Wyndham Vacation Rentals Reservation Terms, Smoky Mountains

 

Reservation Policy
The first night rental amount plus a non-refundable reservation fee is required to secure a reservation. The remaining balance of the reservation (i.e. the remaining rent amount and all other charges) will be charged to the credit card provided 14 days prior to arrival on units with 5 or less bedrooms and 30 days prior to arrival on 6 or more bedroom units. Reservations made 14 days or less prior to arrival must be paid in full at the time of booking for units with 5 or fewer bedrooms and 30 days or less on 6 or more bedroom units. You must be at least (i) 21 years old to rent a rental property with 5 or less bedrooms and (ii) 25 years old to rent a rental property with 6 or more bedrooms. A photo ID is required to be presented to Rental Agent upon arrival. Rental Agent reserves the right, in its discretion, to refuse rental to any individual or group. It is a crime to obtain this rental property under false pretenses. You hereby agree that during your stay in the rental property, you and your guests shall not disturb or offend neighbors. Rental Agent reserves the right to terminate this Agreement and remove disruptive guests from the rental property with no refund. Rental Agent must receive a signed copy of the Rental Agreement prior to check-in. Rental Agent reserves the right, in its discretion, to move your reservation to a comparable rental property if necessary due to a problem with the original rental property. Rental rates and specials may change, but you agree to be bound by the rates in effect at the time of reserving the rental property. The rental guest named on the reservation shall be the point of contact concerning the reservation and all communications concerning the reservation (even after departure), shall only be with such rental guest.

Accepted Forms of Payment
The rental guest is responsible for full payment of all rent, taxes, fees and other charges no later than 14 days prior to arrival. Rental Agent accepts cash, Visa, MasterCard, Discover and American Express, as well as travelers' checks, cashiers' checks, and money orders. Rental Agent discourages the use of debit cards for payment and shall not be responsible for any overdraft charges. The Rental Agent will accept personal checks, business checks, and church checks if they are received at least 30 days prior to arrival. Returned checks will result in a $25.00 fee. Please make checks payable to Smoky Mountain Property Management, LLC.

Tax-Exempt Reservations
A Tennessee tax-exempt certificate or 501c3 tax-exempt certificate must be provided by any group wishing to claim tax exemption. For these types of reservations, several criteria must be met: (1) The reservation must be made in the group name, (2) Payment must be made by a form of payment showing the group name (i.e. credit card issued in the group name, check with the group name on the account, etc.) and (3) The group name on the tax-exempt certificate must match all of the above. A request for tax exemption must be made at the time of booking. A valid tax-exempt certificate (as stated above) must be submitted to the Rental Agent at the same time the signed Agreement is returned, which should be within 14 days of making the reservation.

Important Notice
Rental guest payments are held in escrow and will not be distributed from the escrow account until the completion of rental guest’s stay. This notice is in accordance with Tennessee State Law § 62-13-104 (b)(3)(D).

Cancellations

  • Cancellation Policy for rental properties with 3 bedrooms or less: If you cancel your reservation at least 30 days prior to your arrival date, Rental Agent will refund the full amount of the deposit received by the Rental Agent, minus the non-refundable reservation fee. If you cancel your reservation 15-29 days prior to your arrival date, you will forfeit the full deposit amount and the non-refundable reservation fee. If you cancel your reservation 14 days or less prior to arrival you will be responsible for the full reservation amount (you will forfeit the full deposit amount and the non-refundable reservation fee, and shall be responsible for the remaining rent amount and all other applicable charges associated with the reservation). Only the rental guest named on the Agreement may cancel a reservation and cancellations must -2- Note: If you make your reservation within 30 days of arrival, this cancellation policy still applies.

  • Cancellation Policy for rental properties with 4 bedrooms or more: If you cancel your reservation at least 60 days prior to your arrival date, Rental Agent will refund the full amount of the deposit received by the Rental Agent, minus the non-refundable reservation fee. If you cancel your reservation 15-59 days prior to your arrival date, you will forfeit the full deposit amount and the non-refundable reservation fee. If you cancel your reservation 14 days or less prior to arrival you will be responsible for the full reservation amount (you will forfeit the full deposit amount and the non-refundable reservation fee, and shall be responsible for the remaining rent amount and all other applicable charges associated with the reservation). Only the rental guest named on the Agreement may cancel a reservation and cancellations must be made by phone call to the Rental Agent’s office. Note: If you make your reservation within 60 days of arrival, this cancellation policy still applies. Rental guests who have purchased Travel Insurance must contact Red Sky in order to place a claim and receive their refund. The travel insurance premium can only be refunded within 14 days of the date of purchase, after which it becomes non-refundable. Additional terms and conditions apply.

  • Cancellation Policy for rental properties with 6 or more bedrooms: If you cancel your reservation at least 60 days prior to your arrival date, Rental Agent will refund the full amount of the deposit received by the Rental Agent, minus the non-refundable reservation fee. If you cancel your reservation 31-59 days prior to your arrival date, you will forfeit the full deposit amount and the non-refundable reservation fee. If you cancel your reservation 30 days or less prior to arrival you will be responsible for the full reservation amount (you will forfeit the full deposit amount and the non-refundable reservation fee and shall be responsible for the remaining rent amount and all other applicable charges associated with the reservation). Only the rental guest named on the Agreement may cancel a reservation and cancellations must be made by phone call to the Rental Agent's office. Note: If you make your reservation within 60 days of arrival, this cancellation policy still applies.

Changes to Reservations
Changes to a reservation shall be subject to Rental Agent’s cancellation policy set forth above. A reservation (including the length of the stay and rental property type) cannot be changed less than 30 days prior to guest arrival (60 days for 4 bedroom or larger rental properties) and no refunds shall be provided for change requests not received by Rental Agent within these timeframes. Only the rental guest named on the Agreement may request changes to a reservation. Should a request for a change to a reservation be made within the allowable time period (31 days or more prior to rental guest arrival; 61 days or more prior to arrival for 4 bedroom or larger rental properties), you will be charged a $45.00 change fee.

Minimum Stay & Occupancy
Rental Agent requires a 2-night minimum stay on most reservations (a 3-night or more minimum stay may be required on certain dates). Rental property occupancy is limited to the maximum number of guests that your rental property sleeps, as indicated on the rental property description. If you fail to comply with the occupancy limit, you may be required to pay additional fees or may be evicted from the rental property, as determined by the Rental Agent.

Reservation Policy
The first night rental amount plus a non-refundable reservation fee is required to secure a reservation. The remaining balance of the reservation (i.e. the remaining rent amount and all other charges) will be charged to the credit card provided 14 days prior to arrival on units with 5 or less bedrooms and 30 days prior to arrival on 6 or more bedroom units. Reservations made 14 days or less prior to arrival must be paid in full at the time of booking for units with 5 or fewer bedrooms and 30 days or less on 6 or more bedroom units. You must be at least (i) 21 years old to rent a rental property with 5 or less bedrooms and (ii) 25 years old to rent a rental property with 6 or more bedrooms. A photo ID is required to be presented to Rental Agent upon arrival. Rental Agent reserves the right, in its discretion, to refuse rental to any individual or group. It is a crime to obtain this rental property under false pretenses. You hereby agree that during your stay in the rental property, you and your guests shall not disturb or offend neighbors. Rental Agent reserves the right to terminate this Agreement and remove disruptive guests from the rental property with no refund. Rental Agent must receive a signed copy of the Rental Agreement prior to check-in. Rental Agent reserves the right, in its discretion, to move your reservation to a comparable rental property if necessary due to a problem with the original rental property. Rental rates and specials may change, but you agree to be bound by the rates in effect at the time of reserving the rental property. The rental guest named on the reservation shall be the point of contact concerning the reservation and all communications concerning the reservation (even after departure), shall only be with such rental guest.

Group Responsibilities
We require that a group leader and/or chaperone be present with your group at all times while you are at the rental property. Noise is to be kept at a reasonable level, since other rental guests may be staying in nearby rental properties. Rental Agent may in its discretion require and arrange for a security service to patrol your rental property. We will attempt to notify you if this becomes necessary and your group will be charged for this service at $150.00 per night per rental property. In the event any complaints are received about the group as a whole, or about any individual within the group, Rental Agent will issue a warning and you may be subject to eviction from the rental property, as determined by the Rental Agent. Repeated complaints due to excessive noise from your rental property or misconduct of anyone within your group will result in eviction of the entire group from the rental property, without refund. The rental guest and the group are responsible for all damage to the rental property caused by any group member or invitee during your stay. If damage occurs, you will be charged not only for the repairs/replacements, but also for any refunds, credits or adjustments that Rental Agent provides to other rental guests due to the actions of your group or any invitee. The amount of any such charge is in addition to the total rental amount for your stay and you give Rental Agent full authorization to charge the credit card on file and shall be otherwise responsible for such payment should the card on file be declined.

Pets and Smoking
Smoking is not permitted in any of our rental properties. Smoking is permitted outside on the deck only, where ash cans are provided. Do not flick cigarettes or toss any other items off the rental property decks. Some of Rental Agent’s rental properties allow dogs over one year of age, but only specifically noted units. If allowed, no more than two dogs may be brought, and each must be under the weight limitation imposed by Rental Agent. A $90.00 non-refundable pet fee will be applied PER PET. Any unauthorized pets or smoking in a rental property are subject to a $300.00 fee and you may be asked to leave the rental property immediately with no refund. Note: The aforementioned pet policy does not apply to service animals, which will be permitted in the rental property at no additional charge.

Hot Tubs
If your rental property contains a hot tub, you are responsible for operating the hot tub in a careful and safe manner. Please leave the bromine floater in the hot tub at all times. Because the hot tubs are completely drained and refilled prior to each rental guest stay, the water may not be warm upon your arrival and may take additional time to reach your desired temperature. When the hot tub is not in use, please keep it covered so that the hot tub will stay warm and debris will stay out. There are health risks associated with the use of hot tubs--use with discretion and at your sole risk. Please shower with soap and water before and after using the hot tub as some lotions, soaps, etc. mixed with the hot tub chemicals can cause a rash on your skin. Rental Agent assumes no responsibility for any injury, loss, property damage or other occurrence associated with or resulting from the use of the hot tub. Rental guests with heart disease, diabetes, high or low blood pressure, or any serious illness, and pregnant women should not enter the hot tub without consulting a physician. Children under the age of 12 are prohibited from using the tub unless accompanied and supervised by their legal guardian. If any residue from items such as bath products, food, alcohol, etc. is found in the tub, rental guest will be charged a cleaning fee up to $100.00. DO NOT SIT OR STAND ON THE HOT TUB COVER. If it breaks, you will be charged up to $500.00 to replace it.

Fireplaces
Fireplaces that are electric are usable year-round, but should not be used at any time when air conditioning is on in the rental property. Gas fireplaces are seasonal and are not in operation from April through September. Rental guest agrees that any fireplace shall be used at rental guest’s own risk and the Rental Agent shall not be responsible for any injury, loss, property damage or other occurrence associated with or resulting from the use of the fireplace.

Telephone Calls
Local telephone calls are free from your rental property. Long distance calls must be made using a credit card, calling card, or by calling collect, unless the rental property owner has provided unlimited long distance as one of the rental property amenities. Rental Agent does not guarantee telephone service at the rental property.

Maintenance
Rental Agent performs regular maintenance on all rental properties it manages and makes commercially reasonable efforts to keep all amenities in good working order. As in any home, appliances, hot tubs, A/C and heating units, satellite TV, internet, fireplaces, etc. may malfunction on occasion and while Rental Agent cannot offer refunds or discounts for such malfunctions, Rental Agent will attempt to correct any deficiencies as soon as possible during regular business hours. Please report all maintenance issues immediately. Rental Agent provides after-hour service for non-life threatening emergencies only, such as lack of power, heat, air, water, severe leaks, accidents, and rental property lock-outs. Please call 865-868-1190 in the event of you need after-hour service due to the occurrence of one of the aforementioned events.

Housekeeping
Housekeepers clean each rental property prior to guest arrival. Rental Agent does not offer daily maid service. A starter set of linens, towels (pool towels are not supplied), soap supplies, toilet paper, and paper towels are provided, and washer/dryer units are provided for rental guests to wash linens or towels as needed. Upon arrival, please immediately report any damage or housekeeping issues to Rental Agent.

Refund Policy
While Rental Agent will work hard to make sure your rental property is ready upon your arrival, as in any home, malfunctions occasionally happen. No refunds will be issued for non-working amenities, malfunctions in equipment (i.e. hot tubs, saunas, whirlpool tubs, televisions, internet, stereos, VCRs, DVD players, etc.), early departures, disturbances created by other rental guests, weather conditions or any other event outside of Rental Agent’s reasonable control.

Home, Furnishings, Equipment, Etc.
All rental properties are privately owned, furnished and equipped by the owner of the rental property. Decor, style, and color may vary. Furnishings are subject to change without notice. Certain utilities (i.e. cable, internet) are provided by the owner and may be subject to change at any time without prior notice. Gas for gas grills is not provided by the Rental Agent.

Lost or Stolen Items
Rental Agent is not responsible for lost, stolen or damaged items. Rental guest items which are found will be returned to the maintenance office. If an item is left behind or lost by rental guest, Rental Agent can return such item to the rental guest at the rental guest’s expense.

Weather
We are glad you have decided to visit the Great Smoky Mountains. Keep in mind that many of our roads are winding and steep. 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 rental property because of weather conditions, including snow, storms, high winds, etc.

Pests, The Environment, and Construction
Although we perform regular pest control maintenance on all of our rental properties, because our rental properties are located in wooded and mountain areas, we cannot guarantee that they will be pest or creature-free. We do not offer refunds or discounts for pests. Please contact our Maintenance Department or Customer Care during regular business hours to report any problems involving pests or wildlife, and we will try to provide assistance (or contact local animal control authorities), as applicable. As with any community, growth is a continuous process. Please pardon our progress and construction. Rental Agent is not responsible for any disruptions caused by construction taking place near a rental property, and therefore Rental Agent will not refund, discount, or switch you to another rental property due to construction.

Swimming Pool
If applicable to your rental property, the resort swimming pool is generally open, weather and maintenance permitting, from late April through early October. Towels for the pool are not provided so you may want to bring beach towels. Minors using the pool must be accompanied by an adult. Rental guest understands the use of the pool is at his/her own risk and agrees to follow all applicable rules. Rental Agent assumes no responsibility for any injury, loss, property damage or other occurrence associated with swimming pool usage.

Property Owner’s Associations
Many of the rental properties that Rental Agent manages belong to a homeowner’s association, which controls amenities and utilities such as swimming pools, street lights, road maintenance, landscaping, water and sewer, and common areas. Rental Agent assumes no responsibility for any problems with these items. In the event that an issue arises, please contact Rental Agent’s Maintenance Department or Customer Care during regular business hours to report any problems, and we will attempt to help you.

Indemnification
You hereby agree to indemnify and hold harmless Rental Agent and its related entities and their agents, employees, officers, directors, managers and servants, and the owner of the rental property, free from any claim or liability related to or in connection with the rental of the rental property, including, but not limited to, injuries, loss of property or damage to property, accidental or otherwise, incurred or suffered at or around the rental property from any causes whatsoever during your stay. You further understand and agree that neither Rental Agent nor the owner of the rental property shall be liable for any missing or stolen personal property or property left in the rental property by you or any of your guests, even in the event the property left in the rental property is picked up and returned by mail.

Miscellaneous
Fireworks and firearms are not permitted on, in or around any rental property. Rental Agent reserves the right to enter and inspect any rental property without notice or the rental guest being present. Rental guest assumes the risk of injury or other losses relating to any recreational activities that rental guest and rental guest’s guests engage in and will hold Rental Agent, its related entities and the rental property owner harmless with respect thereto. Facsimile and other electronic copies of this manually executed Agreement shall be fully binding and effective for all purposes and shall be given the same effect as original signatures.

Transfer to Different Rental Property
In the event that you are relocated to another rental property managed by Rental Agent or an affiliate of Rental Agent, you agree and acknowledge that all of the terms and conditions of this Rental Agreement shall apply to your rental of the rental property to which you are transferred (the “New Rental Property”) and each and every obligation contained in this Agreement shall continue to be binding upon you with respect to the New Rental Property and shall inure to the benefit of the applicable management company managing the New Rental Property.

Rental Agreement
This reservation is subject to rental guest providing Rental Agent a signed rental agreement prior to the commencement of rental guest’s stay. To the extent that there is a conflict between these terms and conditions and the terms of the rental agreement, the rental agreement shall control.