Summit Cabin Rentals Guest Agreement
Please take a moment and read through the rental agreement. This should clear up any questions you may have, as well as provide you with some valuable travel tips.
We cannot release any key codes or car passes to you if we do not have your contract. By initialing and signing this agreement you are stating that you agree and will follow all the policies and procedures listed. We would encourage you to bring a copy of this agreement, it may help answer many of the questions you may have before, during, and after you visit with us.
Again thank you for choosing Summit Cabin Rentals, we hope you have a wonderful stay!
We will never sell or provide third party companies with your information. All information provided including credit card information is securely stored on an encrypted off-location server. We are committed to maintaining the security of your privacy and if you have any questions on how we use your information to better serve you, please call our office at 1(800)547-0948.
Deposit and Final Payments:
At the time the reservation is made 50% of the total nightly cost is due. The balance is due 14 days prior to your arrival date. The same credit card on file will be used unless notify us otherwise. If final payment is not made 14 days prior to arrive, your reservation will be cancelled and no refund given. At this time, you will receive a key code to the cabin as well as directions and any other passes or codes that may apply as long as all paperwork has been signed and received by Summit Cabin Rentals. For reservations made greater than 2 months in advance you may call the office and discuss the possibility of putting your reservation on Lay-A-Way. This will allow you to reserve the cabin with a smaller initial payment and installments along the way. Half of the reservation cost must be received 30 days prior to your arrival and full payment received within 14 days of arrival.
Use of legal services:
If a balance on your reservation becomes delinquent or unrecoverable by Summit Cabin Rentals without the use of legal services, a $250 fee will be applied on top of any money owed to the company for your reservation. This includes but is not not limited to issuing a chargeback on your credit card for payments made on your reservation or offering invalid credit and debit card account information. If a matter of a delinquent account or dispute of payment must be brought to a court hearing, guest agrees to pay for Summit Cabin Rental’s attorney fees if found in violation of card holder agreement.
Forms of Payment:
We accept VISA, MasterCard, American Express, Discover, and Money Orders or personal checks. If your check is returned by your bank for any reason we charge a $39 service charge. Reservation Deposits will be held in an escrow account until disbursed to the owner.
Check in time is after 4:00 p.m. EST. During peak seasons or inclement weather conditions, all units may not be ready promptly at 4, and your patience is appreciated. Our staff takes pride in making sure the units are clean and maintained prior to each Guests arrival, and therefore we do not allow guests to enter units which are not yet cleared for check-in. There will be no compensation for units not available at 4:00 p.m. If you are going to arrive after 7:00 p.m. EST, this will be after our normal business hours, please make absolutely sure you have your key code and directions. We would encourage you to use our written directions. Please use caution using GPS. If you do use GPS navigation, please also consult our directions and make sure they parallel each other, In case of a conflict go by our directions.
Check out is before 10:00 a.m. EST. Please make sure you have the check-out list completed and have departed the cabin by 10:00 a.m. If you would like to request a late checkout please notify our office ahead of time so we can do our best to accommodate you. An additional fee up to $250 may be charged to your card for not following check-out procedures or late checkouts. If you need a trash pick-up during your stay, there is a $25 fee for that service. You may drop your trash at our company trash dumpsters at the address at the top of this agreement anytime during your stay for free.
If your cabin is in a gated community, such as Shagbark, a resort fee may be added to your reservation. For Shagbark, a fee of $24 is added to every reservation in order to enter the resort and use the amenities they offer.
Many of our cabins are up steep and winding roads (some paved, some gravel) while 4WD is not always necessary we would not advise bringing a trailer, low profile van or auto, or motorcycle. Please ask us about roads access if you have a special need or are concerned about roads leading to your cabin. Once you get here we cannot discount or refund any portion of your trip due to road conditions. During winter months there is the strong possibility of snow or ice, during this time we would strongly recommend purchasing Trip Insurance. We offer this insurance and it is made available to you because of coverage for such inconveniences is beyond our control–no refunds or credits are given due to snow/ice.
Checkout procedures are as follows:
Leave all bed linens on beds, please do not strip beds (Our cleaners will take care of removing dirty linen).
Put all dirty towels, washcloths, hand towels, rags, in a pile in the bathtub on main level.
Wash all Pots and Pans. Start Dishwasher with any other dishes before leaving.
Remove all food from the cabin.
Take all trash from cabin and put in trash cans outside of cabin.
Do not put hot coals of ashes from your grill or fireplace in plastic trash cans.
Turn off all lights and appliances and set thermostat to Heat Auto 55 in winter. And Cool Auto 75 in the summer.
*NOTE SOME CABINS HAVE MORE THAN ONE THERMOSTAT*
Lock all doors and windows, replace security key back in lock box, and set alarm system if cabin is equipped with alarm.
There will be a $250 fee if all check out procedures are not followed.
USE OF ILLEGAL DRUGS OR POSSESSION OF ILLEGAL FIREARMS IS PROHIBITED AT ALL OF OUR RENTAL HOMES. IF EITHER OF THESE ARE FOUND IN YOUR POSSESSION, YOU WILL BE ASKED TO LEAVE WITH NO MONEY REFUNDED AND YOU COULD FACE LOCAL PROSECUTION.
We are not held responsible for items left behind or lost. However, upon request we will ship back any items that are found. The shipping charge is charged to the guest’s credit card. We hold on to any items left behind for seven days to see if they are claimed before disposal.
Damage Protection Plan:
This Accidental Damage Waiver covers unintentional damages to the rental unit interior that occur during your stay, provided they are disclosed to management prior to check-out. This covers you for up to $1500 of accidental damage. The policy will pay a maximum benefit of $1500. Any damages that exceed $1500 will be charged to the credit card on file. 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 $1500. If your damages exceed $1500, the jurisdiction for a small claims action against you shall be Sevier County, Tennessee.
Guest will be responsible for all intentional or reckless damages and the credit card on file will be charged. Guest authorizes Summit Cabin Rentals to charge any expenses relation to intentional or reckless damage, cleaning of the unit beyond a normal cabin clean (such as unauthorized house parties, excessive trash, leaving dirty dishes, etc.) or theft of any property from the unit, to the credit card on file for that cabin. The guest who uses their credit card for the payment is considered the responsible party, and all necessary charges will be charged to the credit card on file, no matter who in the group caused the damage.
Please Respect our Owners Properties:
We DO have to stress this point on behalf of our homeowners. In general, most guests are very respectful of the owners and their property. However, there is always that one bad apple that has caused us to have to enforce the following policies:
If there is a need for any extra or excessive cleaning upon your departure, you will be charged a minimum of $250 depending on the nature of the mess and/or damage.
Any theft, vandalism or evidence of drug use will be photographed and reported to the police and possibly followed by litigation.
Any cabin that is left unsecured by the guest, resulting in items being damaged or stolen, will be the responsibility of the registered guest. He/she will incur the cost of replacing any items which are damaged or stolen.
Please keep in mind there are neighbors. Keep the noise levels to a minimum. Quiet time is from 11:00 PM until 9:00 AM.
Any guest that we are forced to evict will forfeit all money paid and no credits will be issued.
Our rental units are individually owned by people just like you. We ask that you treat their property just as you would your own and leave no damage. If you for any reason have to move the rental home’s furniture, please make sure that it is placed back in the original arrangement. If moving furniture, please be careful not to scratch the floors or furniture. Damages done by moving the furniture will incur charges to you the guest on your credit card on file.
Please remember that a signed rental agreement is considered a legal and binding contract and therefore gives Summit Cabin Rentals the right to collect payment for damages, missing items, and excessive cleaning that are made necessary by your stay.
No Smoking or Vaping. Evidence of Smoking/Vaping will result in a minimum charge of $250 to the card on file.
We strongly suggest the purchase of travel insurance, as unforeseen circumstances may arise where you might have to cancel.
Your reservation is a contract between you and Summit Cabin Rentals which states, we will hold this cabin/chalet and not rent it out to anyone else for the time period you have reserved. Cancellations made more than 30 days prior to arrival, there will be a $150 cancellation fee. For cancellations made less than 30 days prior to arrival, there will be no refunds.
We do not give refunds for bad weather conditions, snow or ice. If you foresee a problem with getting to your cabin we recommend you bring snow chains or a four-wheel drive vehicle. Call us if you have any doubts and we can help evaluate the situation. Many times we can move you to a cabin that is more easily accessible if there is a problem. Winter road conditions and maintenance are not guaranteed. No refunds will be given due to inclement weather or road conditions. We cannot provide transportation for guests and are not liable for any towing charges you may incur during your stay. The weather does change rapidly here during the winter months (November to April), and we advise that you plan your trip with that in mind. You may want to bring along a flashlight, drinking water, warm clothing and non-perishable food items in the event of a power outage. We would again also encourage you to purchase Trip Insurance as it will cover you if you are unable to make it to your cabin due to snow or ice.
A “no-show” is an automatic forfeiture of charges.
Absolutely no house parties, wedding, events or unsupervised large student groups are allowed.
We reserve the right to refuse service to anyone at our discretion. We do not rent to anyone under the age of 25. If a party, event or wedding is discovered in any of our rental units, a minimum $1,000 fee will be applied. Additionally, that guest will be charged for ANY and ALL damages discovered and the same will be reported to the local police department. This is considered fraud and is able to be prosecuted as “defrauding an innkeeper” in the state of Tennessee.
Maximum Occupancy Capacities:
Rental unit occupancy is strictly enforced–each cabin has its own occupancy maximums. This is assuming the use of a sleeper-sofa. For guest safety and comfort, there is a total weight limit of 175 pounds for sleep sofas. Please adhere to these maximums. Strict Tennessee fire codes prevent rental cabins from being overpopulated.
If you misrepresent the number of guests in your party or if more people are staying in the unit than the maximum occupancy permitted for your unit, you may be charged additional fees or be evicted and no refunds will be given. [Initial]
A key is provided to your rental unit in a lockbox (unless your rental unit has an electronic lock in the door). It is important that you leave the key in the lockbox for your entire stay. Should an emergency arise, it is imperative that the property be accessible. If you take the key home with you or misplace it there will be a $75.00 charge for replacement. There will be a minimum $35.00 charge for lockouts, $75 for after maintenance hours of 9-5.
Based on the choice of our owners, dogs are allowed in “pet-friendly” cabins only, no cats or any other animal. There is a $50.00 non-refundable pet fee for each pet. Pet size is limited to 30lbs per pet. All pets must be leashed at all times or kenneled when left alone in the cabin. Pet owners are responsible for the cleaning up of any pet refuse. Pet fee does not cover additional cleaning that cabin may need after check-out, the guest is responsible for any extra cleaning charges. All pets must be up to date on vaccinations as well as flea and tick preventative medications. All items above are the sole responsibility of the pet owner. If a pet is found in any of our units that do not allow pets, a fee of $250 will be charged to the guest.
Each rental unit is provided with a starter supply of bath soap, toilet tissue, trash bags, dishwashing liquid, and dishwasher detergent. Extended stays will require you to replenish these items. There are several grocery stores close by for your convenience when picking up any extra supplies.
We do a full-clean on each cabin after each stay — we don’t come in daily and clean. If your cabin has a washer and dryer, you are welcome to wash the linens or towels for your convenience. If you want additional maid service, it can be provided for a modest cleaning fee.
Every rental unit will have an outdoor grill (charcoal not provided but propane if needed is), heating and air conditioning, stove, refrigerator, microwave, toaster, coffeemaker, dishes, flatware, glassware, utensils, basic pots and pans, color television, smoke alarms, towels, pillows, bed linens, washcloths, bedspreads, quilts or blankets. If you are unclear of what you should bring, please review this list of suggested items to bring with you. http://www.summitcabinrentals.com/what-to-bring/
The guest is expected to supply charcoal for the grill, fire starters or kindling and fire wood (in season only) for wood burning fireplaces.
Hot Tub Policy:
Our hot tubs are professionally cleaned and chemically treated after each guest. However, to make your hot tub experience safer from bacteria, we advise you to run the hot tub jets between ten to fifteen minutes before entering the hot tub. Bromine floaters should stay in the hot tub at all times. The guest who signs the rental agreement will be responsible to tell anyone in his or her party that will be using the hot tub of all potential hot tub hazards. Hot tub use is strictly at your own risk. By using the hot tub, and by signing the rental agreement, you are absolving Summit Cabin Rentals and the cabin owner of any and all responsibility related to the hot tub or its use. Please make sure to add water as needed.
Persons who have high blood pressure, skin sensitivities, children under the age of 12, or women who might be pregnant are strongly urged not to use a hot tub. If in doubt, please consult with a physician prior to using the hot tub. Hot tubs can cause your blood pressure to rise, the use of alcohol enhances this effect. You should also never wear jewelry into a hot tub due to the chemicals used. The chemicals in hot tubs can also affect color-treated hair or damage swimsuits. As with any water activity, the risk of drowning can occur, with this in mind, never use the hot tub alone.
Each guest should shower before and after using a hot tub to remove any chlorine or bacteria they have encountered.
Hot Tub Damages:
Hot tubs and their covers will be inspected after each rental. Please keep soaps, bubble baths, bath oils, alcohol and food away from the hot tubs. If these items are used in the hot tubs, an additional cleaning fee will incur in the amount of $100.00. Hot tub covers are easily damaged since they are largely constructed of a lightweight Styrofoam to make them easier to remove. Covers should be kept on the hot tubs whenever the tub is not in use. When removing the hot tub cover, please place it in a safe location, away from people and pets. Children walking on the tops of the covers WILL break the cover. These covers cost $350-$450 each and will be charged back to you if damages are discovered after you have checked out.
While we strive to ensure the equipment in every cabin is in good working condition, sometimes things do break down. If we are notified of a problem, we will do our best to get any problem corrected on a timely basis. However, no refunds or rate adjustments will be made for mechanical failures beyond our control. This includes hot tubs, Jacuzzis, fireplaces, appliances, public utility problems such as telephone outages, cable or satellite outages, etc. We will do our best to remedy any problem you report to us, but some things are beyond our control. Please feel free to call during your stay to report any issues so that we may have the opportunity to rectify them. We strongly recommend all guests purchase travel insurance as it has coverage if you are unable to stay at your cabin due to loss of heat, power or water, otherwise no refunds or credits are given for these instances as they are out of our control.
We reserve the right to transfer your stay to another cabin if an issue arises at your selected cabin.
Fireplaces are only operational from October 1st thru April 1st. Some owners supply wood for the wood burning fireplaces. Please call to confirm which ones. Firewood can be obtained from local grocery stores and convenience stores or we can arrange to have wood delivered for you at a nominal cost. Many of our cabins have gas logs, with timers installed. If you have questions on that, please let us know. Fireplaces are closed on April 1st for the season and must be re-inspected before opening. If you rearrange the placement of the logs in the gas fireplaces or build a wood fire in a gas fireplace, you will be charged for the damages caused.
If your electricity goes out, call the electric board directly (phone number 865-774-6303 from your cabin) because then they can identify the PHYSICAL location of the outage problem. Please keep in mind that most of our cabins are on well water, therefore if you lose your power, you will not have water until your power is restored. Please call during normal office hours to report any problems with satellite, hot tub, Jacuzzi, gas fireplaces, etc., as these are not considered an EMERGENCY. Once you call our office, we will schedule our maintenance personnel with work orders in the order in which they were received.
Like anywhere else in the country, the smoky mountains are not immune to theft. While in our cabins please take the necessary precautions to protect not only the cabin but you own person belongings. Keep doors and window locked, blinds drawn and valuables put away. When you are away from your cabin keep everything locked and bring valuables with you and keep locked away in your car like laptops, cameras, ETC. We will not be held responsible for any break-ins and loss of belongings. Please make sure you have put safeguards in place to protect your belongings. If this is a concern for you we would encourage you to purchase Trip Insurance as it does have coverage against theft. If you have any questions about Trip Insurance please contact our office.