Reservations Agreement and Cabin Procedures
Toll Free: 888-526-1881
Smoky Mountain Dream Vacations
604 King Branch Road.
Sevierville, TN. 37876
You must be at least 21 (Pool Cabins 25 or older) to rent a cabin; a photo ID is required. Please send a copy of your driver's license to the following: firstname.lastname@example.org. The ID must be for the person responsible for the cabin. The rental agreement MUST be electronically signed along with your credit card slips.
Rental Agent reserves the right to refuse rental to any individual or group. It is a crime to obtain this rental property under false pretenses. The use of premises shall not be as such to disturb or offend neighbors. Rental Agent reserves the right to terminate this agreement and ask disruptive guests to vacate the premises without issuing a refund. We must have a signed copy of this Rental Agreement prior to occupying the rented cabin. Please be advised rental investment properties are individually owned. On rare occasions cabin rental investment properties are sold and management responsibilities are transferred. Rental Agent reserves the right to move your reservation to a comparable property if necessary due to previously described scenario or if a problem with the original property prohibits guests from occupying the unit. Rental rates and specials may change, but you agree to be bound by the rates and specials in effect at the time of reserving the cabin. Communication about a reservation, even after departure, must only be with the guest named on the reservation.
Please Note: In observance of these two national holidays no reservations will be scheduled for Arrival or Departure on these 2 days! Thanksgiving and Christmas Day!
Deposits & Final Payments:. Deposit for Reservation is 50% of total charges, Unless booking 30 days prior to arrival and then 100% of booking will be due.
Payment in full to secure reservation is required no less than 30 days (4 Weeks) prior to arrival. If guest(s) would like final payment to be charged to any other credit card, other than the one the reservation is made with, then it is the guest(s) responsibility to phone in the other payments or make alternative arrangements on or before 30 days (4 weeks) prior to arrival. Otherwise SMDV will automatically charge the balance due to the original credit card on file. If unable to charge balance due to credit card on file, SMDV will make every effort to contact guest for final payment, as reservations not paid in full at least 30 days (4 Weeks) prior to arrival, are subject to cancellation without notice or refund. If reservation is made within 30 days (4 Weeks) of arrival the entire balance is still required and will be charged in full at the time of booking.
Fees: In accordance with our commitment to excellence and the Sevier County Health Department, all hot tubs are cleaned and treated prior to each arrival. All cabins are cleaned and inspected prior to each arrival as well. Therefore, a cleaning fee is charged to each reservation.
If reserving a cabin with a private swimming pool, an additional $75.00 pool fee will be added to the reservation, to help with the cost associated in maintaining a private swimming pool.
Acceptable Forms of Payment: Guest is responsible for all rental rates, taxes, and fees. We accept VISA, MASTERCARD, DISCOVER, AND AMERICAN EXPRESS, as well as, travelers' checks, cashier checks, and money orders. Personal, business, or church checks will not be accepted unless received at least 30 days prior to arrival. Returned checks will result in a $25 fee.
Important Notice: Guest(s) payments may or may not be held in an interest bearing Escrow Account with all interest proceeds going to SMDV pursuant to the provisions of the Tennessee Code Annotated 62-13-104(b)(3), Subdivision (D)(i)
Confirmation: Confirmation of the reservation will be emailed upon receipt of deposit to email address provided to SMDV. Guest(s) should review their confirmation email for accuracy of dates, mailing address, and accommodations. Guest(s) should notify SMDV at 888-526-1881 of any discrepancies in the reservation immediately upon receiving the confirmation email.
Accidents: All Incidents and Accidents are to be reported Immediately, Right away, Same Day! To make sure appropriate actions are filed and handled appropriately.
Your Damage Waiver Fee covers up to $500 of accidental damage. You are responsible for damages, accidental or otherwise, in excess of $500. Persual for damages in excess of $500 will be in Sevier County General Sessions Court, Small Claims Division, Sevier County, Tennessee.
Cancellations, and Early Departures: NO REFUNDS ARE GIVEN FOR ANY CANCELLATION OR EARLY DEPARTURE AT ANY TIME BY SMDV. However Cancel 30 days prior to your arrival reservation date and receive a Gift Certificate (Honored For 1 Year). Checking out with complaints does not constitute a refund call the office so we can happily assist you, as we do not always get reports with things are broken or needs a little attention.
Trip Insurance: We Do Not Offer Trip Insurance! However we have provided Insurance Names and Numbers that will help you to Purchase the insurance. If you think you may need to cancel your reservation it would be wise to purchase the trip insurance. In our agreement we give no refunds and we have to have a 30 day notice to gift a gift certificate. No Exceptions Please!
INSURE MY TRIP 1-800-487-4722 www.insuremytrip.com
AIG TRAVEL GUARD 1-800-826-4919 www.travelguard.com/cancel-for-any-reason/
Important Information : We at Smoky Mountain Dream Vacations do not Own all of these cabins They are owned by others and are on our program to rent out, Unfortunately when emergencies arise we have to prepare for them. If you call 30 days before your check in date we can put it on a gift certificate good one time for a year! OTHER WISE WITH OUT THE TRIP INSURANCE AND PAST THE 30 DAYS THERE IS NOTHING WE CAN DO. NO REFUNDS NO CREDITS. You simply lose the payment and the reservation. So please purchase Trip Insurance.
Changes to Reservations: You may make one (1) change to your reservation without penalty (So long as the change is made before the 5 weeks of date of arrival). The only reservation changes allowed within the 5 weeks date of arrival are adding nights if available. If wanting to move reservation before the 5 week it must be too a larger cabin or of Equal or Greater Value. You cannot remove days or switch to a smaller unit of less value. No Exceptions.
Cabin Address: Our Policy is We DO NOT give out the Physical address to the cabins until the day you arrive for the security of the guest and the cabin owners.
Occupancy: In accordance to the State of Tennessee Fire Marshal Code; Cabin Occupancy is limited to the maximum number of quests that your cabin sleeps. Allowing others to occupy the cabin above its stated occupancy limit will be subject to eviction.
Accommodations: All vacation rentals are individually owned. Each property reflects the cabin owner's preferences. SMDV cannot be held responsible for any changes made by the owners in furnishings or amenities supplied. All guests shall inspect and be familiar with the proper use and application of all items in the cabin prior to using them. The guest(s) agree to indemnify and hold Smoky Mountain Dream Vacations and/or the cabin owner(s) harmless from any and all claims, including those of third parties, arising out of or in any way related to a guest's use of the premises or the items of personal property provided therein. All guests assume the risk of injury, death, or other losses related to any recreational activities or use of the premises and will hold owner and its agents harmless with respect thereto.
Check-In Procedures: Check-in begins at 4pm. Please note: SMDV does NOT guarantee a 4pm check-in time. Due to our high standards of cleanliness, the possibility of unforeseen circumstances, and/or on particularly heavy arrival dates, check-in times could be delayed. We ask for your patience and suggest you have alternate plans for a few hours in case your unit is not ready for the targeted time. The guest named on the reservation must check-in, unless prior arrangements have been established. If the unit is clean and ready we will be happy to allow you to begin your vacation sooner than expected. If the unit is not ready we will gladly take your cell number and contact as soon as the unit is reported available. If you need to check-in after our office has closed we have a check in box at our door.Your papers will be in a envelope with the cabin name on it. You will sign and leave papers in the envelope provided and the door code will be texted to the cell phone on file.All check ins must come to the office to check in and sign all the papers! Then you will receive the information and address to your cabin.If you have any issues with the cabin Please contact us during office hours so we can immediately address the issues. If you stay you Pay.Please don't wait till the day you check out.
** As a courtesy: If you'd like to go directly to the cabin on the day of your arrival, please let the office know and we will provide paperwork to complete the process. ALL PAPERWORK MUST BE SIGNED AND RECEIVED IN THE OFFICE PRIOR TO THE DAY OF YOUR ARRIVAL- otherwise you will need to come to the office.
Check out Procedures: Check-out time is 10am and is strictly enforced. Any guest who does not vacate the rental cabin by 10am will be assessed a late check-out fee at the rate of $100 per hour. The check-out procedures are simple. We ask that you place all dirty dishes in the dishwasher and start it, place all trash in the receptacle, all linens (towels, wash-cloths, bath mats, etc.) be placed in main level bathroom, and all furniture returned to its original location. Please respect check-out time as we need the time to prepare the cabin for the next family's arrival.
Guest agrees to leave the cabin in an undamaged condition. Guest understands they are solely responsible for and assume all liability for any damages to the cabin during their stay. In the event of damage, theft, or the need for excessive cleaning guest authorizes Rental Agent to charge credit card on file to cover the expense to bring the cabin back to original state during their arrival. If damages are considered excessive, SMDV will contact our local police authorities to report the damages as vandalism. At this point a police report will be recorded as this would now be considered a crime. Should the guest dispute the charges or the credit limit on the credit / debit card on file is not sufficient to cover the Damages/Theft/ And Cleaning, Rental Agent reserves the right to charge the guest with vandalism and/or pursue collection from the guest with venue being in the county of Sevier, in the state of Tennessee and/or pursue legal action for criminal offense. All reasonable attorney fees will be at the expense of the guest if collection becomes necessary. Any damages or problems not reported by guests upon arrival will be charged to the guest. Any accident or damage to cabin or personal property must be reported within 24-hours of occurrence. Please be aware, there will be a charge of $250.00 for dogs that are found in the pool for excessive cleaning of the pool and pool filters.
Observance of Quiet Hours: We take the disturbance of any guests very seriously. We want you to enjoy your stay, but not at the expense of ruining your neighbor's vacation. Please observe quiet hours beginning at 10pm and ending at 9am. We will not tolerate guests who do not respect others.
Pets & Smoking: Smoking is Not permitted inside any of the cabins. Smoking is permitted outside on the deck only. If you should smoke in the cabin, please be advised that your credit card will be charged a $300 smoking fee for damages caused by smoking in the cabins. Please do not dispose cigarettes on cabin property grounds. Some of our rental units allow for pets. Please keep in mind each rental unit is an individually owned rental investment property, so please be courteous and treat the unit as you would your own ensuring your pets do as well. There is a $55.00 pet fee per pet staying in the rental unit. Weight limit for pet(s) is not to exceed 30 lbs. No More than (2) pets. No pets may occupy the cabin unless you have registered your dog in a pet approved cabin. If a pet is in an unapproved cabin, a fine of $150.00 will be assessed and you will be required to vacate the cabin immediately without a refund.
Pools, Spas, Saunas: Please use at your own risk. These are Salt water and Chlorine pools with chemicals added.We are not responsible for any clothing or swimwear fading or discolorations.
Hot Tubs: In accordance with the Sevier County Health Department all hot tubs are cleaned and treated prior to your arrival. Because of the cleaning involved the water may not be warm until later in the evening of your arrival. Please note hot tub usage is at your own risk. Please leave the bromine floating device in the hot tub at all times as this helps to continue sanitizing the water during usage. Please leave the hot tub cover on the hot tub when not in use. There are health risks associated with the use of hot tubs and you should consult your physician if using one is right for you. Please shower with soap and water before and after using the hot tub as some lotions, deodorants, perfumes, etc. mixed with the hot tub chemicals can cause a skin rash. Rental Agent 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. Guests with skin, ear, genital or other body infections, open sores or wounds should not us the hot tub due to the possibility of spreading infection. Children under the age 12 are prohibited from using hot 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 hot tub guests will be charged a cleaning fee no less than $100. DO NOT SIT OR STAND ON THE HOT TUB COVER. If it breaks you will be charged the cost of replacing it. A hot tub cover's cost will depend on size and typically ranges from $350 to $500.
Gas Grills: There are propane tanks at the cabin. However we do not exchange them out unless they are 100% empty! If you are a guest and the Propane runs out please bring your Propane Tank to the office during office hours and we will swap it out, (OR) You will need to find another method of cooking, Until office reopens.
Fireplaces: Fireplaces are seasonal amenities. Gas logs are not to be rearranged for any reason. Occasionally fireplaces need repairs and we do not offer any refunds or relocations for them being out of order. We will certainly make every effort to repair and/or restore the use of fireplace.
Maintenance: Rental Agent performs regular maintenance on all cabins and makes every effort to keep all amenities in good working order. As in any home, appliances, hot tubs, A/C and heating units, water, electricity, telephone, satellites, internet access, fireplaces, etc. may malfunction on occasion. While we cannot offer refunds or discounts for such malfunctions, we will make every effort to correct any deficiencies as quickly as possible during regular business hours. Please report all maintenance issues immediately. Please be respectful that emergencies take precedence over non-emergency issues. We provide after-hour service for emergencies only, such as lack of power, heat, air, water, severe leaks, accidents, and cabin lock-outs.
House-keeping: Each cabin is thoroughly cleaned prior to arrival. (We do not offer daily maid service). We place 4 Bath Towels, 4 Wash clothes ,2 Hand Towels, 1 Bath Mat, Per Bathroom. Not all but , most cabins do have a washer and dryer you can wash as you need, we do not supply washing powder. Beds have Linens and the sleeper sofa's have a flat sheet and pillow case. Please feel free to bring more linens blankets, pillows, or towels from home. We give starter kit which consist of hand soap, toilet paper, and paper towels to get you started. Upon arrival, please report any housekeeping issues.
Inclement Weather & General Refund Policies: We will do everything we can to make sure your cabin is ready for you. As in any home, malfunctions occasionally happen. No refunds will be issued for non-working amenities, malfunctions in equipment, early departures, or for any weather or road related conditions. If weather permits you from leaving on your scheduled check out day, you will be responsible for the additional night(s) rent. However if the cabin is a turn for arriving guest we will not be able to accommodate you with additional night(s).
Power Outages: Sometimes in the mountains we experience power outages due to passing storms. If you are staying in a cabin when the power quits working and the cabin is on a well, you will not have water until the power is restored as wells require electricity to work. Having an extra gallon or two of water available is always a good idea. You can at least have something to drink, be able to flush the commode, and be able to wash your hands during the outage. Being prepared can make all the difference. If you do experience a power outage during your stay you may contact our office.
Wildlife & Pest Control: Your vacation rental is treated once a month for insects. Unfortunately, on rare occasions, these creatures and wildlife still find their way indoors. While we cannot refund any monies for insects, we will take the appropriate measures to correct the problem. In the Smoky Mountains there are a number of animals and wildlife species you may encounter. In is imperative that you DO NOT FEED ANY ANIMALS you come in contact with. Feeding animals directly or by not securing your trash cans may result in body injury or death.
Mountain Roads: We do not guarantee any road surface conditions. Most roads in our area are well maintained, but they are curvy and steep. Some units may have gravel driveways or roads. While these roads are routinely maintained, they may be bumpy at times. In the late fall, winter, and early spring it is not uncommon to occasionally have hazardous road conditions. It is recommended that all guests have four wheel drive and/or tire chains during these seasons. We do not refund due to road conditions. You are responsible for your transportation. We cannot provide transportation nor are we responsible for any towing charges you may incur during your stay.
Lost or Stolen Items: Rental Agent is not responsible for lost, stolen, or damaged items. Guest items which are found will be returned to our office. Items can be returned at guests' expense.
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 Mountain Dream Vacations 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. Guest assumes the risk of injury or other losses relating to any recreational activities and will hold owner and its agents harmless with respect thereto. Rental Agent does not divulge guest personal information to any third party without expressed consent.
A checkbox is provided for online bookers to indicate agreement.