Rental Policies

 BBRG CONTACT INFORMATION | 541-595-3840 |  

RESERVATION CONFIRMATION | Your Reservation is tentatively confirmed once you make the initial deposits. Your final confirmation is once all agreements are signed, and all payments are made in full. 

 CHECK IN | Check In time is 4:00 PM. Early Check In times are 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 must be registered at the Black Butte Ranch Welcome Center upon arrival. You will need to provide your Reservation 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. Please make sure all vehicles in your party are registered at the Welcome Center. While you are at the Welcome Center the BBR agent can provide you with a map and directions to your rental property.

ACCESS FEES | Your Access Fee to all the Black Butte Ranch amenities will be included in your Reservation charges and is based on a percentage of your nightly Rental rate.

 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 shall pay for the entire stay whether he occupies 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 allowed in designated dog-friendly homes. Registration of your pet is needed at the time you make your reservation. A fee of $30 per night | per pet will be added to your total payments 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 you rent for multiple weeks, we will provide housekeeping service on the seventh day and every seven days thereafter. If you want to schedule additional housekeeping services, please schedule at the time you make your reservation. 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.  
PHONES | RENTAL MOVIES | Home phones are to be used for local calls only. These phones are in place in case of emergency. Movie Rentals charged to the owner's cable account are not permitted. If you have made any long-distance phone calls, or purchased any movies on the owner's cable account, you will be charged for the call/purchase and an additional $100 administrative fee.   
INTERNET | All homes provide Internet service. You will be provided with the Wi-Fi Network and password upon arrival. 
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 BBRGAgent shall exercise this right of access and will plan with our guests ahead of time if possible. 
CANCELLATION POLICY  | Guest Initiated Cancellation Requests must be received in writing. Guest Initiated Cancellation Requests received at least sixty-one days (61) prior to the booked arrival date will be refunded all previous payments made except the $200 Non-refundable Reservation Fee. Guest Initiated Cancellation Requests received between sixty (60) and thirty-one (31) days prior to the booked arrival date will be charged 50% of the total payments due.Guest Initiated Cancellation Requests received less than 30 days prior to the booked will be charged 100% of the total payments due.If you booked 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. 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 ofyour booking.  
  EVACUATION LEVELS | See Level Notice information below    
  • LEVEL 1 – “BE READY!” forpotential 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.   This security deposit payment will remain until it has been determinedthe unit you rented is in good order after your departure. 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 BBRGwhile 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 
If any charges for damages are determined, you will be charged an additional$100 administrative fee. Ifthe total charges for damage, and the administrative fee are less than the security deposit, a check will be issued for the remainder. Any excess charges will be billed to the renter. 

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. Please call 541-595-3840 or email if you need to reach our after hours agent. After-hoursemergencies 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.