THANK YOU FOR YOUR RESERVATION!

Guest Rental Agreement

Thank you for choosing to stay at one of our beautiful luxury cabins as your lodging destination! We are here to assist you in any way we can help make your Smoky Mountain vacation an enjoyable experience. We hope that you become a frequent guest! IMPORTANT! By accepting this Rental Agreement, this becomes a legal binding signature. You must accept the Terms and Conditions herein in order to finalize your reservation

ACCEPTED FORMS OF PAYMENT: Guest is responsible for all rental rates, taxes, and lodging fees. For your convenience, we accept Visa, MasterCard and Discover Card. We do not recommend using Debit Cards as a form of payment and are not responsible for any overdraft charges.

RESERVATION POLICY: Rental rates and specials may change, but you agree to be bound by the rates in effect at the time of making your reservation. Communication about a reservation, even after departure, must only be with the guest named on the reservation. It is a crime to obtain this rental property under false pretenses.

RESERVATION DEPOSITS/PAYMENTS: A 50% deposit (incl. taxes & lodging fees) is required to secure your reservation. The 50% remaining balance (incl. taxes & lodging fees) will be charged in full 2 weeks prior to your arrival date, and will be automatically applied to the credit card on file at that time. If you wish to use a different credit card, you must notify us with this information no less than 2 weeks prior to arrival. The remaining balance may not be paid by a personal check, but we accept cashier’s checks or e-checks. We accept Visa, MasterCard, Discover Card and e-checks for your convenience. If your reservation falls within 30 days of your travel date, payment in full is required at the time of reservation.

RESERVATION CONFIRMATION: Confirmation of the reservation will be e-mailed to address provided by you upon receipt of booking request. Guest(s) should review the confirmation for accuracy of dates, mailing address, and accommodations. Guest(s) must immediately contact us at 866-243-2431 or email us at info@tncabins.us to notify us regarding any discrepancies in the reservation immediately upon receiving the confirmation.

CANCELLATION POLICY: Only the guest named on the Rental Agreement may cancel a reservation and all cancellations must be made by phone or email (866-243-2431 or info@tncabins.us ). There are no exceptions to this cancellation policy.

  • 1-3 Bedroom Cabins: Cancellations made up to 30 days prior to arrival date, will receive a full refund, less a $75 non-refundable processing fee.

  • 4+ Bedroom Cabins: Cancellations made up to 45 days prior to arrival date, will receive a full refund, less a $100 non-refundable processing fee.

  • Any Cancellation within 15-30 days prior to arrival date, guests receive 50% of any payments made to date.

  • Any Cancellation within 15 days prior to arrival date, guests are fully responsible for the total amount of the entire stay, including taxes. The total amount charged is non-refundable and all monies paid are forfeited.

TRIP CANCELLATION INSURANCE (Optional): The cost of this plan is based on 6.95% of the total cost of your reservation and you will be covered for up to 100% of the cost of your reservation (specific reasons for cancellation are listed in the policy). In addition to the benefits received for trip cancellation and interruption, you will be covered for any of the additional reasons: trip delay, baggage delay or loss, medical and dental expenses, emergency medical transportation, rental car damage and travel accidents. As an added bonus, the policy also covers 24 hr. emergency road assistance (during your trip) and identity theft resolution. Please let us know should you wish to purchase this coverage or want to receive further information.

WEATHER: We’re glad you’ve decided to visit the Great Smoky Mountains. Keep in mind that many of our roads are winding and steep. During Winter months, four-wheel drive or chain-equipped vehicles should be considered. We do not offer discounts or refunds if you are unable to arrive at your cabin because of weather conditions, including snow, storms, high winds, etc. We strongly urge you to consider purchasing the Trip Cancellation Insurance coverage (6.95% of the total cost of your trip) especially for stays during the Winter season. If you are interested in purchasing the Trip Cancellation Insurance coverage, please let us know via email within 2 days of the confirmation of your reservation at info@tncabins.us or call 866-243-2431.

REFUND POLICY: We will do everything we can to make sure your cabin is ready for you. As in any home, malfunctions occasionally happen. We will not be held responsible for such items’ failure to work, but will make every effort to correct any issues reported as quickly as possible. No refunds will be issued for non-working amenities, malfunctions in equipment (i.e. hot tubs, saunas, whirlpool tubs, televisions, internet, stereos, VCRs, etc.), early departures, or for any weather conditions.

RISK OF LOSS AND INDEMNIFICATION: Guest agrees that all personal property, furnishings, personal affects and other items brought into the Property by Guest or their permitted guests and visitors shall be at the sole risk of Guest with regards to any theft, damage, destruction or other loss and Rental Agent/cabin owner shall not be responsible or liable for any reason whatsoever. Guest hereby covenants and agrees to indemnify and hold harmless Rental Agent and their agents, cabin owners, successors, employees and contractors from and against any costs, damages, liabilities, claims, legal fees and other actions for any damages, costs, attorney’s fees incurred by Guest, permitted guests, visitors or agents, representatives or successors of Guest due to any claims relating to destruction of property or injury to persons or loss of life sustained by Guest or family and visitors of Guest in or about the Property and Guest expressly agrees to save and hold Rental Agent, et. al, harmless in all such cases. Guest acknowledges that use of amenities such as hot tubs, pools, spas, fireplaces, decks, and the like may be potentially dangerous and involve potential risks if improperly used, particularly with regards to children and such use is at the Guest’s own risk. Cabins with an indoor pool: children must be under adult supervision at all times.

RELEASE: Guest hereby waives and releases any claims against Rental Agent, the Property owner and their successors, assigns, employees or representatives, officially or otherwise, for any injuries or death that may be sustained by Guest on or near or adjacent to the Property, including any common facilities, activities or amenities. Guest agrees to use any such facilities or amenities entirely at the Guest’s own initiative, risk and responsibility.

DAMAGES: Please be respectful of all cabin owner property during your stay. Note that all home furnishings, decorations and amenities are privately owned and guest(s) agrees to handle with care and leave the cabin in undamaged condition. It is your responsibility to inspect the cabin upon entry and notify us of any pre-existing damages to the property. You will accept responsibility for any issues found on inspection after your departure that were not reported. Any accident or damage to personal property while at a cabin must be reported within 24 hours of occurrence. Guests should NOT move or rearrange cabin furnishings in any way.

ACCIDENTAL DAMAGE INSURANCE: Part of your lodging fees, includes an Accidental Property Damage Insurance plan designed to cover unintentional damages to the rental unit’s interior that may occur during your stay. The policy will pay a maximum benefit of up to $3,000. Any damages that exceed $3,000 will be charged to the credit card on file. If, during your stay, an Insured Person causes any damage to real or personal property of the unit as a result of inadvertent acts or omissions, the Insurer will reimburse the Insured for the cost of repair or replacement of such property up to a maximum benefit of $3,000. Certain terms and conditions apply. Full details of the Security Deposit Protection coverage are contained in the Certificate of Insurance or Insurance Policy. You authorize and request CSA Travel Protection and Insurance Services to pay directly to Smoky Mountains Vacation Cabins, LLC any amount payable under the terms and conditions of the Security Deposit Protection. Any accident or damage to personal property while at a cabin must be reported within 24 hours of occurrence.

SECURITY DEPOSIT: A security deposit ‘hold’ is required for check-in starting at $200 for a 1 BR cabin, and increasing $100 per BR thereafter for regular cabins; cabins with theaters and in-cabin pools will require a $250 deposit in addition to that for a regular cabin. This hold is just an authorization and will not show or be processed on your credit card statement. This Security Hold is designed In the event of the need for excessive cleaning or theft. If charges exceed the security deposit, guest authorizes rental agent to charge the credit card on file. Should the guest dispute the charges or the credit limit on the credit/debit card on file is not sufficient to cover the theft/additional cleaning, costs, rental agent reserves the right to charge the guest with vandalism and pursue collection from the guest with venue being in the county of Sevier, State of Tennessee. All reasonable attorney’s fees will be at the expense of the guest if collection becomes necessary. Any damages or problems not reported by the guest upon arrival will be charged to the guest. Please be respectful of all cabin owner property during your stay. Guests should NOT move or rearrange cabin furnishings in any way. Failure to comply may result in forfeiture of your security hold and/or additional charges.

MINIMUM STAY & OCCUPANCY: We have a minimum 2-night stay on most reservations, with a 3-night minimum or more required on certain dates. Cabin occupancy is limited to the maximum number of guests listed for each cabin. Allowing others to occupy the cabin above its stated occupancy limit will be subject to additional fees or eviction.

PETS AND SMOKING: Smoking or pets are not permitted under any circumstances in any of our cabins. Smoking is ONLY permitted outside on the designated decks where ash cans are provided. Do not flick cigarettes or toss any other items off the cabin decks as this can create a fire hazard. Should a pet be present and/or smoking occur inside the cabin, we reserve the right to terminate this agreement and ask the Guest to vacate the premises immediately without any type of refund and guest will be subject to a $300.00 deep cleaning fee.

NOISE COMPLAINTS: The use of premises shall not be such as to disturb or offend neighbors. We reserve the right to terminate this Agreement and ask disruptive guests to vacate the premises without a refund. If any loud noise can be heard outside the cabin during your stay requiring a call from the Night Manager, you will be billed $50 for the first call received. If it requires any subsequent calls you will be charged $200 per call. Any calls received after 12:30am will be billed an automatic $250.00 charge. If an eviction is required, you will be charged an additional $400 and removed from the premises without a refund. Guest will immediately be evicted for any disorderly conduct deemed unsafe by management.

CHECK-IN: Check-in is after 4:00 pm. Due to the necessity of cleaning and inspecting the cabin, we cannot allow check-ins earlier than 4:00 pm. During busy seasons, as well as most Fridays and Sundays, delays are likely given our commitment to housekeeping standards of excellence and superior amenities. Within the Welcome Package you will be provided with a phone number to call to obtain your door key code on the date of check-in.

CHECK-OUT: Check-out is no later than 10:00 am and it’s strictly enforced. Unless prior arrangements have been made, any guest who does not vacate the rental cabin by 10:00 am will be assessed a late check-out fee per hour. Please respect check-out time, as we need time to prepare the cabin for the next guest. The cabin must be left in proper condition upon departure following our Check-Out Procedures provided on the Guest Information and Welcome Package. (Dirty dishes in dishwasher; garbage bagged; etc.) If additional housekeeping is required for either the inside of the cabin or the grounds surrounding and below the cabin, you will be charged for the extra cleaning fees and amount will be charged to your credit card. Late Check-out: You will be billed an extra $125 at 11am and $250 at noon if any members of my party remain in the cabin.

FIREPLACE: Our cabins have either gas, electric or a wood burning fireplaces. They should not be used at any time when the air conditioning is on in the cabin. Gas fireplaces are seasonal and are not in operation between April-September. DO NOT burn anything (wood, paper, marshmallows, etc.) in this type of fireplace as it’s not made for this. You will be held responsible for any damage caused by misuse of the fireplace

FIRE PITS: Some of our cabins have fire pits. We ask that you be responsible and not let the fire get too large. Children under the age of 18 must be accompanied by an adult at all times. Please make sure to put the fire out when finished and to never leave the fire pit unattended. The use of the fire pit on windy days is not permitted.

PHONE: Depending on the cabin, you are allowed local and unlimited long distance calls (Continental US and Canada) or just local calls. Please inquire for specific information on the cabin of interest

HOUSEKEEPING: We offer the cleanest cabins in the Smokies with the highest standards of Quality and Excellence! Housekeepers clean each cabin thoroughly prior to guest arrival. We do not offer daily maid service. A starter set of linens, towels, soap supplies, toilet paper, paper towels and a small box of laundry detergent is provided, and washer/dryer units are provided for guests to wash linens or towels as needed. Upon arrival, please report any damages, shortage of supplies, or housekeeping issues immediately. Should you require or request for us to send our cleaning crew to clean the cabin during your stay, we will gladly accommodate your request for an additional cleaning fee.

MAINTENANCE: We perform regular maintenance on the cabin and make every effort to keep all amenities in good working order. As in any home, appliances, hot tubs, A/C and heating units, cable TV, internet, fireplaces, etc. may malfunction on occasion and while we cannot offer refunds or discounts for such malfunctions, all reasonable efforts will be made to handle maintenance issues and correct any deficiencies as soon as possible during regular business hours; however, no guarantee can be made that such problems will be solved immediately. Guests agree Rental Agent/owner may enter premises to make repairs or maintenance necessary upon notification of Guest.

HOT TUBS: In accordance with our county health department codes, hot tubs are drained, cleaned, refilled, and chemically sanitized prior to each guests’ arrival. Please leave the bromine floater in the hot tub at all times. Because the hot tubs are completely drained and refilled prior to each guest stay, the water may not be warm until the evening of your arrival. Please, when not using the hot tub, leave the cover on so the hot tub will stay warm and debris will stay out. There are health risks associated with the use of hot tubs--use with discretion and at your sole responsibility. Please shower with soap and water before and after using the hot tub as some lotions, soaps, etc. mixed with the hot tub chemicals can cause a rash on your skin. The owner assumes no responsibility for any occurrence associated with hot tub usage. Guests with heart disease, diabetes, high or low blood pressure, or any serious illness and pregnant women should not enter the hot tub without consulting a physician. Guests with skin, ear, genital or other body infections, open sores or wounds should not use the hot tub due to the possibility of spreading infection. Children under the age of 12 are prohibited from using the tub unless accompanied and supervised by their legal guardian. If any residue from items such as bath products, food, alcohol, etc. is found in the tub, guest will be charged a cleaning fee up to $100. PLEASE DO NOT STAND ON THE HOT TUB COVER. If it breaks, you will be charged up to $500 to replace it.

PESTS, THE ENVIRONMENT AND CONSTRUCTION: To ensure the best guest experience, we perform monthly pest control maintenance on our cabin. Because our cabin is located in wooded and mountainous areas, we cannot guarantee that it will be pest or creature-free. We do not offer refunds or discounts for pests including ladybugs. Ladybugs are a part of our environment and we are unable to prevent them from occasionally visiting our cabin. Please contact our Maintenance Department during regular business hours to report any problems, and we will do our best to help you. As with any community, growth is a continuous process. Please pardon our progress and construction. Smoky Mountains Vacation Cabins, LLC/owner is not responsible for construction taking place near a cabin, and therefore we cannot refund, discount, or switch you to another cabin.

MISCELLANEOUS: Fireworks and firearms are not permitted on, in or around any cabin. Rental agent reserves the right to enter and inspect any cabin without notice or the guest being present. Guest hereby agrees to indemnify and hold Smoky Mountains Vacation Cabins, LLC/owner harmless from any and all claims including those of third parties arising out of or in any way related to guest use of premises or the items of personal property provided therein. Smoky Mountains Vacation Cabins, LLC/property owner accepts no responsibility for accidental falls or injuries on the premises and surrounding area. Guest fully assumes the risk of injury or other losses relating to any recreational activities and will hold Smoky Mountains Vacation Cabins, LLC/owner and its agents harmless with respect thereto. Smoky Mountains Vacation Cabins, LLC/owner does not divulge guest personal information to any third party without expressed consent.

LOST OR STOLEN ITEMS: Smoky Mountains Vacation Cabins, LLC/Owner is not responsible for any articles lost, stolen or damaged, or any items left on the premises. Guest items which are found will be returned to the maintenance office. Items can be returned at the guest’s expense.

GROUP RESPONSIBILITIES: We require that a group leader and/or chaperone be present with your group at all times while you are at the cabin. Noise is to be kept at a reasonable level, since other guests may be staying in nearby cabins. At our discretion, we may require and arrange for a security service to patrol your cabin. We will attempt to notify you if this becomes necessary and your group will be charged for this service at $150.00 per night per cabin. In the event that any complaints are received about the group as a whole, or about any individual within the group, you will receive a warning from our company and could face possible eviction from the cabin, depending on the offense. Continued complaints will result in eviction, without a refund. The group is responsible for all damage to the cabin incurred by any member or guest. If damage occurs, you will be charged not only for the repairs/replacements, but also for any refunds or adjustments that our company is forced to make to other guests due to the behavior of your group. The amount involved is totally separate from the master account, and you give full authorization to charge the credit card on file, or agree to provide us with payment via other means should this card decline.

DIRECTIONS TO THE CABIN: We will send you the Welcome Package via email two weeks prior to your travel date. It contains general information on the cabin including the address, directions and other details of the cabin. Within the Welcome Package you will also be provided with a phone number to call to obtain your key less entry code on the date of your arrival.

Guest Rental Agreement

  • I agree to the rates that were in existence at the time this reservation was made.

  • I am at least 25 years or older.

  • I understand that the balance due on my reservation is due 2 weeks prior to my travel date and it will be charged to the credit card used when deposit was paid.

  • I agree to notify Smoky Mountains Vacation Cabins, LLC of any damages incurred during my stay. Should I choose to purchase the Property Damage Insurance via CSA Travel, I understand that I am protected for any damages up to $3,000. I authorize and request CSA Travel Protection and Insurance Services to pay directly to Smoky Mountains Vacation Cabins, LLC any amount payable under the terms and conditions of the Security Deposit Protection

  • I acknowledge that I have read and agree to all of the terms and conditions as explained herein

We hope your stay is a memorable and an enjoyable one!

We take pride in our cabins and have done everything possible to make sure your stay is as enjoyable as possible in the hopes that you will give us the ultimate compliment by coming back to stay with us again!

CONTACT US

Smoky Mountains Vacation Cabins
866-243-2431 (Toll Free)
info@tncabins.us
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www.tnluxurycabins.com

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Phone: +1 (866) 243-2431 Fax: 1+ (855) 243-2440 info@tncabins.us

A Tennessee Licensed Vacation Lodging Service (VLS) License ID Number 9457373

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