Vacation Valley Cabin Rentals, LLC
Guest Rental Agreement
1) Reservation Policy
a) You must be at least 21 years of age to rent or reserve a property for rent with Vacation Valley Cabin Rentals.
b) Reservations are accepted by telephone, in person, or online at www.VacationValleyReservations.com
c) A non-refundable deposit, equal to 50% of the entire reservation (including all taxes and fees), is due at the time of reservation. Guest(s) who choose a payment option other than Credit Card will have 5 business days to make payment. If deposit is not received within the allotted time the reservation may be cancelled with no further communication.
d) A refundable damage deposit is required at the time of check-in. Because all of our properties are individually owned we are required by those owners to collect a refundable security deposit at the time of your check-in. You will be required to stop by the Vacation Valley Cabin Rentals office on your check-in day to allow us the opportunity to make a copy of your drivers license and post this refundable security deposit by cash, check, or other equivalent form of payment. Due to recent changes in the rules set forth by the credit card companies we are not able to collect the refundable security deposit by credit card. Your deposit will be refunded within 14 days following your checkout so long as the property is left in the same condition in which you find it upon check-in. It is imperative that you immediately inform our office of damages found upon arrival to the property to avoid being charged for those damages. Any damages not reported at the time of your arrival will become your responsibility upon checkout.
In lieu of a security deposit we recommend that our guests take advantage of Damage Waiver Insurance. By accepting this Damage Waiver Insurance you avoid having to post the security deposit at the time of check-in. Though this product is non-refundable, the insurance covers your party for accidental damages up to $1500. The cost of this policy is $45. By accepting the Damage Waiver Insurance we also offer you the opportunity to take advantage of our Express Check-In at no additional fee. To take advantage of Express Check-In you will need to send a clear copy of your driver's license to our office prior to your scheduled arrival date. Express Check-In is described in full detail later in this document.
e) Full Payment of reservation balance is due 30 days prior to scheduled arrival date. Guests Credit Card will automatically be charged the remaining balance 14 days prior to guests scheduled arrival. Payment is considered past due beyond 14 days prior to scheduled arrival and may result in automatic cancellation of reservation and forfeiture of any pre-paid monies.
f) Cancellations
i) Guest(s) may cancel their reservation within 5 business days of making their reservation so long as their scheduled arrival is more than 30 days in the future. A $75 cancellation fee will apply. This is the only circumstance by which a guest may receive a refund of any kind from Vacation Valley Cabin Rentals. We will refund the guests deposit, minus the $75 cancellation fee and taxes, via the same method by which Vacation Valley Cabin Rentals received the payment.
ii) Reservations cancelled within 30 days of arrival or more than 5 business days after the date of reservation are subject to our no-refund policy. In lieu of forfeiture Vacation Valley Cabin Rentals may, at their discretion, offer the guest the option of rescheduling the reservation at a later date with the following rules applied:
1) The new reservation is at the then current rate for the new dates.
2) The change must be made no later than 30 days prior to the originally scheduled date of arrival.
3) The change must be approved by the management of Vacation Valley Cabin Rentals
4) The guest must book the new reservation at the time of cancellation and the same cabin must be booked. If the same cabin is not available for the new dates an alternate property may be offered at the discretion of Agent.
iii) There will be no cancellation of reservations scheduled for arrival within 30 days. No exceptions. Guests who choose to cancel within 30 days of their scheduled arrival forfeit all monies received toward their reservation and agree to pay 100% of the remaining balance due.
iv) Travel Insurance - Optional travel insurance has been or will be added to your reservation. The cost of this coverage is 7% of the total of your reservation, including all taxes and fees. If this coverage was included in your initial quote it will be indicated on your confirmation. This insurance plan protects you and your travel investment should you need to cancel your trip for covered reasons. This coverage may reimburse you for cancellation or early departure due to serious illness, injury, death of a family member, or major weather event. We strongly recommend that you accept this coverage, but do not require it as a condition of rental. Travel Guard underwrites the insurance. Approval and payment of claims is the sole responsibility of Travel Guard. Vacation Valley Cabin Rentals makes no guarantee or warranty with regard to the practices of Travel Guard. A copy of Travel Guard's policies is available from Vacation Valley Cabin Rentals upon request.
***NOTE: Failure to initial the space below indicates your agreement to purchase cancellation insurance through Travel Guard. When this document is received in our office, if you have not initialed below, we will purchase this coverage on your behalf. We will not cancel this policy once it has been purchased! In the event of cancellation of this reservation, payment IN FULL is immediately due to Vacation Valley Cabin Rentals. You must then contact Travel Guard to file a claim. We strongly recommend that you purchase this insurance.***
If you choose not to accept the coverage through Travel Guard, simply initial here _______.
g) Guest(s) who do not Check-In on their reserved arrival date will forfeit any pre-paid monies. No refunds will be made for no-shows. No exceptions. Unless we receive communication from the guest that a late check-in is expected, the reservation will be treated as cancelled and the property will be made available for rental to another guest on the next business day following the scheduled guest's failure to check-in.
h) Registered guest must sign and return the required reservation documents within 5 business days in order to confirm reservation. This includes, but is not limited to, this rental agreement and all credit card payment slips. Guest(s) will not be given directions to, or the physical address of, any property under the management of Vacation Valley Cabin Rentals prior to the receipt of the required signed documents including the final payment.
Initial here __________ to indicate acceptance of our Reservation and Cancellation Policies.
2) Payment Options
a) Credit Cards - Discover, Visa, MasterCard, and American Express are all accepted in that order of preference.
b) Personal Check, Money Order, Cashier's Check - Must be received in our office at least 30 days prior to Guest(s) scheduled arrival to allow ample time to clear our bank. Due to the risk of fraud, these forms of payment are not accepted for last minute reservations or walk-ins.
c) Cash is accepted for Walk-In and other last minute Guests.
d) A damage deposit up to $500.00 (determined by the size of the cabin) is required of all guests. Damage deposits will be refunded to the address on file via company check and will be postmarked by the US Postal Service within 14 days of guests departure. A Damage Waiver Insurance policy is accepted in lieu of posting a security deposit. Damage Waivers may be purchased through our office for $45 and will cover the guests for up to $1500 in accidental damages.
e) If guests initial deposit is paid by credit card guest must inform Vacation Valley Cabin Rentals of their intention to pay balance by an alternate method at least 15 days prior to Guest(s) scheduled arrival. The credit card on file will be automatically charged the balance due 14 days prior to arrival. Charges will not be reversed once processed for payment.
f) Refunds will be processed via the same method by which Vacation Valley Cabin Rentals received the payment. See section 1)e)i).
Initial here __________ to indicate acceptance of our Payment and No Refunds Policies.
3) Check-In Procedures
a) Check in time is 4:00 PM Eastern Time. We will do our best to have your cabin ready by check in time; however, there may be a slight delay during our busiest seasons. Your patience is appreciated.
b) Guest(s) will be provided with directions and a key code to their cabin at the time of check-in.
c) Security Deposit - A damage deposit is required for all rentals and is payable at the time of check-in. The amount of this damage deposit is variable depending upon the size of the cabin to be occupied. Provided that the property is found to be in acceptable condition upon cleaning and inspection of the property, a full refund of this deposit will be mailed within 14 business days to the address associated with the rental. Any damages deemed the result of negligence or inappropriate activity will result in the forfeiture of the full deposit. Damages exceeding the deposit amount will be reported to the property Owner(s) for legal action.
i) In lieu of a damage deposit, Vacation Valley Cabin Rentals offers our guests the option of purchasing Damage Waiver Insurance. The Damage Waiver Insurance is underwritten by Travel Guard and will cover the guests against accidental damages of up to $1500. The cost of the Damage Waiver is $45 and is non-refundable. Guests who choose to purchase the Damage Waiver are encouraged to take advantage of our Express Check-In at no additional charge.
Please indicate your preference by initialing one of the following:
_____ I will post the prescribed damage deposit by cash or cash equivalent in person on the day of my scheduled arrival. I will receive my directions and entry code at that time.
_____ I ACCEPT the Damage Waiver and authorize Vacation Valley Cabin Rentals to charge $45 to my reservation. I understand that this is a non-refundable fee but that my entire party will be covered for up to $1500 in accidental damages, should they occur during my stay.
d) A copy of the Guest(s) driver's license, make/model/and license plate number of the automobile(s), plus a copy of any credit cards used for payment are required prior to, or at the time of, check-in.
e) Each property is equipped with an electronic lock. Guest(s) will be provided with the code to this lock at the time of Check-In.
f) Guest(s) acknowledges that he/she is a licensee of the Owner(s) and not a tenant; and that he/she is not acquiring any interest in the property. Each unit and all furnishings are privately owned. Vacation Valley Cabin Rentals is the Owner(s) Agent and reserves the right to refuse service at our discretion.
g) Guest will have 1 hour from the time of check-in to report damages, outages, and maintenance or housekeeping issues to the office. If we do not hear from you within 1 hour of check-in we will assume that you found the property in acceptable condition and you will accept responsibility for the property and any damages found by our housekeeping and maintenance staff following your stay. Please note: Housekeeping and maintenance issues reported to our office are handled on a first come, first served basis after being prioritized according to their severity. Emergency calls including no heat, no water, or potentially life threatening situations will receive priority attention. We will make every effort to handle these issues as quickly as possible; however, it may take up to 24 hours to respond to non-emergency service calls.
h) Guests anticipating a late arrival must take advantage of Express Check-In. If a late arrival becomes necessary due to unexpected delays please call our office as soon as you realize that you will be arriving late to make arrangements. You WILL NOT be permitted to enter the property without posting a damage deposit or purchasing a Damage Waiver.
i) Please do not call our office before 4 PM in expectation of early entry. You are welcome to call our office anytime during regular business hours to complete the check-in process. If your cabin is not available for occupancy at that time we will give you the directions to your property and will call your cell phone as soon as the property is available for occupancy. You will not receive an entry code until your property is cleaned, inspected, and properly prepared for your arrival.
Initial here __________ to indicate acceptance of our Check-In and Security Deposit Policies.
4) Express Check-In
Express Check-In is optional, but suggested, as it will enable our guests the opportunity to complete all of the check-in procedures in advance, bypass our office, and go directly to their cabin on their scheduled check-in date. Express Check-In is available for an additional charge of $25. This fee is waived for those guests who choose to accept our Damage Waiver.
Guests who choose Express Check-In must return all reservation documentation to our office by fax, email, mail, or other means prior to their scheduled arrival date. The following will be required of all Express Check-In guests:
a) A Properly Completed and Signed Guest Rental Agreement (This document)
b) Payment in Full and a signature on each Credit Card Payment Authorization Slip.
c) A Clearly legible copy of the registered guests drivers license.
d) Damage Deposit paid by Check, or purchase Damage Waiver Insurance.
e) A list including the make, model, and license numbers of each vehicle that will be parked outside your cabin. This can be called in to the office on the day of arrival.
Guests will be given directions to their cabin upon completion of the steps required prior to check in day. Express Check-In guests simply call our office upon arrival into the area to get the entry code to their cabin. Express Check-In does NOT change the check-in time of 4PM, however, if your property is ready before 4PM you will be permitted entry to the cabin as soon as it is available.
Please indicate your preference by initialing one of the following:
_____ I ACCEPT Express Check-In and will be completing all of the required steps prior to my arrival date.
_____ I have accepted the Damage Waiver Insurance. I will not be charged anything extra for Express Check-In.
_____ I have not accepted the Damage Waiver Insurance. I will be sending a check, money order, or cashiers check payable to Vacation Valley Cabin Rentals to cover the Damage Deposit. Please add the $25 Fee for Express Check-In to my reservation so that I may bypass the office and go directly to my cabin on the day of check-in. I recognize that the Damage Deposit must by delivered prior to my scheduled arrival date, otherwise I will have to stop at the office or purchase a Damage Waiver Policy prior to receiving my directions and entry code. I recognize that the Express Check-In fee is non-refundable.
_____ I will present myself in person at Vacation Valley Cabin Rentals office during regular business hours on the day of my scheduled check-in to complete all of the required procedures. I will present a damage deposit or purchase the damage waiver at that time.
4) Occupancy Regulations
a) Occupancy is limited to the number of paying Guests registered at the time of Check-In. All rates are quoted assuming property will be occupied by two adults per bedroom. Allowing un-registered Guest(s) to occupy the property will result in the registered Guest(s) being charged additional fees at Checkout. An additional charge of $10 per person over thirteen (13) years of age will be added to the quoted nightly rate.
b) The maximum number of Guests that a property will accommodate is regulated and enforced by the Fire Marshall's office. Maximum occupancy is strictly enforced.
c) No Parties. Guest(s) found to be hosting a party at any property managed by Vacation Valley Cabin Rentals will be asked to vacate the premises immediately. No refunds. No exceptions.
d) Pets. Pets are permitted in "pet friendly" cabins only with a non-refundable fee of $50 for the first pet, $25 for each additional pet. Guest(s) found to have pets in a property not identified as Pet Friendly will incur additional cleaning fees up to $500. Guest(s) are additionally responsible for any damage done to the property by their pet(s). The Damage Waiver policy DOES cover pet damage to a pet friendly property and is highly recommended to those guests traveling with pets.
e) No Smoking. Smoking in a non-smoking unit will result in additional cleaning fees up to $500. Smoking is permitted outside and on porches of all units. The minimum charge for smoking in a non-smoking unit is $150.00. Smoking in a non-smoking unit is NOT covered by the Damage Waiver policy since it is considered intentional and does not fall into the category of "accidental damage."
f) Guest(s) use of the property and occupancy thereof shall not disturb or offend neighbors or other residents. Vacation Valley Cabin Rentals reserves the right to terminate this agreement and require disruptive Guest(s) to vacate the property with no refund of any kind.
g) Local telephone service is provided for your convenience. Please make all long distance calls collect, by credit card, calling card, or charge them to a third party.
h) Guest(s) are solely responsible for any and all damages, accidents, injuries, deaths, or losses sustained by any person associated with or arising out of the use of the premises. This includes the loss of money, jewelry, or personal property of any kind. Guest(s) assumes the risk of injury, death, or other losses related to or arising out of any recreational activities or use of the premises and personal property provided therein and will hold the Owner(s) and its Agent(s) harmless with respect thereto.
i) Guest(s) will find a listing of emergency numbers near the telephone in the unit. Vacation Valley Cabin Rentals requests immediate notification of any and all emergencies which require Guest(s) to request EMS, Fire, or Police services.
ii) The afterhours emergency number for Vacation Valley Cabin Rentals included in this list should only be used in case of emergency. In addition to the instances listed above, please use this number to report no heat, smell of gas, or no water to us immediately.
iii) If you would like to report non-life threatening/minor problems please call the rental office between 10AM and 6PM Eastern or leave a message on our answering machine which we review first thing every morning. We will schedule a time to deal with minor maintenance, satellite/cable TV, or hot tub issues so as not to otherwise interfere with your vacation plans.
Initial here __________ to indicate acceptance of our Occupancy Policies, particularly our policies concerning parties, pets, and smoking.
5) Hot Tubs
a) Hot tubs are drained, cleaned, and inspected after each rental.
b) The use of soaps or other bath products in hot tub is strictly prohibited. Use of these products will result in the Guest(s) being charged an additional cleaning fee of no less than $150.
c) If food or beverages of any kind are found in the hot tub Guest(s) will be charged an additional cleaning fee of no less than $150.
d) Damage to hot tub cover will result in a charge of no less than $350 to Guest(s). Covers should remain on the hot tub at all times when the hot tub is not in use.
e) Guest(s) are not to drain the hot tub. Improperly draining a hot tub could result in damage to the heater and/or filter pump. Guest(s) are responsible for any such damage and will be charged accordingly.
f) Consult a physician if you have any questions or concerns BEFORE the use of a hot tub. Vacation Valley Cabin Rentals is not responsible for accidents, injuries, or medical conditions that arise out of Guest(s) use of hot tubs.
g) If Agent is required to drain and clean the hot tub during your reservation, there will be an additional charge to be determined by the circumstances. In any event the minimum charge for this service will be $30.
Initial here __________ to indicate acceptance of our Hot Tub Policies.
6) Fireplaces
a) Fireplaces, wood burning or gas, are permitted to be used October 1st through March 31st. Use of fireplaces at other times is not permitted and will result in additional charges to the registered Guest(s).
b) Properties equipped with gas logs
i) Gas logs may not be rearranged or removed from fireplace. Doing so will result in the Guest(s) being charged for resetting the gas logs.
ii) If you are unsure of the proper operation of the gas logs/fireplace in the property please call the rental office during regular business hours for help.
iii) It is the Guest(s) responsibility to ensure that gas logs/fireplaces are turned OFF, that the fire is out, and that there is no gas flowing prior to leaving the property for any length of time.
c) Properties equipped with wood burning fireplaces
i) During the acceptable use months Guest(s) will be issued an allotment of firewood at the time of Check-In. If you would like to purchase additional bundles of firewood you can do so at our rental office at any time. We will deliver this to your cabin for an additional charge.
ii) If you are unsure of the proper operation of the wood-burning fireplace in the property please contact the rental office during regular business hours for help.
iii) The Guest(s) must not, for any reason, leave the property while a fire is still burning in the fireplace. Start a fire only when you know that you that will not have to leave the property and the fire will have ample time to burn out.
Initial here __________ to indicate acceptance of our Fireplace Policies.
7) Check-Out Procedures
a) Check out time is 11:00 AM. An additional night's stay will be charged for late check out. During our busiest seasons it is likely that other guests are scheduled to arrive on your departure date. Please respect the arriving guest's right to a timely arrival to an operational and safe property.
b) There will be no refunds issued for early Checkout.
c) Guest(s) agree to perform the following housekeeping duties before vacating the property
i) Place all dirty dishes in the dishwasher and run the cleaning cycle, or hand wash.
ii) Place all used linen (Sheets, Pillow Cases, Towels, etc.) in the main floor bathroom bathtub. Please do not remove decorative items such as pillow shams, bed skirts, and comforters. Removal of non-soiled decorative items will result in additional charges not less than $25.
iii) Dispose of all food from cabinets and the refrigerator, except convenience items placed by Agent.
iv) Gather all garbage from all trashcans and place in the outside receptacle prior to departure.
v) Secure the property by locking all doors and windows before departure.
vi) Failure to perform these tasks will result in additional charges to the Guest(s).
d) Guest(s) agree to leave the premises in the same condition as they were found at the time of Check-In. Vacation Valley Cabin Rentals reserves the right to charge the Guest(s) for all repairs or extra cleaning needed as the result of their stay. Guest(s) hereby authorizes Agent to charge these expenses to the credit card left on file or deduct them from their damage deposit. Should the Guest(s) dispute the charges or if the credit limit/cash deposit is not sufficient to cover the theft, repairs, and/or cleaning required due to inappropriate/excessive use of the property, the Agent reserves the right to charge the Guest(s) with vandalism and pursue collection from the Guest(s), venue being in Sevier County, Tennessee. Reasonable attorney fees will be charged to the Guest(s) should collection become necessary. Any and all items missing from the property will be replaced at the current retail value, plus a $30 service fee per item, and will be charged to the Guest(s). We recommend the Damage Waiver Insurance to all guests since it will protect them from having to pay for unexpected, accidental damages, which may occur during their stay.
e) Items lost by Guest(s) and found by our housekeeping/inspection staff will be returned at the Guest(s) request. A minimum service charge of $30 will apply.
f) In order to avoid being charged for an additional night, Guest(s) MUST inform us of their departure by calling 865-908-9290 from the landline telephone in the unit at the time of checkout. Please call us as soon as you are ready to vacate the property, no matter what time this may be. Our housekeepers welcome the opportunity to begin their route early.
g) Should Guest(s) incur additional charges during their stay, the balance of Guest(s) account is due at Checkout. (See payment options)
Initial here __________ to indicate acceptance and understanding of our Check out Procedures and Policies.
8) Tire chains and/or four-wheel drive vehicles are recommended during winter months. We do not provide any form of transportation and will not be responsible for any towing charges incurred by our Guest(s).
9) Vacation Valley Cabin Rentals has done everything within our power to ensure that the property you have rented is properly prepared for your stay. While we make every effort to deal with malfunctions or break downs there are circumstances that are beyond our control. We cannot refund any monies due to these issues, but we will respond as quickly as possible to restore services or make any necessary repairs. On rare occasions, and only when we find it necessary, Guest(s) may be transferred to a similar property if one is available.
10) This agreement must be signed and returned to Vacation Valley Cabin Rentals before taking occupancy of any property under our management. No exceptions.
11) We do not guarantee that utilities, appliances, or amenities will not fail, but we assure our guests that repairs will be made as quickly as possible. In the event that repairs cannot be made in a timely fashion, we reserve the right to move Guest(s) to a comparable or upgraded unit. No refunds will be given due to any failures. Guest understands and agrees that there are circumstances beyond the Agent's control and that no recourse or action can be brought against Agent for these circumstances. An example of this type of circumstance is malfunction of hot tubs, games, plumbing, electrical, construction activity, or other situations over which Agent has no control.
12) Pursuant to Tennessee Code 62-13-104 section 7 Vacation Valley Cabin Rentals may or may not maintain reservation deposits in an escrow account.
By signing below Guest(s) recognize that they have read and agree to abide by all of the rules, regulations, and procedures contained in this agreement, and declare(s) that he/she/they fully understand the responsibilities associated with this rental agreement.
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Signature
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