GUEST RENTAL AGREEMENT
WELCOME ABOUT THE SMOKIES GUESTS! PLEASE READ FOR CHECK-IN INSTRUCTIONS before going to your cabin. You must have PAID your balance in full and SENT back your signed agreement to our office before we can give you access to your cabin .You can send your signed agreement to 446 East Parkway, Suite 8, Gatlinburg, TN, 37738, or fax to 865-436-6261, or email to firstname.lastname@example.org . We MUST have a signed copy of this agreement sent back before we can allow admittance to your cabin AND to be paid in full. We will send you directions to your cabin once you have completed those 2 steps. You will need to contact our office for your cabin code ON check-in day AFTER 3:00pm. CHECK IN BEGINS @3:00 PM Please do not attempt to go into the cabin before that time frame because you may disturb the cleaners or inspection/maintenance process. CHECK OUT IS BY 10:00 AM. MAKE A COPY OF THIS AGREEMENT FOR YOUR USE.
BALANCE IS DUE A WEEK BEFORE CHECK-IN.IT IS YOUR RESPONSIBILITY TO BE SURE YOU ARE PAID IN FULL BY LETTING US KNOW TO GO AHEAD AND RUN FINAL BALANCE. PLEASE MAKE NOTE THAT THIS RESERVATION IS FOR THE NUMBER OF ADULTS AND/OR CHILDREN AS SPECIFIED ON YOUR INITIAL CONFIRMATION LETTER. IF YOU NEED TO ADD OR SUBTRACT FROM THAT NUMBER PLEASE NOTIFY US AT TIME OF CHECK IN. THE NUMBER OF PEOPLE WILL BE VERIFIED. IF FOUND TO EXCEED THE NUMBER OF PEOPLE LISTED (NOT INCLUDING CHILDREN UNDER 5 YRS.) DURING OCCUPANCY OF CABIN, THERE WILL BE A $15.00 PER PERSON, PER DAY CHARGE ADDED TO YOUR CREDIT CARD.
ADDITIONALLY, IF A PET IS FOUND TO BE OCCUPYING A NON-PET CABIN, THERE WILL BE A NON-REFUNDABLE $50 CHARGE PER DAY FOR NON-COMPLIANCE AND A DAMAGE DEPOSIT IMMEDIATELY HELD IN THE AMOUNT OF $250.00. IT WILL BE CHARGED AUTOMATICALLY TO YOUR CREDIT CARD. WE MUST BE STERN WITH THESE PENALTIES BECAUSE THE OWNERS OF THESE CABINS ABSOLUTELY HAVE SET THESE RULES DUE TO PREVIOUS DAMAGE AND/OR ALLERGIES FROM PEOPLE BRINGING PETS INTO THE CABINS THAT ARE NOT PET FRIENDLY.
POLICIES AND REGULATIONS:
All About The Smokies, LLC will not be held responsible for accident or injury or for stolen or damaged property while you are staying with our company. However, if you or anyone in your party damages anything on the property you will be held responsible for the reimbursement. It will be your responsibility to report any damages found during your stay so that you will not be charged upon check out. It is also your responsibility to follow the posted "Check Out Procedures" listed at the cabin to avoid further charges. All About the Smokies is a privately owned Rental Company authorized and selected solely by the cabin owners to provide rentals for their cabins. All About the Smokies, LLC, does not share ANY ownership of the cabins. They are each privately owned. All About the Smokies, LLC reserves the right to refuse service to anyone.
We provide a starter supply of linens, towels, bathing soap, dishwashing soap, toilet paper, furnished kitchens with silverware, pots pans, dishes, glasses. See policies on our website for more details and go to the cabin you have selected on our website for more detailed items for that cabin. Each cabin is furnished separately by different owners; therefore not all cabins include the same items. We do not provide charcoal for grills or laundry soap.
RESERVATION FEE: The Reservation Fee includes prorata costs of maintenance and upkeep to reservation program,credit card fees,administrative reservationists,laundry services and amenity usage ie:Hot Tubs.
NON SMOKING CABINS AND FIREPLACES:
All of our cabins are strictly non smoking cabins. Upon departure, if there is evidence of smoke inside the cabin, you will be charged excessively to attempt to reclean and fumigate the cabin for our incoming non smoking guests. Many people are allergic to cigarette smoke including the owners of the cabins who have set these rules. If you must smoke, please do so outside on the patios with the doors closed.
Fireplaces are closed from April 1st - September 30th. You will be charged an excessive use cleaning fee if you use it during that time. Please do not touch the logs in gas fireplaces as you will be held responsible for the cost of resetting them. Do not touch or place wood or burn anything in a gas fireplace or you will be charged the cost of repair. A complimentary starter set of firewood is provided for the wood burning fireplaces. Ask for it when you arrive at the office upon check in. NEVER dispose of hot ashes in the trash or anywhere on the grounds at cabin.
MAINTENANCE ISSUES: If a maintenance problem occurs during your stay or if you have questions when you arrive at your cabin or chalet, notify the office IMMEDIATELY. We cannot be held accountable for problems we are not aware of. Every attempt will be made to resolve the problem within a reasonable amount of time. Likewise no refunds or discounts will be given for problems beyond our control such as cable, public utilities, satellite or cable signals, hot tub malfunction, septic tanks, wells, appliance, heating/air conditioning or weather conditions. If problems do occur with these items and the problems cannot be resolved within a reasonable time, we will attempt to move you to another cabin of equal value or better if accessibility exists. Again, NO DISCOUNTS OR REFUNDS WILL BE GIVEN THAT IS BEYOND OUR CONTROL. When arriving at the cabin, refer to the check out procedure list located in each cabin on the refrigerator for more information.
HOT TUBS: Hot tubs are drained, cleaned, serviced and sanitized with floating chemicals between guests on turnover day. There is certain health risks associated with using the hot tub. Pregnant women, guests with certain medical conditions, heart conditions, high blood pressure, diabetes and children should not use the hot tub. Please shower prior to getting into the hot tub, as bacteria on your body can transfer into the hot tub. There are certain risks associated with the use of hot tubs and it is up to the registered guest to notify his or her party of these risks. Also, some body lotions, perfumes, etc. mixed with the chemicals could cause a rash. Do not wear jewelry in the hot tub. Do wear a bathing suit. Please shower after getting out of the hot tub. Use of bubble bath, shampoos and bath oil in the outdoor hot tubs is strictly prohibited. Please do not sit or stand on the hot tub cover. They are made of foam and will break. You will be charged a minimum replacement cost of $300.00 for any damage to the cover. Upon departure, if any foreign items such as, but not limited to, food, alcohol, beer cans, bath products, etc. are found in the hot tub, you will be charged a $100.00 cleaning fee. We do not refund for malfunctioning hot tubs. We will however make every attempt to resolve any problems. We cannot be responsible for the opening and closing of subdivision pools and amenities. These dates are made by the individual subdivision.
Insects: Each property is treated by a licensed pest control company on a regular basis. It is not uncommon to find bees, lady bugs, spiders, and other insects in and around the cabins, as they seek the warmth inside. Please understand that you are in the mountains and you may occasionally encounter "uninvited guests." Refunds will not be given for these uninvited guests because you are in the mountains and we have no control over critters or wild animals.
We accept Visa, MasterCard and Discover. All credit card sales are FINAL.
ROAD CONDITIONS: It is highly recommended that you purchase travel insurance for winter reservations. Most roads are well maintained but can be winding, narrow or steep. Long passenger vans, motorcycles, buses and trailers may not be able to access every home. Call us first if you decide to bring the latter and we can tell you if those types of vehicles are accessible to the cabin that you have chosen. In the WINTER MONTHS, it is common to have hazardous road conditions. It is strongly recommended that all guests be prepared with either chains or four wheel drive as most units will be inaccessible without it. Winter road maintenance or conditions are NOT GUARANTEED. Most of the main city roads will be treated, but there are hundreds of back road in the mountains (where your cabins are.) They generally will not be cleared because the county does not provide for funding or cleaning all of them. Therefore do not expect them to be clear. YOU are responsible for transportation. We cannot provide any transportation for guests. Please remember you will be staying in the mountains where weather conditions can be very unpredictable and it is your responsibility to come fully prepared or purchase Travel Insurance. We DO NOT refund due to road conditions, bringing motorcycles or trailers without first checking with us to see if your cabin is accessible or the location of the properties on the mountains and their heights.
YOU MUST BE AT LEAST 21 YEARS OF AGE TO RENT A CABIN, INCLUDING THE CARD HOLDER THAT MUST BE PRESENT IN THE CABIN.
CHANGE, CANCELLATION and NO SHOW POLICY:
A change or cancellation of your reservation requires a four week notice. If you change or cancel before (more than) the 4 week time period, your deposit minus a $50.00 cancellation fee will be refunded. If you cancel less than the 30 day period you will forfeit your deposit that was charged when you made the reservation because not enough time was given for us to rebook the same cabin for same amount of days that were held. If you are a 'NO SHOW' and do not call us to notify us that you are not coming and have not contacted us by receiving a cancellation #(which we assign to you), you will be responsible for the whole stay and will be charged the amount remaining on your reservation. If when you arrive, you find that you need to cancel or leave earlier than your planned departure, we CANNOT REFUND YOUR MONEY FOR EARLY DEPARTURE OR WEATHER CONDITIONS. Again, Travel Insurance can be an affordable alternative in any of these situations. Furthermore we have the right to move a reservation into an alternate cabin of similar or superior quality if your selected cabin happens to become unavailable at the time of check in due to either being sold, or any other unforeseen circumstances. If no alternative cabin is available, then we will refund the money that was applied to that reservation.
IF YOU HAVE ANY QUESTIONS WITH THIS AGREEMENT, CONTACT OUR OFFICE IMMEDIATELY
@ 1-865-436-5550. BY SIGNING THIS AGREEMENT, YOU ARE STATING THAT YOU HAVE FULLY READ AND AGREE TO OUR RULES WHEN RENTING WITH ALL ABOUT THE SMOKIES, LLC.
We are looking forward to being the start of your fun filled vacation in the Smokies!