Terms & Conditions

Effective: September 8, 2024

These Terms & Conditions apply to all reservations and stays at Southlake RV Resort operated by Quality RV Resorts (QRV). By making a reservation or staying on property, you agree to these Terms and Conditions.

Definitions

For clarity in these Terms:

1. “Guest” — the person who makes the reservation or any person occupying the site or rental unit.
2. “Reservation” — any confirmed booking for a site or rental unit.
3. “Property” / “Resort” — Southlake RV Resort operated by Quality RV Resorts (QRV).
4. “Corporate” — Quality RV Resorts, the operator/owner or its designated agent.
5. “Night / Daily Rate” — the posted or confirmed per-night rate for a site or unit. These Terms use these defined words consistently.
Reservation Deposit
1. Daily / Weekly Reservations: 50% prepayment required for reservations under 28 days.
2. Monthly Reservations: 50% Monthly Rate prepayment required for reservations over 28 days.
3. Reservation deposits are subject to our Cancellation & Refund Policies (Section 4).
4. Electricity deposit: A refundable $100 electricity deposit is charged for metered monthly reservations and applied toward final electric usage at check-out. Any remaining balance is refunded after meter reconciliation.
5. Park Model security deposit: A refundable $250 security deposit applies to Park Model rentals unless otherwise posted.
Deposit, Hold Release & Security Deposit Timing
1. Card holds / authorizations: May be placed at booking or check-in. Holds will be released per issuer rules but may take 7–14 business days to drop from a guest’s statement.
2. Refund timing: When a refund is due, QRV will process refunds or returns to the original payment method within 7 business days; posting to the guest account may take 7–14 business days depending on the bank/processor.
3. Security deposit refunds: Security deposits (Park Model or electric) will be reconciled at check-out and refunded within 7 business days after final invoice and meter reconciliation, less any deductions for damages, missing inventory, or outstanding charges.
Refund & Cancellation Policy
1. Cancellations 30+ days before arrival: Full refund.
2. Cancellations 8–29 days: Cancellation fee equal to one day’s rate.
3. Cancellations <7 days: No refund or credit.
4. No-shows / Early departures: No refund or credit.
5. Weather / Unforeseen Events: No refunds for weather; force majeure events handled per management policy (see Section 31).
6. Management may grant refunds or credits at its discretion for exceptional circumstances; such decisions are final.
Check-In / Check-Out
1. Check-in: 2:00 PM CST. Contact the office if arrival is outside business hours.
2. Check-out: 11:00 AM CST.
  1. Late departures up to 2:00 PM incur a $25 fee (subject to availability).
  2. Departures after 2:00 PM are charged the daily site rate (subject to availability).
3. Early check-in / late check-out may be available for an additional fee—contact the office.
Office Hours
1. Monday–Friday: 7:30 AM – 6:30 PM
2. Saturday: 7:30 AM – 5:00 PM
3. Sunday: 7:30 AM – 4:00 PM
4. Holiday hours may vary; posted hours govern.
Payments, Late Payments & Returned Payments
1. Payments more than 5 days past the due date incur a $40 administrative fee.
2. Returned/NSF payments (including checks) incur a $40 returned payment fee.
3. Chargebacks found to be without merit will incur a $50 administrative fee and may be referred to collections.
4. ACH failures: Guest must provide an alternate payment method within 72 hours of notification. If not received, late fees, site suspension, or ejection procedures may apply. Repeated failures may require prepayment for future stays.
Delinquent Balances, Collections & Debt Recovery Procedures
1. Reminder notice sent 3 days after due date; continued nonpayment may lead to ejectment beginning on day 5.
2. Accounts unpaid after 10 days may be referred to a collection agency and may incur collection fees, interest, and attorney’s fees — recoverable from the guest.
3. QRV reserves the right to use all legal remedies to collect unpaid balances, including civil litigation and recovery of legal costs, collection fees, and administrative fees.
4. For long-term or commercial guests, QRV may pursue statutory lien remedies where permitted by law.
Storage, Abandoned Property & Lien Rights
1. QRV may remove, impound, or place a lien on abandoned or non-operational vehicles, trailers, or personal property after reasonable notice where local law allows.
2. If property is declared abandoned and not reclaimed within the required notice period, QRV may sell or dispose of the property to recover charges (storage, towing, repairs) in accordance with applicable law. Guests are responsible for all related costs.
Site Assignment, Lock Site Fee & Manager Holds
1. QRV guarantees the reserved site type but not a specific site number unless a Lock Site Fee is paid. Site numbers may change prior to arrival.
2. Managers may place holds behind current reservations to accommodate potential extensions; holds are not confirmed until payment is collected.
3. Property staff should add reservation notes for special conditions (original check-in date for long-term stays, special billing, manager holds).
Right to Inspect & Access (Rental Units & Sites)
1. QRV and its agents may enter sites or rental units for reasonable inspections, maintenance, repairs, or health/safety checks. Except in emergencies, QRV will provide reasonable advance notice (typical practice: 24 hours) before non-emergency entry.
2. Guests must allow access for repairs, meter readings, or maintenance; refusal may result in service suspension or eviction under Section 27.
Security Holds, Incidentals & Card on File
1. QRV may place a security authorization at check-in to cover incidentals, damages, or unpaid balances. Amounts and hold duration are at management’s discretion. Charges for damages, missing inventory, cleaning, or other fees may be applied to the card on file.
Utilities, Metering & Disputes
1. Electricity for metered monthly sites is billed at the posted rate and reconciled using meter reads at check-out. Charges will be deducted from the electricity deposit.
2. Meter disputes must be submitted in writing within 7 days of final invoice for review; QRV’s reconciliation is final unless evidence substantiates a different outcome.
Wifi Guidelines
1. For Access Refer to you Confirmation Email or see the Resort Office
2. For 24/7 support, call 1-888-507-1128
3. The WiFi system is provided as a complimentary amenity. Quality RV Resorts disclaims responsibility for WiFi performance during critical tasks such as online education, work-related activities, or time-sensitive projects. Guests performing such tasks are advised to obtain a personal WiFi device or hotspot.
Park Model Rentals & Housekeeping (Rental Units)
1. Guests receive a rental unit inventory at check-in; missing/damaged items are charged to the guest.
2. Smoking and pets are prohibited inside Park Models. Violations may result in remediation charges, damage charges, and/or eviction.
3. Housekeeping beyond standard turnover is available for a fee.
4. QRV may require periodic inspections of rental units for maintenance; where possible, guests will be given prior notice (Section 11).
Vehicle Policies, Towing & Parking
1. Park speed limit: 5 mph. Violations may result in warnings or expulsion.
2. Do not park on or block empty sites; violators may be charged daily site rates or towed at owner expense. Each site normally allows parking for two vehicles.
3. Vehicle maintenance is not allowed on property unless approved for emergency repairs by management. Unauthorized vehicles may be impounded/towed.
Visitors, Occupancy & Identity Verification
1. Maximum occupancy per site: 8 persons (registered guests + visitors). Maximum visitors at one time: 4. All visitors must check in at the office.
2. QRV reserves the right to verify guest identity and require photo ID at check-in. Identification and guest lists may be required for extended stays or special events. Minors must be supervised by an adult.
Pet Policy & Requirements
1. QRV enforces a one-strike policy for serious pet rule violations. Pets must be leashed and under control at all times and are not allowed in buildings or pool areas.
2. Guests must pick up after pets; failure to do so results in a $25 fee for a first offense and possible eviction for repeated violations. Pets may not be left unattended outdoors. Proof of current vaccinations may be required. Management may restrict certain breeds/sizes by policy.
Pool & Common Area Rules (Safety & Lifeguard Statement)
1. Pool rules and hours are posted at the pool. No glass containers; appropriate swimwear required. Children must be supervised by an adult at all times.
2. If a lifeguard is not present, swimming is at the guest’s own risk and supervision of children is the parent’s responsibility. QRV may close the pool for maintenance or safety reasons.
Fire, Grills & Open Flame
1. Fireworks are strictly prohibited.
2. Campfires must be in designated areas or approved containers and attended at all times. Charcoal and propane grills must be used in safe locations and comply with posted rules and local ordinances.
Generators & Quiet Use of Equipment
1. Generator use is restricted to posted hours and must not create a nuisance. Generators causing disturbances may be required to stop or be removed. Quiet hours are enforced (see Section 22).
Events, Amplified Sound & Permits
1. Events or amplified sound require prior written approval. Events require an event permit, refundable event deposit, and may require insurance naming QRV as additional insured. Unauthorized events risk eviction without refund.
Quiet Hours & Noise Enforcement
1. Quiet hours: 10:00 PM – 7:00 AM. Excessive noise during these hours (or at any time) may result in warnings and potential eviction for repeated violations.
Subletting, Resale, Commercial Use & Third-Party Bookings
1. Reservations may not be resold, sublet, or used commercially without prior written approval. Unauthorized resale voids the reservation.
2. Third-party or OTA bookings (Expedia, Campspot, etc.) may be subject to different fees or channel policies. Refunds and cancellations for third-party bookings are subject to the third-party’s terms; QRV’s obligations are limited to what is confirmed through the booking channel.
Site Alterations & Property Modifications
1. No permanent sheds, decking, or unauthorized structures are allowed without written approval. Temporary furniture and awnings permitted per posted rules. Approved improvements must be removed and site restored unless written agreement states otherwise.
Prohibited & Hazardous Materials
1. Storage or improper handling of hazardous materials (large unsecured propane cylinders, flammable liquids, corrosives, illegal drugs) is prohibited and may result in immediate eviction and reporting to authorities.
Photography, Marketing Release & CCTV Notice
1. QRV may photograph or film public resort areas for marketing. By staying on property guests grant QRV the right to use images that may incidentally include guests unless a written opt-out is provided prior to or during the stay.
2. Public areas may be monitored by CCTV for safety and loss prevention; footage may be used for incident investigation and retained per QRV policy.
Data, Privacy & Communications Consent
1. Guests consent to receive operational and reservation communications (email, SMS, phone). Guests may opt out of marketing, but essential operational messages (check-in instructions, safety alerts) may still be delivered.
2. For detailed privacy practices (data use, retention, rights), see our Privacy Policy [link or refer to on-site/website]. Guests may request data access or deletion per applicable privacy laws.
Insurance Requirements & Recommendations
1. QRV strongly recommends guests maintain personal liability and property insurance (RV/contents/travel). For events or vendor activities, QRV may require proof of commercial general liability insurance with limits and additional insured endorsement; requirements will be provided with event approval.
Damage, Smoking Remediation & Cleaning Fees
1. Guests are responsible for all damages and missing inventory. Costs for repair or replacement will be charged to the guest.
2. Smoking inside rental units or enclosed space: minimum $250 remediation fee plus actual replacement/cleaning costs.
3. Excessive cleaning above standard turnover charged at actual cost plus a $50 administrative fee. Charges may be applied to the card on file.
Lost & Found
1. Items left behind are retained 30 days (perishables disposed immediately). Guests requesting shipping for found items pay shipping & handling. Items unclaimed after 30 days may be donated or discarded.
Force Majeure / Unforeseen Events
1. QRV is not liable for failure to perform due to events beyond its control (natural disasters, government orders, pandemics, strikes). Management will make reasonable efforts to assist impacted guests but is not obligated to issue refunds beyond policy. For events covered by Force Majeure, QRV will communicate procedures and alternatives as practicable.
Governing Law, Dispute Resolution & Amendments
1. These Terms are governed by the laws of the state where the Resort is located. Venue and jurisdiction will be in the county where the Resort sits unless otherwise required by law.
2. QRV may amend these Terms. Material changes will be communicated by email and posted online and will apply to reservations made after the effective date. When advance notice is given by mass email, amended Terms will become effective 10 days after email delivery unless a different date is specified.
Entire Agreement, Severability & Miscellaneous
1. These Terms, any written property rules, and signed group or rental agreements constitute the entire agreement between Guest and QRV with respect to the reservation and supersede prior communications.
2. If any provision is held unenforceable, the remainder stays in force.
3. Management reserves the right to refuse service to anyone and to enforce these Terms in its discretion. All fees and fines assessed here may be charged to the card on file, deducted from deposits, or pursued through collections.
Contact & Emergency
1. For reservations and general questions contact the property office.
2. Emergency: dial 911 first, then contact the on-site manager at 832-247-2113 if possible. Monthly guests should provide an emergency contact who is not on property.
Liability Waiver & Indemnification and Acknowledgement
1. By accepting this reservation, Guests waive, release, and discharge Southlake RV Resort and Quality RV Resorts and their affiliates from claims for personal injury, property damage, loss, or other claims arising from use of the property, except where prohibited by law. Guests agree to indemnify, defend, and hold QRV harmless from claims, liabilities, damages, losses, costs and attorneys’ fees arising from Guest actions, omissions, or negligence.
2. Guests acknowledge they are licensees, not tenants. Management may terminate a guest’s license and require immediate departure for violation of these Terms.
3. Management is not liable for non-utilization of package components or loss of recreational opportunities due to weather or circumstances beyond its control.
By confirming a reservation, Guest acknowledges they have read, understood, and agreed to these Terms & Conditions, Reservation Deposit and Cancellation Policies, and all posted property rules.

Southlake RV Resort

South Houston