Terms & Conditions
Please read these Terms & Conditions carefully before using our website or online booking service. By proceeding with a booking, you agree to be bound by the terms outlined below, which form the basis of your agreement with Silver Birches.
1. Booking Confirmation
- By making a booking, you confirm that you are authorized to do so on behalf of all individuals included in the reservation and that all parties agree to these terms.
- At least one adult aged 21 or older must occupy each reserved accommodation.
- A booking confirmation will be sent to the email address provided during the reservation process. Please review the details carefully and notify us immediately if there are any errors or discrepancies.
2. Payment Policy
- All reservations require a valid credit or debit card (Visa, Mastercard, American Express, or Discover) to secure the booking.
- For standard reservations, a deposit of one night’s room, tax, and fees will be charged at the time of booking. The remaining balance, including any additional charges incurred during your stay, must be settled at check-out.
- An additional authorization of $100 per night for incidentals will be taken at check-in.
- For reservations that are fully pre-paid and non-refundable, the entire balance will be due at the time of booking.
- For properties with rental houses:
- A properly completed rental agreement is required as part of the reservation. This will be emailed to you by the Front Desk after the reservation is booked. Prompt attention to completing and returning this agreement is appreciated.
- A 50% non-refundable deposit is required at the time of booking. The remaining 50% will be charged 30 days prior to arrival.
- Please review your reservation details carefully before booking, as the deposit policy for your specific reservation will be outlined.
- Additional costs such as meals, beverages, or other services are not included in the booking price unless explicitly stated. These must be paid prior to departure.
3. Pricing and Adjustments
- Prices are subject to change at any time for unconfirmed bookings. However, once your booking is confirmed, the price will not be altered except in the case of errors or omissions.
- If a pricing error is identified, we will notify you promptly and provide the option to either proceed with the corrected price or cancel the booking.
- Any changes to the length or dates of a reservation may result in a rate adjustment.
- If there is an increase in taxes mandated by a municipality or government, we reserve the right to adjust your reservation to reflect the updated tax rate.
4. Fees
- Daily Resort Fee: $25 or $35, depending on the seasonality of your booking.
- Settlers Cares Donation: $1.00 per stay.
- One-Time Cleaning Fees:
- Guest Rooms: $7.50
- Cottages: $50
- Houses: $325
- In the event these fees are missing from your reservation, they will be added at check-in or check-out.
5. Cancellation Policy
- Deposits are refundable if cancellations are made prior to the cancellation deadline.
- For rental houses, the 50% deposit is non-refundable, and the remaining 50% is non-refundable once charged 30 days prior to arrival.
- Cancellation policies and other details may vary by property and reservation type. Specific policies are displayed in the “Your Details,” “Summary of Charges,” and “Hotel Cancellation Policy” sections during the booking process.
6. Special Requests
- Any special requests (e.g., dietary needs, room preferences) must be communicated in advance. While we will make every effort to accommodate such requests, they cannot be guaranteed.
7. Medical and Accessibility Needs
- If you or a member of your party has a medical condition or accessibility requirement, please inform us at the time of booking. We will do our best to accommodate your needs or advise if we are unable to do so.
8. Fraudulent or Inappropriate Activity
- We reserve the right to cancel or modify reservations if it appears that a customer has engaged in fraudulent or inappropriate activity, or if the reservation contains or results from an error, mistake, or an attempt to circumvent our policies, terms, or conditions.
9. Group Reservations
- Reservations involving more than nine (9) rooms at the same property for the same period must be made directly through the hotel. If such reservations are made through other methods, we reserve the right to cancel or impose additional requirements.
10. User Responsibilities
- You warrant that you are legally authorized to make travel reservations or purchases for yourself or on behalf of another person for whom you are authorized to act. Speculative, false, or fraudulent reservations, or reservations made in anticipation of demand, are strictly prohibited.
11. Liability Disclaimer
- Neither Silver Birches Resorts nor Settlers Hospitality nor any providers of products or services related to this site are responsible for damages arising from travel or hotel arrangements that are not processed or accepted for any reason.
12. Technical Errors
- The site may contain technical inaccuracies, typographical errors, or omissions, including but not limited to errors in pricing, availability, or other transaction details. We reserve the right to make corrections, changes, or cancellations to such information at any time without notice, including after a reservation has been confirmed.
13. Complaints
- If you encounter any issues during your stay, please notify the on-duty manager immediately so we can address the matter promptly. Complaints raised after departure may not receive the same level of attention.
14. Check-In and Check-Out
- Rooms & Cottages: Check-In: 3:00 PM – 9:00 PM | Check-Out: By 11:00 AM
- Houses: Check-In: 4:00 PM – 9:00 PM | Check-Out: By 10:00 AM
- If you will be arriving later, please call ahead to make arrangements.
- If you would like to stay later than your check-out, there is a changing room at the Inn.
15. Debit and Credit Card Policy
- A valid credit card is required at check-in. Debit cards may result in a temporary hold on funds, which can take 5-15 days to be released, depending on your financial institution. We are not responsible for overdraft fees or delays caused by these holds.
16. Pet Policy
- We are a dog-friendly property and only allow dogs.
- A nightly fee of $50 per dog applies, with an additional $10 fee for a second dog (maximum of 2 dogs per guest room).
- Not all rooms are dog-friendly. Please inquire prior to booking to ensure availability.
17. Indemnification
- You agree to indemnify and hold harmless Silver Birches Resorts and its affiliates from any claims, damages, or losses arising from your use of the site or your violation of these terms.
Guest Room Policies (Not Applicable to Houses)
Deposit Policy – Guest Rooms
- All reservations will have a deposit of one night’s room and tax plus fees charged at the time of the booking.
- This deposit is refundable if proper adherence to our cancellation policy is followed; otherwise, the deposit will be surrendered.
Cancellation Policy – Guest Rooms
- Off-Season Cancellation (Memorial Day to Labor Day Weekend): If cancelled within 7 days of arrival, the deposit will be collected as the cancellation fee.
- In-Season Cancellation (Memorial Day to Labor Day Weekend): If cancelled within 10 days of arrival, the deposit will be collected as the cancellation fee.
“No Show” Policy
- In the event of a “no show,” the entire amount of your reservation will be charged to the credit card on file.
Special Promotions and Offers
- Special promotions and offers may have different cancellation policies.
Cottages and Houses Policies
Deposit and Payment:
- A non-refundable deposit equal to 50% of the total cost of the reservation and a signed rental agreement are due upon booking.
- Balance is due 30 days prior to check-in.
Cancellation Policy:
- No refunds will be extended if reservation is cancelled within 30 days of arrival.
- If a reservation has been paid in full, and cancellation is made 30 days prior to check-in, a 50% refund will be issued.
Last Updated: April 20, 2025
