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Rental Policies, Rules & Expectations
 
UPDATE
As a result of the COVID-19 pandemic, many of our cabin rental policies have changed. Before reserving a PATC cabin, read the updated Cabin Rental Policies below to ensure that you are aware of all responsibilities & liabilities. Please also review the PATC COVID-19 Addendum to our standard Terms of Service. The Cabin Coordinator is available to answer your questions by email. PATC will continue to post policy updates, as need. These changes and precautions have been designed with your safety in mind.  


Reservation Tips & Guidelines


Booking a Cabin

Standard reservations should be booked online. To book a cabin within one week's time, call the Cabin Coordinator at (703) 242-0315, ext. 108 on Wednesdays between 11:00 a.m. and 2:00 p.m. Before you call, please take a moment to review and accept our cabin rental terms of service using THIS FORM. You must submit the form, in order to place a reservation. Be prepared to pick-up the cabin key, or pay for priority shipping.

 

Cabin Rates (Weekdays vs. Weeknights)
Rental rates are different for weekday nights and weekend nights. Rentable weekday nights now include Thursday and Sunday. Weekend nights include Friday and Saturday.  

Minimum & Maximum Nights (Important Update)
Reservations are limited to weekends only, and must include Friday and Saturday nights. There will be no single-night reservations, at this time. You may add Thursday and/or Sunday night(s) to an existing weekend reservation by sending an email to the Cabin Coordinator. No reservation may exceed four (4) nights. Note that these revised guidelines have been adopted, in order to create a 72-hour (three day) buffer between each reservation.


Check-in & Check-out

Check-in on the night of arrival after 3:00 p.m. Check out on the night of departure before 3:00 p.m. 

Standard Reservations

Standard reservations begin within 60 days of the intended arrival, and may be booked online. See “Booking a Cabin” above for instructions on placing a reservation within seven days.


Advanced Reservations

Advanced reservations—placed between 61 and 365 days in advance of the arrival—are now being accepted by phone. These reservations are subject to: (1) a three-night minimum; (2) an increased rental rate (double the standard rate) and; (3) a more severe cancellation penalty.

Like standard reservations, advanced reservations may not include Monday, Tuesday, or Wednesday nights, in order to maintain a three-day safety buffer between guests. To book an advanced reservation, call the Cabin Coordinator at (703) 242-0315, ext. 108 on Wednesdays between 11:00 a.m. and 2:00 p.m. Before you call, please take a moment to review and accept our cabin rental terms of service using THIS FORM. You must submit the form, in order to place a reservation.

 

Cabin Key Packets

About two weeks prior to your arrival date, a Cabin Key Packet will be snail mailed to the address you provided. It will include a Cabin Key, a cabin condition report (on reverse of the reservation details), the cabin direction sheet (with specific location information and recommendations on what to bring), the top PATC rental rules, a return envelope, and any additional information regarding your stay. The Cabin Condition Report should be completed and returned with the Cabin Key in the return envelope provided within one week of your departure to ensure proper checkout. Note that, by request, the Cabin Key Packet may also be retrieved from the 24-hour drop box outside PATC Headquarters in Vienna, Virginia.


Cabin Key Packet Mailing (Important Update)
All guests who place a reservation within twelve (12) days of the date of arrival will be automatically charged an additional fee for priority shipping for the Cabin Key Packet. This additional $7.75 fee for USPS priority mail includes a tracking number, and will allow us to ensure the timely delivery of your rental materials.

 

To opt-out, you must email the Cabin Coordinator within two hours of booking. Your email must also include your preferred alternative, either: (1) pick-up from the 24-hour drop-box outside of PATC Headquarters in Vienna, VA; or (2) standard, snail mail at no additional cost. By choosing snail mail, you accept the risk that the packet may not arrive prior to the reservation.

 

Click here to find the most appropriate shipping method for your zip code. If, about five days prior to your reservation, you have not received the Cabin Key Packet, please alert the Cabin Coordinator as soon as possible. Remember: it is your responsibility to ensure receipt or retrieval of the Cabin Key Packet.

Billing & Mailing Addresses
The online reservation software does not acknowledge different billing and mailing addresses. If you want the Cabin Key Packet mailed to a different address than is associated with your credit card, please email the Cabin Coordinator or call (703) 242-0315, ext. 108, after you have made your reservation. If you fail to contact us, the Packet will be sent to the default address entered. It is your responsibility to rectify any error in your mailing details.


No Double Booking
The Renter of Record may only rent a single cabin for a given period. If more than one cabin is rented by the same individual for the same night(s), the Cabin Coordinator will offer alternative suggestions or process necessary cancellations. 

Members-Only Cabins
For PATC members-only cabins, the Renter of Record must be an active PATC member in good standing. If the Renter of Record of a members-only cabin is not an active member, the annual PATC membership fee will be charged to the cabin reservation automatically. The membership fee is non-refundable.

 

You have the option to add a membership to your cart while booking a cabin reservation online. Student Memberships do not apply to members-only cabin rentals because it is assumed that these members are under 21 years of age. Rental of these exclusive cabins is one of many benefits of membership. Click here for more information.

PATC Volunteer Rental Privilege 
PATC member volunteers in good standing may make one cabin reservation at standard rates per calendar year, up to 67 days prior to the desired arrival date. To place a volunteer privilege reservation, contact the Cabin Coordinator at (703) 242-0315, ext. 108. Proof of volunteer service will be required.

 

Proper & Improper Checkout 

Each renter is required to return the Cabin Key and a completed Cabin Condition Report within two weeks of the date of departure.Lost Cabin Condition reports should be reported as soon as possible, so that the Cabin Coordinator may provide access to the Electronic Report. Renters will receive confirmation of proper check out. Failure to abide by these guidelines will result in improper checkout. Multiple offenses will result in disciplinary action, including but not limited to the suspension or termination of rental privileges. *Dunlodge and Old Rag renters will receive a link to an Electronic Cabin Condition Report in the email with the cabin access code. 

 

Renter Responsibilities 


Cabins & COVID-19

To observe social distancing, a cabin rental party should include only members of the same household. PATC considers a household to include all those persons living in the same residence. It is the responsibility of the renter to observe any travel restrictions in their state of residence, as well as that of the cabin. Should you begin to exhibit symptoms of COVID-19, after booking a reservation, contact the Cabin Coordinator immediately to submit a COVID-19 Special Exception Cancellation Request (see here for additional details). Upon renting a cabin, be aware that you accept the risks laid out in the PATC COVID-19 Addendum. The Cabin Coordinator is available to answer your questions by email. Be safe!  

Renter of Record 

The Renter of Record is the PATC member or individual in whose name the reservation is made. He or she is accountable for abiding by the rental policies and is therefore responsible for the care and condition of the cabin during his or her stay. The Renter of Record must be 21 years of age, and agree to remain with his/her party for the duration for the rental period. This person must also ensure that all members of the party abide by the rental policies. Reservations may not be made in the name of a group or organization. 

Firewood

Each renter is expected to leave enough split firewood and kindling for one night's stay by the next renters. This includes kindling and split wood measuring about 16" in length and occupying an 18"x22" area. Cutting of standing timber or removing limbs from standing trees or shrubs is strictly prohibited, regardless of whether the tree is dead or alive. This is especially important in Shenandoah National Park and US National Forests. Fires must be contained within approved structures (wood stoves, fireplaces, fire pits, pre-existing fire rings, etc). New fire rings may not be constructed on PATC property. Outdoor fires are not permitted within the boundaries of Shenandoah National Park.


Trash & Cleanliness (Important Update)
There is no trash or housekeeping service, meaning that renters must remove garbage and clean after themselves. Paper waste may be burned, but all other waste must be carried out. All items brought in must be taken out. “Donations” are not desired. Trash left by previous renters should be removed and/or reported. We cannot guarantee the return of any personal item left at a cabin. Outhouses are for human waste and toilet paper only. Baby wipes and feminine products should be carried out with other garbage. 

PATC does not provide cleaning supplies or personal protective equipment; renters are expected to pack their own. It is the responsibility of each renter to clean the cabin, before departure. Many guests, however, may choose to sterilizes surfaces upon arrival, as well. If the previous occupants did not clean the cabin before departing, please photograph and report the evidence to the Cabin Coordinator.


Damages
 

Damage to PATC property will not be tolerated, regardless of whether the damage occurs to cabins, items within the cabin, or the surrounding area. Structures such as fences and old buildings should not be defaced or dismantled. Any accidental damage should be reported immediately to the PATC Cabin Coordinator at cabincoordinator@patc.net upon your return. Any damage that may render the cabin uninhabitable or unsafe should be reported immediately to the maintainer listed on the Cabin Direction Sheet. Photographs are highly encouraged. Renters must accept responsibility for the cost of repairs, to remain in good standing.


Top Rental Rules

Occupancy (Important Update)
Occupancy limits must be observed. Due to the COVID-19 pandemic, all occupants in the rental party MUST be members of the same household. Overflow and/or tent camping and is not permitted on property surrounding PATC cabins & you may not exceed the cabin's capacity. Scout troops are NOT an exception to this rule.


Pets

Restrictions regarding pets must be strictly observed. Pets are not permitted in some PATC cabins. In cabins where they are permitted, they must be kept off of bedding, including blankets and mattresses in consideration of fellow renters with allergies. Pets are not allowed at Blackburn Trail Center, Catoctin Hollow Lodge,  Dunlodge, Highacre, Horwitz, Huntley, Old Rag, or Olive Green. Exceptions for service animals must be requested at least three weeks in advance of the reservation for processing, but the selection of a comparable alternative is preferred. 

Neighbors

Be respectful of nearby landowners. Please keep noise to a minimum and do not trespass on surrounding property. Please be mindful to abide by any specific parking restrictions noted in your cabin direction sheet to avoid being towed.

Motorized vehicles
Use of motorized vehicles is not permitted on any PATC property in areas off-limits or inaccessible to cars. All gates and/or signs must be respected. Motorized vehicles include, but are not limited to, automobiles, ATV’s, motorcycles and minibikes.

Firearms
The discharge of firearms on PATC property is prohibited. PATC also does not allow the use of any projectile-firing device (e.g. slingshot, bow-and-arrow, paintball gun) or explosives (e.g. fireworks) on Club property. 


Chainsaws
Use of chainsaws and/or generators by cabin renters is expressly forbidden on any PATC owned or operated cabin property. Rental privileges for any guests found to be operating a chainsaw or generator will be immediately and permanently terminated. If a downed tree or limb blocks access to a cabin, renters can either report the issue to the cabin maintainer and hike-in or use a handsaw to clear the obstruction.