Rental Policies

BBRG CONTACT INFORMATION | 541-595-3840 | pmanagement@blackbutte.com  

RESERVATIONS | Your Reservation is booked once you make the first deposit. Your Reservation will be Confirmed once you make your final payments, and we have received your signed Rental Agreement.  

CHECK IN | Check In time is 4:00 PM | Early Check In is not available during peak season. 

CHECK OUT | Check Out time is 11:00 AM | Late Check Out times are not available during peak season. Unauthorized late checkouts will be charged for an additional night. 

PROPERTY ADDRESS | KEY ACCESS | Four days prior to your arrival date you will receive the property's physical address and the code to retrieve the door key from the lock box. 

ACCESS REGISTRATION | All guest vehicles are to be registered at the Black Butte Ranch Welcome Center upon arrival at Black Butte Ranch. You will need to provide your Booking information, Vehicle information, and valid photo identification. The BBR agent will give you an Access Card to enter through the gates and enjoy all the Black Butte Ranch amenities. Your Access Fees to all the Black Butte Ranch amenities will be included in your Reservation. Please make sure all vehicles are registered. While you are at the Welcome Center the BBR agent can provide you with a map and directions to your rental property.

PARKING | All guests must park their vehicles in the driveway. Parking on the roadway is prohibited by Black Butte Ranch. 

MINIMUM STAY | There are varying minimum stay requirements dependent on the property and rental dates. If you cannot make a reservation online due to available nights versus minimum nights required, please call our Reservation Team and we may be able to customize your stay. If a guest is unable to stay for the entire minimum stay requirement as set forth in the original Rental Agreement, they will pay for the entire stay whether they occupy the premises or not. 

PROPERTY REDINESS | We strive to ensure all our homes are clean and well maintained. If you find otherwise when you arrive, we ask that you call us immediately so we can make every effort to correct the problem.  

NON-SMOKING POLICY | All Rental Properties are designated Non-Smoking. Smoking is not allowed in any of the Black Butte Realty Group rental homes. Extra charges will apply if it is determined that smoking occurred during your stay. 

MAXIMUM GUESTS ALLOWED | Each rental home has an established maximum number of overnight guests allowed. Overcrowding will result in violation and will void your rental agreement and result in eviction and forfeiture of your rent.  

PET POLICY | Pets are permitted in designated dog-friendly homes. Registration of your pet is required at the time you make your reservation. A fee of $30 per night-per pet will be added to your total due. Violation will void your rental agreement and result in eviction and forfeiture of your rent. We ask that your dog is well groomed prior and during your stay. Please be mindful and make sure your pet is clean before entering your rental property. 

HOUSEKEEPING | Linens and bath towels are included in the home for your use. Some properties supply pool towels while others do not. Please bring your own pool towels as we do not permit towels or linens to be taken from the unit. Daily housekeeping service is not provided. If your stay is more than 10 days, an additional house cleaning will be scheduled, and an hourly charge will be added to your reservation. If you want to schedule additional housekeeping services, please schedule at the time of your booking. There will be an hourly charge calculated in your reservation for any additional housekeeping services requested during your stay. 

HOMES WITH HOT TUBS | You must adhere to all the Hot Tub usage rules provided to you in the Rental Agreement. You will be sent a separate Hot Tub Policy document to sign and return before arrival.

INTERNET | All homes provide Internet service. You will be provided with the Wi-Fi Network and password in a folder upon arrival at your rental home. 

GARBAGE | RECYCLING | Garage and Recycling removal is provided upon departure. Please place all garbage and recycling in the appropriate cans. Any excess garbage will need to be taken with you when you depart. If we need to provide additional garbage removal, you will be charged an additional fee of $50. 

LOST AND FOUND | If you notice you left an item behind, call our office and every effort will be made to locate and return your item. You will be responsible for shipping and handling costs. Unclaimed items are donated thirty (30) days after you depart. Black Butte Realty Group is not responsible for personal items left in the home after check-out. Black Butte Realty Group is also not responsible for stolen items. Use the same precautions at Black Butte Ranch as you would in your own home. Keep your residence and car doors locked and secured. 

UNCONTROLLABLE CIRCUMSTANCES | All Rental Properties are individually owned and BBRG is acting as the Property Manager. If the property you have rented becomes unavailable due to uncontrollable circumstances, BBRG will make the best effort to place you and your guests in comparable accommodations.  

ACCESS TO PROPERTY FOR MAINTENANCE | On occasion, a BBRG Agent may need to access the Property during your stay for purposes of repair or inspection. The BBRG Agent shall exercise this right of access and will plan with our guests ahead of time if possible. 

CANCELLATION POLICY | Cancellation Requests must be received in writing. All Reservations cancelled at least 30 days prior to your arrival date will be refunded 100%.  

Cancellation requests received less than 30 days before the arrival date are not eligible for a refund. We advise our Guests to purchase Traveler Insurance in case of last-minute cancellations. If you need to cancel at the last minute, you may have the choice to transfer your payments to alternate booking dates, in the same house, during the same calendar year. In the event the reservation is cancelled, and a future stay credit is provided, the new booking will not be eligible for a refund if cancelled again. 

No full or partial refunds will be granted for no shows if you arrive after the first night of your reservation or depart before the last night of your reservation.  

No refunds will be given if the Property you booked is unavailable for any reason outside of our control, including adverse weather conditions, natural disasters, mechanical failures, acts of government agencies, or utility outages.  

Refunds will NOT be granted for smoke in the area as it can be coming from fires not directly adjacent to the Ranch or even from miles away. If smoke is excessive, BBRG will consider allowing you to re-book in the future in the same home when conditions are more desirable, the credit to be used before the end of the same year of your booking. 

Refunds for cancellation due to Wildfires are granted with written notice at least 30 days prior to your arrival date. Last minute cancellations will only be refunded if Black Butte Ranch is under a Government Agency Level Three Evacuation notice. Refunds will not be granted for Wildfire smoke or unhealthy Air Quality levels.  

If Wildfire smoke is excessive, you may have the choice to transfer your payments to alternate booking dates, in the same house, during the same calendar year. In the event the reservation is cancelled, and a future stay credit is provided, the new booking will not be eligible for a refund if cancelled again. 

If you made your reservation with a third-party booking agent, you may have a separate Cancellation policy with that agent. 

WILDFIRES | Wildfires do occur occasionally in Central Oregon. Refunds for cancellation due to Wildfires are granted if Black Butte Ranch is under a Level Three evacuation order only. See Level Notice information below: 

Refunds will NOT be granted for smoke in the area as it can be coming from fires not directly adjacent to the Ranch or even from miles away. If smoke is excessive, BBRG will consider allowing you to re-book in the future in the same home when conditions are more desirable, the credit to be used before the end of the same year of your booking. 

EVACUATION LEVELS 

LEVEL 1 – “BE READY!” for potential evacuation. All services are available. Smoke may be present from the area fire or another fire in the area. Residents should be aware of the danger that exists in their area, monitor emergency services websites and local media outlets for information. This is the time for preparation and precautionary movements of persons with special needs, mobile property and (under certain circumstances) pets and livestock. If conditions worsen, emergency services personnel may contact you via an emergency notification system. 

LEVEL 2 – “BE SET!” to evacuate. During a Level 2 evacuation notice you should be prepared to leave IMMEDIATELY if a Level 3 Notice is called. Your possessions need to be packed, and you should be ready to vacate the Ranch. All services are available and there may be smoke in the area. This level indicates there is significant danger to your area, and residents should either voluntarily relocate to a shelter or with family and friends outside of the affected area, or if choosing to remain, to be ready to evacuate at a moment’s notice. Residents MAY have time to gather necessary items, but doing so is at their own risk. This may be the only notice you receive. Emergency services cannot guarantee that they will be able to notify you if conditions rapidly deteriorate. Area media services will be asked to broadcast periodic updates. 

LEVEL 3 - “GO!”evacuate now. Leave immediately! Danger to your area is current or imminent, and you should evacuate immediately. If you choose to ignore this advisement, you must understand that emergency services may not be available to assist you further. DO NOT delay leaving to gather any belongings or make efforts to protect your home. This will be the last notice you receive. Because we cannot offer you accommodation or services, you will be asked to vacate the premises. You will be eligible to receive a refund for any night we cannot provide you with accommodation.  

SECURITY DEPOSIT | DAMAGE | A security deposit is required for each reservation. A valid Visa, Master Card or AMEX is required to be on file until you depart, and it is determined that the home is in good order. Our credit card information is secured by VRP.  If there is not any damage determined at our closing inspection, your Security Deposit will be returned within 10 - 14 business days of your departure.  

If any damage is identified, the entire amount of the security deposit will be held by BBRG while damages are assessed. Damages will include, but are not limited to:  

Breakage to the residence or its contents 

Restoring electronics to working order: including missing cords, wires, or connections 

Carpet cleaning for excessive soil 

Excessive garbage removal 

Unauthorized late check-outs 

Any extra cleaning charges 

RENTAL INSURANCE | We encourage all renters to purchase travel insurance in case of illness or emergency. Travel Insurance may or may not cover loss from smoke or wildfire. Check your policy carefully for losses that are covered.  

LIABILITY | The rental properties are privately owned. Guests assume the risk of any harm arising from the use of the premises or other people whom they invite on the premises. 

AFTER HOURS COMMUNICATIONS | Please call 911 for any emergencies. You can reach us @ 541-595-3840 after hours if needed. After-hours emergencies include issues with heating, electrical, plumbing or lock outs. Television or Internet issues are to be reported to TDS Telecom by calling 1-855-244-0122. 

BBRG CONTACT INFORMATION | 541-595-3840 | pmanagement@blackbutte.com