Reservation Agreement & Policy
CANCELLATIONS & REFUNDS
To confirm a reservation Elk Springs Resort Cabin Rentals LLC requires a first night deposit and administrative fee to paid. Payment in full is required 14 days prior to the confirmed check in date, however, full payment may be made prior to 14 days. If not received, Elk Springs Resort Cabin Rentals LLC will automatically charge the balance due to original card on file. Cancellations requested prior to 14 days prior to check in result in a forfeiture of the administrative fee and a voucher for a future stay issued in the amount of the first nights rent for use for a future stay within 365 days of the date of cancellation. Cancellations within 14 days of the scheduled check in are non refundable.
CHANGE OF PLANS OR RESCHEDULING
Plans can be changed before 14 days prior to the scheduled check in with no penalty. No changes are permitted within 14 days of check in.
CHECK IN & CHECK OUT
*** Check-in is at 3 pm, early check ins may be available but are not guaranteed and are unlikely unless the unit is available and ready. *** Check-out is at 10am, however a late checkout is available for a fee.
OCCUPANCY & HOUSEKEEPING
Please limit occupancy to the cabin maximum and adhere to pet and smoking preferences of the cabin (ALL CABINS ARE NON-SMOKING UNITS). You must be 21 or over to rent a cabin on our program, a driver's license is required at check-in from the adult responsible for the cabin. Each cabin has a maximum occupancy limit, which will be enforced. If guests misrepresent themselves, they will be required to vacate the cabin immediately without a refund.In the event of damages or extra cleaning requirements, additional charges may be applied to the card on file. Linens and towels are provided based on the size of the cabin reserved, along with basic kitchenware and utensils. A starter supply only of soap, dishwashing detergent, toilet paper, trash bags, and paper towels will be provided. Upon arrival, please report any damages, shortage of supplies, or housekeeping issues immediately. Please review the cabin binder and abide by hot tub procedures, rules, and precautions.
OCCUPANCY & AMENITIES
We will do everything we can to make sure your cabin is ready for your stay. It is our mission to provide you the cleanest cabin in the Smokies, so that you will become a guest for a lifetime. As mentioned above, due to our high standards for cleanliness, there is a chance that not all units will be ready for check-in promptly at 3 pm, especially during peak and holiday season. We ask for your patience and suggest that you have alternate plans for a couple of hours in case your unit is not ready. There is also a possibility on the day of check-in the hot tub may not be completely warm and ready for use until that evening, due to the cleaning process between guests. In addition, from time to time, appliances, hot tubs, satellite TV, water, telephone, electricity, etc. will break down or malfunction. While we cannot refund any monies due to these issues that may be beyond our control, we will respond as quickly as we can to make repairs and restore amenities.
Depending on the circumstance, a move to a similar property may be necessary. On rare occasions, cabin investment properties are sold and management responsibilities transferred. Under these, and similar circumstances, reservations may be moved to a similar property. Gas fireplaces are seasonal amenities and may not be available for use during the spring, summer or fall.
Elk Springs Resort Cabin Rentals LLC acts only as rental agent for the owner of the property and assumes no liability or responsibility for injury damage, theft, loss or accident of property or persons, or for conditions beyond our control.
The renter and guests releases the owner or owners of the cabin and Elk Springs Resort Cabin Rentals LLC from any and all liability for damage to the renter’s person or property of any type, for any reason or cause whatsoever; and renter indemnifying, defending and holding harmless the owner or owners and Elk Springs Resort Cabin Rentals LLC from any loss, injury, liability, damage or costs incurred due to occupancy of the property.
Elk Sprnigs makes every effort to assure that all descriptions and representations from our staff, in our brochure, and our internet site are accurate. However, we are not responsible for printing errors, computer errors, or changes made by the owners in furnishings or amenities. Prices, amenities, specials, and / or minimums are subject to change with or without notice.
INCLEMENT WEATHER POLICY
Please be aware of the possible weather and road conditions you may encounter, depending on what time of year you are traveling, as we do not offer refunds due to weather or early departure. From late November through early April the weather in the Smoky Mountains can be very unpredictable. To assist you in planning, there is a link on our Weather Page to provide you with the current weather and temperature for Pigeon Forge, Gatlinburg & The Great Smoky Mountains National Park. This page will also provide phone numbers for weather related road conditions and or closures.
PET FRIENDLY POLICY
Some of our rental units allow for dogs. Please keep in mind each rental unit is an individually owned investment property, so please be courteous and treat the unit as you would your own, and make sure your pets do as well. There is a $50 pet fee per animal staying in the rental unit. Dogs over 50 pounds are not permitted. The following breeds are not permitted in cabins or anywhere on the property at any time: Pit Bulls & Staffordshire Terriers, Doberman Pinschers, Rottweilers, German Shepherds, Chows, Great Danes, Presa Canarios, Akitas, Alaskan Malamutes, Siberian Huskies, Wolf-hybrids.
Some guests have pet allergies and as such certain units are not authorzied for pets. Please be respectful of this policy. If it is found that you have an unapproved pet in your unit, you can be evicted without refund. There is a minimum of a $150 charge per unathorized pet in a unit.
Some seasons will have minimum night requirements depending on availability. Exceptions will be made if nights rented fall between two other reservations and the minimum is not possible. An additional housekeeping fee may be added for reservations with two or less paid nights. Amounts vary depending on the size of the cabin. This type of reservation cannot be booked online, it must be booked by calling our office.
One night's rent plus the Administrative/Hot Tub fee with a major credit card (Visa, Mastercard, Discover) is required to confirm a reservation. Sorry, but no personal or business checks accepted unless received at least 30 days prior to your scheduled date of arrival. Church checks are permitted with approval and tax ID information.
NON-REFUNDABLE DAMAGE WAIVER
In lieu of a normal security deposit there will be a damage waiver fee applied to each reservation of $45. The damage waiver covers up to $1,500 in ACCIDENTAL damages, such as broken kitchenware, coffee pot, etc. This does not cover non-accidental damage to furniture and electronics (i.e. damaged television, broken VCR/DVD, broken bed frame, broken sleeper sofa, etc.) Guest will be responsible for all intentional or reckless damages, and the credit card on file will be charged. Smoking is prohibited on our within the rental unit. Guests will be charged a $75 fee (minimum) for smoking in a unit. Guest also authorizes agent to charge any expenses relating to intentional or reckless damage, cleaning of the unit beyond a normal cabin clean (EX: heavy partying, trash, 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 deposit is considered the responsible party, and all necessary charges concerning said cabin will be charged to the credit card on file, no matter who in the group caused the damage or violated the policy.
DAMAGES TO THE RENTAL UNIT
Guests accept responsibility for any non-incidental issues found by the management company upon departure not reported by Guest at check-in. The credit card on file will immediately be charged for any damage to the cabin noted on departure inspection.
Guest understands that the cabin must be left in proper condition upon departure (dirty dishes in dishwasher; garbage bagged; etc ) and that Guest will be billed for any additional housekeeping required for both inside the cabin and on the grounds surrounding and below the unit (please follow the garbage pick up schedule provided on the Guest Information Update or Guest Information Guide provided at check-in).
In accordance with our commitment to excellence and the Sevier County Health Department, all hot tubs are drained, cleaned and refilled prior to each check-in. Because of this, and all the processing involved with booking reservations, a $45 Administrative Fee will be added to each reservation.