Rental Agreement
Please read this Vacation Rental Lease Agreement thoroughly. Any monies received by The Air Butler, LLC for occupancy of vacation property indicate the acceptance of the terms and conditions of this Vacation Rental Lease Agreement. It is the responsibility of the guest(s) to be familiar with all policies within this agreement. This rental agreement is entered into by and between the renter, hereinafter referred to as "Guest", and The Air Butler, LLC, hereinafter referred to as “Agent".
1. Reservation Requirements- Reservations are not considered "guaranteed" until an accepted rental agreement is received by Agent. For direct bookings a signed copy must be returned to Agent. For Airbnb reservations, full payment is collected at the time of reservation, per their policy. For VRBO/Homeaway reservations, booking is confirmed once the first payment is made. The first payment amount varies, depending on the listing you’ve booked, and will include all applicable fees.
2. Accepted Forms of Payment- Accepted forms of payment will be dictated by the platform on which the booking occurs.
3. Cancellations- Cancellations may be made by the guest or The Air Butler, LLC at any time, for any reason. Should The Air Butler, LLC initiate a cancellation for any reason, guest will be subject to a 100% refund. Guests should review cancellation policies on VRBO, Homeaway, Airbnb or other booking platforms for the specific cancellation and refund policies for your specific booking. For direct bookings travelers who cancel at least 14 days before check-in will get back 100% of the amount they've paid. If they cancel between 7 and 14 days before check-in, they'll get back 50%. Otherwise, they won't get a refund. In the event of emergencies, weather, or other circumstances that may delay guest travel, Air Butler, LLC strongly suggests the purchase of trip cancellation insurance, as Air Butler, LLC does not issue refunds for any unforeseen circumstances.
4. Security Deposit or Accidental Damage Insurance - All reservations require either a security deposit (Airbnb) or the purchase of Property Damage Protection through CSA (VRBO/Homeaway/Direct bookings). Homeowners or travelers insurance does not fulfill this requirement. If booking through Airbnb, please note the amount of the security deposit per the individual home listing online. This security deposit WILL NOT be charged to the guest unless and until damage is observed, reported and filed with Airbnb. For VRBO/Homeaway, Guests understand that in the event of any noticeable damage outside the scope of normal wear and tear, the guests’ security deposit can be charged or withheld, or Air Butler, LLC will file an insurance claim through CSA travel protection, in which case, the guest may be contacted by CSA to verify submitted information regarding our claim. Should guests refute any claim and there is verifiable evidence of damage done by your party, or should the withheld security deposit not adequately cover the damage incurred, Air Butler, LLC will seek to collect reimbursement through any means necessary, including collection services or arbitration, for which the guest will be responsible for any legal fees incurred by Air Butler, LLC or its property owners.
5. Confirmation of reservation(s) - Confirmation of the reservation will be handled by the platform on which the booking occurs. Please read the confirmation for accuracy of dates, mailing address, number of adults and/or children and accommodations. Any errors must be directed to the reservations department immediately.
6. Refund Policy - Agent(s) cannot guarantee against mechanical failure of heating, air conditioning, hot water heaters, TVs, Satellite Receivers, DVD players, or other appliances. Please report any inoperative equipment to us immediately. Agent will make every reasonable effort to have repairs done quickly and efficiently. No refunds or rent reductions will be made due to failure of appliances or equipment. No refunds for early departures (less days than reserved) ~ No refunds will be given for delayed arrival ~ No refunds for reducing the number of nights reserved ~ Emergent issues can be expected to be handled immediately, while other issues may be replied to within 24 hours, or by the next business day. All issues- emergent or not are subject to be serviced by contracted, 3rd party professionals, and therefore the timeliness of their resolution is dependent on subcontractor’s availability. If, for some reason, a property is rendered inaccessible or unfit for guests prior to or during the stay by management, The Air Butler, LLC will first try to re-home a guest in a property of equal or greater value based on rental rates and amenities offered. Should no comparable property be available for a guests’ use, guests may be eligible for a partial or full refund, at the discretion of the management team. While every effort will be made to ensure the absolute comfort of our guests, should an existing reservation be canceled because of an unserviceable issue or the lack of availability of a comparable property, Air Butler, LLC will not be held liable or financially responsible for the guests’ alternate accommodations. All incidences and issues with the rental unit must be reported immediately to Air Butler, LLC. Guests are responsible for researching the area of their reserved rentals, as refunds are not issued for dissatisfaction or misunderstanding of the neighborhood or area.
7. Acts of God - Neither Owner nor Agent shall be liable for events beyond their control which may interfere with Guest(s) occupancy, including but not limited to Acts of God, acts of governmental agencies, fire, strikes, war, or inclement weather. NO REBATE OR REFUND will be offered in these circumstances.We highly recommend the purchase of trip interruption insurance via an agency such as CSA.
8. Age Requirements - Guests under the age of 21 unaccompanied by a parent or legal guardian will not be permitted to register and will lose all funds paid to Agent. Any reservations made under false pretenses will result in loss of advance payments and possible removal of guest from rental unit. The rental of any vacation unit is for the expressed purpose of accommodating overnight visitors equal to or less than the stated maximum capacities. No events, parties or otherwise unapproved activities may take place in the rental without prior discussion or agreement. No illicit drug use, illegal activities of any kind, smoking or otherwise disruptive activities will be tolerated. Violations of this will result in immediate eviction with no refund of any monies. The agent reserves the right to refuse service to anyone.
9. Check-In/Check-Out Times - CHECK-IN TIME IS After 3:00 PM - The property address will be supplied to guests only after full payment is received, with the understanding that the reservation is, regardless of the timing of payment, then non-refundable. Agent will use reasonable efforts to have the rental property ready for Guest(s) occupancy at requested check-in time, but Agent cannot guarantee the exact time of occupancy. CHECK-OUT TIME IS before 11:00 AM - NO EXCEPTIONS unless previously requested AND approved at least 24 hours in advance. Upon checkout, guests are expected to clean up any obvious messes they have made during their stay (i.e. wipe counter tops of spills, put trash in cans, etc), dispose of all trash or perishable refrigerated items in the brown dumpsters outside ONLY— do not use the green for anything other than non-glass recycling. All trash must be bagged. Please ensure all doors and windows are locked, prior to exiting the house, and either lock the electronic lock upon exiting, or deposit a key in the lockbox upon locking the door. Linens and sheets should be stripped from beds and placed on top of beds. Please leave wet towels in the bathroom, in tub or on tiled floor. Guests that do not vacate the rental property by 11:00 AM without the consent of the Agent are subject to a fee equal to one (1) rental day.
10. Maximum Occupancy - At all times, the maximum occupancy is the number the home sleeps, including infants. Occupancy limits are in accordance with rules of the State Fire Marshall's Office. Sleeping limits shows as (for instance) "sleeps 6". Guests and visitors must be preapproved by Agent in advance. (Each child counts as one guest). If you bring in extra guests or visitors without prior approval and payment, guest(s) will be asked to vacate the property. Any security payments and all rent will be subject to forfeiture. Absolutely no events or parties allowed without prior consent of Agent.
11. Furnishings - Furnishings are subject to change without notice. Furniture, bedding, mattress pads, utensils or any other property supplied with the rental property must not be taken out or transferred from one property to another. Loss of these items, as well as damage to the property or furnishings in excess of normal wear will be charged to the guest(s). All rental units provide towels, pillows, blankets, sheets, paper towels, toilet paper, hand soap and dish soap to serve the maximum occupancy outlined in the rental listing.
12. Linens and Supplies - A basic supply of linen is provided in each property. Properties are also equipped with consumables like toilet paper, paper towels, trash bags, dish detergent, hand soap, coffee, laundry detergent, and in some cases bath products as well. While we do our best to ensure all of these items are in good supply prior to your visit, please let us know if you run out of something and we will replenish it for you.
13. Rental Assignment Change - Agent reserves the right to change Rental Assignments without prior notice or liability in the event of a sale of the rental property, or if the unit becomes unavailable. When comparable accommodations are not available, guest(s) will have the option of selecting from available properties or receiving a complete refund.
14. Pets - You acknowledge that NO PETS are allowed in or on the premises unless Agent has expressly authorized such use.
15. Fireplaces - Some of our rental units are furnished with gas fireplaces. Depending on the property owner’s preferences, some fireplaces are non-operational, as they may be considered to be a liability. Agent is not authorized to reverse non-operational gas fireplaces by request.
16. Pest Control - Many different pests live and thrive in this region. Your unit has been professionally treated by a commercial pest control company with preventative treatments in an effort to keep all the pests and bugs outside. Should you experience a pest control issue, please contact us so Agent may attempt to eradicate the problem.
17. Listings and Pricing - Information regarding individual listings is believed accurate but cannot be guaranteed. We have made every effort to ensure that all the information on Agent's website(s) is current and accurate. Rates, furnishings, fees, and taxes are subject to change without notice.
18. Indemnification and Hold Harmless - Guest(s) agree to indemnify and hold harmless the Owner and Agent for any liabilities, theft, damage, cost or expense whatsoever arising from or related to any claim or litigation which may arise out of or in connection with Guest(s) use
and occupancy of the rental property including but not limited to any claim or liability for personal injury or damage or theft of property which is made, incurred or sustained by Guest(s).
19. Good Neighbor Policy - Most of our vacation rental units are in residential neighborhoods, often around families with small children, elderly residents or long term Nashvillians. We require that our guests be respectful of their surroundings and our neighbors, as we have regular communication with most of them and are alerted to indecent behavior. Please observe Metro Nashville noise ordinances between the hours of 9:00 pm and 6:00 am- As a general rule, this means reduced noise outside between those hours. Please park only in and around the property driveways or roadways, and not in neighbor’s driveways or yard. Because of the severity of Nashville Metro ordinances and our owner’s needs to stay compliant, any complaints from the neighbors will be taken seriously and Agent may require Guests to vacate the property, at their expense, without refund. Guest items or trash (i.e. beer cans, pizza boxes, etc) must be disposed of properly in Brown Metro trash bins. Any trash that is scattered throughout a common area or shared neighbor area, or left outside will be subject to an immediate $175 fee.
20. Guest Safety- All of our units are in compliance with the Nashville Fire Department and have been inspected by a Fire Marshall prior to being granted a Short Term Rental License. It is not required by the state of Tennessee for Short Term Rental Property Owners to provide Carbon Monoxide detectors, though many of our units do have them. If this is a concern to you, please ask about your specific property’s safety equipment. Additionally, some of our properties may or may not have security systems onsite, sometimes including (exterior only) cameras or sound monitoring devices to stay in compliance with Tennessee state and Nashville laws.
21. Communicating with Agent- Guests understand that Agent will be available for emergencies primarily by phone at (615) 669-4467 or at an alternate number provided to you by Agent in certain cases. Text messages and messages via booking platform may not be received in a timely manner. For non-emergencies please reserve communication for between the hours of 9am and 4pm. For life-threatening emergencies please call 911. For any non-life threatening emergency requiring police please call (615) 862-8600.
22. Violation of Agreement - If Guest(s) violates any of the conditions of this Agreement, Agent may terminate this Agreement and enter premises. Upon notice of termination of this Agreement, Guest(s) shall vacate the Premises immediately and forfeit all rents and security deposits.
23. Payment Agreement- I agree to pay all rent and charges related to property rental. I accept all terms of the lease agreement and accept all liability for rent and charges related to property rental, as well as any damage beyond normal wear and tear during the term of my lease with Agent. I understand that these costs will be charged to my credit card on file with Airbnb, VRBO, booking.com, or my booking platform of choice. If booking through a booking platform such as Airbnb/Homeaway/VRBO, I understand and agree I am responsible for any damage beyond normal wear and tear during the term of my lease with Agent up to the amount specified through my agreed upon security deposit as outlined on Airbnb/Homeaway/VRBO and, with appropriate documentation of damages (photographs, inventory, observation of smoking smell, evidence of pets, invoices of service providers, receipts of items required to be purchased) I will not dispute any charges up to the amount of the security deposit.
24. Lost and Found – Agent nor property owner will be responsible for guest(s) personal property left behind or lost during stay. If we are able to find an item left behind we are willing to ship it to the registered guest upon request. Shipping charges must be reimbursed by the guest. Items unclaimed will be held for a maximum of 14 days at which time the agent reserves the right to dispose of or may elect to donate the item(s) to a local charity.