Rental Policy

These terms apply to every Bear Tootin reservation. Questions? Call us at 865-366-4004.

This Rental Agreement applies to all properties managed or co-hosted by Bear Tootin, LLC (“Bear Tootin”), including properties enrolled in either the Papa Bear (Full-Service Management) or Mama Bear (Co-Hosting) programs. This agreement is intended to supplement, and not replace, the terms, policies, and protections provided by the booking platform used to make the reservation (including but not limited to Airbnb and Vrbo). In the event of a conflict, the platform’s terms and policies shall control.

By selecting the agreement button at booking, the Guest agrees to all terms below.

1. Reservations, Payments & Platform Policies

Reservations & Payments

A payment is required to hold or reserve any property.
The remaining balance of rent is due 30 days prior to arrival, unless otherwise dictated by the booking platform.
Reservations not paid in full when due may be cancelled in accordance with the booking platform’s payment and cancellation rules.
Reservations made 30 days or less prior to arrival require payment in full at the time of booking.
A valid cell phone number is required on every reservation so we may contact you during your stay if needed.

Platform Supremacy Clause (Airbnb & Vrbo Compliance)

Guests acknowledge that when booking through Airbnb, Vrbo, or any other third-party platform, the platform’s payment processing, cancellation, refund, and dispute resolution policies apply.
Bear Tootin does not override, alter, or expand platform-mandated guest rights.

2. Cancellation, Damage & Property-Specific Policies

Cancellation policies, damage protection, damage fees, refundable deposits, and optional or mandatory protection programs vary by property and by owner preference.
The specific cancellation and damage policy disclosed on the individual property listing at the time of booking governs the reservation.
Some properties may include Bear Tootin’s in-house Vacay Protection program, while others may require a refundable damage deposit or utilize platform-provided damage protection.
Vacation protection fees, cancellation fees, and damage protection fees—whether offered by Bear Tootin, the property owner, or the booking platform—may be non-refundable, as disclosed in the property listing at the time of booking.
Guests acknowledge and agree that any such fees are subject to the terms presented on the listing and processed in accordance with the applicable booking platform’s policies.

Unavailable Property

If a property becomes unavailable due to no fault of the Guest, Bear Tootin will work within the applicable booking platform to locate comparable accommodations or issue refunds as permitted by platform policy.

3. Check-In, Check-Out & Departure Guidelines

Check-In / Check-Out

Check-in time is 4:00 PM.
Check-out time is 10:00 AM, unless prior arrangements have been approved.
Early check-in is not guaranteed and is subject to platform messaging and approval.
During peak or holiday seasons, properties may not be ready precisely at 4:00 PM due to back-to-back reservations.
Failure to vacate by check-out time may result in additional charges where permitted by the booking platform.

Departure Guidelines

Loading and starting the dishwasher
Placing used towels in the shower or tub
Leaving sheets on the beds (Please do not make beds)
Setting thermostat to 75° summer / 65° winter
Closing and locking all doors and windows
Turning off all lights
Returning furniture to its original position
Bagging trash and placing it in designated outdoor bins

Excessive mess or damage may result in additional charges as permitted by the booking platform and disclosed in the listing.

4. Occupancy Rules, Conduct & Use of Property

Occupancy & Age Requirements

Maximum occupancy limits disclosed in the listing must be strictly observed.
Minimum age requirements are as follows:
- One (1) bedroom cabins: minimum age 18
- Two (2) or three (3) bedroom cabins: minimum age 21
- Four (4) bedrooms or more: minimum age 25
Individual cabin owners reserve the right to impose stricter age requirements for their properties.

Conduct & Prohibited Activities

All properties are non-smoking. If smoke odor or evidence of smoking is found, a $300 odor remediation fee will be charged to the card on file. No exceptions.
Parties, excessive noise, or disruptive behavior are prohibited.
Illegal activity, unauthorized commercial use, subletting, or copyright infringement is prohibited.
Fireworks are not permitted.
Outdoor wood-burning fires are permitted only in designated fire pits or other designated fire areas provided by the property.
Guests shall not build or burn fires anywhere else on the property, including on the ground, in grills, or in any non-designated location.
At properties equipped with a gas fire pit, wood-burning fires are strictly prohibited. Only the provided gas fire pit may be used in accordance with the posted operating instructions.
Guests are responsible for ensuring all fires are fully extinguished before leaving the area or departing the property.
Any damage, cleaning costs, or fire-related charges resulting from unauthorized fires may be charged to the Guest through the applicable booking platform.

Pets

Pet policies, fees, and restrictions are property-specific and disclosed in the listing.
Bringing dogs or other animals to a non–pet-friendly property constitutes a violation of this Rental Agreement and will result in immediate removal from the property without refund or compensation.

Cameras & Security Devices

Some properties utilize exterior security devices for safety and protection.
These devices do not monitor interior living spaces.
Tampering with security devices may result in claims through the booking platform.

5. Amenities, Risk Acknowledgment & Liability

Amenities & Maintenance

Amenities such as hot tubs, pools, appliances, internet, and utilities may occasionally be unavailable due to maintenance or circumstances beyond Bear Tootin’s control.
No refunds are provided for temporary interruptions where prohibited by platform policy.

Hot Tubs, Pools, Jacuzzi Tubs & Water Access – Risk Acknowledgment

Guests acknowledge that the use of hot tubs, pools, jacuzzi tubs, lakes, kayaks, and any water-related amenities involves inherent risks.
For properties with lake or water access, Guests are strongly encouraged to wear U.S. Coast Guard-approved life jackets or personal flotation devices (PFDs) while using kayaks, paddleboards, or when entering the water. Children and inexperienced swimmers should always wear appropriate flotation devices.
Guests assume full responsibility for their own safety and the safety of their party while using any water-related amenities.
Guests are responsible for any damages caused by misuse, negligence, or contamination of hot tubs, pools, or other water features.

Wildlife & Environmental Conditions

Guests acknowledge that the property is located in a mountain environment where wildlife and insects are common, including but not limited to Asian lady beetles (often mistaken for ladybugs), stink bugs, bats, bears, and other wildlife or pests native to the Smoky Mountains. While reasonable pest control measures are maintained, the presence of such wildlife or insects may still occur, and their presence does not constitute grounds for refunds, compensation, or termination of stay.

Hold Harmless (Platform-Compliant)

To the fullest extent permitted by law and the applicable booking platform, Guests agree to hold harmless Bear Tootin, LLC and property owners from claims arising from their stay, except where liability cannot legally be waived.

Complaints & Issues

Cleanliness concerns must be reported within 12 hours of check-in.
Maintenance issues should be reported promptly via the booking platform or provided contact methods.

Enforcement

Violations of these terms may result in removal from the property and claims submitted through the booking platform in accordance with its rules.

Thank you for choosing Bear Tootin for your stay! We look forward to hosting you.