On-Line Reservations

Volunteer Cabin Rentals
3781 Wears Valley Rd.
Sevierville, TN. 37862


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Rental Policies Page

Rental Policies

Rental Contract

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and or
Rental Agreement

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Thank you for giving us the opportunity to provide you with some of the finest accommodations in Sevier County and the Great Smoky Mountains!  Please take a few minutes to review the enclosed confirmation letter and this summary of rental policies.  We have established the following guidelines and operating procedures to help ensure your stay with us goes as smoothly as possible.  Thus, it is very important that you read this summary and ask for clarification, or perhaps a waiver if appropriate for your situation.  For example: pets are not allowed in the cabins, but animals trained to assist disabled persons will be accommodated if you tell us about them BEFORE your stay begins.  Finally, please be aware that your rental agreement includes a provision stating you have been informed of these rule and guidelines and that you agree to abide by them.

RESERVATION DATES.  First and foremost, please check the days identified in the confirmation letter as your check-in and check-out dates.  If there is a discrepancy between the dates you want and the dates identified in the letter, call our toll free number immediately so we can resolve the difference and be sure the cabin you want is available when you want it.

CHECK-IN AND CHECK-OUT TIMES.  Our official CHECK-IN TIME is 3:00 p.m. EST and we make every effort to have your cabin ready by then, but sometimes the demands on our housekeeping crews force them to get slightly off-schedule.  While we promise to have the cabin available as soon as possible, there are no discounts or refunds if we run past 3:00 p.m.  If you know you will be arriving after office hours, please call and let us know so we can make arrangements for you to pick up your key.  If you do arrive late, it is very important that you come by the office the next day and complete the check-in process which includes signing your rental agreement and settling any remaining balance.  CHECK-OUT TIME is 10:00 a.m. EST on the final day of your stay.  Obviously, we have to get the cabin ready for its next guests and often that means getting it ready for a check-in later the same day.   Thus, it is really helpful if you vacate the cabin no later than 10:00 a.m.  As part of the check-out process, we ask you to put the used dishes and cookware in the dishwasher, and seal the garbage in plastic bags.  In addition, if you disconnect any TV wires or cables to facilitate the use of video games, it is your responsibility to reconnect them.  If you fail to do so and a technician is called to reconnect them, you will be charged for the service call ($50).  Also, if the cabin requires an extraordinary amount of cleaning, an additional cleaning fee will be charged ($50, minimum).  Finally, please return the keys to the office if you leave during business hours, or put them in the key-box next to the front door if you leave before the office opens.    

OFFICE HOURS.  The VCR office is open almost every day of the year (we are closed only on Easter, Thanksgiving, Christmas, and New Year's Day.)  We want your stay to be pleasant and without incident, thus we are here to answer questions and resolve any potential problems as soon as possible.   Specifically, the office is open Monday through Friday, 9:00 a.m. until 6:00 p.m., Saturday 9:00 a.m. until 5:00 p.m.  and Sunday from 1:00 p.m. until 5:00 p.m. (all EST).  

RATES AND MINIMUM STAYS.  Please be aware that our rates are subject to change at any time.    Also, as a general rule, we require a minimum stay of two nights, however, for holidays and the months of July and October, we may require a minimum of three or more nights.  

RESERVATIONS.   VCR caters ONLY to families and responsible adults.  We DO NOT rent to students who are vacationing or celebrating special events without adult supervision.  Thus, persons under age 25 will not be allowed to register upon arrival and will forfeit their deposit.  Persons who are at least 21 will be allowed to rent 1 bedroom cabins, but reservations for 2 bedroom cabins and larger will require a person at least 25 years of age to register. A deposit equal to at least 2 nights' rental fees is required to complete your reservation.

CANCELLATIONS AND REFUNDS.  If you cancel your reservation, a portion of the deposit paid when you made the reservation will be refunded under the following conditions.  

·     If you cancel your reservation more than thirty (30) days before your scheduled arrival date, all of your deposit will be refunded except for a $70 (plus tax) CANCELLATION FEE.  If you cancel your reservation at least fifteen (15) days but not thirty (30) days before your scheduled arrival date, half of your deposit will be refunded, less the $70 (plus tax) CANCELLATION FEE.

·     If you cancel your reservation fourteen (14) or fewer days before your scheduled arrival date, no refund is given.

·     Once you begin your stay, no refunds are given for early departures including those caused by personal emergencies.

·    You can RESCHEDULE your stay ONE TIME and thus not lose your deposit if the request is made more than fourteen (14) days before your scheduled arrival date.

SNOW POLICY: If you arrive at our office but cannot get to your cabin, no refunds will be given.  We will, however, allow you to reschedule your stay anytime during the following 12 - month period.  All money on deposit with us will be transferred to the rescheduled reservation.

PAYMENT FORMS AND FINANCIAL RESPONSIBILITY.  Please be aware that NO PERSONAL CHECKS ARE ACCEPTED.  Cash, credit cards, money orders, and traveler's checks are the most common form of payment.  Under some conditions, repeat corporate customers and church groups are allowed to pay by check.  For purposes of information, please know that 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), Volunteer Cabin Rentals hereby discloses the following as policy as of August 14, 2006: "All advance rent deposits, damage deposits and balance of rent due are deposited into an interest-bearing bank clearing account.  These deposits plus interest are considered income to Volunteer Cabin Rentals upon receipt.  Any refund considerations are expensed from the general books of Volunteer Cabin Rentals."

WEATHER AND DRIVING CONDITIONS.  We take great pride in our area's weather and mountainous terrain.  Please remember, however, that mountain roads can be steep and curvy and thus tough to drive on any time of the year.  Snow in the mountains is picturesque, but it can be dangerous when mixed with ice and stormy conditions.  As a result, VCR does not guarantee the condition of any road surface during any season.  And, yes, it's true that sometimes a four-wheel drive vehicle is needed to reach some cabins.  No refunds or discounts are given because of the weather (or fear of driving on a curvy and or steep road).  On occasion, electric service a parts of the county, including Wears Valley, is interrupted.  While the electric company always works very hard to restore service as soon as possible, no refunds or discounts are given by VCR because of an electrical outage.

GENERAL CONDUCT.  As stated previously, VCR caters to families and while some cabins enjoy a secluded location, it is not uncommon for others to have neighboring cabins nearby.  As a result, it is very important that everyone respect the privacy and rights of their neighbors.  Thus, HOUSE PARTIES are specifically prohibited, and any party that gets out-of-hand to the extent the law must be called will be considered as just cause to have you escorted from the property with no refund.  

SMOKING.  Smoking is not allowed in any VCR cabin so if you need to smoke, please do so on the deck or in the yard.  In addition, please have the courtesy to place all cigarette butts and other related trash in the receptacles provided, after making sure there is no chance of causing a fire.  In those instances where the receptacles have "disappeared" please improvise so as not to litter the deck and grounds.    If there is evidence of smoking inside the cabin, you are subject to being charged an additional fee ($150, minimum) and if found before the end of your stay, your reservation will be cancelled with no refund.


MAINTENANCE AND REPAIRS.  We have a full-time maintenance technicians who perform regular maintenance on all VCR cabins in an effort to keep the amenities in each cabin in good working order.  However, as in any home, appliances, hot tubs, HVAC units, satellite TVs, fireplaces, etc., may malfunction on occasion.  And, while we make every effort to repair and or correct these unforeseeable malfunctions as soon as possible, no refunds or discounts are given because of them.  

FURNITURE AND DECORATIONS.  All VCR cabins are privately owned so rates, descriptions, bed sizes, furnishings, etc. may change at any time without notice.  Such changes may be the result of mechanical malfunctions, required maintenance, or simply owner preference.  Furnishings are not to be moved by guests.  In addition, guest are responsible for damages to decorations, furniture, and amenities including but not limited to hot tubs, pool tables, and other game tables.

LINENS AND RELATED ITEMS.  VCR provides each cabin with bed linens, bath towels, hand towels, and wash cloths.  And, while we do not provide maid service or additional linens during your stay, each cabin has laundry equipment for your use during your stay.   A "starter supply" of several products including paper towels, toilet tissue, bath soap, and detergent for the dishwashing machine is provided; but, we do not provide laundry detergent.

FIREWOOD.  If your cabin has a wood burning fireplace, a supply of firewood is provided from October 1 through March 31; but, we do not make any guarantees as to the wood's dryness or burn quality.  In addition, excessive use of firewood during a stay will incur an additional fee ($65, minimum).  If the cabin is damaged as a result of negligent use of the fireplace, including smoke damage and damages resulting from burning wood in a gas fireplace, you will be charged for those damages. Finally, we do not provide any type of fire-starter.  

PETS.        No pets are allowed in any VCR cabin.  If you have a pet in the cabin, or on its premises, you are subject to being charged an additional fee ($150, minimum).  And, if found before the end of your stay, you will be escorted from the property and receive no refund.

CRITTERS AND INSECTS.   All our cabins are located within a few miles of the Great Smoky Mountains National Park.  So it is not uncommon to spot wildlife near a cabin.  Please be aware that such wildlife are indeed "wild" and are not domesticated in any sense of the word.  Indeed, it is very dangerous to feed wild bears and or to leave food and garbage out in such a manner as to be a lure to them.  In addition, each VCR cabin is sprayed monthly by a professional pest control company for insects such as wasps, ants, and spiders, however, there still may be some unwanted little guests sharing your cabin with you.  And, while we strive to keep the cabin insect-free, there is no guarantee-express or implied-that it will be.  Thus, no refunds or discounts are given because of insects.  




Credit Card Authorization Form

This form is used to authorize Volunteer Cabin Rentals to charge your credit card for a one time payment on a cabin rental reservation. Please fill out this form completely and return by fax to: Volunteer Cabin Rentals, 1-865-428-7729 or by mail to: Volunteer Cabin Rentals, 3781 Wears Valley Road, Sevierville, TN 37862.

Type of Card:  _____ DISCOVER _____MASTER CARD _____ VISA

Credit Card Number: __________________________

Expiration Date: ______________

Name on Card: _______________________________________________________

Credit Card Billing Address: (Where you receive your credit card statement)

Street: ______________________________________________________________

City: _____________________________ State: _____________ Zip Code: ________

Country: __________________________

Card Holder Signature: __________________________________________________

Card Holder authorizes the above credit card for payment of damages to rental cabin when

incurred: __________ YES           __________ NO* (See Note)

*NOTE: Guest making reservation must pay a $250 (cash, cashier's check or money order)

Security Deposit at time of Check in. This deposit is refundable after the rental cabin has been

checked and approved by a Volunteer Cabin Rentals staff member.


Documentation You Must Provide With This Form:

1. Legible Copy: Front and Back of Credit Card used above

2. Legible Copy: Front and Back of Valid State Driver's License of Card Holder

By signing this Credit Card Authorization Form, the individual executing this form certifies that the information contained in this form is true and complete, to the best of the signer's knowledge.

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