Terms of Service

SHORT-TERM RENTAL MANAGEMENT AGREEMENT 

This agreement is between the accommodation owner(s) (hereinafter referred to as the "Owner") and the rental management agency “Go Beyond Stays Ltd.” and its subsidiaries and partners, including but not limited to FantasticStay, bnBeyond Vacations Inc., Invermere BnB Inc. And Kootenay Maid. (hereinafter referred to as the “Agency").

Working Together and Conduct

Both Owner and Agency agree to comply with all applicable laws, statutes, regulations, ordinances, and any order of a court. Both parties agree not to violate or infringe upon anyone else’s rights or cause harm to anyone.

Responsibilities of the Owner

• Maintaining accurate rental calendar availability and to honour all reservations booked on your open calendar (even if this agreement is terminated). By default, your calendar is open 365 days rolling into the future with maximum stays of up to 365 nights permitted. If you wish to change these defaults it is your responsibility to request it. Guest reservations take priority over Owner’s use if Owner dates have not been entered into the systems. The Owner must reserve their stay dates by either instructing the agency to block off their calendar - the Agency will confirm in writing when the request has been fulfilled, or if available, by using the Owner’s portal.

• Ensure that all Listings posted on the booking platforms comply with all applicable laws and agreements with third parties.

• Maintain responsibility and liability for all Listings, including any Listings created by the Agency on behalf of the Owner.

• Ensure that all accommodations listed are in compliance with zoning laws, tax requirements, and have all required permits, licenses, and registrations.

• Remain responsible for your own acts and omissions, including conduct that causes harm or damage to the Agency or violates these terms or applicable laws.

• Both the Owner and Agency staff must conduct themselves with professionalism and respect at all times. The Owner agrees to treat all Agency staff with respect and courtesy. Any form of harassment, abuse, or discrimination towards Agency staff is strictly prohibited and may result in the immediate termination of this agreement by the Agency.

• The Owner is responsible for ensuring the accommodation is in the best condition for use.

• The Owner is advised to purchase adequate building and content insurance, including liability protection for short-term rental activities, and loss of business protection.

• The Owner is also responsible for keeping up to date with all Agency notices, updates, and communications, whether delivered by email, made available through the dedicated Owner’s Update Centre, or published via the Agency’s official social media channels.

Responsibilities of the Agency

• Inspections: The Agency will carry out inspections following tenant/guest departures to verify the accommodation's basic condition. It is not the intention to check every item of the inventory; the inspection is concerned with verifying the good order of the accommodation and the general condition of the property. For clarity, it is not the responsibility of the Agency to check for possible future failures of property equipment, appliances, furniture, or amenity connections (water, electric, or gas).

• Wear and Tear: Reasonable wear and tear is expected and neither Guests nor the Agency can be held responsible. Owner’s should have a budget for wear and tear replacements/maintenance.

• Security Deposits (non-Airbnb bookings): The Agency will obtain a security deposit from tenants to cover potential damage or losses. The Agency is not liable for damage or losses exceeding the deposit, this will be the Owner’s liability.

Agency Commission and Services

The Agency is commissioned as the short-rental agent on behalf of the Owner according to the terms of this contract. It is agreed that the agency is a short-term rental manager and not property  manager. The Owner authorizes the Agency to manage the accommodation under the following terms:

Services Provided by the Agency:

• Adjust the Listing calendar and Accommodation Fee as appropriate.

• Accept and decline Guest Booking requests.

• Process Guest Payments on behalf of the Owner.

• Extend, shorten, or alter Guest Bookings as needed.

• Act as the primary point of contact for Guests and be represented as such on booking platforms.

• Create additional Listings and Listing advertisements with the Owner’s authorization.

• Update the Listing description, photos, and other content as needed.

• Communicate with Guests and assist with issues during their stay.

• Replenish Guest Amenities (e.g., toilet paper, soap, laundry detergent).

• Coordinate cleaning and laundry after Guest stays and the bi-annual deep cleans.

• Resolve disputes with Guests including offering refunds or future discounts, or in extreme conditions relocating their stay.

• Basic maintenance and repairs as detailed below.

Maintenance and Repairs

• Basic Maintenance: For any agreements that include basic maintenance, this includes the supply and changing of standard light bulbs without the need of a ladder, tightening screws, clearing slow drains, initial maintenance troubleshooting, hot tub checks, and the coordinating professionals if required. Any other materials used for basic maintenance will be billable. 

• Maintenance Definitions: For any agreements that include Basic Maintenance, Bulbs and Batteries, the definitions include, but will not be limited to:

• Bulbs are defined as standard A-19 type 60w equivalent

• Batteries are defined as standard AA and AAA batteries only.

• Basic Maintenance does not include any materials except basic bulbs and batteries. Any materials used, purchased for or provided to the property will be billable.

• Basic Maintenance does NOT include snow removal, de-icing, lawn care, landscaping, external window cleaning, gardening, plumbing or electrical work. On the Premium plan, we can coordinate any of these services on the owners behalf.

• Billable Maintenance: The hourly rate for in-house handyman maintenance varies depending on the skills required. After-hours emergency services may be billed at a higher rate depending on the circumstances. Every effort will be made to minimize costs to the owner.  Professional maintenance coordinated by the Agency will be billed at the contractor’s invoiced rate plus an admin handling fee, with copies available upon request. All current rates are outlined in the Appendix Additional Services Price List. Rates are subject to change without notice.

• Repairs Authorization: The Agency can authorize urgent repairs up to $200 without Owner’s permission. Repairs over $200 require Owner’s approval except in emergency situations.

• Bi-Annual Deep Cleaning: The Agency will arrange bi-annual deep cleaning services, billed to the Owner to ensure that the Property is maintained to the highest standards for short-term rentals. The deep cleaning services will include services which are not typical of turnover cleans between guests, but are essential to being able to execute efficient turnover cleans throughout the rest of the year. 

• For clarity it is not the responsibility of the agency for possible future failures of property equipment, appliances, or utility connections (water, electrical or gas), nor for arranging annual maintenance tasks like, but not limited to, chimney sweeping or boiler/furnace servicing. The owner agrees this is a short-term rental management agreement and not a property management agreement. The Agency is not responsible for the overall property, this responsibility remains with the owner.

Binding Agreement, Minimum Term, and Termination

• Legally Binding Agreement: Upon signing this Agreement, both the Owner and the Agency acknowledge and agree that it constitutes a legally binding and enforceable contract.

• Minimum Term Requirement: Each Property must remain live on booking platforms, and available for bookings for a minimum period of twelve (12) consecutive months from the date it first goes live on booking platforms (the “Minimum Term”). If this Agreement is cancelled before completion of the Minimum Term, the Owner agrees to pay the Agency a cancellation fee of CA$150 per remaining month of the Minimum Term.

• Billable Pre-Live Work: From the date of signing, any services, setup, or preparation undertaken by the Agency to ready the Property for launch—including, but not limited to, onboarding, listing creation, optimization, photography coordination, and communication with booking platforms—shall be considered billable, regardless of whether the Property has gone live on booking platforms. If the Owner cancels this Agreement before the Property has gone live, the Owner acknowledges that the Agency has incurred significant setup and onboarding costs. Accordingly, the full twelve (12) month Minimum Term will be billable in full (CA$1800).

• Notice of Cancellation: All cancellations must be provided in writing via email to the Agency at the address specified in this Agreement - owners@beyondbnb.ca. Cancellations will be deemed effective upon written acknowledgment of receipt by the Agency. A minimum of thirty (30) days’ written notice is required for cancellations.

• Post Minimum Term: Following completion of the Minimum Term, this Agreement will automatically continue on a rolling monthly basis. Either party may terminate the Agreement thereafter by providing a minimum of thirty (30) days’ written notice, unless otherwise agreed in writing.

• Termination by the Agency: The Agency reserves the right to terminate this Agreement with immediate effect if, in its reasonable opinion, continuation would:

• Subject the Agency to liability or legal risk;

• Breach the Agency’s duties to tenants, guests, or other third parties; or

• Result from the Owner’s failure to adhere to the terms and conditions of this Agreement.

• Responsibilities Post-Termination: Upon termination of this Agreement—by either party—the Owner remains responsible for all obligations and actions undertaken by the Agency prior to termination. This includes, but is not limited to, the completion and fulfilment of any pending or future guest bookings initiated before termination.

• Where cancellation or relocation of bookings is required as a last resort, the Owner agrees to cover any associated cancellation or relocation fees incurred by the Agency.

Management Fees and Payments

• Management Fees: The Owner agrees to pay the agreed-upon Management Fee for services provided by the Agency, including on canceled reservation revenue.

• One-Time Service Fees: Owners may authorize the Agency to provide additional one-time services in exchange for an additional fee.

• Owner Payments: The Owner will receive payments for each paid tenant reservation, minus deductions and fees, within 60 days of the tenant’s check-out date. The Owner will be provided with a rental settlement statement, guest booking details, and details of expenses deducted.

• Payment Terms: If applicable, payments are due on the 15th of each month unless indicated otherwise. The Agency reserves the right to charge late fees of 10% of the outstanding amount per month.

Exclusivity and Advertising

• Exclusivity Clause: The Agency has exclusive rights to rent the accommodation. Rental by the Owner or other parties is prohibited without the Agency’s express permission.

• Marketing Material: The Agency will create and use marketing materials, descriptions, and photographs for advertising purposes. The Owner must notify the Agency of any unsatisfactory photographs within 30 days of publishing. The marketing materials remain the property of the Agency and cannot be used by the Owner or other parties without permission.

Liability and Indemnity

• Limitation of Liability: The Agency is not liable for any indirect, incidental, special, exemplary, or consequential damages. If the agency must reimburse the tenant for damage caused by defective equipment within the accommodation, the owner shall hold the agency harmless for all damages or expenses arising in anyway, and the agency shall have the right to deduct any such amount from the owner's rental settlement.

• Indemnity Clause: The Owner shall indemnify and hold harmless the Agency against any claims or expenses arising from the Owner’s use of the Service, breach of these Terms, activities or misrepresentations, agreements with third parties, or infringement of rights.

Miscellaneous Provisions

• Change of Ownership: If the accommodation ownership changes, the new owner must honour existing reservations and contract obligations until proper notice is given. The new owner will be given access to historic financial information relating to the property unless this is explicitly not permitted.

• Rental Price Rates: The Agency sets all rental price rates. The Owner may set a minimum acceptable nightly rate, understanding it may reduce revenue potential, and may be subject to a monthly fee.

• Cancellation Policy: Guests may cancel bookings subject to the Agency's cancellation policy. If a guest is refunded there will be no payout to the owner for the booking.

• Cleaning, Maintenance, and Management: The Agency will handle key holding, cleaning, and organizing repairs or replacements as needed.

• Law and Sever-ability: This contract follows the law of the jurisdiction where the property is located. If any provision is invalid, it will not affect the validity of the remaining provisions.

• Updates to Terms: The Agency reserves the right to reasonably update these terms at any time without prior notice. Updates will be posted on the website or applications, and will be effective immediately upon posting.

 

Updated October 17, 2025