Renter Responsibilities

MUST READ PRIOR TO RENTING

Members Payment Policy:   

• The preferred method of payment is by credit card, debit card or electronic bank transfer which are available by using the pay now option on the reservation invoice.    
• Reservation payments are due 30 days prior to the reservation date.   
• Payments for reservations made within 30 days of the reservation are due on the date stated on the reservation invoice.  
• All reservations made within 30 days of the reservation date must be paid by credit/debit card by utilizing the pay now option on the invoice.  

Non-Members Payment Policy: 

• Payments must be paid by credit/debit card by utilizing the pay now option available on the reservation invoice.   
• Payment by personal check will not be accepted.   
• Payment must be paid within 24 hours of making the reservation

Non-Members:   

Combinations will not be provided until the reservation payment has been made.  

Check-in and Check-out time is 2:00 PM  

Cancellation Policy: All reservations must be canceled 30 days prior to the reservation date to avoid rental charges. A refund will be provided for paid reservations cancelled at least 30 days prior to the reservation. A refund will not be provided for paid reservations cancelled within 30 days of the reservation unless all days of the canceled reservation are rebooked. A $20.00 cancellation fee will be applied for all cancelled paid reservations 

WiFi at Camp: Wi-Fi is available at camp, but service is not guaranteed. The network is Camp Rapidan. The network name should appear during a network search.  Wi-Fi password is   troutfishing 

All one-word lower case. 

Loss of Wi-Fi or electrical service during your stay:  A refund will not be provided if Wi-Fi or electrical service are disrupted during your stay.  

Camp Closure:   

• A refund will not be provided if Camp is closed due to weather, road condition or other incidents not controlled by Rapidan Camps.   
• The decision to close camp will be made by the Camp President or Registrar or other designated Camp Member.   
• In the event a rented cabin has been closed due to maintenance repairs, renters will be re- assigned another cabin if available at no additional charge. If a cabin is not available a refund will be provided.  
• In the event your personal circumstances prevent you from attending camp, and the reservation was not cancelled 30 days prior to the reservation date a refund will not be provided.   

Questions concerning cancellation should be directed to the Camp President or Camp Registrar   

Members with guests on your rental:    

• Members are responsible for individuals (non-members) at camp who are part of your reservation.   
• Members are welcome to reserve additional cabins for non-members who are accompanying them, but non-member rates will apply for any night that only nonmembers stay at camp, even if a member makes the reservation.    
• Members making a reservation are responsible for notifying the Registrar if there are any nights on your reservation when only non-members will be at camp.   
• Members are not allowed to make (Member Rate) reservations for family members or friends.  

Camp Maintenance:   

• Occasionally Rapidan Maintenance Committee Members may visit camp during your stay to perform needed camp maintenance or make critical repairs. We will attempt to minimize any inconvenience.   

Cabin 2:   

• Your reservation includes the combination to Cabin 2. Any group larger than 4 people staying in Cabin 1 has priority use of the Cabin 2 kitchen, but everyone staying at camp must cooperate to share Cabin 2.   

Hunting/Fishing:   

• No Hunting within 100 yards of camp property at any time.  No discharging of firearms on Camp property. Hunting and Fishing regulations for the State of Virginia apply.   

Rapidan River is a “catch and release” river.  

Parking:  

• Vehicles are not allowed off graveled driveways or parking areas.   
• You must not drive up to the Cabins. Park in the graveled areas provided.   
• Obey posted signs.  

Firewood, Fireplace, Wood Stoves:   

• Do not expect firewood to be available at camp. If you plan on gathering wood for fires, collect or cut only fallen dead wood.  Do not cut standing trees.   
• Do not build large roaring fires in fireplaces or woodstoves or burn unsuitable material.   
• Before using the woodstoves read the operating instructions for the stoves included in the cabin notebook.   
• Please do not burn plastic or wood containing nails.    
• Cabin 2 has the only open-hearth fireplace, please do not build large fires, and use the fire screen provided.  Follow the instructions included in the cabin 2 notebook for the proper use of the fire grate.    

Clean out fireplaces or wood stoves before you leave camp. Scatter fireplace or wood stove ashes in the fire pits located near each cabin and extinguish with water • Remove nails from the ashes.  

 Firewood storage:   

• No long-term bulk storage of firewood in the cabins. Only place in the cabins the amount of firewood needed for that day or night.   
• Firewood is to be stored on the deck or in a rack outside the cabin.   
• Do not store kindling or newspapers in cardboard boxes or paper bags. Place kindling and newspapers in the galvanized buckets provided in each cabin.   
• Long term storage of firewood, kindling paper and cardboard attracts rodents.   

Outdoor Fires:  

• Fires are permitted only in established outdoor fire pits approved by the Board of Directors: the fire ring upriver from Cabin 1, fire rings outside of cabins 2,3 and 4 and the outdoor fire ring by the river below cabin 5.   
• Do not leave outside fires unattended.  
• Outdoor fires are prohibited anywhere on Camp property during any period outdoor fires are prohibited (Red Flag Warning) in the Shenandoah National Park or the Virginia Wildlife Management Area surrounding camp.   
• Do not have outside fires during periods of high winds.   
• Extinguish outdoor fires before you retire for the evening and make sure outdoor fires are completely extinguished before you leave Camp grounds.   

Grills:  

• Grills are provided at each cabin.   
• The use of personal grills, charcoal or propane on cabin decks is prohibited.   

Cabin Furniture:   

• Do not remove or relocate furniture or any items including kitchen items from any cabins.  
• Cabins are randomly inspected before and after reservations.   
• Cabin furniture or items missing or found to be moved to other cabins may result in the responsible renter being charged for the items or renting privileges suspended or revoked.   

Camp Water System:   

• The water at camp is supplied by a mountain stream and has tested positive for coliform bacteria in the past.   
• It is recommended you boil tap water for 3 to 5 minutes before drinking or cooking with it. Or bring your own water.   
• Filtered water is available in cabin 2 when water to camp is available.    

Camp Septic System.   

The septic system is very fragile.  

• Please use only toilet paper marked “Safe for Septic Systems”.   
• Do not flush any other items including “flushable Wipes”.  
• Do not use bleach-based cleaning products.   
• Please limit the lengths of showers to reduce the amount of water going into the septic tanks.  
• Please use outside showers if possible. 

Items not provided:  

• Toilet paper  
• Paper towels  
• Dishwashing soap  
• Trash bags-15 & 33-gallon bags  
• Winter Rentals bring 2 gallons of RV anti-freeze (non-toxic)  

Report any problems, maintenance concerns, damaged furniture, non-working appliances, and anything you consider out of the ordinary. Contact either JD Foster, Camp President at jdfoster1@cox.net or Tina Fox, Camp Registrar at tnarsty20@gmail.com  

Check out procedures.   

• Pack all your garbage and take it with you when you leave.    
• Leave an empty trash bag in each trash can, with the lid closed.   
• Wash and dry dishes, pots, pans, and utensils and put them away.  
• Take everything you came with—please do not leave food or personal items.   
• Do not leave additional pots, pans, plates, mugs, kitchen utensils or furniture. While the thought is appreciated, additional items clutter the cabins, and the items will be discarded. 
• Return all borrowed furniture and kitchen items to the cabin(s) from which they were removed from.  
• Do not leave cardboard boxes, newspapers, or plastic water containers empty or full in the cabin.   
• Be sure refrigerators are clean and empty, with doors closed.    
• Do not leave food in refrigerators, freezers, or cabinets. Food left in cabinets or drawers will attract mice, this means all food in any type of packaging.  Food left in the refrigerators or freezers will spoil during a power outage.    
• Clean cabin, including kitchen/bathroom sinks, toilets, showers and sweep and mop floors. 
• Clean decks and area around cabin  
• Ensure fires in fireplaces, wood stoves and fire pits have been extinguished.    
• Close all windows, and vent flaps.   
• Ensure the stove is turned off. Unplug all countertop appliances.    
• Leave one interior light on. Leave circuit breakers on.    

. 

Remember to clean cabin 2.  

Leave cabins cleaner than how you found them. Carts are to be placed inside the cabins before leaving. 

Winter Instructions: 

During the Off-Season (mid-October through April)   

• Your cabin may not have water.   
• Do not attempt to connect the water!   
• If you do, we will hold you liable for damage that results. Because pipes break when they freeze—and flood the cabin when they thaw—damage can easily reach thousands of dollars.   

To use the toilets in the winter:   

• If the toilet bowl is frozen when you arrive, add one cup of non-toxic RV anti-freeze, and let it melt.   
• To flush the toilet, pour a bucket of water quickly into the bowl.  Do not pour water into the tank.  
• On nights when the bathroom temperature will drop below freezing, pour 1/2-cup of non-toxic RV anti-freeze into the bowl and plunge once to keep it from freezing.    
• When you leave camp, pour one cup of non-toxic RV anti-freeze into the toilet bowl and into each sink and shower drain. Remember to plunge toilet once 

The Renter Responsibilities and Policies provided above replace and supersede all other Renter Responsibilities, instructions, cancellation, refund, and credit policies . 

Updated 6/04/2024