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Tenant Agreement

 

 

TENANT VACATION RENTAL AGREEMENT
Trinidad Retreats/Arcata Retreats/Eureka Retreats
PO Box 1044 Trinidad CA, 95570
www.trinidadretreats.com              info@trinidadretreats.com
(707) 601-6645                              Fax (866) 543-0761  
                 

In order to secure your reservation and be a “Good Neighbor” while visiting our vacation home(s) 

we require you sign, initial and date this contract. Please agree to the terms, initial and sign all 

fields. We ask that you read over this paperwork very carefully, especially the highlighted areas as 

all the rules must be followed. Failure to comply with the terms of this agreement may result in  

fines, loss of security deposit or eviction.  All guests and visitors staying to the unit must follow 

these terms.   Signing this Tenant Agreement means you are being held as the “responsible party” 

for this reservation.  It is your responsibility to notify all the occupants in your party of these 

rules and restrictions.  In signing you are agreeing that you have read and agreed to the rules and 

restrictions including the City of Trinidad’s VDU Ordinance outlined in this Tenant Agreement.  

The credit card number provided with your initial payment will be charged for your Final Payment 

(unless otherwise noted) and for any potential fines.  We provide a copy of this agreement along 

with other information specific to the home in the “Welcome Binder” at the vacation home for all 

occupants to read.  Initial________

1.  AGREEMENT: Trinidad Retreats, the homeowner, and Tenant(s) agree as follows: The tenant 

booking and staying is an adult of at least 25 years of age and will be an occupant of the unit 

during the entire reserved period. Other occupants will be family members, friends, or 

responsible adults.  Use of the premises will be denied to persons not falling within the foregoing 

categories, and as a result they would have to vacate the property immediately without any 

refund. No key/lock box code will be issued to anyone who is not an adult.  In some instances 

the Tenant may be asked to provide a copy of their driver’s license along with this signed 

agreement.  

2.  VACATION RENTAL DWELLING ORDINANCE: The City of Trinidad has passed a Vacation 

Dwelling Unit (VDU) Ordinance that defines standards for the following:  Occupancy, Parking, 

Water Use, Septic Systems, Signs, Trash, Visitors, Noise, Traffic, Tenancy and Emergency 

Preparedness.  The standards of the ordinance are outlined below and must be strictly adhered to 

at all times.   As a courtesy, if TRINIDAD RETREATS is notified of a violation, they will contact the 

occupants.  TRINIDAD RETREATS reserves the right to charge fines, evict, and/or contact the 

police if violations occur.  Violations of this ordinance are punishable by the City of Trinidad as 

either an infraction or misdemeanor.  Each separate day in which a violation exists may be 

considered a separate violation. Although this Ordinance applies specifically to homes located 

within the city limits of Trinidad, Trinidad Retreats applies all of these rules and restrictions to 

ALL vacation homes.  Initial________

A.  OCCUPANCY:   The maximum number of occupants allowed shall not exceed two persons per 

bedroom plus an additional two persons.  Some homes may have adequate square footage to 

allow additional occupants.  Guests must adhere to the advertised maximum occupancy of the 

vacation home. 

B.  PARKING:  Each vacation rental will provide at least 1 off-street parking space for every 2 

occupants allowed in the home.  Please use these parking spaces.  If you have visitors please ask 

them to use street parking.

C.  WATER USE:  The City of Trinidad monitors annual water use records to allow for verification 

that the water use of the vacation rental does not exceed allowable volumes.  Please help us 

conserve water.  We appreciate your efforts.

D.  SEPTIC SYSTEM:  All homes in Trinidad are on septic systems and must comply with an Onsite 

Waste Treatment System Ordinance.  All vacation homes have had their septic system inspected 

and certified.  Septic systems can be sensitive to certain products.   Signs are posted in the 

bathrooms and kitchens outlining their special care.  

E.  TRASH:  Garbage and recycling containers are provided at all vacation rentals.  There shall be 

no accumulation or storage of trash and/or debris on the site or within the vacation rental.  This 

will also help keep critters like raccoons and bears away.  TRINIDAD RETREATS has weekly trash & 

recycling service Oct. – April and twice weekly pick up May – Sept.  Please contact us if  your trash 

exceeds the limits of the cans provided and we will arrange for an extra pick-up at the rate of 

$25/pick up.  

F.  VISITORS:  Guests must notify TRINIDAD RETREATS of visitors and get prior approval for any 

gatherings above the maximum occupancy of the vacation rental.  No visitors are allowed to stay 

overnight on the premises.  The number of visitors to a vacation rental shall be limited to not 

more than 20 persons, including occupants, per parcel at any time and MUST be approved by 

TRINIDAD RETREATS.  

G.  NOISE:  Occupants and visitors will not generate noise such that it would unreasonably 

interfere with the quiet use and enjoyment of any other residence or business in the area.  Any 

noise occurring after 10:00 pm and before 8:00 am should be contained within the vacation 

rental and shall not be able to be heard by or offend any adjacent neighbors.  Initial________

H.  TRAFFIC:  Vehicles used and traffic generated by the vacation rental shall not exceed normal 

residential levels or unreasonably interfere with the quiet use and enjoyment of any other 

residences or businesses in the area.  Drive slow.

I.   TENANCY:  Vacation rentals shall not be used for less than 2 successive nights.  

J.  OTHER VIOLATIONS :  Using the premises for any illegal activity including, but not limited to, 

the possession, serving or consumption of alcoholic beverages by or to persons less than 21 

years of age;  Causing damage to the premises rented or to any of the neighboring properties; 

Any other acts which interfere with “The Good Neighbor Brochure” found in the vacation home;  

Smoking cigarettes or marijuana in or on the premises is not allowed.  NO PARTIES, LARGE 

GATHERINGS OR EVENTS OF ANY KIND!  Initial________

Violation of any of the any terms may result in these actions: contact the police, immediate 

eviction, forfeit of the full rental fee and a minimum fine of $500.00.   Initial________

3. CSA Vacation Rental Damage Protection plan: This plan covers unintentional damages to the 

rental unit interior that occur during your stay, provided they are disclosed to management prior 

to check-out. The cost of the Vacation Rental Damage Protection plan is a one-time $39.00 

charge and will be listed as “Accidental Damage Protection” on your booking details and  invoice.  

As a part of your stay, you may purchase a Vacation Rental Damage Protection plan designed to 

cover unintentional damages to the rental unit interior that occur during your stay provided they 

are disclosed to management prior to check-out. If purchased, the policy will pay a maximum 

benefit of $3000. Any damages that exceed $3000 or are not covered under the plan will be 

charged to the credit card on file. If, during your stay at one of our rental properties, an insured 

person causes any damage to real or personal property of the unit as a result of inadvertent acts 

or omissions, the Insurer will reimburse the Insured for the cost of repair or Actual Cash Value of 

such property up to a maximum benefit of $3000. Certain terms and conditions apply. Full 

details of the Vacation Rental Damage coverage are contained in the Description of Coverage or 

Insurance Policy. The Vacation Rental Damage plan can be purchased up to, and including at, 

check-in. By submitting payment for this plan, you authorize and request CSA Travel Protection 

and Insurance Services to pay directly Trinidad Retreats any amount payable under the terms and 

conditions of the Vacation Rental Damage. Please read more about this coverage by clicking here: 

 www.vacationrentalinsurance.com/g10vrd

3b. If you do not wish to participate in the Security Deposit Protection Plan: The security 

damage/deposit is $1500 dollars for a vacation rental. The security deposit will be charged to 

your credit card 7 days prior to arrival.  Directions to the vacation home and the lock box key 

code will not be issued until the security deposit has been processed.  Trinidad Retreats may 

deduct your credit card if there is damage, wear and tear beyond normal use, additional cleaning, 

extra occupants or a breach of this contract. Real and personal property must be in the same 

condition as when occupancy commenced and all terms of this agreement are met. Tenant is 

liable for all replacements and repairs that are outside what is considered normal wear and tear. 

The security deposit of $1500 will be refunded to your credit card  within 7 days of your 

departure date.

4. PAYMENT SCHEDULE AT TIME OF BOOKING IF MORE THAN 30 DAYS PRIOR TO ARRIVAL DATE: 

An  initial payment of 50% rent plus the $25 non-refundable booking fee is required at the time 

of booking and must be paid with a credit card. All tenants must have a credit card on file in 

order to reserve a unit. The card on file will be debited 30 days prior to arrival date for the 

remaining rent and fees owed (minus the optional security deposit processed 7 days prior to 

arrival)  unless you otherwise notify Trinidad Retreats and arrange for another credit card or 

other type of payment.  Final payments can be made with Visa, MasterCard, Discover or personal 

checks. American Express, cash, cashier’s checks and money orders are not accepted.  

4A. PAYMENT SCHEDULE WITHIN 30 DAYS PRIOR TO ARRIVAL DATE: Total Rent due including all 

fees and tax must be paid in full with credit card.  *Please note optional $1500 Security Deposit 

will not be processed until 7 days prior to arrival.  

4B. Payment by Credit Card through RentPayment (See RentPayment Agreements and Rules) 

http://www.rentpayment.com/rp/Company/Terms/ ). This acceptance confirms authorization for 

Trinidad Retreats to process the  Credit Card Account for the required Security Deposit and the 

required   payment(s) made  to confirm the reservation, and then subsequently the remaining 

balance to complete the full payment of said reservation. Also note that your credit card will be 

charged any excess charges if deemed necessary from any fines, damages, or by damages not 

covered by the damage insurance policy (if the policy was purchased).

4C. FINAL PAYMENT BY CHECK: If the Tenant pays by check rather than credit card, and the check 

is returned for NSF there will be a $75 service charge. Keys/lock box code will not be issued until 

the check has successfully cleared the bank. Checks should be made payable to Trinidad Retreats.
 
5. TENANTS LIABILITY, INDEMNITY AND HOLD HARMLESS: If damages are in excess of the 

security deposit or damage protection insurance, tenant agrees to reimburse Trinidad Retreats or 

the homeowner for costs incurred to repair/replace damaged or lost items. Tenants shall 

indemnify and hold TRINIDAD RETREATS and homeowner completely harmless with respect to 

liability and damages, costs and expenses in connection with any damage or injury whatsoever to 

persons or Property arising out of the use, operation, occupation, maintenance or control of the 

Property or out of any matter or thing with respect to which it is elsewhere in this Agreement 

provided or agreed that TRINIDAD RETREATS shall not be under responsibility. Initial________ 
 
6. PETS: We only allow pets at some of our homes (please inquire) an additional pet fee is 

required for each approved pet. Pet fees may be charged as a per night rate or a flat rate per stay 

depending on the home.  You must notify Trinidad Retreats of each dog you plan on bringing to 

the home.  We allow a maximum of 2 dogs per home.  Pet fees are per dog not per reservation.  

You MUST clean up after your pet, including properly disposing of all waste. We provide “doggy 

bags” in our pet friendly homes for your convenience.  You must also maintain control of your 

pet at all times, and NEVER leave a pet unattended. If you are leaving for the day and don't want 

to take the pet with you, you must put it in a local kennel or find alternative solutions to leaving 

the pet alone at our property.  Penalty for not registering each dog, paying the correct pet fee, 

and leaving your dog(s) unattended may result in a $250 Fine.  Any complaints from neighbors 

regarding excessive noise or other nuisances caused by your dog(s)  may also be cause for 

immediate termination of the stay. 

7. CLEANING:   Each property will be inspected, sanitized and cleaned after your departure. The 

cleaning fee you have paid will provide for approximately four hours of normal cleaning so that 

you can enjoy your vacation up to the last moment. YOU ARE REQUIRED to leave the property in 

the same general condition in which it was received by making sure: dishes are done and put 

away, trash & recycling are put in garbage bins, and home is ready to be vacuumed.  If time 

permits, please strip beds and start laundry as a courtesy to our housekeeping staff.   If 

additional cleaning is required, you will be notified and your credit card will be charged at the 

rate of $25 per hour.
 
8. WHAT WE SUPPLY:  In addition to a fully furnished home including bed linens, towels and 

cookware, we provide guests with dish soap, hand soap, dishwasher & laundry soap, bath soap, 

sponge, paper towels, toilet paper, barbecue supplies including charcoal, lighter fluid and 

propane. THERE WILL BE EXTRA CHARGES TO YOUR SECURITY DEPOSIT OR CREDIT CARD FOR 

REPLACING THESE ITEMS IF FOUND TO BE NECESSARY.

9. TELEPHONES:  Some homes furnish a telephone with local access.  Otherwise cell phones 

generally work from most homes.  In some cases you may need a calling card.  Long distance 

phone calls are blocked.
 
10. INTERNET/WI-FI:  All of our homes offer Wi-Fi at no additional charge.  Due to the rural 

nature of the Trinidad Area connectivity issues may occur.  Trinidad Retreats is not responsible 

for connectivity issues related to either the provider, Suddenlink Cable or the Tenant’s device.  

Trinidad Retreats will provide a troubleshooting guide to assist with connectivity issues that may 

arise and will do their best to assist the tenant during regular business hours (9am -5pm) but 

cannot guarantee connectivity. No refunds will be given due to lack of connectivity. Under the  

Digital Millennium Copyright Act it is illegal to share, post, stream, download copyrighted 

materials by an IP (Internet Protocol) address associated with Suddenlink the internet provider at 

the units. Suddenlink provides us with the date, time and IP address that violates the DMCA. 

Illegal  sharing, posts, streaming, downloading copyrighted materials leads to the account being 

locked and possible discontinue of services at unit. Therefore, we know exactly which reservation 

is responsible for WIFI being blocked.  NEVER perform illegal downloads at any time while staying 

at our vacation home(s).   Please be careful what you share, post, stream, or download. If any 

guests are found to violate the DMCA, tenants will be notified and  fined $250 for the illegal use 

of the internet. Please share this important information with all occupants staying at our vacation 

home(s) as well as any visitors on-site as the responsible party  will be charged this fine 

regardless of who performed the illegal download.   Initial________

  
11. HOT TUB & PATIOS: Tenant hereby acknowledges that if the property they have reserved 

includes a hot tub, the undersigned and tenants are fully aware that the hot tub and surrounding 

patio/deck can be dangerous, that the deck/patio can be slippery when wet, and that injury is 

likely to occur to anyone who is not careful. Tenants should observe and adhere to all rules and 

policies as posted at the property.  Hot Tub hours are from 9 a.m. to 10:00 p.m. Use of hot tub 

outside of these hours may be cause for eviction without a refund. The Property is located in a 

residential area with strict curfew laws associated with "excessive" noise. Please keep noise levels 

to a minimum. The hot tub is sanitized, refilled and chemicals replenished  in all hot tubs prior to 

your arrival; therefore, it may not be warm until later that evening. Shower, clean off sand and 

other contaminants before entering. If after your departure and our inspection,  the hot tub is 

found dirty beyond normal use, requiring a partial or full drain and water change, because of 

Tenant misuse an additional $100 cleaning fee will be charged. Please do not add any type of 

soap products to the water.  Please notify Trinidad Retreats of any accidental damage to hot tub 

including broken jets, lid, etc.  

When using the hot tub, remember there is certain health risk associated with this facility. Use at 

your own risk. No children under the age of 12 permitted in hot tubs at any time. The American 

College of Obstetricians and Gynecologists  state that becoming overheated in a hot tub is not 

recommended during pregnancy. When not in use, remember to secure the cover over the hot tub 

by snapping it down on the sides. Hot tub covers are for insulation purposes and are not 

designed to support a person or persons. DO NOT STAND OR SIT ON THE HOT TUB COVERS, they 

will break and you may be charged for replacement. Remember when not using the hot tub, leave 

cover on so hot tub will stay warm. With full knowledge of the above facts and warnings, the 

undersigned accepts and assumes all risks involved in or related to the use of the hot tub and 

patio areas.
 
12. CHECK IN: Check in time is 4:00 PM.
Key/Lock Box Code WILL NOT be issued with a balance owing or without a signed rental 

agreement in the Trinidad Retreat’s possession EARLY CHECK IN TIMES ARE ALLOWED ONLY 

WHEN THE PROPERTY IS CLEANED AND READY FOR OCCUPANCY AND PRIOR APPROVAL HAS BEEN 

GIVEN. Key will be in lock box and code released via email once paid in full and contract signed 

and received.
 
13. CHECK OUT: Check out time is 11:00 AM
THERE IS AN EXTRA CHARGE FOR LATE CHECK OUT WITHOUT PRIOR APPROVAL. Please return all 

keys to lock box and remote controls to their correct location. A $30 hour fee will be charged for 

each hour (or portion thereof) past the required check out time. A $75 per item fee will be 

charged for each lost key and remote control.
 
14. CANCELLATION: Should you wish to cancel this reservation, notice of cancellation MUST BE IN 

WRITING via email.  If you cancel MORE THAN 60 DAYS PRIOR TO YOUR CHECK IN DATE we will 

refund the initial sums you have paid (50% of the rent minus the  nonrefundable $25 booking fee  

and  $50 cancellation fee). If your notice of cancellation is RECEIVED LESS THAN 60 DAYS PRIOR 

TO YOUR CHECK IN DATE, you will forfeit the entire initial payment (50% rent plus $25 non-

refundable booking fee), unless we are able to re-rent the property to someone else, at the same 

time and rate. If the property is re-rented we will only charge $75 ($25 booking fee and $50 

Cancellation fee).  WHEN A CANCELLATION IS  MADE  30 DAYS  PRIOR TO ARRIVAL OR LESS you 

will forfeit the entire sum  paid less the housekeeping fee, accidental damage protection fee( if 

applicable ) and pet fee.  There will be no refund within 30 days or less of arrival, no exceptions. 

*Optional CSA Travel Protection Plan - Trinidad Retreats offers guests the option of purchasing 

this travel insurance protection plan.  CSA provides coverage for unused, non-refundable 

payments if your trip must be cancelled or delayed for a variety of reasons, including medical and 

travel emergencies.    Please read more about this coverage by clicking here 

www.vacationrentalinsurance.com/g10vrd.  All claims will be filed directly by the guest to CSA 

who will determine coverage and provide reimbursement to the guest.  Reimbursement will not 

be provided by Trinidad Retreats.   

 
15. HOLD HARMLESS/: Trinidad Retreats or the homeowner does not assume any liability for loss, 

damage or injury to persons or their personal property. Neither do we accept liability for any 

inconvenience arising from any temporary defects or stoppage in supply of water, gas, electricity 

or plumbing. Nor will Trinidad Retreats or the homeowner accept liability for any loss or damage 

caused by weather conditions, natural disasters, acts of God, or other reasons beyond its control.
 
16. ADDITIONAL TERMS AND CONDITIONS: The undersigned, for himself/herself, his/her heirs, 

assignors, executors, and administrators, fully releases and discharges Trinidad Retreats and 

Owner from any and all claims, demands and causes of action by reason of any injury or whatever 

nature which has or have occurred, or may occur to the undersigned, or any of his/her guests as 

a result of, or in connection with the occupancy of the premises and agrees to hold Owner and 

Trinidad Retreats free and harmless of any claim or suit arising there from. In any action 

concerning the rights, duties or liabilities of the parties to this agreement, their principals, 

agents, successors or assignees the prevailing party shall be entitled to recover reasonable 

attorney fees and costs.

Please sign below:  You and your party are agreeing that you have read and agreed to the rules 

and restrictions and The VDU Ordinance outlined in the Tenant Agreement.  That you  understand 

that the credit card number provided will be charged for your Final Payment (unless otherwise 

noted).  That should you or anyone in your reservation group breach the Tenant Agreement, 

excess charges and/or fines will be charged to the same credit card on file.

 Signature_____________________________________________

Print name___________________________        Date_______

Driver’s License # & State______________

List all occupant’s names and ages staying on the property below:
1.      ____________________________________
2.      ____________________________________
3.      ____________________________________
4.      ____________________________________
5.      ____________________________________
6.      ____________________________________
7.      ____________________________________
8.      ____________________________________
9.      ____________________________________
10.  ____________________________________

List all vehicles that will be on the premises.  Please note that vehicles are limited to the number 

of bedrooms available in the home. If rental please provide as much info as possible.

Vehicle Make                                                Model                         Color              License Plate#
1._________________                   ___________            ______            __________________
2._________________                   ___________      ______            __________________
3._________________                   ___________      ______            __________________
4._________________                   ___________      ______            __________________

List all pets, (if applicable) staying on the property below:
Breed                                            Size                        Age
1._________________                   ___________                 ______ 
2._________________                   ___________                 ______ 
3._________________                   ___________                 ______ 

Thank you for your cooperation! Vacations Homes to Remember!
REMEMBER THAT YOU ARE RENTING A PRIVATE HOME. PLEASE TREAT IT
WITH THE SAME RESPECT YOU WOULD TO YOUR OWN HOME.
If there is anything we can do for you let us know.

Trinidad Retreats PO BOX 1044 Trinidad, CA 95570 +1 (707) 601-6645 info@trinidadretreats.com

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