Rental Policy

We want to thank you again for trusting Smoky Mountain Dream Vacations to provide you a home away from home. Please review the above information to ensure accuracy. If there are any discrepancies please contact our office immediately at 888-526-1881 and one of our friendly customer service representatives will make the appropriate corrections.

We look forward to your visit to The Great Smoky Mountains. We know our area will exceed your expectations as you take in the scenery of our majestic mountains and create some fun memories at one of the numerous family adventure attractions.  We know there is much to be excited about as you anticipate your well-deserved vacation, so we wanted to offer a few friendly reminders to consider before your vacation begins:

1.)        If you have not already purchased travel insurance you definitely need to consider this as an option. We all know things can come up beyond anyone's control and you do not want to get caught unprepared.

2.)        Remember to ensure you have the directions to our office. Here is the link for the directions if you need them: http://www.smokymountaindreamvacation.com/Directions.htm

3.)        Check-in begins at 4pm. Please note: SMDV does NOT guarantee a 4pm check-in time. If you are in the area before 4pm please feel free to stop by our office and at least begin the check-in process and paperwork. 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 you as soon as the unit is reported available.

4.)        Our office hours are from 9am-6pm, Monday through Saturday and 12pm-6pm on Sunday.  If you are expecting to arrive after 6pm please contact our office for late arrival instructions at 888-526-1881.

Reservations Agreement and Cabin Procedures

Toll Free: 888-526-1881

Reservation Policy: You must be at least 21 (and for select cabins, 25) or older to rent a cabin; a photo ID is required upon arrival. 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.

Deposits & Final Payments: All deposits are non-refundable for any reason. Trip Insurance is available and discussed below under the heading Cancellations, Trip Insurance, and Early Departures. Deposit for each reservation is 25% of total nightly charges, which includes a non-refundable Registration fee at the rate of:

1 - 4 Bedrooms - $25.00

5 & Up - $50.00

and taxes are required to book the reservation. Payment in full to secure reservation is required no less than 14 days 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 14 days 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 14 days prior to arrival, are subject to cancellation without notice or refund. If reservation is made within 14 days 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 at the rate of:

1-Bedroom: $55

2-Bedroom: $65

3-Bedroom: $80

4-Bedroom: $95

5,6,7-Bedroom: $125

8+ Bedroom: $135

If reserving a cabin with a private swimming pool, an additional $60 pool fee will be added to the reservation, to help with the cost associated in maintaining a private swimming pool.

Security Deposit: A CSA Security Deposit Protection premium will be charged to your reservation in the amount of $45.  This covers you, the guest, for up to $3000 of accidental damage. You may opt out of this plan any time prior to your check in by remitting a cashier's check in the amount of the Damage Deposit for your unit.  This Rental Unit Damage Protection plan covers unintentional damages to the rental unit interior that occur during your stay, provided they are disclosed to management prior to check-out. The policy will pay a maximum benefit of $3000.00. If, during your stay at one of our Rental Properties, an Insured Person causes any damages 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 $3000.00. Certain terms and conditions apply. Full details of the Rental Unit Damage Protection Coverage are contained in the Certificate of Insurance or Insurance Policy. The Rental Unit Damage Protection can be purchased up to, and including at, check in. By submitting payment for this plan, you authorize and request CSA Travel Protection to pay directly to Smoky Mountain Dream Vacations, LLC any amount payable under the terms and conditions of the Rental Unit Damage Protection. Please contact Smoky Mountain Dream Vacations, LLC directly if you do not wish in this plan or assignment. If your covered damages exceed $3000, or uncovered damages exceed $100, the jurisdiction for a small claims action against you shall be Sevier County, Tennessee.

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.

Tax-Exempt Reservations: A Tennessee tax-exempt certificate (for those in State of TN) or a 501c3 tax-exempt certificate (for those out-of-state) must be provided by any group wishing to claim tax exemption. WE CANNONT ACCPET AN OUT-OF-STATE TAX FORM. To obtain the out-of-state 501c3 certificate please contact the Nashville, TN IRS Office at 800-342-1003. It takes 7-14 days for the IRS to approve a new application for tax exempt status. For these types of reservations several criteria must be met as required by the state of Tennessee: (1) The reservation must be made in the name of the organization. (2) Payments must be made by a form of payment showing the organization's name - i.e. credit card issued to organization or check with name of organization {so long as it is received 30 days prior to arrival}. Please be aware we are required to ensure these types of reservations are paid with funds from the organization and as such we must provide proof to the state documenting these payment types. (3) The group name on the tax-exempt certificate must match all of the above. Request for tax-exemption must be made at the time of booking. A valid tax-exemption certificate (as stated above) must be submitted to the Rental Agent no less than 10 days after reservation has been made.

***SPECIAL NOTE EFFECTIVE 7-1-2011: The state of TN requires all TN Certificate of Exemption forms to be dated after 7-1-11. Forms received prior to July 1 for reservations during the month of June must be dated after 7-1-2007 and before 7-1-2011. Forms received for reservations booked after 7-1-2011, must be dated 7-1-2011 or thereafter.***

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.

Cancellations, Trip Insurance, and Early Departures: Trip Insurance is available to each guest and is provided by CSA Travel Protection. The premium is added to the amount of the reservation at the time of booking. You have up to 3 days after booking your reservation to purchase the insurance. After this time period the insurance offer can no longer available for purchase. This insurance may be cancelled up to 10 days after date of purchase (as long as you have not left for your trip or filed a claim) and is non-refundable after the 10 day period. Information on the trip insurance policy is provided for each guest staying with SMDV and any questions or claims should be made to CSA Travel Protection at 866-999-4018. If trip insurance is not purchased guests still assume all responsibility for cancelled reservations or early departures regardless of reasoning. NO REFUNDS ARE GIVEN FOR ANY CANCELLATION OR EARLY DEPARTURE AT ANY TIME BY SMDV.

Changes to Reservations: You may make one change to your reservation without penalty (so long as the change is made before the 2 week date of arrival). Any change thereafter will result in a $30 fee. The only reservation changes allowed within the 2 week date of arrival are adding nights or moving to a larger unit. You cannot remove days or switch to a smaller unit if you are inside the 2 week date of arrival.

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.

Minimum Stays and Occupancy: We have a minimum 2-night stay on most reservations, with a 3-night minimum (or more) during certain time periods of the year and availability.

In accordance to the State of Tennessee Fire Marshal Code; Cabin Occupancy is limited to the maximum number of guests that your cabin sleeps.  Allowing others to occupy the cabin above its stated occupancy limit will be subject to additional fees and eviction.

Please Note: In observance of these two national holidays no reservations will be scheduled for arrival on Thanksgiving and Christmas Day!

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 (Hours are 9am-6pm Mon-Sat & 12pm-6pm on Sun), please call us during business hours, so we may provide you the directions and key code to your cabin. Guests arriving late must come to the office between 9am-12pm (noon) the following day to complete the check-in process and paperwork. Guests who fail to complete the check-in process and paperwork by the end of business hours the day after arrival will be assessed a $50 late processing fee.

Check out Procedures: Check-out time is 10am and is strictly enforced. Unless prior arrangements have been made, 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.

Damages and Excessive Cleaning: 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/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.

Group Responsibilities: We require a group leader and/or chaperone ton be present with the group at all times while 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 per night per cabin. In the event any complaints are received about the group as a whole, or about an individual within the group, you will receive only 1 warning from our company during your entire visit. Continued complaints will result in eviction without refund. The group is responsible for all damage to the cabin incurred by any member(s). If damage occurs, you will be charged not only for the repairs/replacements as previously described above, but you will also be charged for any refunds or adjustments we are forced to make to other guests due to the behavior of your group member(s). The amount involved is completely separate from the master account and you give full authorization to charge the credit on file, or agree to provide us with payment via other means should this card decline.

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 $45 pet fee per pet staying in the rental unit. Weight limit for pet(s) is not to exceed 30 lbs.

Pools, Spas, Saunas: Please consult a physician if you have any questions or concerns regarding the use of pool, spa, and/or sauna. Please use at your own risk.

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.

Fireplaces: Fireplaces are seasonal amenities and are not operational from April through September. 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. A starter set of linens, towels, soap supplies, toilet paper, and paper towels is provided. Washer/dryer units are provided for guests to wash linens or towels as needed. Upon arrival, please report any damage or 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. Please see section entitled Cancellation, Trip Insurance, and Early Departures for trip insurance coverage.

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. Or for faster service you can contact the Sevier County Electric Company at 865-774-6300 to report the problem and obtain more information.

Wildlife & Pest Control: Your vacation rental is treated once a month for insects. Unfortunately, on rare occasions, these creatures 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.

Guest's Signature: _________________________________________________________________

Print Name: ____________________________________________ Date: _____________________

A checkbox is provided for online bookers to indicate agreement.