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: Kingston, Oklahoma

Maximum occupancy is 8 guests total
The booking guest must be at least 25 years old
The booking guest must be staying at the property for the duration of the reservation
Third-party bookings are not permitted
Guest is responsible for all members of their party and visitors during the stay

2. Payment & Cancellation Policy

2.1 Payment Terms

50% of the reservation total is due at booking
Remaining balance is due 30 days before check-in

Failure to complete payment may result in cancellation.

2.2. Cancellation Policy

100% refund if canceled 30+ days before check-in
50% refund if canceled 14–29 days before check-in
No refund if canceled fewer than 14 days before check-in

Reservations during the following holiday periods are non-refundable:

Memorial Day weekend
Fourth of July week/weekend
Labor Day weekend
Thanksgiving
Christmas
New Year’s

2.3 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. Direct Booking Verification

For direct bookings made outside of Airbnb, Vrbo, or similar platforms, the booking guest must provide a valid government-issued photo ID within 24 hours of booking.

Failure to complete verification may result in cancellation of the reservation and forfeiture of amounts paid, at Host’s discretion.

4. Check In and Check Out

Check in time: 4:00 PM. or later
Check out time: 11:00 AM

Unauthorized late checkouts will result in a $250 fee. This helps protect our cleaning schedule and ensures the home is properly prepared for incoming guests.

5. House Rules

5.1 No Parties or Events

Parties, events, and large gatherings are strictly prohibited.

5.2 Quiet Hours

Quiet hours are from 10:00 PM to 8:00 AM

Excessive noise or disturbances that affect neighbors may result in eviction without refund and additional charges.

5.3 No Smoking or Vaping

Smoking or vaping is not permitted inside the home.

Evidence of smoking or vaping indoors will result in a $500 remediation fee, plus any additional costs required to remove odors or repair damage.

6. Pets

Up to 2 dogs are allowed with a $200 pet fee per booking
Pets are not allowed on furniture or bedding
Guests must clean up all pet waste

A $250+ fee may apply for failure to clean up pet waste or for excessive pet-related messes.

Pet-related damage, excessive cleaning, upholstery cleaning, carpet treatment, or damaged items may be charged to the booking guest.

7. Parking

Maximum of 4 vehicles, including trailers
Parking is only permitted in designated driveway areas
Parking on grass is prohibited
Oversized vehicles, RVs, or additional trailers may require prior approval

8. Security Cameras

Exterior security cameras are installed at the front entrance and driveway for safety and security purposes only.
No cameras are located inside the home or in private guest areas.
Tampering with security equipment may result in eviction and additional charges.

9. Safety & Property Amenities

Guests use all amenities at their own risk.

9.1 Decks, Patios & Stairs

Outdoor surfaces may be slippery when wet or icy.

Guests should use caution and supervise children.

9.2 Bunk Beds

Top bunk is intended for children ages 6+ only.
Only one person per top bunk
No climbing, jumping, or horseplay

Parents/guardians are responsible for supervising children.

9.3 Hot Tub

Use at your own risk
No glass near the hot tub
No soaps, oils, or bath products
Children must be supervised
Replace and secure cover after use

A $150+ cleaning fee may apply if the hot tub requires draining or additional servicing due to misuse.

9.4 Electric Fireplace

The electric fireplace is for ambiance only.
Please use only provided controls.
Do not place items on or inside the unit.

9.5 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.

9.6 Fire Pit

Must be attended by a responsible adult at all times
Do not use during high wind or hazardous fire conditions
Follow local burn restrictions
Use only approved firewood. Burning trash, plastics, construction wood, treated wood, or other inappropriate materials is strictly prohibited.
Fully extinguish fires using the provided sand bucket before leaving the area. Water may also be used if needed.

Children and pets must be supervised near the fire pit.

9.7 Natural Environment / Pond

The property is located in a rural lake environment where wildlife, insects, uneven terrain, and natural vegetation may be present.
Guests should supervise children and pets at all times outdoors.
The pond visible behind the property is not owned by Host.
Swimming or wading is prohibited.
Fishing is at guest’s own risk.

9.8 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.