Policies
Smoky Mountain Chalet Rentals
RESERVATION CONFIRMATION AND RENTAL AGREEMENT
ALL UNITS ARE NON-SMOKING! Smoking permitted on outside decks and porches only!
If smoking is detected in the cabin, you will be billed $250 for extra cleaning!
ARRIVAL:
Check In time is anytime after 4:00 p.m. Directions to your unit will be sent to you after this Rental Agreement has been signed and returned to us and the balance has been paid. You will need to call us between 3:30 & 6:00 pm on the arrival date for the code to the lock on the front door. It is your responsibility to call prior to 6:00 p.m. We will not be held responsible nor will we offer refunds for those not contacting us prior to 6:00 pm on the arrival date.
DEPARTURE:
Check Out is by 11:00 a.m. If you must leave earlier than your reserved date, there will not be a refund. Before departure we request that all dishes and cookware be washed and put away, and garbage must be sealed in bags and left in outside containers. A minimum fee of $50.00 will be charged if excessive cleaning is required. Lights, televisions, & other appliances should be off. Windows and doors should be locked. Fireplaces should not be left burning. Furniture must be returned to its original position. Any wet towels should be placed in the tub or shower. We must insist on a prompt check out at 11:00 a.m., no exceptions! Upon your departure, the unit will be checked for damages or the need for excessive cleaning. Any damages or additional cleaning charges incurred during your stay will be billed to the credit card on file. You agree to accept any such charges.
OCCUPANCY/PET POLICY:
This unit must not be occupied by more persons than are registered. Everyone age 13 and over is considered an adult and should be indicated as such when you make the reservation. The charge for additional persons is $30.00 per person, per night, plus 12.75% tax. Occupancy by more people than are registered is a violation of law, subjecting all guests to immediate eviction without refund. This is not a party house. If you are found to be having a party on the premises, you will be asked to leave with no refund and a forfeit of any security deposit. THE FOLLOWING APPLIES ONLY IF YOU ARE BRINGING A PET: If your cabin allows pets, we will allow two small dogs that are 50 lbs or less each. There is a $50+ tax fee for each pet. We only allow dogs in this cabin (no cats, birds, etc). The pet is not allowed on any furniture or bedding. If pet hair is found on any of the furniture or bedding, you will be billed a MINIMUM $100 additional cleaning fee. If you leave the house without your pet, it must be kept in a kennel or crate. You will accept charges for any damages caused by the pet.
PAYMENT & CANCELLATIONS:
All stays in 1, 2, and 3 bedroom cabins must be paid in full thirty (30) days prior to arrival. Cabins larger than 3 bedroom must be paid in full 60 days prior to arrival. If your Reservation is for 10 or more nights, the stay must be paid in full 60 days prior to arrival regardless of the size of the cabin. Failure to pay balance by the date due can result in the cancellation of your reservation & a forfeit of the entire deposit. The balance can be paid by VISA, MC, DISC, a personal check, or postal money order. You can also pay online through the online payment portal email that you will receive. The balance will automatically be charged to the card that we have on file on the due date, unless we have received a check or postal money order or you have paid in advance online. Once the balance has been paid in full, even if paid in advance of due date, you will not be issued a refund if you were to cancel your reservation for any reason. Please consider purchasing Trip Insurance and see our website about Trip Insurance coverage. There will be no refund in the event of your early departure. All advance rent deposits, damage deposits, trip insurance payments, & balance of rent due are deposited into a bank escrow clearing account. These deposits are considered income to Smoky Mountain Chalet Rentals (SMCR) upon receipt and may be used immediately. Any refund considerations are expensed from the general fund of SMCR on a case by case basis. Funds due to SMCR may be distributed from the company escrow account any time after they are collected.
CHANGES AND CANCELLATIONS:
NO CHANGES, CANCELLATIONS, OR REFUNDS FOR HOLIDAY PERIODS OR FOR RESERVATIONS THAT INCLUDE DAYS IN THE MONTHS OF JULY THROUGH MID-AUGUST OR OCTOBER, OR WITHIN THE 30/60 DAY PERIOD PRIOR TO YOUR ARRIVAL, FOR RESERVATIONS MADE MORE THAN 6 MONTHS IN ADVANCE OF ARRIVAL, OR FOR RESERVATIONS THAT ARE FOR 10 NIGHTS OR MORE. In addition to all nationally recognized holidays, Easter weekend, Valentine’s Day, and/or the weekend prior to or after Valentine’s Day, the week of Thanksgiving, as well as the week of Christmas (beginning on 12/21), New Year’s, and the week between Christmas and New Years are considered Holiday Reservations by this company and will be treated as such. Any cancellation with regard to the above dates or times results in a forfeit of all money received. Reservation dates for other times may be cancelled up to the 30/60 day period prior to check-in with a $100.00 cancellation fee and forfeit of any Trip Insurance. You MUST send us the cancellation in writing. Reservations may be changed one (1) time for a charge of $50.00, providing that the request for a change is made at least 31/61 days prior to your originally scheduled arrival date. We can only allow one reservation change. Any rescheduled Reservation is automatically non-cancellable and non-refundable. There is NO cancellation for weather related problems. Please consider purchasing Trip Insurance. You need to come equipped with 4-wheel drive or chains if snow or ice is predicted.
Please refer to this link for helpful information regarding your stay: Frequently Asked Questions.
Notice: This property is privately owned, AND management reserves the right to refuse service to anyone. We will not be responsible for accident or injury or for loss of money, jewelry, or other valuables.
FOUR WHEEL DRIVE OR CHAINS ARE HIGHLY SUGGESTED FROM NOVEMBER TO APRIL WHEN SNOW OR ICE ARE PREDICTED!
Check In time is anytime after 4:00 p.m.
Please call us the day of arrival for your electronic door combination.
It is your responsibility to contact us prior to 6:00 p.m. on the day of your arrival!
P.O. Box 1695 · Gatlinburg, Tennessee 37738 · 800-883-7134 · (Fax) 865-286-9029 · www.smcrentals.com