Rental Policies

We know that you are going to have a wonderful time and thoroughly enjoy the vacation rental you have chosen with us. Below you will find a number of best practices and important disclosures that will help you enjoy your vacation from beginning to end. In this agreement, the guests are referred to as Tenant and Great Smoky Mountains Cabin Rentals is referred to as we, us or Property Owner.

If you have any questions about this Vacation Rental Agreement, please reach out to info@greatsmokymountainscabinrentals.com.

Payments

We accept all major credit and debit cards, along with digital wallet payments. For added convenience, we also offer flexible payment plans so you can secure your stay now and pay over time.

Payment Schedules are based on the number of days prior to arrival the reservation was secured:

Alternative payment plans available—contact guest services at 865-722-7667.

Tenant is responsible for payment of the final balance 30 days prior to check-in. All reservations are subject to applicable state sales and county occupancy taxes, which are in effect during the tenancy. Rates are subject to change as authorized by the appropriate governing body. We will credit or debit the rental amount to reflect tax rates which are in effect during the tenancy. Fees for additional services offered by us will be charged to the Tenant’s credit card on file.

*For bookings made through third-party services, kindly refer to their specific payment policies.

Guest ID Verification

Guests are required to provide a valid driver’s license to verify their identity and confirm that the individual making the reservation is the authorized cardholder for the payment method on file. This verification is completed by uploading a photo of the driver’s license through the digital rental agreement link provided in the reservation confirmation text message. Completion of this step is required to ensure the security of all reservations and to acknowledge that the primary guest will occupy the rental premises for the reserved dates and shall be fully responsible for the property and all terms of the stay.

Security Fee

In lieu of a security deposit (with exception), we provide up to $3,000 of damage protection for $39.50 plus applicable taxes. The VRD fee is required and non-refundable. This VRD plan covers unintentional damages to the rental unit interior that occur during the Tenant’s stay, provided they are disclosed to management prior to checkout. Any damages that exceed $3,000 plus applicable taxes will be charged to the credit card on file.

*For OTA bookings, the $39.50 VRD Fee is included in the reservation cost and requires no additional payment.

Damages

Tenants must inspect the property upon arrival and report any pre-existing damages or maintenance issues immediately by emailing info@greatsmokymountainscabinrentals.com. Tenants agree to be responsible for any damages to the premises during their rental stay. This includes damages to the furnishings and household items that result from the action or inaction of Tenants or their invitees, excluding normal wear and tear. Tenants further agree to reimburse us for collection costs, if necessary, and reasonable attorney fees.

• After Tenant’s departure, and within 45 days following the conclusion of the tenancy, the Property is inspected and inventoried for damages and missing items, at which time assessed damages will be billed to Tenant. Tenant is responsible for any intentional damage due to willful negligence of the leased Property, as well as any items missing from the leased Property after Tenant’s departure.
• Tenant will be notified in writing, and Tenant agrees that charges related to intentional damage caused by willful negligence, or cost of replacement for missing items, can be processed on Tenant’s credit card on file provided that we do not receive payment from Tenant within 10 days of notification.

Cancellations, Transfer and Forfeits

We recognize that plans can change unexpectedly, which is why we have designed our cancellation and travel credit policy to offer you flexibility and peace of mind. However, we strongly recommend that you purchase travel insurance at the time of booking, as it is the best way to protect your reservation against unforeseen circumstances or last-minute changes. Please note that refunds or travel credits may not be available in the event of unexpected cancellations without appropriate travel insurance coverage.

Please see our cancellation policy listed further down the page for more details.

All cancellation requests must be submitted in writing via email to [info@greatsmokymountainscabinrentals.com](mailto:info@greatsmokymountainscabinrentals.com).

*For bookings made through third-party services, kindly refer to their specific cancellation and refund policies.

House Rules

The following are all violations and are considered material breaches of the rental agreement that will result in cancellation of the reservation, rent forfeiture, and (if occupied) immediate eviction of Tenants.

• Tenant must be at least 21 years old to book a reservation.
• Youth, high school or college groups, weddings, receptions, meetings or other events are not allowed without prior written approval from management.
• Any group whose behavior creates a disruption or interferes with a neighbor’s peaceful enjoyment of their property.
• Quiet Hours are from 11:00 PM to 9:00 AM.
• Any use of the Property for illegal purposes, including groups that may be interested in allowing underage drinking.
• Use of the Property by Tenant for a business purpose or in a manner designed to produce a monetary or financial profit, such as an event venue.
• Violations of Maximum Occupancy. Maximum Occupancy refers to all persons over the age of one year old. Tenant is required to obey Maximum Occupancy limits at all times. Violations of Maximum Occupancy will result in an additional charge of $500 plus applicable taxes representing liquidated damages.
• Pets are PROHIBITED at all times on the rental premises or inside the property. Service animals are welcome, however, they cannot be left unattended inside the property. Violations under this Section will result in a charge of $500 plus applicable taxes, immediate removal of pet, cancellation of the reservation, rent forfeiture, and/or license termination.
• Smoking/Vaping inside the rental home is PROHIBITED. All properties are Non-Smoking. If this regulation is violated and smoking has been detected in the Property, a $500 plus applicable taxes penalty for cleaning services due to unauthorized smoking will be charged to the credit card on file.
• The presence of firearms, pyrotechnics, unsupervised outdoor fires, fireworks, any and all off-road vehicles, audible disturbances is strictly prohibited.
• Open flames/candles inside rental property are strictly prohibited. Outdoor fires are only permitted in fire pits that are advertised as an amenity of the property.
• Littering on the rental premise is prohibited.
• Children must be supervised at all times, especially near pools, hot tubs, decks, and stairs.
• No glass containers in or around water features.
• Do not sit or stand on hot tub covers — damages will be charged to the guest.
• Hot tub/pool alarms must remain on at all times (state law).

Tenant acknowledges that violations of these rules may cause financial harm to the Property Owner and may result in legal action to recover damages.

Duties and Repairs

The property will be delivered in a fit and habitable condition.

We are not responsible, nor will refunds be issued, for mechanical failures of non-essential or luxury items. In the case where the Property sustains a failure of a system or amenity (at the time of or during the tenancy), including, but not limited to, water, sewer, septic, heating, electrical, mechanical, ventilating, structural systems, fireplaces, air conditioning, pool, hot tub, jetted tub, entertainment equipment, satellite/cable service, Internet or Internet access, mattresses or other facilities or major appliances, we shall promptly repair or replace such system or amenity in a commercially reasonable manner and time upon receipt of written notification from Tenant. Tenant agrees to permit reasonable access to the Property to inspect and make such repair or replacement in a commercially reasonable manner and time.

Weather & Road Conditions

Reservations will not be eligible for refunds due to weather events, power or cable/internet service outages resulting from factors outside our control, or other acts of God. 

Smoky Mountain travel often involves narrow, steep, or winding roads. Roads are maintained by local authorities or property associations and are suitable for standard vehicles. 4WD is strongly recommended in inclement weather. Refunds will not be issued if guests cannot reach the property due to road conditions, weather, or vehicle limitations. If a property becomes inaccessible, we will make reasonable efforts to relocate guests to a comparable cabin, subject to availability.

Some of our cabins are in areas where there’s little to no cell phone reception. Please download or print GPS directions and enable WIFI-calling on all cell phones.

Pest Control & Wildlife

The property is professionally serviced with regular pest control treatments to help manage insects and other common pests. However, due to the property’s location in the Smoky Mountains and its natural environment, occasional encounters with insects, spiders, spider webs, snakes and other wildlife (both indoors and outdoors) are unavoidable and considered a normal part of the mountain experience. The presence of such pests does not constitute a breach of this rental agreement or grounds for refunds, cancellations, or compensation.

Wildlife Advisory: Black bears and other wildlife are active in the Smoky Mountain region and may be present around cabins or on the property. We are not responsible for any damage to personal property, including tenant vehicles, resulting from wildlife activity. For your safety — and for the protection of local wildlife — tenants must follow these guidelines:

• Do not leave food, trash, coolers, or scented items in your vehicle or outside the cabin.
• Always lock vehicles, doors, and windows to prevent wildlife from gaining access.
• Never feed, approach, or attempt to interact with bears or any other wildlife.

Important: Feeding or interacting with bears not only endangers you and the property — it also puts the bear’s life at risk. Bears that become accustomed to human food often have to be relocated or euthanized by wildlife authorities.

Failure to comply with these wildlife safety guidelines may result in fines, immediate eviction without refund, and potential legal consequences under Tennessee state wildlife laws.

Pools & Hot Tubs

Rental properties may include hot tubs and pools. Tenants should be aware of the potential risks associated with their use, which can include discoloration of swimwear due to sanitizing chemicals and minor skin irritation in those sensitive to such chemicals. Pregnant women and guests with medical conditions should consult a physician before use of hot tub. Absolutely no dogs or children are permitted in hot tubs, and no dogs are allowed in pools under any circumstances.

We will not be held responsible for any injuries, discomfort, or adverse reactions resulting from hot tub or pool use.

Because hot tubs are completely drained, cleaned, and refilled prior to each guest’s stay, the water may not be fully heated upon arrival and may require additional time to reach the desired temperature. Refunds will not be issued due to a hot tub not being fully heated or ready for use at the time of check-in.

All indoor pools are equipped with door and splash alarms in compliance with local and state short-term rental laws. Instructions for operating these alarms can be found in the Welcome Book provided via text message. Guests are responsible for ensuring the proper use of these alarms. Any damages to the alarms will result in a replacement fee plus applicable taxes per alarm.

Property Listings & Photographs

All property descriptions, photographs, and listings are provided in good faith and reflect the condition of the property at the time the listing materials were created. Due to normal maintenance, repairs, replacements, or updates, certain furnishings, décor, equipment, or supplies may differ from what is shown in the listing photos or descriptions.

Variations resulting from maintenance work, inventory replacement, supplier changes (including but not limited to cleaning products, detergents, or linens provided by third-party housekeeping teams), or other factors outside of management’s control shall not constitute grounds for refund, discount, or compensation of any kind.

Personal Property

We are not responsible for tenants’ personal belongings that are lost, stolen, or left behind. If an item is found after departure, we will make reasonable efforts to return it; however, any shipping or handling costs associated with returning the item will be the Tenant’s responsibility.

Tenants acknowledge and agree that parking on or near the property is done entirely at their own risk. We are not responsible for any damage to vehicles or personal property caused by falling trees, tree limbs, wildlife (including bears), or other natural events — including but not limited to storms, high winds, severe weather, or animal activity.

Tenants are solely responsible for maintaining appropriate insurance coverage for their vehicles and personal property during the rental period. In the event of such damage, any necessary claims must be filed directly with the Tenant’s insurance provider.

Liability and Assumption of Risk

Tenant assumes all risk of injury, loss, or damage to persons or property during the rental period. Tenant agrees to hold the Property Owner and Management Company harmless from and against any and all claims, liabilities, damages, or expenses arising from or related to any accident, injury, or loss that occurs on or within the Property during occupancy, regardless of cause. Tenant further agrees to immediately report any accidents, injuries, or unsafe conditions to Management at info@greatsmokymountainscabinrentals.com.

Check-in and Check-out Procedures

• CHECK-IN IS AT 4:00 P.M. We offer early check-in at 2PM for a $50 fee, subject to availability. If you require check-in earlier than 2PM, we recommend booking the previous night to guarantee access. In the event that the property is not ready by 2PM due to unforeseen circumstances, the early check-in fee will be refunded. You must request early check-in at least 24 hours before arrival.
• CHECKOUT IS AT 10:00 A.M. We offer a late check-out of 11AM for a $50 fee, subject to availability.
• Please do not arrive at property prior to your approved check-in time.

Additional Provisions and Disclosures

• Our website contains the most current and up-to-date version of our rental policies, terms, and conditions. All reservations — including those made through third-party booking platforms (OTAs) — are subject to the policies outlined on our website’s Rental Policy page, regardless of whether they are explicitly stated in the OTA listing, description, or house rules, with the exception of the payment schedule and cancellation policy, which are governed by the terms set forth by the OTA. No warranty, guarantee, or representation beyond what is provided on our official website is expressed or implied.
• The provisions of this Agreement are severable, and the unenforceability or invalidity of any provision of this Agreement shall not affect the remainder of the Agreement. The parties acknowledge that it is their intention that if any provision of this Agreement is determined by a court to be unenforceable or invalid as drafted, that provisions should be construed in a manner designed to effectuate the purpose of that provision to the greatest extent possible under applicable law. The parties hereby consent to the scope of such provision being judicially modified accordingly in any proceeding brought to enforce that provision.
• This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof, and cancels and supersedes all prior and contemporaneous agreements, understandings, negotiations, and discussions of the parties, whether oral or written, relating to the subject matter hereof. This Agreement may not be amended except in a writing signed by all parties.
• The parties hereby consent and agree that if a dispute arises about the terms of this Agreement and a lawsuit or any other legal proceeding is initiated, the State of Tennessee has jurisdiction, and venue is proper in the County of Knox.