RESERVATION AGREEMENT & POLICES
Thank you for choosing Great Outdoor Rentals, we know you will love your stay. We will make every effort for you to have a Great time in the Smokies.
MINIMUM STAYS & OCCUPANCY
Some seasons will have minimum night requirements depending on availability. Exceptions may be made if nights rented fall between two other reservations and the minimum is not possible. This type of reservation cannot be made on line, it must be booked by calling our office. We DO NOT allow 1 night rentals.
The nightly rates are based on the maximum occupancy for each individual rental cabin or chalet and should not be exceeded. You must provide Great Outdoor Rentals with the number of all guests, including children, when making your reservations either on line or over the phone. This is for fire safety reasons. We must account for all individuals occupying the rental property during your stay. If you are found having more guests than the unit allows, you will be asked to leave, and no monies will be refunded.
PAYMENTS & CANCELLATIONS
All reservations require a 50% down of the total cost, which is due the day you make your reservation. If your arrival is within 14 days, then payment is required in full. Payment is required in full no less than 14 days prior to arrival date to secure your cabin. If guest would like to make final payment with a different credit card, other than the card on file, it is the guests responsibility to phone our office prior to the due date. Otherwise we will automatically charge the balance due to the original credit card on file. If we are unable to process the balance, we will make every attempt to contact you. All reservations must be paid in full at least two weeks prior to arrival. If the reservation is not paid in full, and you have not contacted us back with different form of payment, then the reservations are subject to cancellation without notice.
Cancellations made 4 weeks or more before arrival date will get all their money back minus a $55.00 cancellation fee, the non-refundable administrative fee, and Damage Protection of $29.95, plus the taxes on the two fees. Cancellations made within 30-15 days of arrival date will receive a reservation certificate. This is good for one year and can only be used on the original cabin. Any specials applied will be lost. The Reservation Certificate will only be the dollar amount you have provided us. You will also be subjected to a $35.00 moving fee, plus taxes. Cancellations made within 2 weeks of arrival date will receive no refund of any kind. If you purchased travel insurance, this premium is also non-refundable after 10 days of purchase.
Do not send a personal check for your balance due. We do not accept personal checks. We will accept Money Orders or Cashier Checks for balances due. If your check is returned by your bank for any reason, you will be charged a $50.00 service charge.
Making changes to your reservation prior to your arrival date, whether it is changing properties or dates are subjected to a $35.00 transaction fee, plus taxes.
Check-in time begins at 3:00pm EST. or later.
On your arrival date you must call the office (between 3:00pm and 7:00pm EST ) to get the lockbox code for your cabin.
Make sure you have your directions we provided you before you leave your house. Look over your directions provided by us and call to discuss if you have questions. Please go by our written directions to the cabins more than by anything you get off of the internet - we are more familiar with the location of our cabins and the details of these mountains.
While we will make every effort to have your cabin ready on time, there could be a slight delay in check-in during Peak Season - YOUR PATIENCE IS GREATLY APPRECIATED.
Please read over the information (the guest information book in the cabin and the signs we have posted) once you have settled into your unit. The guest information guides provide important information about the cabin and some valuable information on the area.
Changing Properties: Once you have arrived at your rental property, if you are unhappy with your choice, based upon availability, we may be able to move you to a different property. There will be a fee of $35.00, plus taxes as well as any differences in the nightly rate. A refund will be given if moving from a property of higher value.
THE SPECIFIC UNIT YOU RESERVE
Please note that all of our cabins or chalets are individually owned real estate and thus are individually decorated. All of the cabins and chalets come with fully equipped kitchens. This includes basic cooking and eating utensils, as well as drink ware. However, if you have a specific pot or skillet that you want or need to cook with, feel free to bring this with you. All of the properties have coffee makers, but we do not supply the filters or coffee for them. Not all properties are equipped with dishwashers. Please make sure you check your units amenity list, to see if this equipment is provided. Also not all cabins or chalets have washers and dryers. For those units that do provide a washer and dryer, we do not provide laundry detergent or fabric softener. For guests safety and comfort, there is a total weight limit of 200lbs for sleeping on sleeper sofas. We do provide all of our cabins or chalets a starter supply of dish soap, dishwasher soap (if applicable), hand soap, body soap, toilet paper, and trash bags. Any additional amounts needed you will need to buy or bring with you.
Optional items that may be provided at your cabin or chalet could include blenders, crock pots, blow dryers, irons, and ironing boards. It is best advised that you bring any of these items, if you think you might need them during your stay. We also do not provide clothes hangers, because these items usually disappear after each stay. Please bring your own to be on the safe side.
The majority of the cabins or chalets are on wells. The well water can vary throughout the mountain area. Although well water is typically safe for human consumption, bathing, etc., we strongly suggest that you buy drinking water for your consumption during your stay with us.
Since each cabin or chalet is individually owned, the cable or satellite provided can also vary, depending on what package level the owner has provided.
Again, all of our cabins or chalets are individually owned real estate and as such may be for sale or foreclosed on at any given time. Great Outdoor Rentals has no control over this process and is not responsible for such transactions. If for some reason the unit you have reserved is sold or foreclosed on between the date you made your reservation and your arrival date, we will make effort to place you in a comparable unit and notify you of the change, based on whats available. If no satisfactory unit can be found, you will be issued a refund.
REFUNDS & CONTACTS
Great Outdoor Rentals preforms inspections on it's units to make sure items such as TV's, hot tubs, and heating and air units are working before your arrival with us. If for some reason there is an equipment failure, we will make every effort to fix it promptly. We will not be obligated to give any refunds for malfunctions in the equipment ( Hot Tubs, Jacuzzi Tubs, TV's, Stereos, Fireplaces, Phones, DVD or VCR Players or Internet Service) Please call our office if you have any maintenance or housekeeping issues during business hours at (865)429-7878. If you call in a service call when there isn't anything wrong, you will be charged the service fee that has been incurred. And if you make a service call to our office and then figure out how to use the device, and the technician hasn't arrived yet, you need to call us to cancel the service call or you will be responsible for the service charge for the technician coming out to the unit. It's not fair for the owner of the property to incur such fee's if there is nothing wrong with equipment.
The maintenance department hours of operation are 9 AM to 5 PM. Calls received after 5PM, will be addressed the next day, if maintenance has closed for the day.
Power Outages: The cabins in the mountain areas sometimes experience power outages. If you are staying in a cabin or chalet when the power goes out, please call Sevier County Electric Co at (865)453-2887 and they can identify the issue. If your unit has well water, you will not have any water during the power outage. A well requires electricity to work. It is suggested to have an extra gallon or two of water on hand. This way you will have water to drink and wash your hands with. Also flushing the toilet also requires water. Being prepared can make a big difference to your stay. Great Outdoor Rentals does not refund or compensate for power outages or other acts of nature.
Inclement Weather:Please be aware of the possible weather and road conditions you may encounter, depending on what time of year you are traveling. Chains and/or 4-wheel drive vehicles may be required for a few of our properties due to weather conditions. When preparing for a stay during winter months, you should pack as if you are going camping. It is advised to bring along flashlights, drinking water, warm clothes, and a cooler for storing food. Especially if there is a power outage due to the weather. Bringing non-perishable items is also highly suggested. The mountains can be very unpredictable late November through mid April. Being ready for such weather can make the difference between an enjoyable stay and not so enjoyable. We advise you to check the weather at www.weather.com for the projected forecast for your stay. Great Outdoor Rentals does not offer any refunds if you are not able to make it to your cabin or chalet due to the weather and/or road conditions. We highly recommend during these times of the year, that you purchase trip insurance. If you have purchased trip insurance, and due to the weather and / or road conditions, you will receive a full refund of your lodging cost minus the insurance premium. All claims must be made through CSA Travel Protection at 1-866-999-4018.
Trip Insurance: This is an optional insurance that is offered to our guests. The insurance offers coverage for such items as loss of job, death of a family member, medical emergencies, deployment, severe weather incidents, and more. Pre-existing conditions are covered in addition to unforeseen illness. We do highly recommend purchasing this insurance during the winter months. This insurance has to be purchased before your final payment is made on the reservation. This insurance is non refundable after 10 days of purchase. If you have any questions on what all is covered please contact a CSA Travel Consultant at 1-866-999-4018.
RESPECT OUR OWNER'S PROPERTIES
Our rental units are individually owned by people just like you. We ask that you treat their property just as you would your own and leave no damage. If you for any reason have to move the rental home's furniture, please make sure that it is placed back in the original arrangement. If moving furniture, please be careful not to scratch the floors or furniture. You will be charged a fee of $55 for moving any furniture and not putting it back in it's original position.
Damage Deposits: In lieu of a normal security deposit and for our guests convenience, Great Outdoor Rentals offers Damage Protection on all reservations. The damage protection will cover up to $3,000.00 in ACCIDENTAL damages, such as hot tub covers, furniture, blinds, coffee pot, TV's, and decorations. Damage Protection will not cover intentional or reckless damages that occur during your stay, and the credit card on file will be charged. Guests also authorizes Great Outdoor Rentals to charge any expenses relating to intentional or reckless damage, cleaning of the unit beyond a normal cabin cleaning or for any theft of property from the unit, to the credit card on file. The persons name on the reservation is responsible for any and all damage or theft, no matter who in the group caused the damage or theft. If you do not purchase the Damage Protection of $29.95, you will then incur a Security Deposit. The security deposits are as follows: 1 bedrooms will then have a $500.00 Security Deposit, 2 bedrooms $750.00, 3 bedrooms $1,000.00 and 4 bedrooms or larger $2,000.00. These deposits will be placed on the credit card that is on file, on your arrival date. If authorization is not given by credit card, lock box codes will not be released.
Pursuant to the provisions of the Tennessee Code Annotated, Title 47, Chapter 18 and Title 62, Chapter 13, Section 62-13-104 (B) (3), Subdivision (D)(i), Great Outdoor Rentals discloses the following policy: "All advance rent deposits, damage deposits and balance of rent due are deposited into a bank escrow clearing account. These deposits are considered income to Great Outdoor Rentals upon receipt and may be used. Any refund considerations are expensed from the general books of Great Outdoor Rentals, on a case by case basis."
Absolutely no house parties or unsupervised large student groups are allowed. We reserve the right to refuse service to anyone, at our discretion. Young people must be accompanied by a parent or legal guardian. We do not rent to anyone under age 21. If a party is discovered to be taking place in any of our rental units, the entire group will be required to leave. No refunds will be given. If a guest DOES have a party of which we are made aware, that guest will be charged for any and all damages discovered and the same will be reported to the local police department. This is considered fraud and is prosecutable and defrauding an innkeeper in this state.
Check-out time is 10:00AM EST. Late departures will result in you being charged for another day's stay or a minimum fine of $50.00. This is because our cleaning and hot tub servicing teams will have to make another trip out to your cabin because you did not leave on time.
In order to help us keep the cabin/chalet as nice for the next renter as it was for you, we ask that you please adhere to the following rules:
***Wash all dishes and put them away clean. The dish cleaning works on an honor system. If you leave dirty dishes you will be charged a minimum of $50.00. ***
***Place wet towels, washcloths, and used bed linens in one of the hampers or the nearest bathtub***
***Do not put hot ashes or coals from your grill or fireplace in trash cans. Please put them in ash cans marked.***
***Turn off all lights and small appliances and set the heat at 60 degrees in the winter and air conditioners at 75 degrees summer.***
*** Please make sure all garbage is placed outside in the exterior containers.***
***Be sure all doors and windows are locked upon your departure and replace the key in the lock box. Key should be in lock box at all times. If we have to come to your cabin to let you in a minimum fee of $35.00 will be charged.***
***If your unit has an alarm system, make sure alarm is set on your departure. If alarm is not set, you are responsible for the items in the cabin.***
***Any personal items left behind or lost during a stay are the responsibility of the guest. We are not responsible for items left behind or lost. However, we will ship back any items that are found (if the guest requests them) by a local shipping service. The shipping charge is charged to the guest's credit card. We hold on to any items left behind for 30 days to see if they are claimed before disposal.
DAMAGES OR EXCESSIVE CLEANING
All of our cabins and chalets are NON-SMOKING units. If you have smoked in the cabin you will be charged a minimum of $150.00, for the extra cleaning necessary to get rid of the smoke smell.
If there is a need for any extra or excessive cleaning upon your departure, you will be charged a minimum of at least $75.00 or more depending on the nature of the mess.
***Any theft, vandalism or damage will be photographed and reported to the police and possibly followed by litigation.
***Any guest that we are forced to evict will forfeit all monies paid and no credits will be issued.
***Please remember that when you rent with us this rental agreement is considered a legal and binding contract and therefore gives Great Outdoor Rentals the right to collect payment for damages, missing items, and excessive cleaning that are made necessary by your stay.
***The cabins/chalets are not to be used for parties or gatherings that exceed the sleeping capacity of the cabin. Full payment for all damages, missing items and extra cleaning are the responsibility of the guest and will be billed to the credit card of the guest who signs the rental agreement.***
The Renter (including anyone in renter's party) agrees not to make any statements, written, or verbal, or cause or encourage others to make any statements, written or verbal, of homeowner, rental agency or rental accommodations without written approval of homeowner or owners agent. Guests or other occupants or invitees of Guest further agree that any complaints or comments regarding the rental property shall not be posted on any internet website unless such comments are approved in writing by the owner or owners agent. The Renter acknowledges and agrees that this approval process extends to statements, written, or verbal, made to anyone, including but not limited to, various online review sites & competitors. Renter accepts and is hereby notified that homeowner and agency does not participate in reviews from websites from websites that are not owned or controlled by homeowner and the business transaction between all parties should remain private. This Paragraph is a material provision of this agreement. All communications related to this transaction shall remain private. Specifically, renter and invited guests agree not to criticize, make any statement which disparages or post any review on any website unless requested in writing by the homeowner or agent. If any review is posted by Renter or invitee thereof, and found to contain unreasonable and fictitious negative sentiment in the sole opinion of the homeowner or owners agent and is not removed within 72 hours (the Review), renter agrees that a copy of this rental agreement shall serve as renter's full authorization to request and oblige the third party or website hosting or displaying the Review to remove it promptly upon request by homeowner or owner's agent. Failure to remove the Review will be considered a breach of this Agreement, and homeowner or owner's agent will consider this act to have irreparably harmed by loss of business and goodwill due to violation of this provision. In this event, homeowner or owner's agent will seek damages of $10,000.00 or more from renter and renter agrees to pay all such damages requested by owner upon written demand. Renter will pay any additional legal fees necessary to enforce demand should renter not comply.
Based on the choice of our owners, pets are allowed in "pet friendly" cabins only. NO pets are allowed in properties not specifically marked as "pet friendly" on our website. No more then 2 dogs per pet friendly cabin. There is a $50.00 non-refundable pet fee for the 1st dog and $30.00 non-refundable pet fee for any extra dog. These pets have been limited to dogs only, If a pet is found in any of our units that do not allow pets, you will be charged a minimum of $100.00 fee, due to the excessive cleaning that needs to be done to sanitize the unit . Please discuss this issue with us if you have any doubts. You will be charged for any damage your dog causes or for any extra cleaning that is required after your stay due to your dog being at the cabin. Pets are not allowed on the furniture.
We highly recommend pet owners place pets in pet carriers or crates, when leaving them alone in the cabin or chalets. When in a strange environment, pets sometimes have behaviors that are different than at home. However your pet's actions are still your responsibility.
From April 1st through October 1st, fireplaces are closed, whether they are gas, log or electric. Do NOT Burn anything in the gas fireplaces, you will be responsible for any damage caused to them. Many of our cabins have gas logs with timers installed. If you have questions on that, please let us know. If you rearranged the placement of the logs in the gas fireplaces you will be charged for the damages caused. For wood burning fireplaces, please make sure you open the damper or flue. If this is not open, the cabin will fill up with smoke. We do not provide firewood for the fireplaces. You can buy firewood at most gas stations or grocery stores in the area.
HOT TUBS AND COVERS
Our hot tubs are drained, cleaned and chemically treated after each guest. However, to make your hot tub experience safer from bacteria, please have everyone in your group shower prior to entering the hot tub, and run the hot tub ten minutes before entering hot tub. We recommend that all guests also shower after each use of the hot tub. The guest who signs the rental agreement will be responsible to tell everyone in his/her party that will be using the hot tub of all potential hot tub hazards. Hot tub use is strictly at your own risk. Children under the age of 10, Pregnant women and persons with heart conditions should not use the hot tubs. Guests with cuts or external infections should not use the hot tub. Do not have any glassware around the hot tub, and do not consume food while sitting in the hot tub. When not using the hot tub the cover needs to be on the hot tub. This will help keep the hot tub clean, as well as hot. If the hot tub has any straps, please make sure you secure the hot tub cover down. The mountain areas can experience wind gusts.
DAMAGES TO HOT TUBS: Hot tubs are fully inspected after each rental. Soaps, bubble baths, and oils are PROHIBITED in the Hot Tubs. There will be a minimum charge of $50.00 if any are found after your departure. This is due to excessive cleaning and / or possible damage to the hot tub. Damage done to any pump or motor from soaps, bubble bath or oils will not be labeled as "accidental" and is not covered under the Damage Protection. Damage done to any cover will result in a $400.00 fee for replacement and will be charged to you if damages are discovered after you have checked out.
By using the hot tub, and by accepting this reservation, you are absolving Great Outdoor Rentals and the cabin owner of any and all responsibility related to the hot tub or its use.
The registered renter agrees to indemnify the owner and Great Outdoor Rentals of any damages to the premises which result from the renter's occupancy (including furnishings and household items). The registered guest is the one who will be charged for any damages his/her group causes to the property. Neither the owner nor Great Outdoor Rentals will be responsible for accidents or injury to guests or for loss of money or valuables of any kind. The registered guest assumes full responsibility for any and all damages that his/her group causes, excessive cleaning charges for problems caused by his/her group or for any items found to be missing after his/her group's visit, including linens and towels. By accepting this reservation, it is agreed that all guests of the registered renter are expressly assuming the risk of any harm arising from their use of the premises or others whom they invite to use the premises.
SMOKING IS NOT ALLOWED INSIDE ANY OF THE CABINS
All of the rentals are privately owned; neither the owner nor Great Outdoor Rentals is responsible for any accidents, injuries or illnesses that occur while on the premises. By accepting this reservation, it is agreed that all guests are expressly assuming the risk of any harm arising from their use of the premises or others whom they invite to use the premises.
If my reservation has been made online, I have read and agreed to the Rental Policy and Agreement.
By accepting the terms and conditions of the Reservations Policy and Agreement, I hereby give Great Outdoor Rentals permission to charge 50% of my total rental fees (or my total rental fees if the check-in is within 14 days) to my credit card and charge the remaining balance 14 days prior to my check-in.
By reserving any cabins at Great Outdoor Rentals, you have formally agreed to all of the above terms and conditions
We hope you enjoy your stay with Great Outdoor Rentals.