot tub misuse, or pets on furniture.
Excessive cleaning, biohazards, or bodily fluids.
Lost, stolen, or missing items, including remotes.
Any amount of damage that exceeds $1,500.

If damage is not covered by the Damage Waiver or exceeds $1,500, Guest authorizes Host to charge the payment method on file.

For excessive wear and tear or damage:

A $100 minimum fee may apply for minor damage under $1,000.
A $500 or more minimum fee may apply for major damage over $1,000.

8. Enforcement, Eviction and Rule Violations

Violations of occupancy limits, quiet hours, smoking rules, pet rules, hot tub rules, or other house rules may result in:

Immediate termination of the stay without refund.
A $250 or more enforcement fee.
Additional charges for damages, extra cleaning, or rule related costs.

9. Maintenance and Property Access

Host or authorized repair personnel may enter the Property:

To perform necessary repairs or maintenance.
To address an emergency.
To verify compliance with this Agreement if there is a reasonable concern.

When possible, reasonable notice will be provided to Guest before entry, but emergency situations may require immediate access.

10. Internet, Utilities, Weather and Conditions

Internet and Wi Fi are provided as a convenience and are not guaranteed.
Utility outages or slow service may occur in rural or lake areas.
No refunds will be given for internet or utility outages, weather conditions, road closures, or lake level or water conditions.

11. Lost and Left Behind Items

Host is not responsible for items left behind at the Property.

If items are found and Guest requests return shipment:

Guest is responsible for all shipping and handling costs.
Unclaimed items may be discarded after 14 days.

12. Criminal Activity and Third-Party Vendors

Use of the Property for any illegal activity is strictly prohibited and may result in immediate eviction and notification of law enforcement.
Any third-party services such as private chefs, photographers, or other vendors must be approved by Host in advance.
Host is not liable for acts or omissions of any third-party vendor hired by Guest.

13. Force Majeure

No refunds will be issued for events outside the control of Host, including but not limited to natural disasters, severe weather, pandemics, government orders, evacuations, or other emergencies that make it illegal or unsafe to use the Property.

14. Liability and Indemnification

Guest and their invitees, heirs, successors, and assigns agree to release, defend, indemnify, and hold harmless Texoma Rose Retreat LLC, its owners, members, agents, contractors, and employees from any and all claims, disputes, causes of action, liabilities, damages, losses, costs, or expenses arising out of or related to:

Use or occupancy of the Property.
Any accident, injury, illness, or loss of property that occurs at or around the Property.
Use of amenities including but not limited to decks, stairs, patios, bunk beds, hot tub, fire pit, outdoor kitchen, and yards.

This release does not apply to the extent caused by the gross negligence or intentional misconduct of Host.

If Host must employ legal counsel to enforce this Agreement or collect amounts owed, Guest is responsible for reasonable attorney fees and costs.

15. Governing Law

This Agreement is governed by the laws of the State of Oklahoma without regard to its conflict of law rules.

16. Acceptance

By completing an online reservation for the Property, the Guest acknowledges that they have read, understood, and agree to all terms and conditions of this Agreement.