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Rental Policy

Reservations & Cancellations:

  • Holding a reservation

    Money must be applied to hold or reserve any property.

  • Remaining Balance Due

    Remaining balance of rent is to be paid 30 days prior to arrival.

  • Reservations not paid in full

    Reservations not paid in full at least 30 days prior to arrival, or sufficient arrangements made, will be subject to cancellation without notice or Bear Tootin reserves the right to process the balance using the card on file. 

  • Resv made within 30 days of arrival

    If the reservation is made 30 days or less prior to arrival, then the entire balance will be charged at the time of booking.

  • Changing your dates

    Should you need to change your dates, you can reschedule your reservation any time without penalty as long as the change is processed at least 30 days in advance of your scheduled stay. If you change properties or the new dates chosen are higher, then you will be responsible for paying the difference (exceptions are left to be decided by Bear Tootin Cabin Rentals) 

  • Provide a cell phone #

    ALL reservations need to have a cell phone number on the reservation in case we need to contact you while you are staying in one of our properties. 

  • Cancellation before 30 day of check-in date

    You will be charged a $50 fee

  • Cancellation within 30 days or less of arrival

    Cancellation within 30 days or less of arrival, will result in all funds paid toward reservation to be forfeited unless a new reservation is made for that time frame.  In that event, a refund will be given (minus $50 cancellation fee).  If only part of your time frame acquires a new reservation, a refund will be given for the dates that are rebooked (minus $50 cancellation fee). 

  • Cancellation by Bear Tootin

    If for some reason the property the guest has rented becomes unavailable due to no fault of their own, we will either try to find comparable accommodations or refund all monies in full. This will be the full extent of our liability to you in such circumstances, and we will not be responsible for any other costs connected with any such cancellation, however arising.

Check-In & Check-Out:

  • Check-In Time

    Check in is at 4 p.m.

  • Early Check-In

    Please do not expect to check in early.  However, if you are in the area or expect to be early, you may check with us no earlier than the day prior to your check in to see if you are able to go to the property early.  If we can accommodate you, we certainly will!

  • Property not ready by 4pm

    During peak season, there may be instances the property may not be quite ready by 4 p.m.  We will do our best to avoid this, but in our busy season with back to back reservations, it may not be avoidable.  Our greatest concern is to provide each guest with a clean property. 

  • Check-out Time

    10am

  • Check-out on time

    Due to back to back reservations, check out time is 10 a.m. unless prior arrangements are made and agreed upon. If for some reason, guest has not checked out on the day scheduled, and there is another reservation for that day, we reserve the right to charge the card on file in the amount of the nightly rental rate and you will need to leave the property as soon as possible.  We need this time to prepare for our next guest. 

  • Check-Out procedures

    Check out procedures are very simple, Instructions are post on the refrigerator.  We just want you to respect our properties.  These homes belong to good people that have worked hard to provide you with a great vacation spot.

Occupancy & Amenities:

  • Hot Tub Temperature

    There is a possibility on the day of your check-in the hot tub may not be warm and ready for use until that evening due to the cleaning process between guests. 

  • Amenities not working

    Our property owners try to provide all the amenities you would want for your vacation.  From time to time appliances, hot tubs, TV’s, telephones, internet access, electricity etc will break down or malfunction.  We cannot refund any monies due to these issues that are beyond our control. We will respond as quickly as we can to make repairs and restore amenities. 

  • Lost items

    We assume no liability for personal items brought into the properties that are lost, stolen or damaged.

  • Sickness

    If anyone becomes sick, please take necessary steps to protect the property.  Also please notify us so we can properly sanitize the property prior to the next guests.

  • Damage Fee

    Most of our properties have a small non refundable damage fee while others charge a refundable deposit (owners have the right to charge more or less).

  • Damage to property

    If any damage exceeds the damage fee or deposit (whatever applies) we will charge the card on file.  If the card does not cover the damage, you will be held legally responsible for remaining damage costs. 

  • Security Systems

    Some properties are equipped with security systems for the protection of the homeowners as well as the guest.  Tampering with any of the security devices and/or providing the security code to anyone outside your party is cause for violation of the agreement. 

  • Cameras

    Properties with cameras: These are for the protection of the property, not to check on the guest. DO NOT touch or move the cameras.. They are pointed towards the doors or decks and are NOT invading your privacy. If cameras are moved or damaged due to the guest we will charge the card we have on file to pay for the camera. 

  • Accidental Damage

    If any damage is present when you arrive or accidentally happens while you are there, please report it to Bear Tootin as soon as possible.  Either by phone or via email. 

  • Linens Provided

    Bear Tootin provides linens, towels and washcloths.  We also provide the sheets and kitchen towels and rags.

  • Kitchen stocked with

    Our kitchens are stocked with a coffee pot, toaster, pots and pans.  We have basic kitchen utensils and welcome you to bring any special appliance or special kitchen items you may want to use while you stay with us.

  • Washer & Dryers

    Most of the properties have washing machines and dryers to wash what you need while you are staying.

  • Supply starter kit

    We also provide a starter supply of soap, dish washing detergent, toilet paper, paper towels and trash bags. Any extra items you need,  will be the responsibility of the guest. 

Hot Tubs & Jacuzzi Tubs:

  • Aware of risks

    The renter understands that there are special risks involved in the use of Hot Tubs or Jacuzzi Tubs. Renter is aware there are potential dangers to children who are not carefully supervised, as well as any person using a hot tub or Jacuzzi too long or if a person has health risks, is intoxicated, using any kind of drugs or medication, or is pregnant. As the renter, you agree that the property owners, Bear Tootin Cabin Rentals and its employees shall not be liable for  injury or death, or the injury or death of you invited guests.

  • Waive any claim

    Tenant agrees to waive any claim whatsoever against Bear Tootin Cabin Rentals  and owner of property for accidents or injury arising from the use of hot tub or Jacuzzi tub.

  • Damages

    Renter agrees that he/she is responsible and liable for any damages that occur to the hot tub or Jacuzzi through their or their guest's misuse or negligence.

  • Contamination of water

    Should renter or renter’s guests contaminate the water, renter agrees to an additional charge of $125.00 to cover the cost to drain, clean and refill the tub and remediate the contamination to the filtering system.

Wildlife:

  • Keep doors closed

    it is highly advisable to keep all doors closed as appropriate to keep pests, stray animals or wildlife out of the property. 

  • no food left out

    Please take necessary precautions such as not to leave food out on the decks

  • trash in bins

    make sure your trash is secure inside of the provided containers. Most of the trash containers are bear proof.  We and they will appreciate you using them.

  • Feeding wildlife

    Please do not try to feed or handle any wildlife. 

  • Pest Control

    We do have our properties sprayed for pest control. We are in the mountains and there are lots of spiders and other insects.  We have a top rated Pest Control program put in place on our properties and if there is any kind of infestation we will handle it immediately and efficiently. This is not to say there will not be a spider/spider web, or other kind of bug that may get into the cabin or the porches.

  • Lady Bugs

    On many occasions and in many properties we have a large amount of ladybugs.  We do our best to keep them cleaned up and away but please be aware Ladybugs are an endangered species in the state of Tennessee and we are not allowed to kill them with any type of chemical. 

  • Bites

    Bear Tootin or the property owner will not be held liable for any bites from a single insect or spider. 

  • Notify Bear Tootin

    if there is an infestation or an unusual amount of insects or spiders, please contact us immediately so that we can have our professional Pest Control company treat the problem.

Fireplaces

  • when they can be used

    between Oct 1-Feb 28th

  • when are they turned off

    between Mar 1-Sept 30

Occupancy & Housekeeping

  • Max Occupancy

    Please abide by the maximum number of people in the properties.  We have guidelines set as to how many people our properties will accommodate and we have to stick to those numbers.  (If there are small children in your group that make your number go over, please call us to discuss this.  We will make arrangements for special situations.) 

  • Non-Smoking

    ALL OF OUR PROPERTIES ARE NON-SMOKING.  We reserve the right to charge an additional fee to your card if we have to treat the property to get the smoke smell out. NO EXCEPTIONS

  • Pet Fee

    We have several pet friendly properties.  These properties have a pet fee that will be charged to your reservation.

  • Pet in a non-pet friendly property

    If a guest brings a pet to a Non-Pet-Friendly property, we hold the right to charge the card for special cleaning and the right to ask the guest to leave with no refund. 

  • Age requirements

    You must be 18 to rent a one bedroom property and 21 to rent a two or three bedroom, 25 for 4 bedrooms or more.  Individual property owners reserve the right to restrict ages for their own properties.

  • Noise Restrictions

    Parties, loud noises or lewd behavior are strictly prohibited at any of our properties. You will be asked to leave immediately without refund.

  • Illegal Substances

    Illegal substances are strictly prohibited at all properties. 

  • Copyright Infringements

    Under no circumstance will illegal behavior, copyright infringements or commercial activity, i.e. subletting or commercial photography be permitted by any person occupying the property.  We will not be held responsible for any issues arising from these activities.  If they occur during your stay, you are financially and legally liable. 

  • Fireworks

    No fireworks are to be used at or around the premises.  The use of fireworks could result in damage to our property or that of another in the area or a fire. 

  • Checkout procedures

    Our cleaners work hard to make sure properties are cleaned prior to each and every check in.  We do ask our guests to rinse used dishes and/or load and run the dishwasher.  Also please discard food in trash bags and dispense in outdoor trash cans provided.  This will keep our cleaning costs down as well as help prevent infestations of bugs.

  • Extra Cleaning charge

    If the property is left in extreme disarray (trash not in trash bags, food left in property, dishes not rinsed off etc..) causing our cleaners to spend more time than should be necessary, we reserve the right to charge an additional amount for your cleaning fee after you have checked out.

  • Vacate the property

    If any of these policies are not adhered to, your reservation will be void without refund and you will be asked to vacate the property without further notice.  We hold the right to contact the appropriate legal authorities if there is illegal activity going on at any of our properties.

Hold Harmless

  • Accidents & Injuries

    Our properties are privately owned and managed by us, Bear Tootin Cabin Rentals LLC.  Neither the owner nor Bear Tootin Cabin Rentals LLC are held responsible for any accidents, injuries, insect bites or illness that occurs while on the premises or its facilities. Property guests acknowledge and understand that each and every guest is solely responsible for any accident or injury to any person while in-residence and that the Owners or Management Company accept NO legal or financial responsibility.  Property guests and guardians assume all risk of injury or other loss resulting from any recreational activity and will hold the Owners and Management Company harmless with respect thereto.

  • Agree to Indemnify

    Property guests hereby agree to indemnify Bear Tootin Cabin Rentals LLC and the property owners harmless from any and all claims, including those of third parties, arising out of or in any way a result of the property guests’ use of the premises or items therein.  By accepting this reservation, it is agreed all guests are expressly assuming the risk of any harm arising from their use of the premises or others whom they invite to use the premises.

Complaints

  • Property Cleanliness

    If there is a complaint regarding the cleanliness of the property, we will need to be notified within 12 hours of your checking in.  We will do everything possible to satisfy our guests and will have someone out to clean as soon as possible.

  • Mistakes

    Our desire and goal is for the property to be perfect when our guests open the door for the first time, but honest mistakes are sometimes made.

  • Compensation within the first 24hrs

    There will be no refunds or compensation if the problems have been taken care of in the first 24 hours of the stay and we have been notified as requested in the first 12 hours.  

  • Reporting Damage

    If something is broken in the property when you arrive or during your stay, please let us know as soon as possible.  We will do our best to repair or replace the broken item.  If it is not possible to replace or repair what is broken, we will take each situation case by case as to whether any compensation will be given to the guest.  

  • Reviews

    Each guest is entitled to submit a review.   This day and time reviews are very important and future guests rely on honest reviews. We encourage our guests to give honest reviews and we appreciate any insight you can give us to help us make the properties better.  We also encourage our guests to let us know any problems that would make your stay less enjoyable.  If it is within our control and is a reasonable request, we will do our best to make your visit a memorable and enjoyable stay.  If you have not contacted us regarding problems at the property, we would appreciate the respect for Bear Tootin Cabin Rentals as well as the owners to the properties in that you would privately contact us by the email address or phone number that is provided when you booked your cabin instead of posting it in a review.  Reviews are not meant to bash properties due to honest mistakes.  If there are issues with the property that you did not feel necessary to let us know about while you were staying, please contact us privately regarding those issues.  If the issue is important, please contact us immediately while you are still in the property.  We cannot know everything you as a guest might experience during a stay, so we rely on honest feedback and notification.

  • when you have agreed to these terms

    Once money has been place to book your reservation, you have agreed to the term and conditions of this rental agreement.

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