Online Booking

"BEAR CREEK LODGE" Terms and Conditions

Please read these Terms and Conditions thoroughly, and print for your records.

LOCATION: 625 Eagles Boulevard Way, Cabin #233, Pigeon Forge, TN 37863

PAYMENTS:  Your reservation deposit may be made with Visa, Master Card, Discover or American Express.  Your credit/debit card reservation deposit is 25% of the total.  The balance of rent and other fees are due by credit/debit card 60 days before your scheduled arrival at the property. If you are booking within 60 days of arrival, the total amount is due at time of booking and will be charged to your credit/debit card.

RESERVATION REQUIREMENTS: Reservations are NOT considered valid until Rent Cabins And Condos LLC confirms an electronically signed rental agreement via email. Confirmation of the reservation and a copy of these Terms and Conditions will be emailed to guest(s) upon receipt of the booking deposit (or entire payment if reservation is less than 60 days or less prior to scheduled arrival). Please read the confirmation for accuracy of dates, mailing address, number of adults and/or children and accommodations. Guest(s) must notify us immediately of any discrepancies in the reservation. Guest(s) agree to email Rent Cabins And Condos LLC the names and ages of all Guest(s) who will be staying at the property. Guest(s) will be provided via email, the address, access and directions information to the property 5 days prior to your scheduled arrival date. This information will ONLY be released to the registered guest that did the booking. Please be sure to provide us with a working cell phone number so that, if needed, we may reach you during or prior to your stay.

CHECK-IN & CHECK-OUT: Check-in is AFTER 4:00 pm EST and check-out is BEFORE 10:00 am EST. No exceptions. Housekeeping must be able to enter the cabin by 10:00 am.  Please realize that they only have a limited amount of time to get the property prepared for the next guests, so please be on time. If you have not left the cabin when housekeeping arrives, you will be charged a fee of $100. If your late check-out prevents the next guest from checking in on time, then you will be charged for an additional night rent and taxes plus penalties.  During peak season, some properties may not be ready by 4:00 p.m., and your patience is appreciated. Lessor will use reasonable efforts to have the rental property ready for guest(s) occupancy at check-in time, but Lessor cannot guarantee the exact time of occupancy. The cleaning staff reserves the right to occupy the unit until it is clean and ready for your check-in. NO compensation of any type will be given to the guest(s), including but not limited to: cleaning delays for any reason including inclement weather conditions, excessive cleaning as a result of a previous guest(s) rental, rare or unforeseen circumstances. No early check-in is permitted.  This agreement does not create a tenancy or residence. Guest must depart at the appropriate time. 

Bring a flashlight to see the keyless entry system after dark.  We try to leave a porch light on but this is not always the case.

CANCELLATION POLICY:  We have a NO REFUND policy, including cancellation of an event you planned to attend or participate in during your stay, late arrivals and early departures for any reason do not warrant any refund.  If you decide you need a larger or smaller or even a different cabin for ANY reason you will not be refunded ANY money.  Your first payment is due at the time of reservation. This payment is applied to your total, and the second payment is due 60 days before your scheduled check in date. We do offer optional travel insurance for those guests that feel it necessary.

RESCHEDULING POLICY:  We have a “no-rescheduling” policy. This includes all rescheduling for any reason. If you decide to add nights to your current booking, please let us know so we can verify availability. If additional nights are available in conjunction with your current booking, we will provide information to you as to how to add more nights.

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TRAVEL INSURANCE PROVIDED BY TRAVEL GUARD:  Every year, snowstorms, hurricanes and other unexpected weather events cause travelers to delay, interrupt or even cancel their trips completely. A travel insurance plan can help cover your vacation investment. Specific coverage questions should be directed to Travel Guard (1.877.246.5376 or www.travelguard.com/astp). Please refer to product number 008573/008574 P1 & account # 97908.

Coverage is offered by Travel Guard Group, Inc., and limitations will apply. Please visit www.travelguard.com/disclaimer for full disclaimer.

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SECURITY DEPOSITS: In lieu of a security deposit we will hold your credit/debit card on file. If there are damages to this cabin during your stay, we will bill your credit/debit card and send you an invoice. You agree to this by booking this unit.  Your reservation deposit may be made with Visa, Master Card, Discover or American Express. 

Any damage noticed upon arrival should be reported immediately. If damage is not reported, guest credit/debit card may be charged for the cost of the repair. All general maintenance required should also be reported so the cabin can be kept in good repair. The unit will be inventoried and inspected both BEFORE and AFTER each occupancy. In order not to be charged additional fees, the following must occur:

1. No damage is done to the cabin or its contents, including the linens.
2. No items are missing upon the inventory check. (This includes, but is not limited to, transferring items to other cabins.)
3. All trash, debris, and discards in the cabin, including the kitchen, bathrooms, and bedrooms need to be put outside the cabin in the containers provided.
4. All soiled dishes must be placed in the dishwasher, dishwasher detergent added, and the dishwashing cycle begun. 
5. Maximum occupancy in the cabin was not exceeded.  
6. There was no smoking or evidence of smoking inside of the cabin.
7. There were no pets or evidence that a pet was inside the cabin.
8. Cabin is left in neat condition with only normal wear and tear.
9. Cabin was left locked, including all exterior doors and all windows.

DAMAGES: You are responsible for any and all damages that occur to the property or contents by you or any other member of your group, individually or collectively while you are the registered occupant of the property. In lieu of a security deposit we will keep your credit/debit card on file as a security deposit. If we discover that there has been damage to the property or contents while you are the occupant, we will capture an amount from your credit/debit card to cover the estimated cost of repairs. The amount we capture will be an estimate and will probably be more than the actual cost of repairs. We will provide a statement of the damages and the cost of the repairs after they have been completed. If there is a refund due it will be returned to the credit/debit card after all repairs have been made. If the cleaning company detects any evidence of smoking or pets in the property you will be billed an additional $500 to deodorize the home.

DAMAGE DEPOSIT: Please remember that this property is NOT A HOTEL. This is our home and you are an INVITED GUEST. We expect guest(s) to treat our property as if it were your own home. Additional charges will not be assessed to the credit/debit card provided, as long as ALL the provisions of this contract are adhered to, including all check-out procedures are followed, excessive cleaning of the cabin is not needed, maximum guest capacity is not exceeded, evidence of pets or animals of any kind, illegal drugs, or evidence of smoking has not been found, all guidelines for use of amenities are followed and there is NO missing property or damage to any of the property or furnishings beyond normal wear and tear. All accidents or damages to personal property must be reported to us via email RCACinformation@gmail.com within 12 hours of occurrence. Primary Guest understands that they are solely responsible for, and assumes all liability for any damage to the premises or furnishings. If damages are found after departure, the amount will be applied to the credit/debit card on file and written documentation will be sent to the Primary Rental Guest of record.

FALSIFIED RESERVATIONS: Any reservation obtained under false pretense will be subject to forfeiture of advance payment, deposit, and/or rental money and the party will not be permitted to check-in.

PETS OR ANIMALS OF ANY KIND ARE NOT PERMITTED: We do not allow pets in the property under any circumstances.  NO EXCEPTIONS.  If any evidence of a pet(s) is found in the unit or on the premises, Guest will be asked to vacate immediately with no refund of rent, and the your credit/debit card on file will automatically be charged $500 for the cost of a DEEP clean and carpet cleaning of the entire unit. By electronically accepting our terms and conditions when renting this property, renter(s) acknowledge that NO PETS OR ANIMALS OF ANY KIND are allowed on the premises under any circumstances. Any violators will be evicted without refund.

ILLEGAL DRUG USE IS NOT PERMITTED: Illegal drug use "fee" of $500 will be charged to the credit/debit card on file, plus the expense of any necessary additional cleaning or any other associated costs related to illegal drug use and eviction. NO EXCEPTIONS!  By electronically accepting our terms and conditions when renting this property, renter(s) acknowledge that ILLEGAL DRUG USE OF ANY KIND is NOT allowed on the premises under any circumstances. Any violators will be evicted without refund.

NON-SMOKING CABIN: Smoking inside the unit will result in a $500 charge on your credit/debit card to fumigate the property.  This is a non-smoking property.  Smoking on the decks and porches is permitted. Please dispose of any cigarette butts in the cans provided on the porches.  Please do not toss cigarette butts into the landscape or onto the ground surrounding the cabin.  During dry and windy weather conditions such actions could easily start a wild fire.  By electronically accepting our terms and conditions when renting this property, renter(s) acknowledge that NO SMOKING OF ANY KIND is allowed inside the premises under any circumstances. Any violators will be evicted without refund.

WEATHER & DRIVING CONDITIONS: Mountain roads can be tough at any time of year. We DO NOT guarantee any road surface conditions. Most roads in the area are well maintained, but some can be curvy and steep. This cabin is located on a paved road. In the late fall, winter, and early spring it is possible to occasionally have snow accumulations and hazardous road conditions. Winter road conditions and mountain road maintenance are NOT guaranteed. Please anticipate this in your plans if scheduling in the winter months. We DO NOT refund due to road conditions. You are responsible for your transportation. We cannot provide any transportation for guest(s) nor are we responsible for any towing charges you may incur during your stay. It is the guest(s) responsibility to check the weather forecasts and road conditions prior to departing for guest(s) stay. For current weather and road conditions, call 1-800-342-3258 or the Tennessee State Highway Department at 1-877-404-3028 or Local: 1-865-436-5181. Guest(s) assume all responsibility and risk associated with accidents or injury on ice or snow when at the property. If the weather is a concern we highly recommend purchasing travel insurance.

POWER OUTAGES: Sometimes in the mountains we experience power outages. This property has city water and is NOT on a well. If the power goes out, you should still have water. If you do experience a complete power outage during your stay, contact the Sevier County Electric System at: 865-774-6300 to report the problem and obtain more information. (If you call from the cabin phone, they can identify the physical location of the outage problem.) You can view a current outage map at: www.sces.net:88  If you leave the property during a power outage, you must lock the door! The keyless entry system WILL work. It operates on batteries.

RCAC NOT RESPONSIBLE: In the event of any occurrence beyond the control of Rent Cabins And Condos LLC that causes the cabin to be unavailable for occupancy due to adverse transfer of cabin ownership, RCAC will promptly notify the lessee and reimburse funds on deposit.  RCAC and the property owners are not responsible for any other damages or inconveniences incurred in any such event and bear no additional liability.

MININIUM STAY: This property has various minimum night stays, depending on the season and holidays. Minimum night stay restrictions may not be shown correctly by the on-line reservations system. In these cases, we reserve the right NOT to accept reservations. If reservation is NOT accepted, NO payment will be applied to your credit card.

If you have a question about a longer stay please contact us.

INCLUSIVE FEES:  Rates include a one-time linen setup and cleaning service at the time of departure. There is NO DAILY MAID SERVICE. Guests will need to provide their own paper items and cleaning supplies. An initial start up of toilet paper, paper towels, and trash liners is provided. Extra items needed are the responsibility of the guests (i.e., bring your tooth paste, laundry detergent, soap, beach towels, extra toilet paper etc.) 

NO DAILY MAID SERVICE: While linens and bath towels are included in the cabin, daily maid service is not included in the rental rate.  We do not permit towels or linens to be taken from the cabin.  If guest would like the cabin cleaned while he/she is there, guest may contact us to schedule a housekeeper.  Guest will be responsible for paying for housekeeping if extra cleaning is requested.  Owner will provide to guest the name and phone number of the housekeeper who is willing to provide this service if guest desires.

LISTINGS, PHOTOS and PRICING: Information regarding this rental is believed to be accurate but cannot be guaranteed. Lessor has made every effort to ensure that all the information on our website(s) is current & accurate. The possibility of errors and omissions exists. We will be happy to confirm all data and information contained herein or will be glad to answer any questions you may have prior to booking your reservation. Rental rates and fees are subject to change and subject to prior booking without notice, until Rent Cabins And Condos LLC has confirmed your reservation. You may view photos of our property on our website or advertising listings. Photographs are meant ONLY to give a general feel for the property; specific furnishings and décor items change from time to time and may vary from the photographs.

FURNISHINGS: Furnishings are subject to change without notice.  Furniture, bedding, mattress pads, utensils or any other property supplied with the rental property must not be taken out or transferred from one property to another.  Loss of these items, as well as damage to the property or furnishings in excess of normal wear will be charged to the guest(s).

HOT TUB:  Hot tubs have been cleaned prior to your arrival.  If there is any problem with the hot tub, contact us! DO NOT enter the hot tub if there are mechanical or electrical problems. There will be a $50 charge if guests require an additional cleaning of the hot tub during guests stay.  For guests’ safety and health, each hot tub is drained, cleaned, disinfected, refilled, chemically treated, and tested following each stay.  Bromine is used to maintain water quality. The floater (chemical dispenser) must remain in the hot tub at all times. Use of the hot tub is at guest(s) own risk. Prior to use, consult a physician if you have any questions or concerns regarding use of a hot tub. Pregnant women and women who may possibly be pregnant, and guest(s) with pre-existing health conditions, sensitive or allergies or susceptibilities to chemicals, high or low blood pressure, circulatory system problems, diabetes, obesity, heart disease, thyroid disease, multiple sclerosis, etc. or guest(s) consuming alcohol or taking medications which induce drowsiness, such as tranquilizers, anti-histamines or anti-coagulants should NOT use the hot tub. Please do not stand or place objects on top of the hot tub cover.  If the hot tub cover is damaged, there will be a $500 charge to guest’s credit/debit card.

HOT TUB SAFTEY:  Enter and Exit the hot tub slowly and carefully. The steps may become slippery when wet! Never use the hot tub during a thunderstorm! For your health, we follow the guidelines set by the US Consumer Products Safety Commission and the National Spa and Pool Institute for maintaining proper water temperature in our hot tubs. The water temperature should NOT exceed 104 degrees F (40 degrees Celsius) at any point in time. They cite that high water temperatures can cause drowsiness to occur that may lead to unconsciousness and drowning. The hot tub water will also raise your body temperature, and thus your blood pressure that may lead to heat stroke and death. A safe soaking time should NOT exceed 15 – 20 minutes. Prolonged usage can lead to rashes, a variety of heart related illnesses such as stroke, heart attack, nausea, heat stroke, brain damage and death. Some medical authorities have recommended a lower temperature of 100 – 102 degrees F maximum. Generally, 100 – 102 degrees seems to be accommodating to all bathers and is NOT considered a health risk for a healthy adult.

JACUZZI BATH TUB: Use of the Jacuzzi bathtub is at the guest(s) own risk. Never use the jetted tub in a thunderstorm! DO NOT turn on the jets to the tub until all of the jets are completely covered with water. Turning on the jets prior to them being fully covered with water will damage the motor. *Caution - When entering areas that are near water or moisture sources, the flooring in the region of the water may become slippery when wet or damp. This includes but is not limited to: showers, sinks, indoor jetted tubs, outdoor hot tubs, and pools. All guest(s) assume the risk of injury when entering these areas that contain a water or moisture source and will hold Rent Cabins And Condos LLC and property owner harmless with respect thereto.

FIREPLACE: The fireplace is seasonal and is non-operational from May 1st through October 1st. DO NOT use the fireplace unless the outside temperature is suitable for a fire. DO NOT set the heating and air conditioning (HVAC) system thermostat to COOL or leave the exterior doors or windows open while the fireplace is in use. The (HVAC) unit will continue to run and may “Freeze Up”, as the HVAC system thermostat will not be able to appropriately respond to the temperature inside the property.  DO NOT attempt to alter the fireplace or fireplace timer in any manner or use during the OFF Season.  A $100 charge will be made to the credit/debit card on file if the fireplace is used during the OFF Season.  Gas fireplaces have a pilot light that stays on during the ON Season. Gas logs are NOT to be rearranged for any reason. The logs are designed to burn cleanly without emitting harmful carbon monoxide gas and need to be in a particular arrangement. Rearranging the logs can be very dangerous causing the fireplace not to burn cleanly and thus emit carbon monoxide gas. DO NOT throw or place any foreign items especially non-combustible or dangerous materials into the fireplace. DO NOT attempt to cook food!!  DO NOT leave the fireplace turned on while unattended or if you leave the property.  Lessor and/or owner assume NO responsibility for any potential liability or damages that are the result of guest(s) failure to abide by these policies.  Guest(s) are responsible for any damages caused by use of the fireplace.

REFRIGERATOR AND REFRIGERATOR CONTROLS: When you enter the property, the refrigerator will be clean and empty. Icemakers will be emptied and turned off.  Your personal food that may have warmed since the time you purchased it will cause the refrigerator to work very hard. It may take a while for the refrigerator to catch up. This process may take up to 12 – 24 hours. To help your items cool faster, minimize opening the refrigerator during the first few hours. Be patient. We recommend bringing a bag of ice to get a jump-start. DO NOT adjust the cooling setting any cooler than the factory recommended medium setting! Turning the settings cooler than medium can cause the refrigerator or freezer to overload, stop working or cause a defrost cycle to occur. It can take up to 24 hours for the refrigerator to recover once the defrost cycle has started.

THERMOSTAT: Some of our properties have a thermostat “LOCK OUT” feature. This feature is used to prevent the heat & air unit’s compressor from “freezing up” the coils in the summer due to turning the cooling setting below 65 degrees or use of the fireplace in warmer weather and then turning the air conditioning on. If the coils freeze up, this will leave the system unable to cool for up to 12 hours or more. DO NOT attempt to force the thermostat Above 75 degrees in the winter or Below 65 Degrees in the summer. It is “LOCKED OUT” at these temperatures and you will break the thermostat. If you break the thermostat, a $250 replacement fee will be charged to the credit/debit card on file. The thermostat must NOT be changed to the “ON” setting. It must remain on the “AUTO” setting at all times. *DO NOT run the air conditioner with exterior doors or windows open because the coils will “freeze up”!

SOFA SLEEPERS: Our sofa sleepers and futons are not designed for adults or much weight even if children are using them. Guest(s) agree not to leave sheets, blankets, or quilts on the sofa sleeper mattress or pillows between the mattress when folding up the sleeper sofa between uses or upon departure. The sofa sleeper mechanism will break due to the extra bulk in the unit.

AIR MATTRESSES: Air mattresses are NOT allowed under any circumstances.  Don’t bring any with you. 

WASHER/DRYER: A washer & dryer are provided so guest(s) may wash and freshen up their linens and towels as needed. Guest(s) agree to empty the lint trap in the dryer after each load of laundry dried.

WATER, SEWER & DRAINS; This cabin has city water & city sewer. DO NOT flush anything other than toilet paper. NO feminine products should be flushed at any time. If there is blockage after guest(s) departure and a plumber determines that foreign materials or feminine products were put into the toilet or drain, the guest(s) agree to a minimum of $200 charge to the credit/debit card on file. Guest(s) agree to leave all drains “free running” as they were upon arrival. Guest(s) agree that they will place all cooking grease, bagged, and in the outside garbage cans and will NOT pour any cooking grease down the kitchen sink, any other drain, or in the toilet.  We recommend freezing any grease in a can before disposing.

LOCKED AREAS: Guest(s) agree NOT to tamper with or enter any locked area containing the owner’s personal effects. These areas are NOT included in the rental. If locked areas are found to be tampered with, guest(s) agree to pay for any damages, loss (missing items) and/or repair resulting from their entry of the locked area.

PEST & THE SMOKY MOUNTAIN ENVIROMENT: A licensed Pest Control company services this cabin on a regular basis, with precise and complete preventative treatments in an effort to keep all the pests and bugs outside.  Ladybugs and Carpenter Bees are seasonal but common to the area.  The National Forest Service disperses millions of Ladybugs each year. Guest(s) may find an “uninvited guest” in the form of one of Mother Nature’s small creatures. Guest(s) are staying in the heart of A National Forest/Wooded Mountain area. This does create certain challenges. We do appreciate our guest(s) understanding and hope you will enjoy the beauty of the Great Smoky Mountains and all of “God’s creatures big and small.” Should you experience a MAJOR pest control issue, please contact us so we may attempt to eradicate the problem. We DO NOT guarantee that your cabin will be pest or creature free in the Smoky Mountains and we DO NOT offer refunds or discounts for these types of occurrences.

CRITTERS & WILDLIFE: There are a number of different animals and wildlife species you may encounter during your stay. It is imperative that you DO NOT feed any animals you come in contact with. Feeding the animals directly or by not securing your garbage cans will be very dangerous. No refunds will be given for raccoon or bear sightings. This is the mountains and the bears do live here. DO NOT leave garbage bags or food in containers or coolers on the open decks or the exterior of the cabin as raccoons, bears, stray dogs, stray cats, and other wildlife will snack on anything left outside! Please do your part by keeping windows and doors closed, all food inside, and garbage in the appropriate outside latched receptacles.

SYSTEM FAILURE: In case of failure of a system or amenity during your stay, including but not limited to, water, sewer, heating, air-conditioning, electrical, mechanical, ventilating, structural systems, major appliances, or entertainment equipment, we shall promptly repair them. You agree to permit access to the cabin to make repairs. We shall not be liable to you for damages, and NO REBATE OR REFUND will be given for such temporary failure, provided we are able to repair the system or amenity in a reasonable manner after having received notice from you that repairs are needed.  ALL REPAIRS AND MAINTENANCE ARE PERFORMED BY OUTSIDE CONTRACTORS. EMERGENCIES TAKE PRECEDENCE OVER NON-EMERGENCIES. IF REPAIR IS NEEDED, WE ARE AT THE MERCY OF THE SCHEDULE OF THE SERVICE TECHNICIAN. IF PARTS ARE NEEDED AND HAVE TO BE ORDERED, WE HAVE NO CONTROL OVER DELIVERY SCHEDULES OR STORE HOURS.

AMENITIES OFFERED: Everything will be done to make sure what was offered in any advertising will be in the property as described. There may be times when the exact amenities are not in the property. Every attempt is made to keep the inventory as advertised. A difference in amenities does not entitle you to any refund of rents paid. Amenities may be added or removed at the owners’/manager’s discretion. Example: We may have advertised 8 DVD players; one may be out for service. That does not warrant any refund.

ACTS OF GOD: We shall not be liable for events beyond our control which interfere with your scheduled occupancy, including but not limited to, Acts of God, acts of governmental agencies, fire, strikes, war, tornado, ice storm, severe weather, inclement weather, loss of electricity, or loss of water. NO REBATE OR REFUND shall be given in these circumstances.

ERRORS/OMISSIONS: Double booking is extremely rare. We will be careful to avoid conflicts with reservations; however, if through error/omission, other tenants are occupying the rental unit or the unit is otherwise unavailable for any reason on the dates of the rental agreement, we will attempt to find a substitute accommodation of a similar quality/price range when the error is discovered. If there is no replacement property found or if you reject the replacement, a refund of rents and fees you paid shall be your sole remedy for any and all damages, liability or inconvenience arising out of the double booking. In no event will renter be permitted to demand removal of those occupying the rental unit.

SHORT-TERM RENTAL: It is expressly understood and agreed that this is a short-term vacation rental and is not a lease or other long-term residential tenancy agreement. This agreement is only for the use of the property for the stated term. It creates no property rights in you, the guest, and no rights to renewal or for recurring usage. Any payment received by Rent Cabins And Condos LLC from renter(s) for occupancy of vacation property indicates the acceptance of the terms and conditions of this rental agreement. It is the responsibility of the renter(s) to be familiar with all policies within this agreement and the instructions for use of the property amenities. This rental agreement is entered into by and between the renter(s), hereinafter referred to as "Guest(s)" or “lessee”, and Rent Cabins And Condos LLC. Hereinafter referred to as "Lessor."

UTILITIES: The owner will provide water, heat, electric and trash removal. Local telephone usage only if phone is operational. Lessee is responsible for all long distance calls or additional charges made during tenancy. 

TELEVISION: Our properties are equipped with basic cable or satellite programming and may be subject to change without notice. WE DO NOT offer Pay-Per-View or Premium Channels. DO NOT attempt to use the Pay-Per-View service. We CANNOT guarantee any programs, events or subscription levels. DO NOT remove/add any locked channels, change any of the existing set ups or remove or reattach any existing audio/visual cables including but not limited to TV’s, DVD players, gaming units etc. Guest(s) agrees NOT to change or modify any of the wiring set up of the cable television systems. Some of our electronic equipment is equipped with theft control devices both overt and covert. Tampering with wires can set off a continuous alarm on equipment that can only be turned off by us. Normal movement of the equipment will not set off these alarms, but disconnecting wires will and the guest(s) will be responsible for all fees incurred by us to have the alarm reset by maintenance personnel. If any of the above said items are found disconnected or tampered with, the guest(s) agree to be responsible for all service call charges relating to these issues and a charge of $75 per occurrence will be charged to the credit/debit card on file.  Some of our cabins have TV’s that are set up for games and are not connected to cable or satellite.  ALMOST ALL OF THE MAINTENANCE CALLS WE RECEIVE ARE OPERATOR ERROR.

ACCOMMODATIONS: One king bed, four queen beds, and one queen sleeper sofa and one queen futon.  Lessor supplies linens for in-cabin use only. 

MINIMUM AGE REQUIREMENT/PERSONS PERMITTED AT THE PROPERTY: Guest (primary renter/responsible party) under the age of 25 unaccompanied by a parent or legal guardian WILL NOT be permitted to check-in and will lose all funds paid to lessor. The primary renter, (guest) must be on site and occupy the cabin as one of the guest(s) during the entire rental period. We DO NOT accept reservations made by parents on behalf of their children who are under the age of 25 and will not be staying at the property. Any reservation made under false pretenses will result in loss of all advance payments and the party will NOT be permitted to check-in or will be evicted if already at the property. ONLY the persons listed in the reservation may reside at the premises. This agreement CANNOT be transferred, assigned or sublet to another party and is for the guest(s) listed in this reservations USE ONLY. No house parties or receptions of any kind are allowed! You will be evicted immediately.

MAXIMUM NUMBER OF OCCUPANTS: THE CABIN IS TO BE OCCUPIED BY NO MORE THAN 10 (TEN) ADULTS MAXIMUM, 14 (FOURTEEN), INCLUDING ALL CHILDREN 17 AND YOUNGER, AT THE MAXIMUM.  WE WILL NOT RENT TO VACATIONING STUDENTS OR SINGLES UNDER 25 YEARS OF AGE UNLESS ACCOMPANIED BY AN ADULT GUARDIAN OR PARENT.  At all times, the maximum occupancy is the number the property is able to accommodate comfortably. Occupancy limits are in accordance with rules of the State of Tennessee Fire Marshall’s Office, Insurance restrictions and the owner.

VIOLATION OF THE MAXIMUM OCCUPANCY PROVISION CAN RESULT IN SERIOUS HEALTH PROBLEMS DIRECTLY RELATED TO OVERUSE OF THE SEWER. THEREFORE, IN THE EVENT LESSEE ALLOWS THE PREMISES TO BE OCCUPIED BY MORE THAN 14 PERSONS, LESSEE SHALL BE RESPONSIBLE TO PAY LESSOR THE SUM OF ONE HUNDRED ($100.00) DOLLARS PER PERSON IN EXCESS OF 14 PERSONS PER DAY FOR EACH DAY THE LESSEE ALLOWS THE PREMISES TO BE OCCUPIED BY MORE THAN 14 PERSONS. If you bring in extra guests you and your visitors will be subject to eviction from the property.

We reserve the right to refuse rental to any group who DOES NOT fit within our occupancy guidelines of suitability. Air mattresses or portable beds are NOT allowed! Pack and Plays are permitted for YOUNG children. No additional sleeping space is available! Over occupancy is considered a serious violation of your rental agreement. Misrepresentation of the number of people in your group is considered fraud under the “defrauding an innkeeper’’ law of the State of Tennessee. Only the guest(s) that are registered are allowed on the premises. Any advanced payments and all rent will be subject to forfeiture if the maximum occupancy is exceeded.

SMALL CHILDREN & INFANTS: We welcome small children & infants at our properties. Our properties are NOT child proof and may contain soaps or cleansers that may be toxic, breakable items (i.e. lamps, bowls etc.) and normal dangers for children. All children must be supervised by a parent/legal guardian at all times and never left alone in the property or on its decks or on the premises. Lessor is NOT responsible for injury of children due to games, parts of games, or something they may get into while at the property. The primary rental guest is responsible for the safety of each person staying in the property. Primary guest will notify each person in the party, including the children, NOT to play on or near the railings on the deck and/or porches.

WE ARE VERY SERIOUS ABOUT MAINTAINING A FAMILY ATMOSPHERE FOR THE QUIET ENJOYMENT OF OUR GUESTS.  WE RENT TO FAMILY GROUPS, COUPLES AND RESPONSIBLE ADULTS. 

This lease is between the LESSEE, or Guest, and Rent Cabins And Condos LLC, or LESSOR.  Rent Cabins And Condos LLC is the management company that operates this cabin.

LESSEE assures the LESSOR that the tenants will observe all conditions and terms of this lease as to maintaining the premises in good order and appearance and will conduct themselves in a manner inoffensive to others or neighbors. 

LESSEE assures the LESSOR that any tenant who violates any of the terms of this Lease shall be immediately denied occupancy and shall remedy any damages or other expenses, which are caused by the tenant and/or the tenant's guest(s).  

LESSEE agrees that any tenant who is found using drugs or allows others to use drugs on the premises will be immediately denied continued occupancy at these premises. 

LESSEE and/or their guests shall not disturb, annoy, endanger, or inconvenience neighbors, nor use the premises for any immoral or unlawful purposes, nor violate any law or ordnance, nor commit waste or nuisance on or about the premises. 

LESSEE agrees that during the term of this lease and such further time as he/she occupies the premises, he/she will keep the leased premises clean and free of trash, garbage and other waste; and that all pipes, wires, glass, plumbing and other equipment and fixtures shall be left in the same condition or place as at the beginning of the term of the lease, reasonable wear and tear or damage by unavoidable fire and casualty being the only exception. 

LESSEE agrees to indemnify and save LESSOR harmless from all liability, loss or damage arising from any nuisance or harm made or suffered on the leased premises by the LESSEE, tenants, or guests or from any carelessness, neglect, or improper conduct of any persons entering, occupying or visiting the leased premises.

LESSEE agrees that he/she shall not paint or make alterations to the property, including changing existing locks or adding new ones. LESSEE shall make available to LESSOR or his agent entry to the premises to make necessary or convenient repairs. In an emergency, LESSOR or his agent may enter the premises at any time without securing prior permission from LESSEE. 

LESSEE may not let, sublet or assign this lease for all or any part of the premises without prior consent of the LESSOR. 

If LESSEE abandons or vacates the premises, LESSOR may at his option terminate this lease, enter the premises, and remove all property left by LESSEE.

In the event that any action shall be commenced by either party arising out of, or concerning this lease or any right or obligation derived there from, the prevailing party shall be entitled to receive attorney's fees as fixed by the Court in addition to all relief at law or equity. 

LESSEE assumes full responsibility for fulfilling the terms of the lease for the period stated and assures the LESSOR full recourse for the payment of any amount outstanding from the total amount due in accordance with the terms as stated above including any outstanding or unpaid charges that are the responsibility of the LESSEE. 

FIRE ARMS, FIREWORKS, AIR SOFT & PAINTBALL GUNS:  No firearms, fireworks, air soft guns, propellant gun/toy and/or paintball guns are allowed at any of our properties. Any evidence of their use will result in a $300 charge to the credit/debit card on file. No exceptions!

COMMUNITY RULES: Guest(s) agrees to abide by rules of the community. These may be posted in the cabin. These rules may change from time to time. 

EAGLES RIDGE COMMUNITY RULES AND REGULATIONS:

1. The Cabin and Community may be used for residential dwelling units and for no other purpose.
2. No structures of any kind shall be erected, altered, placed or permitted to remain on any of the platted Lots, within the Property, other than: (1) one single family dwelling.
3. No trade or business or noxious or offensive trade or activity, in the sole opinion of the Association, shall be carried on or upon the Property nor shall anything be done thereon which may be or become an annoyance or nuisance to the neighborhood. 
4. No animals, livestock or poultry or any kind shall be raised, bred or kept on any Lot.
5. Parking is allowed in driveways only and is restricted to the number of cars that can be parked within the cabin’s driveway.  Parking on the grass is strictly prohibited.  Observe the 12 miles per hour speed limit at all times.
6. No aerial masts, towers, satellite dishes, or antennas shall be placed or erected upon any Lot, or affixed in any manner to the exterior of any dwelling or structure.
7. All Lots shall be kept free of the accumulation of rubbish, trash, garage, and other solid waste materials.  All trash, garbage and other waste shall be kept in sanitary containers.  
8. No signs of any kind shall be erected, permitted to remain on, or displayed to the public view on or from any Lot, except an approved sign giving the name of the occupant of the residence located on said Lot or a sign approved by the Association.
9. Loud music systems and other disruptive noises are not permitted.  Quiet Hours begin at 10:00 pm daily.

THE FOLLOWING ARE GROUNDS FOR EVICTION:

        1.  Indecent exposure;

        2.  Possession or use of firearms or illegal narcotics;

        3.  Tampering with fire extinguishers or equipment;

        4.  Underage consumption of alcoholic beverages or drugs;

        5.  Destruction or theft of Resort or guest property;

        6.  Illegal drug use;

        7.  Continued violation(s) of any policy after being sufficiently warned.

Absolutely no loud parties or illegal activities are allowed on property.  We reserve the right to enter the cabin anytime to investigate disturbances, occupancy and/or damage. Any violators will be evicted without refund.

CHECK OUT PROCEDURES: We know you are on vacation and we do appreciate your business, but we do ask that you abide by our check-out procedures.  The main reason for this is so we can get the unit ready for the next guest. They arrive only hours after you leave. If you leave the unit in great shape, the next family can have access to the unit on time. We really appreciate you following these procedures.

Most of our guests follow all of these rules very nicely, but for the few that do not, this is notice that a $100 fee per incident or per hour which ever applies will be charged to your credit/debit card on file.

1. Check-out time is by 11:00 am EST. Our cleaning and/or maintenance arrive at 11:00 am to start cleaning and inventorying the cabin for our next guest.   
2. Please lock ALL doors and ALL windows when leaving the cabin. 
3. Take ALL of the trash, debris and discards in the cabin, including the kitchen, bathrooms and bedrooms, to the containers outside the cabin.  This is the most common problem.
4. Please put ALL dishes in dishwasher, put soap in and turn on.
5. Wipe down all kitchen counters.
6. COMPLETELY empty the refrigerator
7. Please put used towels, sheets and pillowcases on the bathroom floor or bedroom floor so that our housekeeper knows what has been used.  All linens must be accounted for after your stay.
8. Leave beds unmade that have been used.
9. Make sure indoor and outdoor furniture is in original position.
10. Please set thermostats:  Summer: 75 degrees    Fall/winter: 65 degrees
11. Email RCAChousekeeping@gmail.com upon your departure of the cabin

Please leave the home neat and orderly to avoid additional charges.  If the cleaning crew finds that the cabin has been left excessively dirty, you will be billed for the additional cleaning time at a rate of $50 per hour.

Please leave the house in as good as shape as possible. The cleaner we find it, the faster we can turn it over to the next guest. We appreciate your help.

SECURITY OF GUEST(S) PERSONAL PROPERTY: You are solely responsible for all personal items brought to the cabin. Lessor is NOT responsible for any theft or vandalism, or any other damages to any personal property or for any personal belongings left by guest(s) after departure, in the cabin, or on the Lessor’s property. Our property homeowners insurance DOES NOT cover items brought to the cabin by outside parties. We do not have a “lost & found” but will try to return items that are found at the cabin after departure if the guest(s) agrees to pay for the shipping cost.

INDEMNIFICATION AND HOLD HARMLESS: Guest(s) agree to indemnify and hold harmless the cabin owner, trustees, Bear Creek Lodge & Rent Cabins And Condos LLC (Lessor), from any liabilities, theft, damage, cost or expense whatsoever arising from or related to any claim or litigation which may arise out of or in connection with guest(s), (individually or collectively), use and occupancy of the rental property, including but NOT limited to any claim or liability for personal injury, sickness, accidents, damage, theft of property or items left behind, which is made, incurred or sustained by guest(s). Primary rental guest agrees to be solely responsible for the safety of each person staying in the property. Guest(s) shall follow safe practices and be familiar with the proper use and applications when using ALL amenities at the property, prior to using them, which include but are NOT limited to: hot tubs, Jacuzzi baths, grills, & fireplaces and any swimming pool. The Terms "Bear Creek Lodge", "We", “Lessor”, "Rent Cabins And Condos LLC", & "Owner” as used in this agreement shall include their heirs, successors in interest, assigns, employees, agents, managers, board members, officers, and representatives where the context requires or permits,

DENYING PAYMENT, ADDITIONAL FEES or FINES: If Lessor (Rent Cabins And Condos LLC) must obtain legal advice or counsel for matters arising from payment discrepancy involving a guest(s) or payment vendor such as a credit card company, our legal counsel will seek rightful payment or collection for Rent Cabins And Condos LLC on behalf of the owner. If disputes are transferred from our management to a collection team, primary rental guest(s) of record will become responsible for all charges proved to be their responsibility in a court of law.

Disputes: Both the lessor and guest(s) agree that "time is of the essence" when it comes to comments and guest(s) disputed charges. It is in the best interest of both parties to have all correspondence in writing. Guest(s) agree to notify lessor in writing. Issues of this nature will NOT be handled over the phone. All decisions made concerning guest(s) comments and disputed charges by lessor or management are considered final.

This agreement shall be governed by and interpreted in accordance with the laws of the State of Tennessee, and shall be treated as though it were executed in the County of Sevier, State of Tennessee where the vacation rental is located. Any actions related to this agreement shall be instituted and prosecuted only in the Sevier County Circuit Court, Tennessee. Guest(s) specifically consents to such venue and jurisdiction and to extraterritorial service of process. In the event that any action shall be commenced by either party arising out of, or concerning this lease or any right or obligation derived there from, the prevailing party shall be entitled to receive attorney’s fees as fixed by the court and court costs in addition to all relief at law or equity.

CREDIT CARD AUTHORIZATION: Lessee understands and consents to the use of the credit/debit card provided without original signature on the charge slip, that a photocopy or fax of this agreement will serve as an original, and that this credit card authorization cannot be revoked and will not terminate until ninety (90) days after leased premises are vacated. Charges may include: unauthorized long distance telephone and TV charges; damages beyond normal wear and tear, etc.

WRITTEN EXCEPTIONS: Any exceptions to the above-mentioned policies must be approved in writing in advance.

I AGREE TO ALL TERMS AND CONDITIONS OF THIS AGREEMENT: I certify that I am at least 25 years of age and that I will be held responsible for the care of this property being rented under my name. I accept full responsibility for damages or extra cleaning charges, should they occur during the rental period referenced above.

 

Frequently Asked Questions for The Smoky Mountains

Rent Cabins And Condos LLC offers a wide selection of properties in the Smoky Mountain area. Each property is individually owned and the amenities can vary from property to property.  The following should answer most of your questions.

Can I make a reservation online? 

Yes, all reservations are made online at www.RentCabinsAndCondos.com  Each reservation must be accepted and confirmed by Rent Cabins And Condos LLC.

What is the method of payment?

We accept major credit cards or debit cards for the deposit only.  Visa, MasterCard, Discover and most properties also accept American Express.

How much is the reservation deposit?

To secure your reservation, there is a deposit that is applied toward your total due, in the amount of $300, or 30% or 35% of the total depending on the property and the season. If you rent within 45 days of your stay, the total amount will be charged to your credit/debit card at the time of renting. If you rent before 45 days of your arrival your remaining balance will be due 45 days prior to arrival date by Personal Check. 

Do you accept credit/debit cards for the final payment?

No, not unless your booking is within 45 days of arrival then all your payment will be via credit/debit card at the time of booking.

Do you accept money orders or bank drafts?

No, because this is like sending cash and may get lost in the mail.

Do we receive notice of payment? 

Yes, when your final payment is received we will send a “Paid in Full” email.

What is the cancellation policy?

We Have a NO REFUND policy.  We highly recommend you purchase travel insurance that is offered during the renting process.

Do you offer travel insurance?

Two types of travel insurance are offered via TravelGuard during the online booking process. Travel insurance is optional, but we highly recommend purchasing it. You can review the specific details on our website. Please contact TravelGuard directly concerning any questions.

Do you require a damage deposit?

No, we do not require a damage deposit. Your credit/debit card is kept on file in case there are additional charges for damage. 

Is there a minimum night stay?

Yes, typically a 3-night minimum is required. Certain holiday periods require a 4-night stay. During the peak summer season we rent from Saturday to Saturday for a 7-night stay in our 2 bedroom and larger properties (our 1-bedroom properties have a 4-night minimum stay during the peak summer season).  We never accept a 1-night booking unless it is an extension to a current reservation.  Please call 770-973-7378 for more information.

Do I have to arrive on a Saturday?

No, you can arrive and depart any day of the week except during the peak summer season. Our 2-bedroom and larger properties do have a Saturday-to-Saturday booking schedule during the peak summer season.

What is the "property preparation fee”?

The property preparation fee covers non-rental fees associated with preparing the home for a guest stay. This includes departure cleaning, hot tub cleaning, laundry, trash removal, supply set-up inspections, inventory management, various preparations and other tasks associated with preparing the property for guest arrival.

Are linens provided?

Yes, linens for are provided including bed sheets, pillowcases, blankets and quilts.  Also provided are two bath towels, two hand towels, and two washcloths per bed as well as kitchen towels.

Do you supply pool/beach towels?

No, be sure to bring your own pool/beach towels and DO NOT remove any of the bath towels from the property.

Are pets allowed? Is smoking allowed in the properties?

NO, none of our properties are pet friendly; nor do they allow smoking inside. If we discover a pet or smoking in the property, you are subject to immediate eviction without any refunds.  Also we will charge your credit/debit card the amount stated in the terms and conditions of the specific property you rent.  If you must bring your pet we recommend doing a search for pet friendly properties.  Smoking outside is permitted and cigarette buckets are provided.

What are your terms and conditions?

The terms and conditions vary by property and are listed with the property information on our website www.RentCabinsAndCondos.com  All reservations and pricing are subject to change prior booking and confirmation by Rent Cabins And Condos LLC.

Does each property have pool access?

No, only some of the properties have pool access.  Please check the details of the property you are interested in renting. Pigeon Forge does have a great community center with an outdoor and an indoor pool at a nominal daily charge.

How are the properties equipped?

The properties are equipped with the basics:

Kitchen: refrigerator, dishwasher, electric oven, stove, microwave oven, blender, toaster, electric can opener, pots, pans, cutlery, dish ware and glassware.

Living Area: color TV, cable connection, vacuum cleaner and broom.

Clothes Care: washer, dryer, iron and ironing board.

Other Items: Jacuzzi, hot tub, fireplace and air conditioner

Is Wi-Fi and cable television provided?

Yes, free Wi-Fi and cable (or satellite) TV are provided. The Wi-Fi passwords will be provided via the access email and are also posted on the refrigerator.

Is there a hot tub?

Yes, each cabin has a hot tub that is drained, cleaned and refilled with fresh water during each departure clean.  Bromide tablets are in the flotation device and should not be removed while using the hot tub.  Bromide does have an odor but is the chemical tablet recommend by our hot tub company.

Is there an outdoor grill?

Most of our properties have outdoor grills.  Please review our property descriptions for information concerning grills. 

Do you provide baby equipment? 

No, we do not typically provide baby equipment.  A few of our properties do have some equipment.  Please read the property details of the property you are interested in renting to see if baby equipment might be provided.

Can we bring air mattresses?

No, over the years we have had too much damage by guest leaning air mattresses against the walls during the day and having them fall and break lamps and pictures etc. Also, the cabins are not designed to have more guests than indicated in our property descriptions.

How much parking is available?

In most situations you can park one vehicle per bedroom.  As an example, if a property has 5 bedrooms then the maximum number of vehicles will be 5.

Are trailers permitted?

Trailers are permitted if they will fit in the cabin parking area but are not allowed to be parked on the streets or yards.

Do you offer handicap accessible properties?

A few of our properties offer wheelchair access with a shower on the main level instead of a tub/shower combination; however, they are not fully handicap properties.

Where do we pick-up the keys or obtain property access information?

All properties have Schlage electronic locks so there is no key pick-up. Access codes for the property (and alarm codes if applicable) will be sent via the access email 10 days prior to your scheduled arrival. Driving directions will also be sent at this time.

How and when do we receive the access and direction information?

Our software will automatically send two emails 10 days prior to your scheduled arrival date.  We use Schlage door locks using a 4-digit door code.  Your specific code will be programmed in the afternoon of your scheduled arrival by housekeeping after cleaning is completed.  Use the same 4-digits to both lock and unlock the door. Also provided will be alarm codes if applicable, Wi-Fi information, directions and more.  We recommend sharing this information with other drivers in your group.

When can I check-in?

Check-in begins after 4:00 pm EST but is not guaranteed. If you arrive early please enjoy the area attractions.

When do I check-out?

Check-out is no later than 11:00 am EST.  Housekeeping needs between 11:00 am EST and 4:00 pm EST to prepare all of the properties for the next arrival.

Can we check in early, drop-off our luggage or park in the driveway?

No, our check-in time is after 4:00 pm EST. Please do not park in the driveway or interrupt the cleaning & inspection staff as they will be preparing multiple properties for guests arrivals. Please plan your trip accordingly.

When do we receive trash removal?

Trash is picked up during departure cleaning.  If you need additional trash removal please contact the email address provided on the refrigerator and housekeeping will schedule an additional pickup the day after your request is made.

Who do I contact concerning a problem after arrival?

The contact information will be provided via the access email and it is also posted in the property on the refrigerator.

Am I expected to clean before I depart?

The property owners contract housekeepers to clean after your departure. This is added to your rental fee at the time you make your reservation. However, we expect you to do a few basic clean up measures before departure. This means bagging and disposing of trash, putting dirty dishes in the dishwasher etc.

What should I bring?

A "starter supply" of bath tissue, paper towels, trash bags, bath soap, and dishwashing detergent is supplied. They are not replenished during your stay. We suggest you pack coffee filters, food storage bags, salt & pepper, cooking ingredients, paper products and non-bleach laundry detergent. Personal items such as hair dryer, sunglasses, swimsuit, sunscreen and pool/beach towels are not supplied. Towels and bed linens are provided. We request these linens not be taken to pools.

What else should I bring?

A smile and a great attitude.

Thank you for asking.  Have a great trip to The Smokies.