Rental Agreement & Confirmation:
Aardvark Smoky Mountain Cabins
1374 Dolly Parton Parkway
Sevierville, TN 37862
Phone: (865) 453-2288 Fax: (865) 453-0055
PLEASE NOTE* There will be a $25.00 fee charged for any changes made to reservations.
PLEASE be sure of your dates when you schedule your reservation.
By signing this agreement, you are authorizing the charges to your credit card and agreeing to ALL of our Rental Policies outlined below; however, your signature is NOT required in order for Aardvark to charge your credit card. Failure to sign and return the Rental Agreement does not release you from the charges that are due and which will be charged in accordance with this Rental Agreement. We reserve the right to refuse service to anyone.
This Rental Agreement is being sent to you in response to your call to our office, or your online reservation at our website, wherein you made a reservation for the listed cabin on the listed dates. As per your instructions your credit card has already been charged the listed deposit amount, and it will be charged the balance in accordance with the Rental Agreement. In the event you need to cancel your reservation, you must call the office and receive a cancellation confirmation number. You MAY NOT cancel a reservation by email or any other method.
You may pay your balance with Check, Money Order, Credit Card or Cash. If paying your balance by check, please mail us your check in plenty of time to allow it to arrive here at least 30 days prior to your Stay.
Your Credit card will be billed for your balance 14 days (30 days for a holiday stay) prior to your arrival. If you wish to pay by a different method than you used for your deposit, please call us at least 14 days (30 days for a Holiday stay) prior to your stay to make alternate arrangements to pay your balance.
· Please call us a few days prior to your arrival to let us know your approximate arrival time.
· Upon your arrival in the area please call our office at 865-453-2288.
Check-In and Check-Out:
Check-in is at 3pm. Please do not attempt to check-in earlier than 3pm. Any remaining balance for your reservation is due and payable prior to check-in.
Check-out is 10am. On checking out please replace keys in the lock box and ensure that the cabin is closed and locked. If the keys are not replaced in the lock box you will be charged a $25.00 replacement fee.
If you desire a late check-in, we are happy to accommodate you; however, our office hours are from 9:00 AM to 9:00 PM EST. Please be aware our phones are not answered 24 hours a day. If you are checking in after office hours, we will not be available to assist you should you get lost or if you are unable to get into the cabin for ANY reason. NO REFUNDS or CREDITS will be given if you do not stay in your cabin or if you have to stay in a motel/hotel.
Please Select 1 of the Following 3 Options:
1. [ ] I do not require a late check-in
2. [ ] I will require a late check-in and realize noone will be available to answer the phones after 9:00 PM. If I am unable to gain entry to the cabin, locate the cabin, or for any other reason am unable to get into the cabin, I understand I will not be entitled to a refund in any amount.
3. [ ] I will require a late check-in and am requesting someone be available BY PHONE to assist me with locating or getting into the cabin. I understand there will be a charge applied to my credit card in the amount of $25.00 per hour for every hour after 9:00 PM.
My anticipated time of arrival is ___________________.
These cabins require all of the time between checkout and check-in to be cleaned properly.
A late checkout will delay the cleaners from getting into the cabin to clean it for the next party. If you fail to leave the cabin by 10:00am, your credit card will be charged $50.00 for each half hour (or partial half hour) that you are late.
Cancellations and Changes:
We will issue a full refund of your deposit, minus a reservation fee ($100.00 for 1 to 6 bedrooms, $200.00 for 6 to 12 bedrooms, $300.00 for 13+ Bedrooms), for reservations canceled 30 days prior to your arrival date (60 days for 4 bedroom or larger cabins). Deposits and rental fees for reservations canceled less than 30 days prior to your arrival date (60 days for 4 bedroom or larger cabins), but more than 14 days prior to check-in, are non-refundable, but may be applied to a future reservation within the next 1 year without penalty.
Reservations canceled within 14 days or less of your check-in date are non-refundable.
Refunds are not provided for nights removed less than 30 days prior to guest arrival (60 days for 4 bedroom or larger cabins). Only the guest named on the rental agreement may cancel or make changes to a reservation.
Holiday Cancellations and Changes
For Holiday reservations, your total Balance Due must be paid at least 30 days prior to your arrival date. Cancellation of your reservation within 30 days of your arrival date will result in the loss of your rental fees.
Damages and Excessive Cleaning:
Upon your departure, your chalet/cabin will be checked for damages or the need for excessive cleaning. Charges could exceed the security deposit. Please note that hot tub covers are fragile and have a replacement cost of $400+. Our cabins do not allow smoking or pets unless specifically noted. Any damages, additional cleaning charges or loss of keys incurred during your stay will be billed to your credit card # which was provided for the deposit. You agree to accept any such charges.
You may not move the furniture in the cabin. If you do so, you will be charged a $50 fee to place the furniture back to the original location.
Hot tubs are drained, cleaned, refilled, and chemically sanitized and then tested to ensure that the proper chemical balance has been achieved prior to each guest arrival. Because the hot tubs are drained and refilled prior to each guest stay, the water may not be warm until the evening of your arrival. There are health risks associated with the use of hot tubs. Please use with discretion and at your sole responsibility.
Hot tub lids are checked after each guest checks out of the cabin. If there is damage to the hot tub cover, you will be charged for the replacement of the cover. The cost of replacing a hot tub cover is a minimum of $400.00.
Please be aware decks are slippery when wet. Caution must be used at all times while on the decks and surrounding premises.
Aardvark Cabin Rentals 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 cannot 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.
The Owners and Aardvark Smoky Mountain Cabins, hereinafter referred to as Property Manager shall not be liable for any loss, injury, death or damages to persons or property which at any time may be suffered or sustained by lessee or by any person who may at any time be using or occupying or visiting the leased premises or be in, on, or about the premises, whether the loss, injury, death, or damage shall be caused by or in any result from or arise out of any portion of the premises, or shall result from or be caused by any other matter or thing. Lessee shall indemnify the Owners and Property Manager against all claims, liability, loss or damages whatsoever on account of any such loss, injury, death, or damage to its agents, employees, family members, guests and anyone else for whom the lessee is responsible for. Lessee waives all claims against the Owners and Property Manager for damages to the property of lessee in, on, or about the premises, from any cause arising at any time.
Housekeepers clean each cabin thoroughly 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.
Lost or Stolen Items:
Aardvark Cabin Rentals 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.
During winter months, four-wheel drive 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 inclement weather.
NOTICE: This unit must not be occupied by more persons than are registered. The charge for additional persons is $15.00 per person, per night, plus 12-1/2% tax. Occupancy by more people than are registered is a violation of law, subjecting all guests to immediate eviction without a refund.
Non Smoking Cabin:
ABSOLUTELY NO SMOKING IN THIS CABIN
This cabin is marketed as a NON-SMOKING Cabin.
If you or anyone in your party smoke, you/they must not smoke inside of the cabin or standing in the doorway. Do not throw cigarette or cigar butts on the decks or anywhere on the grounds. All smokes should be extinguished and deposited into an OUTSIDE trash receptacle. Failure to follow these procedures will result in an immediate eviction without a refund. As well as EXTRA Cleaning Fees charged to your credit card.
Typical Extra Cleaning after smoking in a NON-SMOKING cabin runs $400.00 +
If you are staying in a pet friendly cabin, and have indicated that you are bringing a pet
you will be expected to check in at our office. You must bring a crate to keep your pet in
while your pet is alone in the cabin. The crate will need to be verified while checking in at the office. Failure to follow these procedures will result in an immediate eviction without a refund. The deposit for the pet fee is NON-REFUNDABLE. The fees are as follows: up to 24 lbs. $50.00 25-49 lbs. $75.00 50-74 lbs. $100.00 75-99 lbs. $125.00 100 lbs. and up $150.00.
Care of the Cabin:
When you are finished with your stay, please return all dishes to the kitchen area and load the dishwasher and start it.
All Trash should be deposited into trash bags which should be deposited in the trash receptacles
Do not move the furniture - All furniture should be left in its original location in the cabin
Any spills onto floor or furniture should be cleaned up immediately
Do not use bath towels for anything other than bathing (no cleanup)
Do not use bath wash cloths for makeup removal as they will stain and have to be replaced
Typical Replacement cost for Towels, etc runs from $2.00 - $12.00 each
Please remember to return the key to the lock box when checking out and call the office to notify them that you have checked out of the cabin.
I have read the rental agreement in its entirety. I understand the policies outlined above and agree to abide by ALL policies and procedures.
________________________________ Date ___________
Right of Refusal:
We reserve the right to refuse service to anyone for any reason