HOTEL POLICY/HOUSE RULES
We strive to provide our guests with an exceptionally clean, safe, and friendly hotel experience. The following Hotel Policy/House Rules have been established based on industry standards, management and operational procedures, and our personal experience of owning and operating The Birchwood Motor Hotel. These Hotel Policy/House Rules are considered a part of our reservation agreement with you. As our hotel guest, by reading and signing your hotel registration you are agreeing to abide by all of our Hotel Policy/House Rules, terms and conditions, and procedures. Our Hotel Policy/House Rules may change from time to time, so please check back often.
The Birchwood Motor Hotel is now 100% Smoke-Free. For safety and to ensure that our facility is not exposed to items or actions that create an odor which is unhealthy and objectionable to our guests and staff, and that is difficult to remove from the air, carpet, walls, and furniture we do not permit smoking tobacco, marijuana, illegal drugs, e-cigarettes, vape pens, vaping, cartridges containing the liquid of nicotine, hookahs, incense, cooking, cigars, or other strong-smelling plant-based essential oils or synthetic products in our facility.
Guests are encouraged to notify Front Desk staff immediately if they smell cigarette, marijuana, or other objectionable odors. This policy is not intended to stop people from smoking, but to regulate where they smoke and how it affects others. There are Smoking Area outside every room.
If a guest is caught smoking inside the building, or if cleaning staff find evidence of smoking after check-out, a fine of $250 will be accessed, and the guest may be evicted with no refunds.
All reservations must be guaranteed with a valid major credit card. Guests must be 18 years and older. We accept Visa, Master Card and American Express. We do not charge your credit card at the time you make your reservations. Your credit card guarantees your reservations. Reservations must be cancelled minimum 24 hours prior to your arrival date. Reservations will be held until 11:00 a.m. the morning following your scheduled arrival date. If you have not checked in or called by that time, your credit card will be charged the full amount of your reservation plus taxes as a NO-SHOW charge. The Birchwood Hotel is not responsible for weather conditions, personal emergencies, or schedule changes.
CHECK-IN TIME: 3:00 p.m.
Early check-in is offered based on availability. If you require a guaranteed check-in for arrival prior to 3 p.m. then Pre-Registration and payment will be required and there will be an early check-in fee of $20 added.
Guests must be at least 18 years of age to check in at Birchwood Hotel. In the interests of security and to prevent fraud, guests may be required to confirm their identity by providing their valid government issued photo identification at check-in. A valid, signed, and pre-approved credit card in the name of the guest registration is also required. It is your responsibility to fully understand the manner in which your bank processes pre-authorizations and charges to your credit/debit card. Some banks hold pending authorizations for up to 30 business days.
PRE-AUTHORIZATION AT CHECK-IN:
We required pre-authorized of credit cards/debit cards at check-in. A pre-authorization is a temporary hold of a specific amount of your available credit limit balance placed on your credit/debit card for the full amount of your intended stay, plus damage deposit. All credit/debit cards are pre-authorized at check-in. Pre-authorization is not a charge to your account, it is a hold on those funds. Once your actual charge is posted at check-out it can take anywhere from 24 hours to 30 days for the original pre-authorization to be removed by your bank. Generally, most banks release the hold within 3-5 days. It is your responsibility to be aware of how your bank handles all of your transactions, including pre-authorizations. We are unable to remove pre-authorizations directly through our hotel.
We require valid contact information from the guest making the reservations including first and last name, address, phone number, and signature. Information regarding your license plate/car description is also gathered at check-in for security.
CHECK-OUT TIME: Check-out time is 11 a.m. Additional $20 charge, plus tax will apply for late checkout up to 1pm, checkouts after 1pm may be charged an additional night stay.
If possible, please check-out with Front Desk so that housekeeping may begin cleaning your room as soon as possible. You may also check-out simply by leaving the room keys on the desk in the room, please ensure the “Do Not Disturb” sign is removed from your door. If you require a later check-out, please contact Front Desk prior to the day of your departure and we will do our best to accommodate your request. A charge may apply for late check-out.
We will make every effort to honor special requests such as a specific room number, adjoining rooms, roll-away beds, refrigerator/microwaves, etc. upon your arrival. All special requests are noted on reservations and we will do our best to accommodate. However, the availability of these items cannot be guaranteed in advance.
Except for the microwave and refrigerator units that the hotel provides, preparation of food in guest rooms by any type of cooking appliances is prohibited. We ask that you refrain from microwaving any pungent food as the odor is difficult to remove from fabric, a cleaning fee may be assessed. Most commercially prepared food intended for the microwave has not previously caused a problem, so we suggest that option. Microwaving your fresh caught fish will be an issue.
We have a Handicapped guest room available and should be reserved in advanced if required.
PAYMENT: All reservations and registration must be guaranteed with a valid major credit card. We accept Visa, Master Card and American Express. Pursuant to credit card agreements, credit cards are not valid unless signed by the cardholder. Credit cards must be signed. Cash payment is welcomed with a signed and pre-authorized credit card. All guests are required to present a valid major credit card and government issued photo identification even if guests are planning on paying in cash upon check-out. Checks are not accepted.
CHECKS AND CHECK CASHING:
We do not accept checks. We do not provide check cashing services.
DEPOSITS AND GUARANTEES:
There is no deposit required to make an individual room reservation. However, a major credit card is required at the time of booking to guarantee the room and secure the reservation period.
RESERVATION AND PAYMENT FOR GUESTS BY CORPORATE OR PRIVATE THIRD PARTIES:
Generally, third party payment is not permitted. In the case of paying for a family member if you will not be physically present at the hotel, we require prior completion and approval of a Credit Card Authorization form including a copy of your driver’s license and the front and back of your signed credit card. You will be responsible for any and all damages and loss. We reserve the right to refuse reservation at any time for any reason.
All rates are quoted in Canadian currency, plus tax. Rates may increase without notice.
RIGHT TO REFUSE SERVICE: The Birchwood Hotel is privately owned and operated. We reserve the right to refuse service to anyone for any reason(s) that does not violate Provincial laws. The Birchwood Hotel has a zero tolerance policy in which we will refuse to admit or refuse service or accommodation in our hotel or may remove a person, without refund, who refuses to abide by the reasonable standards and policies established by the owners for the operation and management of the hotel. The Birchwood Hotel will refuse service or evict a guest: for refusal or failure to pay for accommodations, is under the influence of alcohol, drugs, or any other intoxicating substance and acts in a disorderly fashion as to disturb the peace of other guests or is not in compliance with Provincial liquor laws; acts in a disorderly fashion as to disturb the peace of other guests; is unable to properly supervise their children at all times, seeks to use the hotel for an unlawful purpose; seeks to bring into the hotel: an unlawfully possessed firearm; or something, including an explosive or hazardous or toxic substance, that is unlawful to possess and that may be dangerous to other persons; destroys, damages, defaces, or threatens harm to hotel property or guests; causes or permits persons to exceed the maximum allowable occupancy of room, refuses to abide by the reasonable standards or policies established by The Birchwood Hotel for the operation and management of our hotel.
Large group/Block reservations must be cancelled one week prior to arrival date. Reservations cancelled after that date may be charged one (1) full room charge plus tax for each room reserved and the balance of their reservations cancelled.
DO-NOT DISTURB AND ACCESS TO ROOMS:
To provide all of our guests with an exceptionally clean and safe hotel experience, we provide daily housekeeping. Our Housekeeping Staff will honor the “Do-Not-Disturb” door hanger indicating that the room is occupied and not enter the room. Should you require housekeeping please ensure the door hanger is removed between the hours of 10am and 2pm. Management reserves the right to enter a room with a known status of “Do-Not-Disturb” for reasonable purposes, such as an emergency, checking safety of guests, housekeeping, maintenance, verify that the room, its furnishings, and mechanical equipment are intact, or to address or prevent a violation of our Hotel Policy/House Rules. In the event of suspected illegal activity, management reserves the right to summon law enforcement to aid in eviction. The right to privacy ends when a Hotel Policy/House Rule is broken. Law enforcement will be granted immediate access to hotel property and rooms of evicted guests.
CHILDREN: Well behaved children of all ages are welcomed. Children aged 12 and under stay for free when sharing a room with one or more paying adult(s), using existing bedding. As the parents, guardians, or chaperones of children you are personally and legally responsible for and must supervise them at all times. For safety reasons, please do not leave children unattended in guest rooms or allow them to roam the hotel property unsupervised.
Room occupancy requirements are based on fire code/fire safety restrictions. Standard Room maximum occupancy is 4, Handicapped maximum occupancy is 2. If you exceed the maximum number of guests allowed, you will be asked to rent another guestroom for proper accommodations or vacate the hotel.
Room keys are issued to the registered guest(s). No room keys will be issued to youth under 18 at any time. I.D. is required if you have lost your key and require a duplicate. Please return room keys to Front Desk at Check-out. There will be a fee of $50 accessed to the credit card on file for every key not returned upon departure.
Housekeeping is provided daily between the hours of 9 a.m.-2 p.m. Housekeeping may start as early as 8 a.m. during busy season. This is a 100 % NON-SMOKING hotel, including medical marijuana. Rooms are cleaned and inspected daily and a detailed log is maintained on each room and linen. Rooms are rented to guests in appropriate condition without any prohibited odor. Housekeeping and Front Desk staff are capable of identifying the odors from prohibited items. If our investigation concludes that you have smoked in your room, or brought a prohibited item into our facility, you will be fined $250, and evicted without any refund.
Your comfort is very important to us. For guests staying multiples nights, bed linen is changed on a rotation schedule. Used towels are exchanged for fresh towels daily. Housekeeping is unable to change a bed if personal items are left on a bed. Housekeeping will be happy to change your bed linens and make your beds each day if all personal items are removed. Please contact our Front Desk staff if you have any additional questions or concerns.
LOST & FOUND POLICY:
The Birchwood Hotel assumes no liability for lost, misplaced, stolen, or damaged valuables or belongings. If you discover that you have left behind something of value to you, please call us immediately and we will try to assist you in locating your lost item.
The Birchwood Hotel is not responsible for any item left behind by a guest. However, any item, with the exception of perishable items, left behind by our guests and found after departure by Housekeeping will be collected, logged in, and kept in a secure location for collection by the owner for up to fourteen (14) days. Reasonable effort will be made to notify the guest that an item has found. Perishable items, underwear, and miscellaneous toiletries are discarded.
UNCLAIMED ITEMS/NO CONTACT: Lost & Found items are held for fourteen (14) days while we attempt to contact the guest. If guest contact information is incorrect or cell phone mailbox is full and we are unable to contact the guest during the fourteen (14) day holding period, the unclaimed item(s) are thrown away, given to local organizations, or disposed of accordingly.
FREE WiFi ACCESS:
Access to our WiFi is free for our guests under the “Birchwood Hotel Guess” WiFi. WiFi signals are subject to change without notice depending on the room’s location, the status of our WiFi-equipment, and interference from other local wireless signals. The Birchwood Hotel assumes no liability for guest use.
TERMS & CONDITIONS:
The Birchwood Hotel makes its best efforts to ensure that all the information that appears on its website is accurate. However, no warranty, expressed or implied, is given that the information provided on this website is error free. The Birchwood Hotel does not accept liability for any errors and/or omissions, and reserves the right to change the information published at any time and without notice.
PARKING AT OWN RISK:
All vehicle(s) must be listed on the registration at check-in. Parking for registered guest(s) is free. All vehicles are parked at the risk of the owner. The Birchwood Hotel shall not assume liability or responsibility for any vehicle, occupants, or contents while operated or parked on the hotel property. If a vehicle is left in the hotel parking lot after the guest has departed without the written consent of the hotel, the hotel reserves the right to have the vehicle towed at the owner’s expense. No vehicle repairs on hotel premises.
DAMAGE AND/OR THEFT OF HOTEL PROPERTY
You are liable for any damage caused (whether by the deliberate, negligent, or reckless act) to the room (s), hotel’s premises or property caused by you or any person in your party whether or not staying at the hotel during your stay. The Birchwood Hotel reserves the right to retain your credit card and/or debit card details as presented at registration and charge or debit the credit /debit card such amounts as it shall in its sole discretion deem necessary to compensate or make good the cost or expenses incurred or suffered by The Birchwood Hotel as a result of the aforesaid. Should this damage come to light after the guest has departed, we reserve the right and you hereby authorize us to charge your credit or debit card for any damage incurred to your room or the Hotel property during your stay, including and without limitation for all property damage, missing or damaged items, smoking fee, cleaning fee, guest compensation, etc. We will make every effort to rectify any damage internally prior to contracting specialist to make the repairs, and therefore will make every effort to keep any costs that the guest would incur to a minimum.
DAMAGE DISCOVERED AFTER CHECK-OUT:
Guest Rooms found with waste strewn around, in complete disorder, and/or “trashed” will be subject to maintenance deep cleaning fee, administration fee and/or third party fees.
DAMAGE TO ROOM: Damage to rooms, fixtures, furnishing and equipment including the removal of electronic equipment, towels, art work, etc. will be charge at 125% of full and new replacement value plus any shipping and handling charges. Any damage to hotel property, whether accidental or willful, is the responsibility of the registered guest for each particular room. Any costs associated with repairs and/or replacement will be charged to the credit card of the registered guest. In extreme cases, criminal charges will be pursued.
DAMAGE TO MATTRESSES AND BEDDING: Damage to mattresses and linen including; towels, mattress pads, sheets, bedspreads, blankets resulting from the use of body oils, make-up, shoe-polish, etc. will result in a charge for the special cleaning, repair or replacement of the damaged article.
DAMAGE OR TAMPERING WITH FIRE DETECTION SYSTEMS/FIRE-FIGHTING EQUIPMENT: The Birchwood Hotel reserves the right to take action against any guest or visitor found to have tampered or interfered with any detection equipment throughout the hotel, including detector heads in public areas, guest rooms, break glass points and fire extinguishers. Guests or visitors found to have tampered with any fire detection or fire-fighting equipment will be charged with any costs incurred by the hotel due to their actions and will be evicted from the hotel. Depending on the severity of the guest actions, law enforcement may become involved at the hotel’s discretion. Should the fact that fire-fighting or detection equipment had been tampered with come to light after the guest has departed, we reserve the right and you hereby authorize us to charge your credit or debit card for any damage incurred to your room or the Hotel property during your stay, including and without limitation for all property damage, missing or damaged items, smoking fee, cleaning fee, guest compensation, etc.
DAMAGE OR TAMPERING WITH VIDEO SURVEILLANCE SYSTEM: The Birchwood Hotel reserves the right to take action against any guest or visitor found to have tampered or interfered with any video surveillance equipment throughout the hotel. Guests or visitors found to have tampered with any video surveillance equipment will be charged with any costs incurred by the hotel due to their actions and will be evicted from the hotel. Depending on the severity of the guest actions, law enforcement may become involved at the hotel’s discretion. Should the fact that video surveillance equipment had been tampered with come to light after the guest has departed, we reserve the right and you hereby authorize us to charge your credit or debit card for any damage incurred to your room or the Hotel property during your stay, including and without limitation for all property damage, missing or damaged items, smoking fee, cleaning fee, guest compensation, etc.
CHANGES OR MODIFICATION TO THE HOTEL POLICY/HOUSE RULES:
The Birchwood Hotel reserves the right to amend, modify, change, cancel, vary or add to these Hotel Policies/House Rules or the arrangements and content featured on our Hotel website at any time without prior notice. Please check our website regularly for updates to Hotel Policy/House Rules. Any modification to these Hotel Policy/House Rules that occurs before your departure is considered a part of your reservations agreement with us. A copy of these Hotel Policy/House Rules is located on our website, in the Guest Room Notebook, and available from Front Desk staff upon request.