Please read your vacation rental agreement carefully before you begin your vacation. Any monies received by Colonial Properties Cabin and Resort Rentals (Colonial Properties, Inc.) for occupancy of vacation property indicate the acceptance of the terms of our vacation rental agreement in full. All policies are strictly enforced. It is the responsibility of all guests and members of their party to be familiar with all policies pertaining to rental.
AGE REQUIREMENTS: Guests must be at least 21 years old to rent a 1-bedroom vacation rental and 25 years old for 2+ bedrooms. The registered guest must meet the minimum age and stay on-site. ID verification is required via the Guest Portal or in person before check-in.
GUEST VERIFICATION: By booking, you consent to the property manager verifying your identity.
OCCUPANCY: Local fire codes set a maximum occupancy for your vacation rental. Exceeding this is a serious violation and will result in immediate eviction. All children count towards occupancy except those under age two (2). No per-person charge applies.
NO GROUP OR EVENTS: Unlawful activity or excessive noise may lead to immediate eviction and loss of all rent, fees, and deposits.
CANCELLATION PROMISE: This optional fee allows you to get a full refund, minus the Cancellation Promise charge and processing fees, if you cancel at least 14 days before arrival for 1–2-bedroom rentals or 30 days before arrival for 3+ bedroom rentals. Without this purchase, no refunds or cancellations are permitted.
PAYMENTS: A 50% deposit is required to reserve your rental if arrival is more than 10 days away. Full payment is due for reservations less than 10 days. The remaining balance is due 14 days before arrival and will be automatically charged to your credit card unless other arrangements are made. Unpaid reservations will be canceled without refund. Rates include applicable taxes. We accept all major credit cards, but not personal checks.
REFUNDS: We do not offer refunds or relocations if amenities (TV, fireplace, hot tub, etc.) malfunction. Refunds are also not provided for acts of God or utility outages. We will address mechanical issues as quickly as possible. Property details may change without notice—no refunds for late arrivals or early departures. Occasionally, vacation rentals are sold and management changes. In such cases, reservations may be relocated to a similar property. If no comparable rental is available, we will issue a full refund to your credit card on file. No changes due to pandemic or disruption: This Agreement remains unchanged regardless of any pandemic, travel restrictions, or government orders.
CHECK-IN PROCEDURES: Check-in starts after 4:00 pm EST, but delays may occur due to unforeseen events or busy dates. Please plan for possible waiting time. You will receive the vacation rental address and key code seven days prior to your arrival date if all paperwork and payments are complete.
CHECK-OUT PROCEDURES: Check-out is at 11:00 am EST; late departures incur a $30/hour fee.
· Start the dishwasher or wash dishes by hand.
· Put all trash in the outside bins.
· Turn off lights and small appliances.
· Set thermostat to 65°F (winter) or 70°F (summer).
· Remove all food and drinks from the cabinets and fridge.
· Place used towels and washcloths in the main floor bathroom tub.
· Return all physical keys to the lock box. Lost/unreturned keys may incur up to a $150 fee.
VACATION RENTAL ACCESS: In emergencies, the Agent may enter the rental at any time. We will try to notify you, but if unreachable, entry will proceed as needed.
PET POLICY: Most vacation rentals do not allow pets; some accept only dogs under 25 pounds. No other animals permitted. There is a $50 non-refundable pet fee per dog (max 2), payable in advance with agent approval. Unauthorized pets result in eviction, loss of payments, and a minimum $200 fine. Dogs left alone must be crated. Leashes are required by city law.The pet fee covers property entry only and does not include:
· Urine damage
· Scratches on surfaces or furniture
· Carpet, rug, blind, or other damage
· Excessive hair or slobber
· Extra cleaning or flea treatments
SMOKING: No smoking indoors or discarding cigarette butts on property grounds. Cleaning fees of $150–$750+ apply for violations.
FIREPLACES: Fireplaces operate seasonally and are off from March to September. Do not rearrange gas logs; a minimum $200 fee applies if tampered with. Repairs may be needed, but no refunds or relocations are provided if fireplaces are out of order. We will make every effort to restore service. Firewood is not supplied for wood-burning fireplaces but can be purchased locally.
POWER OUTAGES: Mountain storms can cause power outages. If your vacation rental is on a well, water will also be unavailable until power returns, since wells need electricity. Keep extra water on hand to prepare. For outages during your stay, contact our office or reach Sevier County Electric Company at 865-774-6300 for faster assistance.
LIABILITY: Guest is solely responsible for their property and any damage caused during their stay, except for usual wear and tear. Owner and Agent are not liable for theft, fire, water, or other loss to Guest’s belongings, nor for any claims, injuries, or deaths resulting from use of the Premises or nearby areas. Items left behind may be returned at the Guest's cost if found, but this is not guaranteed.
HOT TUBS: Hot tubs are cleaned and treated before arrival, so water may be cool until evening. Use hot tubs at your own risk and always keep the bromine device in the tub to maintain sanitation. Cover the hot tub when not in use. Shower before and after use to prevent skin irritation. The agent is not responsible for accidents. Consult your doctor if you have medical concerns or are pregnant; children under 12 need adult supervision. Extra cleaning fees (minimum $250) apply if residue from products or food is found. Do not sit or stand on the cover; replacement costs range from $350 to $500.
INCLEMENT WEATHER / DRIVING CONDITIONS: Road surfaces are not guaranteed and may be curvy, steep, or gravel. Each resort's Homeowners Association manages its roads, but maintenance varies; some smaller resorts may lack services. Hazardous conditions can occur in late fall, winter, and early spring, possibly leading to closures or limited access. Four-wheel drive and/or chains are recommended, but do not guarantee access. No refunds are given for poor road conditions or weather-related issues. Colonial Properties does not maintain or plow roads and does not provide transportation or cover towing fees. If roads are deemed unsafe, reservations may be transferred or canceled. Guests must check forecasts and road conditions before traveling.
MAINTENANCE & AFTER-HOURS EMERGENCY CALLS: We regularly maintain all vacation rentals and work to keep amenities functional. While malfunctions in appliances or utilities may occur, refunds or discounts are not offered; however, we will address issues promptly during business hours. Report maintenance concerns to 865-774-3233; after hours, call 865-963-5698 for emergencies only (power, heat, water, leaks, accidents, lockouts). For life-threatening emergencies, dial 911.
TAX-EXEMPT RESERVATIONS: A Tennessee tax-exempt certificate (for those in the State of TN) or a 501c3 tax-exempt certificate (for those out-of-state) must be provided by any group wishing to claim tax exemption. WE CANNOT ACCEPT AN OUT-OF-STATE TAX FORM. To obtain the out-of-state 501c3 certificate please contact the Nashville, TN IRS Office at 800-342-1003. It takes 7-14 days for the IRS to approve a new application for tax-exempt status. For these types of reservations several criteria must be met as required by the state of Tennessee: (1) The reservation must be made in the name of the organization. (2) Payments must be made by a form of payment showing the organization’s name – i.e., a credit card issued to an organization or check with the name of organization {so long as it is received 30 days before arrival}. Please be aware we are required to ensure these types of reservations are paid with funds from the organization and as such we must provide proof to the state documenting these payment types. (3) The group name on the tax-exempt certificate must match all the above. Request for tax exemption must be made at the time of booking. A valid tax-exemption certificate (as stated above) must be submitted to the Rental Agent no less than 24-hours after the reservation has been made.
ASSIGNMENT: You may not assign this Agreement without the prior written consent of the Agent. The Agent may assign this Agreement.
By acknowledging and accepting this Agreement or otherwise accessing or using the Property, you agree to be opted into communications from the Company via phone, e-mail, mail, or other communications to which you may opt out after receipt of such communications pursuant to all pertinent laws and regulations regarding such communications.
