GREAT SMOKY RENTALS POLICIES & VACATION RENTAL AGREEMENT

 

“THIS IS A VACATION RENTAL AGREEMENT UNDER THE NORTH CAROLINA VACATION RENTAL ACT.  THE RIGHTS AND OBLIGATIONS OF THE PARTIES TO THIS AGREEMENT ARE DEFINED BY LAW AND INCLUDE UNIQUE PROVISIONS PERMITTING THE DISBURSEMENT OF RENT PRIOR TO TENANCY AND EXPEDITED EVICTION OF TENANTS.  YOUR SIGNATURE ON THIS AGREEMENT, OR PAYMENT OF MONEY OR TAKING POSSESSION OF THE PROPERTY AFTER RECEIPT OF THE AGREETMENT, IS EVIDENCE OF YOUR ACCEPTANCE OF THE AGREEMENT AND YOUR INTENT TO USE THIS PROPERTY FOR A VACATION RENTAL.”

 

It is understood that each unit is privately owned including the furnishings, with GREAT SMOKY REAL ESTATE (GSRE) solely as Agent for the Owner.  All units are individually owned and therefore we cannot change your reservation from one home to another after your confirmed reservation has been made without the permission of the owner of the home you originally reserved. 

 

 

RENTAL FEES & PREPAID RENT DEPOSITS & SECURITY DEPOSITS:

Checkout Cleaning,  and Spa Cleans, if applicable, are included in the Rental Fee.

Firewood can be purchased from APS, Inc. at a fee of $50per 1/2 truckload.

A Haywood County Occupancy Tax of 4% and a N.C. Sales Tax of 7% .  All Reservations require a 50% Rental Fee deposit made by credit card or by sending a check by overnight mail at the time of making the reservation. Holiday reservations are non-refundable unless rebooked. (See Cancellation Policy.) All cancellations will incur a $100 processing fee to GREAT SMOKY REAL ESTATE.  A Security Deposit (or a security deposit waiver) must be made at the time of final payment on each rental and will be returned within 45 days after your departure if the cabin is found in good condition.  Lock box codes will not be given out until after balance has been paid in full.  Final Rental Fee balance and Security Deposit must be received by us at least 30 days prior to your arrival.   It is your responsibility to make sure your final balance payment is received within the 30 days of your arrival date.  All Security deposits must be paid by check or money order and should be made out to Great Smoky Real Estate.  If mailing checks for final Rental Deposit and/or Security Deposit send to:  GREAT SMOKY REAL ESTATE, P.O. Box 810, Waynesville, NC 28786.  These policies were adopted to control the additional cost to owners and increased rental fees due to cancellations.  All units are individually owned and therefore we cannot change your reservation from one home to another after your confirmed reservation has been made without the permission of the owner of the home you originally reserved. 

 

Security Deposits may be used to repair damages, replace missing contents, or to reimburse owners or agents for expenses resulting from agreement violations, such as phone calls, Internet charges, movie charges, check fee, non-emergency calls after hours, trash left in unit, dirty dishes left unwashed, furniture moving, or unacceptable condition of unit on departure and are not limited to the amount of the security deposit.  If you arrive and find something damaged please call the office and let us know.  If we are not available please leave a message.  If something should be damaged during your stay by your party please let the rental office know.  Should housekeeping find the house in an unacceptable condition, photos will be taken and additional charges will be charged to your Security Deposit.  Guests are financially responsible for damages in excess of the Security Deposit and for additional cleaning if necessary.  Security Deposits may not be charged to a credit card.

 

All deposits and rent will be deposited in a non-interest bearing account at Wachovia in Waynesville, NC.  Disbursement of all monies to Great Smoky Real Estate operating account will be upon day of check-in.

 

CANCELLATION POLICY AND REFUNDS:  We know that plans can go astray. However we rely primarily on advance reservations, and cancellations cannot readily be filled. So to be fair to all concerned, our policy is as follow: Your Rental Fee deposit are refundable (less a $100 processing fee) should a non-holiday reservation be cancelled at least 60 days prior to the arrival date. Non Holiday Reservation cancelled during the 60 days prior to your arrival you would forfeit the Rental Fees collected, applicable taxes, and a $100 processing fee, but would receive your Security Deposit back (if already collected in the final balance payment). If the dates you have cancelled is rebooked, we will refund your forfeited Rental Fee deposit (less a $100 processing fee) after the rental date. All Security Deposits are refundable upon cancellation. Holiday Reservations cancelled anytime will forfeit entire rental fee unless rebooked. If rebooked we will refund your forfeited Rental Fee deposits (less a $100 processing fee) after the rental date and your Security Deposit if already collected.  No appliances are guaranteed. We make every effort to keep appliances and amenities, such as hot tubs, grills, VCR/DVD players, Heat/AC and fireplaces in good working order, however sometimes things don’t work like they should and are beyond our control.  We will work as quickly as possible to make all repairs during business hours.  There are no refunds due to appliances, power, water, TV failures, etc. We try to keep these in good working order and any failures will be repaired as quickly as possible.  Please notify our office as soon as problems are found or arise.  There will be no refunds for early check-outs.  We also feel that our web site provides you with ample information regarding the features, floor plan and condition of the cabins, therefore, we will not refund any portion of your Rental Fee upon arrival, but we will do everything possible to accommodate a reasonable request.  If you have special needs please let us know prior to returning this agreement.  All guests are financially responsible for the time reserved; there will be no refunds due to weather, change of plans, or early departures. 

 

Winter Weather:  During your winter visits, stay tuned to TV/Radio/Weather stations for storm warnings or watches. Depending on the severity of the storms and your location, it is your responsibility to take necessary precautions. We will assist if possible.  There is a Winter Weather Information sheet located in the notebook in your cabin with wrecker services contact numbers as well as other helpful information.  Some homes may require 4-Wheel drive and possibly chains due to weather. 4-wheel drive is always good idea to have from December through March. Even a unit listed as easy access can be difficult if there is any snow or ice. We are not responsible for damages incurred due to weather or cost to evacuate your family or vehicles If GREAT SMOKY REAL ESTATE or Alcorn Property Service (APS) (the maintenance/cleaning company) are required to assist you in an evacuation due to a snow in, you will be charged for their services.  When checking out of your cabin in winter DO NOT turn off heat or power to cabins and set heat on no less than 55 degrees to keep pipes from freezing up and damaging the cabin.  If we find the power or heat has been turned off after your stay during winter months and any damage is caused by freezing pipes you will be responsible damages incurred.  

 

There is a $30.00 per check fee for all returned checks.

 

CHECK-IN AND CHECK-OUT TIMES / MAPS & KEYS:

Check-in is at 4:00 P.M. or when home is available.

Checkout is no later than 10:00 AMGuests not checked-out on time will be charged one-day's rent plus taxes.  If the housekeeping staff arrives at the unit and you have not check out there will be a $35.00 charge that will be deducted from your security deposit.

Lockbox codes will not be given until all balances including security deposits are paid and a signed copy of this agreement is received by our office.  You may mail/fax/email your signed agreement back to us.

 

If there is no one checking out of this home the day you check in you may check in at anytime that day. Please let us know if you will be in after business hours.  If there is someone checking out the day you check in then you may check in as soon as the home has been cleaned.  Please do not send your party to the house unless you know that keys are available or they will arrive after 4:00 p.m.  Guest are to call GREAT SMOKY REAL ESTATE a few days before check in to find out yourr lockbox code and the location of the lockbox at the house during office hours and please remember to bring this code and your check in packet with you.   Upon departure please place your key back into the lockbox at the house and call the office to let us know you are checking out.  Please lock all doors and windows before your leave and make sure to set the heat to 55 degrees in winter and not below 75 in summer.  There will be a $30 security deposit deduction for all keys not returned.  GREAT SMOKY REAL ESTATE (GSRE) and Alcorn Property Services (APS) are always available for emergencies 24 hours/7days per week via the telephone numbers provided in your check in packet. 

 

HOT TUBS:  For the safety and enjoyment of our guests, your hot tub will be drained and cleaned the morning of your departure date. Your cooperation will be appreciated. For arriving guests, this might necessitate a delay in using the hot tub on the first evening of your stay because the water may not be totally heated. We apologize for this inconvenience, but your safety is important.

 

PETS:  Not all homes are pet friendly so make sure if you will be traveling with a pet that you are reserving a pet friendly home.  The pet friendly homes that allow pets will charge a non-refundable pet fee.  Should the house be damaged due to the animal, an appropriate amount will be deducted from the security deposit.  Pets brought into rental units without prior permission from Great Smoky Real Estate will be charged $100 per pet and lose the right to tenancy without any refund. 

 

SERVICE ANIMALS: Mobility, visually or hearing impaired persons have the right to be accompanied by an assistance dog trained to provide assistance to the person with respect to the person's impairing condition, on any premises that person rents. Such a person qualifies for this right upon showing a tag issued by the North Carolina Department of Human Resources or upon showing that the dog is trained as an assistance dog. Should the house be damaged due to the service animal, an appropriate amount will be deducted from the security deposit.

 

SMOKING:   We do not permit smoking inside any of our cabins.  Smoking is permitted on the decks and grounds.  Please extinguish all cigarettes in ashtrays and dispose of them properly to prevent a fire hazard and keep the grounds well maintained.  Guests that do not abide by this will be charged $100 and will be responsible for any other damage/clean up associated from the result of the smoke and will be charged to the credit card on file. 

 

 

MAINTENANCE:   Maintenance and cleaning services are performed by TJ’s Vacation Rental Cleaners  and can be reached by leaving a message with GREAT SMOKY REAL ESTATES office. If there is any problem with cleaning or damages upon arrival please report it to us upon arrival or as soon as found to GRSE. IF IT IS AFTER HOURS OR WEEKENDS PLEASE CALL THE OFFICE AND LEAVE A MESSAGE WITH THE ANY ITEMS TO BE REPORTED.  IF NOT REPORTED, WE MUST ASSUME THE DAMAGE OR LOSS OCCURRED DURING YOUR OCCUPANCY AND IT WILL BE DEDUCTED FROM YOUR SECURITY DEPOSIT.  When maintenance needs arise during your stay (light bulb burns out in a non-reachable place, leaky faucet, toilet runs, grill starter doesn’t work, oven burner not working, etc.), please notify GSRE via the comment sheet or call their office during regular business hours. It may be necessary for us to enter the unit during reasonable hours to perform minor repairs. Tenants are not required to be on premises.  For after hours emergencies please see below. 

 

STAFF EMERGENCY NUMBERS The rental emergency and maintenance emergency pagers are given to you in your check in packet and are also located in the information notebook located in each home.  Please use this number only in emergency situations that cannot wait until normal office hours.  There will be a $45.00 fee charged if office staff is needed to come out after hours through no fault of the Great Smoky Real Estate staff, or if you use the emergency pagers for non-emergencies that can wait until business hours. This includes if you have to page us for your lockbox code after hours.  This fee will be deducted from your security deposit.   Keys are in lockboxes located at the house – NOT AT THE OFFICE.  YOU CAN ALWAYS CALL THE OFFICE AT 828-452-2700 DAY OR NIGHT AND LEAVE A MESSAGE FOR US WITH ANY NON-EMERGAENCY ISSUES AND THEY WILL BE HANDLED AS QUICKLY AS POSSIBLE.

 

TRASH:   Trash must be deposited at the trash collection stations as noted in your check-in packet provided to you.   ALL TRASH MUST BE REMOVED FROM YOUR RENTAL UPON DEPARTURE OR YOU WILL BE CHARGED A $10.00 PER BAG FEE FOR REMOVAL.  See trash drop off directions for more information on early check out or Sunday and Holiday check out when trash drop off is not open.  If you are leaving on a Sunday, Holiday or before 7:00 am you may leave one small bag of trash in the house, but should remove all other trash the day before check-out.  Haywood or Jackson County does not provide curbside pick-up.  If there is a garbage can at the house do not leave trash in it when you depart – you must remove trash and take it to the trash drop off.  Please do not leave trash bags on decks as it attracts animals.  It’s a good idea to dispose of trash each time you go into town.  If there is a brown trash receptacle at a house it is for owner use only and it is not to be used by guests.

 

PHONE: The phone number to your unit is located on your confirmation page included with this paperwork as well as the address of your unit.  It is located under the property information section.  Most cabins have long distance phone blocks and will require a long distance calling card. You will be able to make a local call and dial 911 if necessary.   Remember this is the mountains and your cell phone company may not work here or reception might not be dependable because of the mountains so keep this in mind.

 

TENANT RESPONSIBILITIES: Each cabin comes fully furnished, which includes dishes, silverware, cookware and linens (towels, bath mats, sheets, dish towels). You provide all paper products (paper towels, toilet paper, and napkins), trash bags, soaps, (hand & body soaps, dish, dish washer and laundry soap).  You are required to wash and put away all dishes, remove any/all items from refrigerator, and remove your trash.  We ask that each unit be treated as if it were your own. Do not rearrange the bedding or furniture.  If you do please put it back like you found it before you check-out.  GREAT SMOKY REAL ESTATE will not be responsible for any items left in a cabin by a tenant. If your items are found while cleaning Great Smoky Real Estate will contact you to arrange for return to you.  If we are requested by tenant to pick up and return any item left in a cabin, items will be returned by UPS or US Postal Service.  All items required to be returned will incur a charge of the postage plus a service charge of $20.00 that will be deducted from your security deposit.  Any items left and not claimed within 30 days after check out date will be disposed of by Great Smoky Real Estate.

 

FIREPLACES, CAMPFIRES: Please make certain the fireplace damper is open before lighting a fire and closed when leaving the cabin.  All fires need to be fully extinguished prior to leaving the cabin. DO NOT PUT ASHES IN A BAG AND PUT ON DECK.  EVEN THOUGH YOU THINK THEY ARE OUT THEY MAY NOT BE COMPLETELY OUT.  No campfires unless owners have already designated a prepared campfire spot. If we find evidence of a fire not in a previous designated spot you will be charged for the clean up and this will be deducted from your security deposit.  Remember, you are on private property and fire is a huge threat to the area.  If you start a fire and it gets out of control you will be held personally and financially responsible, so never leave a fire unattended.

 

HEAT:   During the winter months, upon departure please place the thermostat for furnaces and oil monitors at 55 degrees or on the next to lowest setting for base board heaters.  When you leave the cabin for the day, please check the thermostats and leave them set on a sensible temperature for your return. During the winter months, always have the temperature set at no less than 55 - 60 degrees. Never turn the temperature up or down more than 3-4 degrees at a time.  If you turn the temperature to fast it will cause the unit to freeze up and not work properly. Do not set thermostats below 67 degrees in the summer. During the winter months, never turn the heat \\\"OFF\\\" because it can cause freezing pipes in a short amount of time.

 

WINDOWS, DOORS & LIGHTS:  Upon departure be sure that all windows are in their locked position and doors are securely pulled tight and locked.  Additionally, turn off all lights to conserve energy. 

 

MOBILE SLEEPING UNITS: No mobile sleeping units are permitted at the units for additional housing.

 

SUB-LEASING: It is against policy for you to sub-let your unit. Example: Should you reserve a unit for a month, it is expected that you will be staying there, not you for several days, then your neighbor, relative, employees, etc. for several days or weeks to make up the month.

 

MEDICAL AND FIRE EMERGENCIES:  Call 911 for all medical or fire emergencies.  In case of fire or house damage also contact APS after contacting 911. The closest hospital is across from the Wal-Mart shopping center off Hwy 19 coming in from the east.   

 

EVICTION:   According to Section 42A-23 of the North Carolina Vacation Rental Act, a tenant staying for 30 days or less, may be evicted in an expedited eviction proceeding if the tenant does any of the following: (1) Holds over possession after his or her tenancy has expired; (2) Has committed a material breach of the terms of the vacation rental agreement that, according to the terms of the agreement, results in the termination of his or her tenancy.

 

GENERAL STATEMENT: All information contained herein is considered to be accurate and truthful. GREAT SMOKY REAL ESTATE, TJ’s Vacation Rental Cleaners no liability whatsoever for errors, including without limitations, typographical errors and or omissions.  Rates, furnishings, and amenities are subject to change without notice. In the event a home is unavailable for rental due to fire, water damage, acts of nature, etc. we will do everything possible to find you equal accommodations. If we are not able to do this all deposits will be refunded. The renter fully understands that:  GREAT SMOKY REAL ESTATE, ALCORN PROPERTIES SERVICES AND THE HOMEOWNER are not responsible or liable to renter for loss or theft of any of the renter's personal property, accidents, injury or damage of any nature from any cause to renter (including guests, licenses, or invitees) or acts of God, weather, road, travel or skiing conditions or other recreational activities, or items removed or changed in the home.  Guest(s) hereby agrees to INDEMNIFY and hold GREAT SMOKY REAL ESTATE, ALCORN PROPERTIES SERVICES, TJ’s Vacation Rental Cleaners and the HOMEOWNER harmless from any and all claims including those of third parties, arising out of or in any way related to Guest(s) use of premises or the items of personal property provided therein.  Guest(s) assumes the risk of injury or other losses relating to any recreational activities and will hold homeowner and its agents harmless with respect there to.

 

We Do Business in Accordance With the Federal Fair Housing Law
(The Fair Housing Amendments Act of 1988)