Policies and Procedures

3354 Parkway Pigeon Forge, TN 37863
Office: 800-705-6346    Fax: 865-428-2473   Email: reservations@bearcampcabins.com

Bear Camp Cabin Rentals has adopted the following Rules and Regulations pertaining to the use of the cabin in order to enable the guests to obtain the maximum enjoyment from the use, as well as securing the investment of the cabin owner's property.

SHORT-TERM LEASE AGREEMENT

Agent and Owner agree to lease the Premises to Guest for the term specified above and on the terms and conditions set forth herein.  This short-term lease agreement ("Lease") is entered by the undersigned Guest ("Guest") and Bear Camp Cabin Rentals ("Agent") as manager for the owner ("Owner") of the cabin/condo/property ("Premises").  It is expressly acknowledged, and agreed, by the parties hereto that the Premises are being leased on a short-term basis as a vacation rental.  If necessary, all questions and communication can be mailed to 3354 Parkway, Pigeon Forge, TN 37863.

RESERVATIONS 

You must be at least 21 years of age to book and pay for a 1 to 3-bedroom cabin with Bear Camp Cabin Rentals.  For cabins with 4 or more bedrooms, you must be at least 25 years of age to book and pay. NO HOUSE PARTIES. All cabins are NON-SMOKING and will result in a fine of up to $1000 if it is found that the cabin has been smoked in. Rates are subject to change at any time. A deposit of half (50%) of your stay plus deposit protection (if applicable) is due at the time of booking. We accept Visa, MC, and Discover.

The cardholder and the name on the reservation must match. Also, the cardholder must be a guest occupying the rental.  The remaining balance is automatically deducted from the credit card on file 30 days prior to arrival for ALL Cabins. No portion of the deposit is held in escrow. Guests hereby authorize the Agent to charge any expenses related to repairs, extra cleaning, or theft/ vandalism of any property from the unit to the guest's credit card on file. Property will be replaced at current retail value plus $35 service fee. An inspection of the unit is taken before check-in and after check-out. Upon arrival to your unit, please inspect the unit and report any problems within 1 hour. Pursuant to the provisions of the Tennessee Code Annotated, Title 47, Chapter 18 and Title 62, Chapter 13, Section 62-13-104(b)(3), Subdivision (D)(i)  Bear Camp Cabin Rentals discloses the following as policy: "All advance rent deposits, damage fees, taxes, and balance of rent due are deposited into a bank rental operating account. These deposits are considered earned income to Bear Camp Cabin Rentals upon receipt and may be used immediately. Any refunds are disbursed from the general fund of Bear Camp Cabin Rentals.

 

Payment Policy

  • Deposit Requirement: A 50% deposit is required at the time of booking for all reservations. If you opt for Deposit Protection, you must pay for this in full at this time.

  • Final Payment Deadlines: remaining balance must be paid in full 30 days before check-in

  • Payment Issues: If your credit card is declined and we cannot contact you, your reservation may be canceled, and all payments made will be forfeited.

 

PET FEES

There is a non-refundable $75+ tax per pet fee. Pets are only allowed in pet-friendly cabins and only dogs are allowed, no cats, birds, etc. We allow up to 2 pets at a time, with neither pet weighing more than 40 pounds.  This fee does not cover any damages to the cabin or excess cleanup in the form of carpet cleaning or spraying. If your pet sheds excessively, leaves behind fleas, or causes damages to the property, you will be responsible for the cost of cleaning, spraying, repairs, or replacement. Pets left alone in the cabin must be crated. If a pet is found in a non-pet-friendly cabin, a fine of up to a $1000 cleaning fee will be charged to the guest, and the guest will be escorted from the property immediately. All money paid by guests will be forfeited.


CHECK-IN/OUT

Check-in begins at 4:00 PM EST. Please refrain from trying to check in before 4:00 PM EST. We make every effort to have rentals ready at 4:00 PM EST. Please understand delays may happen; no refunds will be given. We suggest, if possible, that you arrive before dark. If you arrive after 5:00 PM EST, we are not responsible if you cannot find your cabin. Check-out is at 10:00 AM EST. You will be billed $25 per half hour if not vacated by 10:00 AM EST. Any guest not checked out by 12:00 PM EST will be charged for an extra day. Upon check out, guests understand and agree to perform the following before vacating: Place all dirty dishes in the dishwasher and start the machine or wash by hand. Also, place the towels and linens in the bathroom tub. A minimum of $50 will be charged for excessive cleaning. Turn thermostats to: Summer 75. Winter 65. Place all trash in the receptacle, secure the hot tub lid, and LOCK ALL DOORS AND WINDOWS. Bear Camp Cabins will not be responsible for any items left in the cabins by the Guest.

Damage Waiver Fee:

A damage waiver fee will be applied to all reservations to assist in covering accidental damages. The fees and covered amounts vary by bedroom as follows:

1 bedroom - $45 assisting in up to $350 in accidental damages
2 bedrooms - $55 assisting in up to $450 in accidental damages
3 bedrooms - $65 assisting in up to $550 in accidental damages
4 bedrooms - $75 assisting in up to $650 in accidental damages
5 bedrooms - $85 assisting in up to $750 in accidental damages
6 bedrooms - $115 assisting in up to $850 in accidental damages
7 bedrooms - $150 assisting in up to $950 in accidental damages
8+ bedroom - $175 assisting in up to $1250 in accidental damages


CANCELLATIONS/CHANGES

We have a strict no refund/no reschedule policy. No exceptions for any reason whatsoever without deposit protection. If you have ANY concerns regarding the possibility of cancelling or rescheduling for ANY reason, including but not limited to illness, accidents, family emergencies, Acts of God, Force Majeure, pandemics, impracticability of performance, federal state or local travel restrictions, etc., we strongly encourage you to get Deposit Protection to protect you against ANY and ALL unforeseen events where you would need to cancel or reschedule.

DEPOSIT PROTECTION

Deposit protection gives your reservation a cancellation policy. Without deposit protection you will have a zero-cancellation policy and zero reschedule policy. Should you have to cancel your reservation at any point, for any reason, you will lose what you've paid up to that point. No exceptions, since the cancellation policy is offered at booking. By not purchasing deposit protection, you will accept that you forfeit all monies paid if you have to cancel your reservation.

Deposit protection is available at the time of booking and allows for:

A 30 day cancellation policy for 1-3 bedroom properties with 1 free reschedule up to 15 days prior to arrival.

A 60 day cancellation policy on 4+ bedroom properties with 1 free reschedule up to 30 days prior to arrival.

For cancellations made prior to the 60 or 30 days, Bear Camp refunds the entire amount of your payments made minus the cost of deposit protection.

Initial here acknowledging you have read and understand deposit protection:  [Initial]

For cancellations made inside the 60-day or 30-day window (after the cancellation period has expired), you may reschedule your stay within one year, provided you request the reschedule prior to 15 days from check in date for 1-3 bedroom cabins or prior to 30 days from check in date for cabins with 4 or more bedrooms. No refunds will be issued. After one year, all payments are forfeited.  For last minute coverage inside your 15/30 day window we recommend purchasing a third party trip insurance plan (not available through Bear Camp) since deposit protection will not cover you after that point in time.

Guests with Deposit Protection are entitled to one free reschedule. Any additional reschedules will use the Deposit Protection, requiring you to repurchase it for continued coverage. When rescheduling, Bear Camp will retain the cost of the Deposit Protection, applying your remaining payments (minus the Deposit Protection cost) toward the new reservation.

Without Deposit Protection, absolutely no refunds.

Any refunds may take up to 30 days to process.  In the event of a no-show, all money paid is then forfeited.  In the event a unit is sold or becomes unavailable, Bear Camp Cabin Rentals reserves the right to change rental units without notice and liability. During winter months, road conditions may require the use of a 4-wheel drive vehicle or snow chains on tires if snow or ice are present.  No refunds will be given for the inability to get to the cabin due to road conditions or grade of driveway.  Bear Camp Cabin Rentals does not provide transportation or tow service.


REFUNDS 

Bear Camp Cabin Rentals is a property management company. All cabins are privately owned. Unfortunately, we cannot refund any money or relocate guests due to any of these: TV, VCR, DVD, gas log fireplace, jetted tub, hot tub, pool table, gaming system, small appliances, etc. not working or malfunctioning. No refunds will be given for acts of God, loss of electrical power, water, air conditioning, or cable/satellite outages. Refunds will not be given for ANY REASONS after check in.  In the event of a mechanical failure, we will make every effort to have all reported malfunctions corrected as promptly as possible during regular business hours. No refunds for early departure, this includes departures due to inclement weather.


LIABILITY

Guest agrees that all personal property on the Premises shall be at the risk of Guest, except as provided by Tennessee State Law.  Owner and Agent shall not be liable in any manner for loss due to theft or damage sustained by fire or water, howsoever caused, or by any other cause to Guest's personal property.  The guest shall be responsible for the cost of repairing the premises and/or any property that is damaged during the guest's occupancy of the premises, except ordinary wear and tear. 

Except as provided by Tennessee State Law, Owner and Agent shall not be liable for claims, demands, causes of action, judgments, attorney's fees, costs, and/or expenses arising from, or connected with, Guest's use or occupancy of the Premises which includes any adjacent Premises; nor claims, demands, causes of action, judgment, attorney's fees, costs and/or expenses for property damage, bodily injuries, or death suffered or caused in or about said Premises which includes any adjacent Premises, resulting directly or indirectly from the acts or neglect of Guest.


ARBITRATION

Guest hereby agrees to settle any disputes and/or legal complaints arising under or related to this contractual agreement through arbitration.  Guest agrees to waive the right to sue and/or participate in class-action lawsuits against Bear Camp Cabin Rentals.  Furthermore, Guest agrees to pay all costs, expenses, and attorney's fees, as allowed by Tennessee State Law, expended or incurred by Owner or Agent due to any default or breach by Guest of any of the terms of this Lease.


INSECTS 

Welcome to the Smoky Mountains. Our cabins are neighbors to the National Park. Your vacation home is treated once a month for insects. Most of our cabins are in wooded, mountainous environments, and we cannot guarantee they are free of pests, bugs, or animals. We do not give refunds for pests, bugs, or animals. Should the problem arise, we will take appropriate measures to correct it. You may want to bring wasp spray during the spring/summer months.


DRIVING CONDITIONS

Mountain roads can be rough at any time of the year. We do not guarantee any road surface conditions. Most roads in our area are well-maintained. However, some are curvy and steep, and some are gravel. In the fall, winter, and early spring, it is not uncommon to occasionally have hazardous road conditions. It is strongly suggested that all guests during these seasons have 4-wheel drive vehicles or snow chains on their tires. No refunds will be given due to the inability to get to the cabin due to road conditions, including ice & snow. You are responsible for your transportation. We cannot provide transportation, nor are we responsible for any towing charges you may incur during your stay.


HOUSEKEEPING / TRASH PICK UP

Your vacation rental was cleaned prior to your arrival. Please call our office immediately to report any housekeeping issues. We will correct the problem as soon as possible. No refunds are given. Don't hesitate to get in touch with our office if the provided trash bins are full so we can remove this trash for your stay. If you have more trash than will fit in the outside trash receptacle, we provide 2 dumpsters behind the building next to our office.


HOT TUBS/POOLS  

Please consult a physician if you have any questions or concerns regarding the use of hot tubs or pools. 

Hot Tubs

  • DO NOT LEAVE CHILDREN UNATTENDED IN OR AROUND THE HOT TUB
  • Children under the age of 16 are not recommended to use Hot Tubs
  • Hot tubs are drained and cleaned between each guest's stay. Hot tubs have bromine tablets in them 
  • A shower should be taken before and after entering the hot tub per the guidelines of Sevier County Health Department
  • We are not responsible for any jewelry or clothing damage if worn in the hot tub
  • If any items, such as soap, bath products, food, alcohol, etc., are found in the hot tub, the guest will be charged $150
  • Any damage to the hot tub cover will result in a charge of $600. The covers are inspected upon each departure 

Pools

  • DO NOT LEAVE CHILDREN UNATTENDED IN OR AROUND THE POOL 
  • ALL POOL ROOMS/AREAS SHOULD REMAIN LOCKED WHILE NOT IN USE
  • Follow all pool safety rules/signs posted at properties 
  • Pools are cleaned through an outsourced pool vendor, per Sevier County Health Department 
  • We are not responsible for any jewelry or clothing damage if worn in the pool 
  • If any items, such as soap, bath products, food, alcohol, etc., are found in the pool, the guest will be charged $150
  • We are not responsible for the opening and closing of subdivision pools

 Initial Here stating you understand and will abide by hot tub/pool policies:  [Initial]


FIREPLACES

Fireplaces (wood and gas) are closed from April 1 to October 1. Please be aware that we do not supply firewood or fire lighting utensils. This is the guest responsibility. Do not rearrange gas logs for any reason or a fine will be incurred. Use of wood fireplace out of season will result in a $25 clean up fee. 


WHAT WE SUPPLY

Bear Camp provides at least 1 towel per person, 1 washcloth per person, and 1 hand towel per bathroom. In addition we supply 1 roll paper towels, 2 rolls of tissue per bathroom, 2 small soap per bathroom, 2 trash bags per trash can for your convenience. We provide bath towels, washcloths, and hand towels for every full-size bathroom. Once you have depleted the provided items, you are responsible for purchasing needed items. All bed linens, towels, kitchenware, and utensils are inventoried upon check out. Please be sure to bring your own laundry detergent, as we do not provide daily linen service, so you will need to launder your own linens as required if there is a washer/dryer in your unit.  Not all units provide washer/dryer, please view the unit amenities for your cabin or call our office. You may also want to bring shampoo, dish soap, coffee and filters, charcoal for the grill, and a hair dryer. 


FURNITURE

Place all furniture back in the arrangement you found upon arrival. Do not disconnect any cables or plugs from the television as this may interfere with its working ability. Charges may apply. All units are privately owned, not all have phone service. Check amenities list for your unit.

 

SERVICE CALLS/MAINTENANCE

Our maintenance staff is here to assist you and provide timely service. Emergencies take precedence over non-emergency issues. If a maintenance issue is determined to result from guests, the guests agree to pay for said maintenance. For example, the A/C unit freezes up due to the guest adjusting the thermostat to low, the refrigerator freezes due to the guest adjusting the thermostat, etc.  As in any home, appliances, hot tubs, A/C and heating units, cable/satellite, TV/VCR/DVD, fireplaces, etc. may occasionally malfunction. Please report any malfunction immediately. We do not give REFUNDS for any malfunction. We will make every effort to correct any deficiencies as soon as possible during regular business hours.

ACCOMMODATIONS

All vacation rental units are individually owned. Bear Camp Cabin Rentals has no ownership interest. Each property reflects the taste of each owner. We are not responsible for any changes made by the owner in furnishing or amenities. All guests understand they are solely responsible for any property damage, accident, death, injury to any person(s), or loss sustained by any person, including the loss of money, jewelry, and other items of personal property, arising out of or in any way related to a guest use of the premises. All guests shall inspect and be familiar with the proper use and application of all items in the vacation rental prior to using them. The guests agree to indemnify and hold Bear Camp Cabin Rentals and/or the homeowner harmless from all claims, including those of third parties, arising out of or in any way related to a guest's use of the premises or the items of personal property provided therein. All guests assume the risk of injury, death or other loss related to any recreational activities or use of the premises and will hold the owner and its agents harmless with respect thereto.