Rental Policies

Check-in and Check-out Times

  • Refer to your Rental Agreement for your specific check-in and check-out times.
  • No exceptions will be granted in July and August.
  • During the off-season, early check-ins or late departures must be arranged 24 hours in advance.
  • There will be a charge for early check-ins or late departures exceeding 2 hours.
  • No refunds for early departure.
  • Unauthorized late checkouts will be charged for an additional night.

Registering at the Welcome Center

  • All guest vehicles must be registered at the Welcome Center prior to entering the Ranch.
  • Black Butte Ranch will charge you an Access registration fee of $9/per person/per night.
  • You will need to provide your vehicle’s license number.
  • If arriving in separate cars, all members of your party should have a copy of our Access Registration form to present at registration. We suggest you also provide them with the rental home’s lockbox code in the event they arrive before you. Maps can be requested at registration.

Check-in at your Home

  • All guests must park their vehicles in the driveway. Parking on the roadway is prohibited by Black Butte Ranch.
  • When you arrive at your rental home, you will find a helpful notebook which contains specific information regarding your home (i.e. wireless internet instructions, etc.).
  • 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. Refunds will not be granted if we were not made aware of the problem in a timely manner and given the opportunity to resolve it.

Rental Home Rules

  • All Rental Properties are Designated Non-Smoking, so smoking is NOT allowed in any Black Butte Realty Group rental home.
  • Extra cleaning charges may apply if it is determined that smoking occurred in the rental home/condo upon your departure.
  • If you must smoke, please do so with the utmost caution as fire danger during the summer months is extreme. Please dispose of butts safely and considerately.

Overcrowding

  • Each rental home has an established maximum number of overnight guests allowed in a given residence and that number is strictly enforced. Overcrowding will result in your being asked to leave and forfeiture of your rent.

Dogs

  • Dogs are ONLY permitted in designated dog-friendly homes.
  • Your dog(s) must be registered with Black Butte Realty Group before arrival. Violation will void your rental agreement and result in eviction and forfeiture of your rent.
  • A fee of $30 per night is charged for each dog in dog-friendly homes plus a $5.00 registration fee.

Housekeeping

  • Daily housekeeping service is not provided.
  • Linens and bath towels are included in the home for your use. We don’t permit towels or linens to be taken from the unit, so please bring your own pool towels.
  • If you rent for multiple weeks, you will be given a housekeeping service each week seven days from the date you arrived and each seven days thereafter. Guests will not be charged for weekly cleans if staying two weeks or longer.
  • If you wish additional housekeeping services, please call the office 48 hours in advance. Your account will be charged by the hour for services.

Hot Tubs

  • If you are renting a home with a hot tub, please be aware there are certain health risks.
  • You must complete and return a hot tub release to Black Butte Realty Group before you are allowed access to the locked tub.
  • You must adhere to all the rules provided to you in the contract/agreement.

Phones and Movie Rentals

  • For long distance calls, use a calling card, credit card, or reverse the charges. Unauthorized long distance calls or movie rentals charged to the owners’ phone or cable account during your stay will be charged to you plus a $25 administrative fee.

Garbage Pick-up

  • Garbage removal is provided upon departure. It is your responsibility to have the garbage in the cans and to take any excess garbage that doesn’t fit in the cans provided to the solid waste disposal site located off McAllister Road west of the Ranch.

Lost and Found/Stolen Items

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

Miscellaneous

  • The rental units are privately owned. Guests assume the risk for any harm arising from their use of the premises or others whom they invite on the premises.
  • We want your stay to be enjoyable and stress-free. In the case of emergency circumstances beyond our control, guests will be placed in comparable accommodations and all possible arrangements will be made not to inconvenience you.

Cancellations

  • ALL rental cancellation requests (including Covid-19):
  • Received 30 days or more prior to arrival date will be issued a refund. The exception being any guest who books a stay of a duration of 15 days or longer which requires a cancellation request be received 30 days or more prior to the arrival date.
  • Received less than 30 days prior to arrival date will be issued a refund only if the property is re-rented.
  • All cancellation requests must be received in writing.
  • A $100 administrative fee per week or partial week cancelled will be deducted from rental refunds. The non-refundable reservation fee will be kept.
  • Cancellations Due to Wildfire in Area: As in many forested areas in the U.S., wildfires do occur occasionally in Central Oregon during the summer season.
  • Our refund policy with regards to fire and smoke is as follows and the following fire alert levels are State Forestry designations for a fire threatening Black Butte Ranch.
  • A Level 1 Notice to an area simply means that there is a fire in the area and to be aware. All services are available. Smoke may or may not be present from the area fire or another fire out of the area;
  • A Level 2 Notice to an area means that 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 in the area are available and there may or may not be smoke in the area. THIS MAY BE THE ONLY NOTICE THAT YOU WILL RECEIVE. Emergency services cannot guaratee that they will be able to notify you if conditions rapidly deteriorate. Area media services will be asked to broadcast periodic updates. Check Channel 3 for local updates for the fire status.
  • A Level 3 Notice means you will be called upon to vacate the premises. We will not be able to accommodate you and you will receive refunds for any night we were not able to provide you accommodations.
  • No refunds will 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 you are booked into.

Security Deposits

  • A security deposit is required for each reservation. This requirement can be met by a valid Visa or Master Card and is required to be on file until it is determined that the home is in good order, after your departure. Our credit card information is secured by VRP.
  • If damages occur to the home or its contents, the entire amount of the security deposit will be charged to the credit card on file. Damages will include but are not limited to major breakage to the residence or its contents/the cost of moving furniture to its original location/restoring electronics to working order, including purchase of cords, wires or connections/carpet cleaning for excessive soil/excessive garbage removal/unauthorized late check-outs/extra cleaning charges.
  • If total charges for damages, including a $25 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.