Reservation Terms

These reservation terms are for the provision of accommodation services you have selected, as further described in the confirmation sent to you by email. These reservation terms are governed by the laws of the State of Virginia and apply to all reservations. The reservation contract is made between At Ease Retreat Corporation, who owns and operates Osceola Mill, and the person who is responsible for making and paying for the reservation. By making a reservation you accept to be bound by these terms and confirm that you can enter a legally binding contract and that you are over 18 years of age.

 

Reservations

Reservations are made and a contract comes into effect when we accept a reservation from you. A reservation is deemed accepted when we have confirmed your reservation and received either: (i) a full payment of the total price; or (ii) the payment of a deposit (iii) a valid payment card successfully pre-authorized for an amount that is no less than the value of any cancellation fee stipulated on your reservation confirmation. Where your online payment is less than the total value of the stay, the balance will either be collected from you prior to arrival according to the payment schedule set out your confirmation, or paid on either check-in or check-out, or at another time if agreed in writing. When your reservation is confirmed by phone and/or email, a reservation number is issued and displayed in your confirmation. This number must be retained and quoted in all communications should any cancellation or amendment be necessary.

 

Renting out the Entire Millhouse & Cabin for Group & Private Events

If you’re interested in renting the entire house for a family or private event, please contact us prior to making any reservations.  

 

Deposits
Reservations are confirmed upon receipt of one-night’s deposit plus taxes. Full payment may be required on some weekends. If you booked our Non-Refundable, Non-Changeable rate, the full amount of the reservation will be collected at the time of reservation. Any reservations made within 7 days of the reservation date will have the full amount collected at the time of reservation.
 

Prices

Prices quoted are correct (unless a Pricing Error occurs) only for the specific number of guests, dates, nights, and rooms shown in your reservation confirmation. Prices are quotes in the currency shown in this confirmation. The total reservation price quoted in your reservation confirmation includes the taxes applicable at the time of reservation, at the current rate, including without limitation sales taxes, local taxes, or other applicable taxes which may be itemized separately. Taxes are subject to changes in the applicable regulations that are not under our control, provided that such changes were not in the public domain at the time of reservation. If you have selected reservation extras, where applicable the cost of these extras and any applicable taxes may also be added to the reservation total for your reservation. The reservation total price does not include the costs of goods, services or taxes that you may choose to incur later during your stay (unless otherwise stated).

 

Arrival and Departure

The latest arrival (check-in) and departure (check-out) times are specified on your reservation confirmation. Should you wish to check-in later than the specified latest check-in time you must confirm this to us directly. If you attempt to check-in later than the stated times without prior arrangement, or fail to check-in at all, we may cancel the entire reservation and retain any amounts we are entitled to retain as stated in the cancellation policy section of your confirmation. Failing to arrive before the latest check-in time shall be deemed to be a full cancellation of your reservation, and the accommodation may no longer be held for you.

 

• Check-In: Check-in is 3:00 to 6:00 pm. Please let us know if you need to arrive later than 6pm. An early check-in or late check-out may be subject to additional fees.

 

• Check-Out: Check-out is 11:00 am.
   

Early Checkouts: Early checkouts are considered cancellations, and you will be responsible for, and billed for, the remainder of your reservation.

 

Cancellations and Amendments

If you change the number of guests, dates, room nights or room type then our prices are subject to change. Cancellation terms are displayed on our website at the time of reservation, specified on your online confirmation, and set out under the Cancellation Policy section of the reservation confirmation sent to you by email. You may cancel your reservation yourself by using the link provided in your confirmation. Should you wish to modify the terms of reservation, you must contact us to discuss any other reservation amendment. If you cancel your reservation on or before the cancellation deadline specified in the Cancellation Policy section on your confirmation (the 'Cancellation Deadline') a full refund will be given to you including any reservation extras paid at the time of your reservation. If you cancel your reservation after the Cancellation Deadline, you will be charged the applicable late cancellation fees as specified in your reservation confirmation, and where applicable, any reservation extras that have been pre-ordered on your behalf, and we shall be under no obligation to hold the accommodation for You. If you do not arrive on the anticipated date of check-in stipulated on your confirmation, we are in our right to consider that you have cancelled the entire reservation, and we shall not be under any obligation to hold the accommodation for you on any other date. Should you request an amendment that we are not able to accommodate, your reservation may be cancelled, and a full refund given to you, provided that such cancellation or amendment occurs on or before the Cancellation Deadline, failing which the terms described in this Cancellation clause shall apply.

 

Cancellations: A 7-day cancellation notice is required for a full refund. Within 3 days, the deposit will not be refunded. Within 3 days, you will be charged for the full amount of your booked stay. Only nights that get rebooked will be refunded for that night only (minus a $30 processing fee.) The full amount of your stay along with any added items will be charged in full at the time of reservation and will not be refunded in the event of cancellation.

 

For groups or individuals reserving three or more rooms or cabins there is a 30-day notification period for cancellations/changes. All reservations during VMI and W&L parents’ weekends and graduations are non-cancellable. 

 

Payments

Reservations must be guaranteed using a valid payment card or via any other accepted payment method offered to you at the time of reservation. The total amount payable to confirm your reservation is quoted in your confirmation and will be charged to your card or to your account at the time of reservation. Your reservation may be cancelled automatically if your card is declined by your bank, or if there are insufficient funds on your account. At the end of your stay, any remaining outstanding balance and any additional goods and services purchased during your stay must be paid in full. Should you leave the premises without settling any outstanding balance we reserve the right to charge the payment card you provided at the time of reservation. We accept Visa, Mastercard, Discover, American Express, and of course cash.

 

We may use your payment card details to guarantee your reservation according to PCI-DSS security standards, or to collect any deposit due at the time of reservation. We may also pre-authorize or charge your card for any cancellation fee that may arise, or for any further deposit that falls due later, according to the terms and schedule set out in your reservation confirmation. If your card was charged prior to arrival, any amount charged to your card prior to arrival, shall be deducted from any outstanding balance due on your reservation. If your card was pre-authorized prior to arrival, we shall apply the charge to your card for the amount preauthorized, or alternatively, cancel the pre-authorization and apply a new charge instead. A pre-authorization is NOT a charge, and no monies are taken from your account, but your bank may choose to temporarily reduce the credit limit available on your card by the pre-authorized amount. Therefore, when you settle your bill, we will make sure that any outstanding pre-authorization is either charged or cancelled and replaced by a new charge as needed.

 

Liability

Although We take great care in how we present our accommodation online, we do not make any representation as to the suitability of our accommodation to your specific requirements. Should you have any specific concerns relating to hygiene, health and safety practices or the quality of our services, or if you would like to check the specific conditions of stay, please contact us directly BEFORE the cancellation deadline, and we will do our best to address these. Other than for death or personal injury caused by our negligence or fraudulent misrepresentation, our total liability to you is limited to the price of the reservation and in no circumstances will we be responsible for any indirect or special damages. We will not be liable to you where we have exercised reasonable care and skill in our provision of the selected accommodation services to you. We will not be liable for failure to perform to the extent that the failure is caused by any factors beyond our reasonable control, including the provision of said accommodation services. We therefore advise that you take out the appropriate travel insurance cover. You are responsible for any damage or loss caused by you during your stay with us, including any damage to our property by your act, omission, default or neglect and you agree to indemnify us, and you agree to pay us on demand the amount reasonably required to make good or remedy any such damage or loss. Further, we reserve the right to terminate your reservation immediately without being liable for any refund or compensation where you engage in unacceptable behavior that causes a significant disturbance or nuisance to our staff or to other guests on our premises.

 

Data protection

We take the protection of personal data very seriously. We may process the information you provide to us for the sole purposes of completing our duties under this Agreement. Your data may also be processed by third party suppliers who operate our website, Our reservation system or our payment system, or to the reservation channel(s) or travel agencies through which your reservation originated, where the transfer of your data is necessary for the successful completion of your reservation. We may also be required to communicate certain information or documents to the competent financial, judicial, administrative, law enforcement or legal authorities, where they have made such a request or to the extent necessary or required under applicable law and regulations. While we have been given assurances that these third parties operate in conformance with Global Data Protection Regulations, we cannot accept any responsibility whatsoever for how they may use your personal data. If you have any concerns, you should address them to these third parties directly. By making a reservation, you consent to the processing of information as described above including the transfer of your information to the third parties. You have the right to request that we delete or return your personal data (in such format as reasonably determined by us) after the end of the provision of the services, unless applicable law requires otherwise.

Internet: We do have guest WiFi via Starlink. While we have a Verizon Network Extender for Verizon cell phone calls, cell reception is intermittent on the property. We also have a LAN line available for our guests who need to make and receive calls.
 

Children: At the Mill we love kids. Our private Mill Store Cabin is best for families that have pets and children. It is detached from our main Mill structure, which allows your kids and pets to be a bit noisier and freer! Our Millhouse has four Suites on the second floor where we try to keep things a little bit quieter. Our largest Suite facing Tye River Turnpike, called the Nettie Suite, has a sleeper sofa that can best accommodate a family of three. All other Suites on this second floor are best for couples.

 

Dining: A contintental breakfast for two is included with the room rates. If you have additional guests such as children staying in the room on our sleeper sofas, we will require an additional charge to cover setting up linens, cleaning, and breakfast per person. These charges are made on our booking engine at the time you reserve your room and declare how many people will be sleeping in the suite. We also offer packaged food options that can be pre-ordered and ready upon your arrival. Please see our offerings on our website. Advanced reservations are required for our other food options and packages excluding breakfast.
 

Pets: Dogs are allowed only in our Mill Store Cabin. You may bring up to 2 dogs, minimum 6 months old (additional fee per pet of $65, per night. Currently, we only allow dogs under 60lbs.) The animal must be in a kennel if you are not in the room with them. They also must be on a leash when outside your room. If your animal is disruptive to our other guests (ie: excessive barking), you may be asked to leave. You will be responsible for any damages caused by the pet and the credit card on file will be charged for damages incurred. You are also responsible for any injuries caused to other guests because of your animal. Please note that if you arrive with a pet (and are not staying in one of our pet friendly rooms), you will be denied accommodations and forfeit your deposit.

 

Smoking: All of our buildings, rooms and the porch are smoke-free. You may smoke outside. A $250 recovery fee will be added to your bill should we find or smell evidence of smoking in your room.