Sleepy Bear Cabin Rentals, LLC Policy
You must be at least 21 years of age to book a cabin with us.
Policies and Procedures
Sleepy Bear Cabin Rentals, LLC
1000 Parkway
Sevierville, TN 37862
Toll Free: 1-866-625-8155 / (865) 774-8484 (Local) / (865) 774-8464 (fax)
Office hours:Summer, Spring, Fall: 8am-11pm (Mon-Fri) 10am-11pm
Winter Office hours: January-April 30 9am-10pm (Monday thru Saturday), 10am-10pm (Sundays)
BALANCES: Effective 04/20/06, ALL balances must be paid in full 10 days prior to arrival date. It is your responsibility to contact the office and make the final payment arrangements. Any cancellation for these same dates, within 45 days of arrival date, you forfeit the entire rental amount. If you have any questions, please contact the office.
Check -In: and Check-Out: Check-in is at 3pm. Please do not attempt to check-in earlier. In rare instances there maybe a delay in your check-in. We will however do everything we can to make sure that you can check-in at 3:00pm. We apologize for any inconvenience this may cause. All reservations must be paid in full 10 days prior to arrival. We suggest if possible arrive before dark. If you need to check-in after 9pm, please notify our rental office and we will prepare a late-arrival package for you. This package will include directions and a key code to your cabin and will be available at our office door. Late check-ins must contact the office by 11am the following morning to check the status of your paperwork. If you do arrive after 11pm we are not responsible if your unable to find your cabin. We will provide the map and key code only. Check-out is at 11am. If you check out later than 11am on your scheduled check-out date you will be charged no less than $25 per hour. Guest assumes full responsibility for damages and/or missing item(s) replacement to any unit. An inventory of the cabin is taken prior to check-in and after check-out.
Each cabin is supplied with:
" Small bar of soap per bath
" 1 roll paper towels
" Garbage bag(s)
" 1 roll toilet paper per bath
" 1 small dishwashing detergent
" Linens for beds ( including sleeper sofa )
" Basic cookware and dishware. ( Large parties may want to bring extras )
This is only a complimentary supply to get your vacation off to a good start. If you think that this is not going to be enough linen, please bring extra as we do not do a daily clean up of the cabins.
What do I need to do before I check-out?
" Set thermostat to 75 in summer and 65 in winter
" Bag all trash and put in trash receptacle located outside.
" Wash all dishes used
" Place furniture in original position
" Leave linens on beds, place all wet towels in bathroom floor
" If you adjusted the refrigerator settings set them back to there original setting
" Make sure hot tub is covered
" Notify Sleepy Bear Cabins 865-774-8484 with any damages to the cabin or property
Lock all windows and doors
Keys:
A key code will be given to you at check-in. You must come to the office to get this code, they will not be given out any other time. Cabins with keys have 1 key. If you lose the key you will be charged a one time fee of $25.
Cancellations and Changes:
We will issue a full refund of your deposit, minus your non-refundable reservation fee of $55, for reservations cancelled 45 days prior to your arrival date. Refunds are not provided for reservations cancelled within 45 days of your reservation. Only the guest named on the rental agreement may cancel or make changes to a reservation. We reserve the right to change the rental assignments without prior notice or liability in the event of a sale of the rental cabin, mechanical failure or guests will have the option of selecting from available cabins. If you need to make changes to your reservation ( add or subtract a night, change cabins, etc. ) you can do so up to 14 days of your scheduled reservation. There is a $15 per change. If you need make a change within less than 14 days of your scheduled reservation you will only be able to add a night or change your cabin. You will not be able to subtract a night from your scheduled reservation. There will be a $25 fee per change if changes made within 14 days of your reservation.
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Liability:
The rental properties are under the management of Sleepy Bear Cabins, who acts only as an agent for the owners. Under no circumstances will Sleepy Bear Cabins be responsible for any loss, expense, damage, claims, injury, direct or indirect consequential or otherwise. Sleepy Bear Cabins reserves the right to refuse or discontinue service to any person and /or rescind any contract for accommodations or guest services. All properties are privately owned; Management Company, Sleepy Bear Cabins, and the homeowner will not be responsible for accidents or injury to guests for loss of money, jewelry or valuables of any kind. If legal action is needed the guests will be responsible for all legal fees.
All cabins are privately owned, so rates, descriptions, bed sizes, furnishings, etc. may change without notice, due to any malfunctions or owner changes. We are not obligated to give refunds for the failure or absence of any item, or for any public utility.
We reserve the right to change rental assignments without notice or liability, in the event the unit is sold or becomes unavailable. In such cases, if comparable accommodations are not available, you may select from available properties or receive a full refund.
Rates, policies, unit ratings are subject to change without notice.
Fireplaces
Firewood is provided October 1 - March 31, but starter kindling is not. All Fireplaces are turned off April - September. During these dates, wood will not be supplied and gas will be turned off. During this closed period, a clean charge of $25 will be assessed if a wood burning fireplace is used. Make sure the damper is fully open before building a fire. DO NOT leave the cabin if there is a fire buring in the fireplace. Keep the screen closed at all times. If your fireplace is gas, DO NOT PLACE ANYTHING IN THE FIREPLACE AND DO NOT MOVE LOG CONFIGURATION. Replacement costs are approx. $600.
Damages and Excessive Cleaning:
In the event of damage, theft, or the need for excessive cleaning, you will be charged. Please note that hot tub covers are fragile and have a replacement cost of $350 or more. Our cabins do not allow smoking or pets unless specifically noted
Hot Tubs:
Hot tubs and jacuzzis should be entered at your own risk. Hot tubs have bromine in them. There are health risks associated with the use of hot tubs--use with discretion and at your sole responsibility. Some cabins have well water and may have an orange or dark color to it and may even have a smell. This is very common with well water.
Maintenance:
Sleepy Bear Cabins 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, satellite TV, fireplaces, etc. may malfunction on occasion and while we do not offer refunds or discounts for such malfunctions, we will make every effort to correct any deficiencies as soon as possible during regular business hours. Please report all maintenance issues immediately. If you request after hours maintenance you will be charged $25 per hour. Regular maintenance hours: 9am - 8pm ( Monday - Friday ) ( Saturday & Sunday ) 9am - 1pm.
Housekeeping:
Housekeepers clean each cabin prior to guest arrival. We do not currently offer daily maid service. A starter set of linens, towels, soap supplies, toilet paper, and paper towels is provided for each guest. Upon arrival, please report any damage or housekeeping issues immediately.
Lost or Stolen Items:
Sleepy Bear Cabins is not responsible for lost or stolen items. Guest items which are found will be returned to the rental office. Items can be returned at the guest's expense. We are not responsible for calling you to notify you that you have left something in your cabin.
Weather:
During winter months, four-wheel drive and/or chain-equipped vehicles should be considered. While we will assist you in any way we can, we do not offer discounts or refunds if you are unable to arrive to your unit because of weather conditions. We cannot provide transportation at any time as the weather and road conditions are clearly beyond our control. There are no refunds or adjustments for inclement weather.
Pests and Environment:
To ensure the best guest experience, we perform regular pest control maintenance on all of our cabins. Because our cabins are located in the Smokies, and are in wooded and mountain areas we cannot guarantee that they will be pest free. Occasionally invaders may make their way inside, Management will not be responsible in these instances.
Pets - Pet Fees: We have a few select cabins that allow pets. All other cabins do not allow pets of any kind. If a pet is found, there will be a fine of no less than $200. Please make certain the cabin you are staying in allows pets if you plan to bring one. There is a one time non-refundable pet fee of $55.
Satellite Cards: Do Not Remove the cards from the satellite receiver. Each cabin will be checked by housekeeping to ensure the satellite cards are not taken. If we find a card has been taken a fee of no less than $150 will be charged. They will be reported stolen, deactivated and become void and useless.
Telephone Service:
Local calls are free. Long distance calls are blocked. Calling cards or any other card using a 1-800 number to access is usually accepted.
Pool Tables:
Some of our cabins have pool tables there will be a $25 minimum charge to replace broken pool sticks. If the felt on the pool table is damaged a fee of no less than $350 will be charged.
Weapons:Absolutely no weapon of any kind is allowed on any property managed by Sleepy Bear Cabins LLC.
Local Fire Codes: Local fire codes prohibit exceeding maximum occupancy. No campfires are ever allowed at any cabin, due to our location here in the Smokies, National Park. We only rent to family types. NO House Parties of any kind will be tolerated. If asked to leave due to this no refunds will be given.
Minimum Night Stay: There is a 2 night minimum on all properties. During holidays and special events, the minimum night stay does increase.
**I certify that I am at least 21 years of age and that I will be held responsible for the care of the property being rented under my name. I accept responsibility for damages, theft or extra cleaning charges during or those discovered after departing from the above rental. I hereby authorize these charges to be debited from my credit card
Signature:_____________________________Date:__________
Thank you and enjoy your stay in the Smoky Mountains with Sleepy Bear Cabins
