Reservation Policies & Agreement

Reservation Agreement

By making and completing a reservation for a stay at Heart of the Village Inn (“Property”), I/we acknowledge that I/we have read, understood, and accepted Heart of the Village Inn’s Reservation Agreement, Policies, Terms & Conditions, and House Rules in their entirety on behalf of all persons staying with me/us as part of my/our reservation, and acknowledge that I/we secured their understanding and acceptance of the same.

Booking Policies

• Reservations must be made online by the actual guests who will be staying at the Property using their own credit cards. Booking on behalf of another person is not permitted; such reservation requests will be declined.
• Full prepayment with a valid major credit card issued to a guest listed on the reservation is required.
• Unless indicated otherwise, all rates, fees, taxes, and transaction amounts are displayed in US Dollars (USD).
• Base room/suite rates are charged per night and are based on double occupancy. Certain rooms require a minimum of 2 (two) night stays. Rates include: (a) overnight stays for the booked time frame in selected rooms along with amenities expressly described on our website; (b) breakfast for guests listed on the reservation; (c) one unassigned off-street parking spot for one standard-sized vehicle during nights of the reservation.

The Property does not warrant that high-speed Wifi service or any specific bandwidth or data transfer rate will be provided; availability, performance, and connectivity are not guaranteed. TV service is limited to free Amazon Fire TV programming.

• Rates exclude taxes, fees, and any products or services, whether or not explicitly stated.
• King rooms (Shelburne, Van Vliet, Barstow, Bostwick, Fletcher, Webb) and Queen rooms (Tracy and Deyett) have a 2-person maximum occupancy limit. Their base rates include 2 guests per room.
• Harrington Suite has a 3-person maximum occupancy limit, and there is an additional $100 charge plus taxes and fees for the 3rd guest.
• Barstow Suite has a 4-person maximum occupancy limit, and there is an additional $100 charge plus taxes and fees for the 3rd and 4th guests (each).
• Additional beds, cots, mattresses, or split beds are not offered.
• Additional guests exceeding occupancy capacity limits are not permitted.
• Third-party gift cards, certificates, or vouchers are not accepted. Guests must contact the property to redeem a Heart of the Village Inn gift card or certificate issued after May 1, 2015.

Breakfast / Food & Drink

• Breakfast is included as part of each reservation. No other meals or beverages are offered. No outside food, drinks, medications, or any other items whatsoever may be stored, consumed, or used in the Inn’s kitchen, breakfast rooms, or common areas. No meals or beverages may be prepared by guests or any third parties in any indoor or outdoor areas of the property, including guestrooms.
• Breakfast is offered in the Breakfast rooms of the Main building between 7:30 am - 9:30 am on an advance reservation basis. Specific breakfast seating times are: 7:30 am, 8:00 am, 8:30 am, 9:00 am, and 9:30 am. A maximum of 4 guests may be accommodated during each 30-minute seating. Not all requested seating preferences may be available for the stay dates requested. Guests may be reassigned to a different available seating time.

Breakfast in bed, in-room, or to go is not offered.

• Breakfast is only offered to guests listed on the reservation (not exceeding maximum room occupancy). No additional visitors of any sort will be allowed to enter the property or to join guests for breakfast.
• The Property’s breakfast menu is published on the Property’s website. Guests with dietary restrictions not accommodated by the published breakfast menu must notify the innkeepers of such restrictions and specific preferred options when making their reservation. Please note that we are unable to accommodate highly specialized or complex dietary requirements, including those requiring costly specialty ingredients, or severe allergies.
• Breakfast selections for the first morning of a stay must be submitted no later than 2 days (48 hours) before the arrival date. Selections for each subsequent morning are submitted via paper menu at breakfast — guests complete their menu card for the following morning no later than the end of their current breakfast seating.

Cancellations, Fees & Refunds

• Cancellation policies and fees are effective once a reservation is booked and apply regardless of cancellation reasons.
• To prevent frivolous bookings, reservations canceled by guests within 7 days of the booking date are assessed a non-refundable processing fee of $50 per night plus taxes, in addition to the fees listed below.
• All one-night reservations are non-refundable. No exceptions.
• If a reservation is canceled 61 or more days before the check-in date, a $50 cancellation fee plus taxes is charged for each canceled date of stay. The remainder of the deposit is refunded to the original payment method on file.
• If a reservation is canceled between 60 and 30 days before the check-in date, a $100 cancellation fee plus taxes is charged for each canceled date of stay.
• If a reservation is canceled within the 30-day period prior to the arrival date, and the canceled room(s) cannot be rebooked, the reservation’s room rate(s) and taxes become completely non-refundable. The property will issue the booker a refund for the cleaning and damage deposit only if such a deposit was previously collected.
• Shortening a reservation constitutes a partial cancellation. Canceled dates are subject to the same cancellation policies.
• No-shows are treated as completely non-refundable cancellations.
• If the Property cancels a reservation due to the Guest’s rude communications or actions before the Guest’s arrival, no refund will be issued.
• All guests, bookers, cardholders, and any other persons making a reservation for a stay at the Property are advised to purchase travel protection insurance from a licensed insurance provider.
• An option to reschedule a reservation for a later date may be offered. A rescheduling fee may apply.
• The Primary Booker’s credit card on file will be pre-authorized for $250 as a cleanup and damage deposit 3 days before the Guest’s stay.

(If the credit card on file is no longer valid, the Primary Booker will be required to provide a new valid payment method before accessing the Property.) Whether collected as a deposit or a pre-authorization, said amount will be refunded to the original payment method on file on the check-out date, provided that: no excessive cleaning of the room was necessary after the Guest’s departure; no trash or recyclables were left behind; and no property damage was caused by the Guest(s) included in the reservation.

An additional fee may be charged by the Property should excessive trash is left behind by guests in their room or suite or anywhere on the premises or if any damage is caused by guests to the property. Should any additional cleaning, repairs, or replacements necessitated by the Guest(s) render the guestroom or any part of the Property unsuitable for future rental, additional fees will include replacement and labor costs as well as any lost future revenue.

The Guest(s) shall pay the Property all costs and expenses, including attorneys’ fees, incurred by the Property in exercising any of its rights or remedies hereunder or enforcing any of the terms, conditions, or provisions of this Agreement. The terms of this Agreement and any disputes shall be governed by the laws of the State of Vermont.

Check-in

• Only guests listed on the reservation may access the property. No friends, family, colleagues, chauffeurs, delivery drivers, or any other individuals not included in the reservation are permitted at the property.
• Self check-in is the default check-in method. There is no office, reception area, or on-site staff at the Property. Guests who would like to meet the innkeepers on arrival may request a brief greeting between 3:00 pm – 5:00 pm by letting us know by 12:00 pm on the arrival date.
• Guests may arrive and access their room(s) any time between 3:00 pm - 8:00 pm EST on their arrival date. In order to protect the nighttime comfort and safety of our guests, no arrivals are allowed after 8:00 pm.

Check-out

• Our standard check-out time is 11:00 am EST. Express self check-out only. Unauthorized late check-outs will incur a minimum full daily rate.
• Early check-outs are treated as last-minute non-refundable cancellations.

Communication

• Guests agree to receive property emails and text messages related to their stay. Guests will respond to such communications in a polite and courteous manner and will provide any requested information within a reasonable timeframe.
• Email and text messaging are the preferred communication methods.

Housekeeping / Room Service

• Room service, housekeeping, turn-down service, linen and towel refreshment, and similar services are not offered.
• Innkeepers will not enter guest rooms during guests’ stays. There are extra towels and toiletries in all guest rooms.
• Guests are responsible for disposing of trash and recyclables in the designated bins and for placing used towels in the designated towel bins as needed. The trash bin and recycling bin locations are shown on the property map included in your pre-arrival email.

Luggage

Luggage storage and assistance with guests’ luggage are not offered.

Minimum age

This is an adults-only property. All guests staying at the property must be at least 21 years old. Children are not allowed.

Noise

Noise-free rooms are not guaranteed. The Property is not responsible for any noise or disturbance caused by other guests or by any other sources, including but not limited to street noise and the buildings’ heating, cooling, or plumbing systems.

Outdoor Gear / Restricted Items

• No outdoor, sports, or adventure gear may be stored indoors — in common areas, guest rooms, or the Inn’s private quarters — or attached to the Inn’s buildings or property in any way. Such gear and items include but are not limited to: bicycles, kayaks, food and beverage coolers, dirty footwear, and outerwear. Such gear and items must be kept in guests’ vehicles.
• No cooking appliances of any sort, coffee and tea makers, irons and ironing accessories, or any other potential fire hazards may be brought to or operated at the Property.
• There is an outdoor bike rack for up to 5 bicycles in our parking area. No other bicycle storage options are offered.

Parking

• One complimentary, unassigned, standard-sized parking spot is provided per room or suite.
• Oversized vehicles and any additional vehicles may have to be parked in the Town’s public parking lot across the street, adjacent to the Shelburne Police Station and the Town Offices.

Property (Inn)

• Any items borrowed by guests from the Inn (books, dinnerware, etc.) must be returned by guests prior to check-out.
• Any damage to the Inn’s property caused by a guest will be repaired at such guest’s expense.

Property (Personal)

• The Property is not responsible for loss of or damage to guests’ property. Guests are responsible for keeping their vehicle(s) and room(s) securely locked at all times.
• Guest property left behind at check-out will be discarded.

Pets, Emotional Support, Companion, and Comfort Animals, and Service Animals

• This is a pet-free property. No pets or emotional support, companion, or comfort animals of any kind or size are allowed on the Inn’s premises. Guests may not leave animals in a vehicle parked in the Inn’s lot.
• Guests traveling with an ADA-compliant service dog individually trained to do work or perform tasks directly related to such guests’ disabilities are required to notify the Inn during the booking process. Pets, emotional support, therapy, comfort, or companion animals do not qualify as service animals. Service animals may not be left alone in guestrooms. A service dog handler is expected to control their service animal at all times and fulfill all applicable handler responsibilities.

Handlers who are unable to control their service animals will be directed to leave the Inn immediately.

Property Access / Restricted Areas & Amenities

• The Inn is a private accommodation only open to guests with valid reservations during the dates of their stay. No other individuals may access the property.
• Certain areas, facilities, and utilities of the Inn are not accessible to guests. Guests may not access or use the Inn’s kitchen, laundry facilities, irons or ironing accessories, basement, storage areas, private quarters, or any outdoor water or electrical systems. Only the guests staying in the Carriage House may access the Carriage House.
• The Inn’s historic buildings do not have elevators and are not wheelchair accessible.

Safety & Security

• The Property is equipped with digital locks. Registered Guests with valid reservations will be provided a unique access code activated for the duration of their reservation. Guests may not share this code with anyone other than their travel companions listed on the reservation. Guests are responsible for keeping their room and property entrances securely locked at all times (including at check-out).
• For safety and security purposes, the Property is equipped with a video monitoring system in outdoor and indoor common areas. Video footage will be kept confidential and deleted when no longer required.
• Guests are required to keep the Property’s buildings’ front and entrance doors securely closed after entering or leaving the Property’s buildings. This is a major safety and security requirement established to protect the Property as well as the guests. Failure to follow this policy or a deliberate act of sabotage by a guest will result in the immediate termination of that guest’s reservation and removal from the Property without a refund.

Additional fees and charges will apply as determined by the Property owners.

Shoes

• For historic preservation and general cleanliness reasons, the Inn is a “no-shoes” property (no exceptions).
• Guests are required to remove their street or outdoor shoes upon entering the Inn’s buildings. Outdoor shoes are not allowed past the foyer, in guest rooms, or in common areas and must be stored in shoe racks in the buildings’ foyers. Guests will be provided with a set of slippers for their comfort and for protection of the Inn’s floors.

Smoke-Free Property

• Heart of the Village Inn is a fully smoke-free and vape-free property.
• Smoking and vaping of any kind are not permitted anywhere on the property — including all guestrooms, indoor areas, porches, the parking area, and all outdoor spaces on the property grounds.
• This includes cigarettes, cigars, cannabis, e-cigarettes, and all vaping devices.
• Vermont's Clean Indoor Air Act prohibits smoking and vaping in all enclosed public spaces and within 25 feet of building entrances. We apply the same standard throughout our grounds.
• Guests who smoke or vape are welcome to do so on the public sidewalk, beyond the property boundary.
• No candles, incense, or any other substances may be burned in any indoor areas of the Inn.
• A $500 minimum cleaning fee will be assessed for any such violation. The reservation of any guest who violates these rules indoors will be terminated immediately with no refund.

Trash/Recycling

• The Inn is a carry-in, carry-out property. Guests are responsible for depositing trash and recyclables in the designated bins located by the Main Building's back porch at the end of the driveway.
• Should trash or recyclables be left by a Guest in the room at or after check-out, or anywhere in the common indoor or outdoor areas of the Property during or after a Guest’s stay, the Innkeepers reserve the right to charge an additional trash and recycling removal fee ($50 minimum).

Violations of Policies and Rules

• Should a guest act in an unpleasant, rude, or otherwise unacceptable manner, or violate any of Heart of the Village Inn rules and policies accepted as a condition of making a reservation and as part of this Reservation Agreement, a minimum fine of $250.00 will apply; additional fees (including but not limited to a minimum $100.00 cleaning fee) may be assessed; the guest’s reservation may be terminated immediately without a refund; and the guest may be immediately removed and banned from the property.
• Reservations made by or for individuals previously banned from the Property will be declined.

Website Visitor Consent to Privacy and Cookie Policies, Terms and Conditions

By visiting and using Heart of the Village Inn website and reservations system, you (Visitor) consent to Heart of the Village Inn’s Privacy and Cookie Policies and Terms and Conditions published on the Website.