Alpha Log Cabin Policies and Procedures

We at Alpha Log Cabin Rentals welcome you! The following information  will  help you prepare for and plan your vacation. Please read the following rules and regulations regarding your reservation.

You, the guest, are responsible for knowing and following these rules. We ask that you take time to read all of the following policies and procedures before signing your rental agreement. We also suggest you bring a copy on your trip, as it may help answer many of the questions you might have before, during, and even after your visit with us.

BY SIGNING THIS RENTAL AGREEMENT, YOU ARE AGREEING THAT YOU WILL ABIDE BY THE POLICIES AND PROCEDURES LISTED.

RESERVATION AND CANCELLATION POLICIES AND PROCEDURES:

DEPOSITS:

All reservations require a 50% deposit of your total rental charges, plus a $30.00 non-refundable processing fee, and applicable sales taxes. The deposit you make is 50% refundable up to 30 days before your arrival date. This deposit is due the day you make your reservation.

If you are making your reservation within 30 days of your arrival date, the full amount is due at the time of booking.

Thirty days (30) before your arrival date the balance of your stay will be charged to your credit card.  You will then be sent (by fax or by email) written directions to your rental unit and a second copy of your reservation confirmation, showing that you have a zero balance due, IF you have returned your registration page and identification info. Otherwise, you will need to come by our office to register..  BEFORE YOU ARE ALLOWED TO CHECK IN TO YOUR CABIN, we must have the signed rental confirmation page, along with a copy of the front and back of your driver's license, on file.   

DO NOT send a personal check for your balance due.  We do not accept personal checks less than 30 days before check-in date. Sales tax is charged and collected on all payments for any services to the rental company. If your check is returned by your bank for any reason, we charge a $40.00 service charge.

CHECK-IN:

Check-in time is 4:00 PM or later EST. This is when your stay officially begins.  On your arrival date you may call the office (between noon and 5:00 PM EST) to get the lockbox code for your cabin.  Our local telephone number is 865-428-6222.  If you cabin is ready early, we will allow you to go in as early as noon.  However, we cannot promise you will get in before regular time.

If you are planning on pulling any type of trailer, please ASK us about the roads to your cabin.  Some cabins cannot be accessed if you are pulling any type of a trailer.  You also need to ask questions if you are driving a car that is low on the ground. Many cabins are located on steep or rocky roads.

The key code will only be released after the unit has been cleaned from the previous guest.  Normal check-in time is 4:00 PM or after.  If you are going to be a late arrival (after 5:00 PM), BE SURE to call to get your key code before you arrive in town and BE SURE  to bring your cabin directions for your convenience.

While we will make every effort to have your cabin ready on time, there could be a slight delay during PEAK SEASON -- your patience is greatly appreciated.

From the time of your arrival you have two hours to inspect your rental unit.  Please make sure everything is to your satisfaction. If you find any conditions you need to report as unsatisfactory, do so at that time.  After the first two hours it is assumed that you are accepting the property "as is" and there will be no refunds or adjustments made to your bill for any reason. We may move you to another cabin. Alpha Log Cabins reserves the right to exchange you to another cabin of equal size and accommodations.

CHECK-OUT:

Check-out time is 10:00 AM EST.  Late departures could result in your being charged for another day's stay or a minimum fine of $100. This is because our cleaning and hot tub servicing teams will have to make another trip out to your cabin because you did not leave on time.

NO refunds will be given for early departures (such as should you find it necessary to leave earlier than your reserved departure date), for any reason, including weather and/or road conditions. If you are traveling during the winter months, we advise that you keep a check on the weather conditions.

We hope that you enjoy your stay and we understand that leaving and going back to the "real world" can be hard! However, in order to  help us keep the cabin/chalet as nice for the next renter as it was for you,  we ask that you please adhere to the following rules:

*** Wash all dishes and put them away. The dish cleaning works on an honor system. In the event that your cabin has a dishwasher but no dishwasher detergent, please do not use regular liquid dish soap as a substitute for the dishwasher soap or powder. Please hand-wash the dishes instead of using regular dish soap in a dishwasher. Using regular dish soap even once can ruin a dishwasher and make a big mess.

*** Place wet towels, washcloths, bath mats and used bed linens BESIDE one of the bathtubs or showers.

*** Do not put hot ashes or coals from your grill or fireplace in the trash cans. This is a fire hazard. Our cleaners will clean out the fireplaces and the grills.

*** Turn off all lights and small appliances and set the heat at 65 degrees in the winter months. In the summer, the air conditioners should be set at 75 degrees.

***Be sure all doors and windows are locked upon your departure.

PERSONAL ITEMS:

USE OF ILLEGAL DRUGS OR POSSESION OF ILLEGAL FIREARMS IS PROHIBITED AT ALL OF OUR RENTAL HOMES. IF YOU ARE FOUND TO HAVE EITHER IN YOUR POSSESION, YOU WILL BE ASKED TO LEAVE WITH NO MONIES REFUNDED AND YOU WILL FACE LOCAL PROSECUTION!!!

Any personal items left behind or lost during a stay are  the responsibility of the guest.  We are not responsible for items left behind or lost. However, we will ship back any items that are found (if the guest requests them) by a local shipping service. The shipping charge is charged to the guest's credit card. We hold on to any items left behind for 30 days to see if they are claimed before disposal.

DAMAGES: 

*** If there is a need for any extra or excessive cleaning upon your departure, you will be charged a minimum of at least $100.00 or more depending on the nature of the mess and/or damage. If you do not wash and put away the dishes you use, you will be charged a minimum of $50.00.

*** Any theft, vandalism or evidence of drug use will be photographed and reported to the police and possibly followed by litigation.  

*** Any cabin that is left unsecured by the guest, resulting in items being damaged or stolen, will be the responsibility of the registered guest. He/she will incur the cost of replacing any items which are damaged or stolen.    

*** Please keep in mind there are neighbors. Keep the noise levels to a minimum so that there will be no need to involve the police over disturbance issues. Common courtesy is always appreciated.

*** Any guest that we are forced to evict will forfeit all monies paid and no credits will be issued.

*** Please remember that a signed rental agreement is considered a legal and binding contract and therefore gives Alpha Log Cabin Rentals, the right to collect payment for damages, missing items, and excessive cleaning that are made necessary by your stay.   

*** The cabins/chalets are not to be used for parties or gatherings that exceed the sleeping capacity of the cabin. Full payment for all damages, missing items and extra cleaning are the responsibility of the guest and will be billed to the credit card of the guest who signs the rental agreement.

CANCELLATIONS:

Your reservation is a contract between you and this company that says we will hold this cabin/chalet and not rent it out to anyone else for the time period you have reserved. Because of this, if you cancel less than 30 days before you are due to arrive, there is NO REFUND for cancellation. If you cancel at least 6 days prior to your arrival, you will be charged the $30.00 reservation fee, 10% of the rent you have paid as a deposit, and the appropriate sales taxes.

If you have a verifiable medical emergency or death in the immediate family, you may apply for a reschedule of your stay.  These rebookings would have to be completed within six months of change or you would forfeit the funds. Rebookings can only be used for the cabin originally reserved.  The reservation fee, and sales taxes, are nonrefundable, even in case of cancellation.

There is a $25.00 non-refundable administrative fee for any changes to your reservation such as dates or cabins.

RESPECT OUR OWNER'S PROPERTIES:

Our rental units are individually owned by people just like you.  We ask that you treat their property just as you would your own and leave no damage. If you for any reason have to move the rental home's furniture, please make sure that it is placed back in the original arrangement. If moving furniture, please be careful not to scratch the floors or furniture.

"NO-SHOW" POLICY:

A "no-show" is an automatic forfeiture of charges -- this is a contract between you (the guest) and this company (the management) as representative of the owner's property. You will be charged for the full stay if the proper cancellation policies are not followed. If we have held a cabin for you, we have pledged that cabin and those dates to you. You will be charged for this reservation. This is necessary as our cabin owners will likely lease the revenue he was expecting from you. Most cabin rentals are 30 to 120 days in advance, so when an owner reserves you a cabin through the managing agent, he will lose if you cancel or no-show.

WELL SYSTEMS:  

Most cabins are on wells and on mountain lots.- some wells have different odor and taste, or may attract creatures. We can not cancel or change to another cabin because of this. NO CANCELLATIONS.

HOUSE PARTIES:

Absolutely no house parties or unsupervised large student groups are allowed.

We reserve the right to refuse service to anyone, at our discretion. Young people must be accompanied by a parent or legal guardian.  We do not rent to anyone under age 21, and for larger cabins, no one under age 25. If a party is discovered to be taking place in any of our rental units, the entire group will be required to leave. No refunds will be given. If a guest DOES have a party of which we are not made aware, that guest will be charged for ANY and ALL damages discovered and the same will be reported to the local police department. This is considered fraud and is prosecutable as "defrauding an innkeeper" in this state.

MAXIMUM CAPACITIES:

Rental unit occupancy is strictly enforced as follows: a one-bedroom unit will accommodate a maximum of four adults; a two-bedroom unit will accommodate a maximum of six adults; a three-bedroom will accommodate a maximum of eight adults; a four-bedroom will accommodate a maximum of 10 adults; a five-bedroom will accommodate a maximum of 12 adults. This is assuming the use of a sleeper-sofa or air mattress in some cases.  Please adhere to these maximums. Strict Tennessee fire codes prevent rental cabins from being overpopulated.  If you misrepresent the number of people in your group, you will be asked to leave and no refunds will be given for this fraud under the "defrauding an innkeeper" law of this state.  We absolutely will not allow house parties of any kind whatsoever.

FORMS OF PAYMENT:

We accept Visa, MasterCard, Discover, cash, money orders and traveler's checks.  We can NOT accept personal checks at time of your check-in or less than 30 days before your check-in. If you are paying your balance due at check-in, please bring the correct change (or a cashier's check or money order). For the safety of our office staff, we do not keep cash in the office and thus cannot make change for you.

INDEMNITY CLAUSE:

Some of our rental properties are privately-owned units. The registered renter agrees to indemnify the owner and Alpha Log Cabins, of any damages to the premises which result from the renter's occupancy (including furnishings and household items) and/or damages found upon arrival. The registered guest is the one who will be charged for any damages his/her group causes to the property.  Neither the owner nor Alpha Log Cabin Rentals will be responsible for accidents or injury to guests or for loss of money or valuables of any kind. The registered guest assumes full responsibility for any and all damages that his/her group causes, excessive cleaning charges for problems caused by his/her group, or for any items found to be missing after his/her group's visit, including linens and towels. By accepting this reservation, it is agreed that all guests of the registered renter are expressly assuming the risk of any harm arising from their use of the premises or others whom they invite to use the premises.  Please read the departure instructions in the rental unit.

PET POLICY:

Based on the choice of our owners, pets are allowed in "pet-friendly" cabins only. There is a $55.00 non-refundable pet fee for each small dog (up to 35 pounds) and $75 on larger dogs (36 to 75 pounds). This charge is on each pet, not a one-charge for however many you want to bring. These pets have been limited to dogs only, and there are weight restrictions. No more than two dogs are allowed in any of our rental units. All dogs must be crated while you are away from the cabin and cannot be left alone in the cabin.  If the unit is found in disarray due to neglect or your  leaving your dog alone, there will be an extra cleaning charge to correct any and all such problems. If a pet is found in any of our units that do not allow pets, a cleaning fee of from $100 to $200 will be charged to the guest. Please discuss this issue with us if you have any doubts.

CLEANING SERVICES:

We charge a cleaning fee for a full cleaning at the end of your stay. This covers the hot tub cleaning, trash removal, and other necessary routine services.

CABIN SUPPLIES:

Each rental unit is provided with a STARTER supply of bed linens, towels, wash clothes, bath soap, toilet tissue, paper towels, trash bags, dishwashing liquid and dishwasher detergent.   We do not provide extras after you check-in.  There are several grocery stores close by for your convenience in picking up any extra supplies.

We do a full-clean on each cabin after each stay -- we don't come in daily and clean.  If your cabin has a washer and dryer, you are welcome to wash the linens or towels for your convenience.  If you want additional maid service, it can be provided for a modest cleaning fee. Extra linens can be picked up at our office for a charge of $5.00 per bag (usual set-up for a one bathroom and a kitchen).

Every rental unit will have heating and air conditioning, stove, refrigerator, microwave, toaster, coffeemaker, dishes, flatware, glassware, utensils, pots and pans, color television, DVD or VCR, smoke alarms, fire extinguishers, towels, pillows, bed linens, washcloths, bedspreads, quilts or blankets. Most have irons and ironing boards, but not ALL.

The guest is expected to supply charcoal for the grill, fire starters or kindling (in season only), extra blankets if more than one per bed is desired, aluminum foil, coffee filters, plastic wrap, laundry detergent, and all your food.  Many guests like to bring beach towels for hot tub use.  Again, most of these things can be picked up at the local grocery stores or the Wal-Mart store.

Each homeowner decorates differently so we can not promise that each cabin will have the same amenities. Some owners decorate for the holidays and some don't.  Please call and ask us if you have any questions and we will be glad to help.

Some of our properties are all individually owned.  We make suggestions to owners on what each cabin should have, but we do not require (within reason) certain amenities. Bed sizes, cabin descriptions, names of cabins, amenities provided, etc. are subject to change without notice.

WE RESERVE THE RIGHT TO TRANSFER YOUR STAY TO ANOTHER CABIN IF   PROBLEMS ARISE WITH THE CABIN YOU HAVE CHOSEN.  WE WILL MAKE EVERY EFFORT TO NEVER HAVE TO DO THIS!

TELEPHONE RESTRICTIONS:

The majority of the rental units have restrictions on the telephones that allow unlimited local usage but no outgoing long distance calls.  Most guests make long distance calls using a calling card or credit card.

HOT TUB POLICY:

Our hot tubs are professionally cleaned and chemically treated after each guest. However, to make your hot tub experience safer from bacteria, we advise you to run the hot tub between ten to fifteen minutes before entering the hot tub. The guest who signs the rental agreement will be responsible to tell anyone in his or her party that will be using the hot tub of all potential hot tub hazards. Hot tub use is strictly at your own risk. By using the hot tub, and by signing the rental agreement, you are absolving Alpha Log Cabin Rentals, and the cabin owner of any and all responsibility related to the hot tub or its use.

Persons who have high blood pressure, skin sensitivities, or who might be pregnant are strongly urged not to use a hot tub. If in doubt, please consult with a physician prior to using the hot tub. Hot tubs can cause your blood pressure to rise if you have been drinking.  You should also never wear jewelry into a hot tub due to the chemicals used. The chemicals in hot tubs can also affect color-treated hair or damage swimsuits.

DAMAGES TO HOT TUBS:

Hot tubs and their covers will be inspected after each rental.  Please keep soaps, bubble baths, bath oils, alcohol and food away from the hot tubs. If these items are used in the hot tubs, an additional cleaning fee could be assessed. Hot tub covers are easily damaged since they are largely constructed of a lightweight styrofoam to make them easier to remove. We ask that you inspect yours for any damage upon your arrival and advise us of any problems.  Covers should be kept on the hot tubs whenever the tub is not in use. When removing the hot tub cover, please place it in a safe location, away from people and pets. Children walking on the tops of the covers WILL break the cover.  These covers cost $350-$450 each and will be charged back to you if damages are discovered after you have checked out (other than those you have reported as being there at your arrival).

MECHANICAL FAILURES:

While we strive to ensure the equipment in every cabin is in good working condition, sometimes things do break down.  If we are notified of a problem we will do our best to get any problem corrected on a timely basis.  However, no refunds or rate adjustments will be made for mechanical failures beyond our control. This includes hot tubs, jacuzzis, fireplaces, appliances, public utility problems such as telephone outages, cable or satellite outages, etc.  We will do our best to remedy any problem you report to us, but some things are beyond our control.

WINTER WEATHER CONDITIONS:

What about that ugly 4-letter word...."SNOW"?

This is a very tricky subject because it almost has to be taken on a case-by-case basis. If you are scheduled to be in a cabin that is up a steep mountain road that is inaccessible, then we will try to relocate you to a cabin that is not so high up. If you cannot get to your cabin and we have nothing available to you we will allow you to reschedule your stay within the following 6 months (meaning you would have to come and stay within the next 6 months). If you are not willing to reschedule within six months you will forfeit all monies paid. If you are already checked in and the white stuff flies making it impossible for you to leave, there will be a 1-day grace period. Any following days will be billed at half-price the normal rate. Due to the difficult nature of travel when it is snowing here, we are unable to do any "rescue" missions or bring food to you if you become snowed in (remember, your being snowed in means we are snowed out), so be sure you check the weather before you come and plan accordingly.

We do not give refunds for bad weather conditions.  If you foresee a problem with getting to your cabin we recommend you bring snow chains or a four-wheel drive vehicle.  Call us if you have any doubts and we will evaluate the situation.  Many times we can move you to a cabin that is more easily accessible if there is a problem. Winter road conditions and maintenance are not guaranteed.    No refunds will be given due to inclement weather or road conditions.  We cannot provide transportation for guests and are not liable for any towing charges you may incur during your stay. The weather does change rapidly here during the winter months here (November to April), and we advise that you plan your trip with that in mind.

FIREPLACES:

Fireplaces are not allowed to be used from April 1st until October 1st.  During fireplace season, we do supply firewood, but not kindling or matches.  These items can be obtained from local grocery stores and convenience stores.  Many of our cabins have gas logs, with timers installed.  If you have questions on that, please let us know.  Fireplaces are closed on April 1st for the season and must be reinspected before opening. If you rearrange the placement of the logs in the gas fireplaces or build a wood fire in a gas fireplace, you will be charged for the damages caused.

TELEVISION SERVICES:

Some cabins have satellite (not CABLE) television service. In this case you would probably only get limited (basic) channels and these don't usually include sports channels, premium movie channels or pay-per-view events. There are several restaurants around town where you can go to enjoy sports, racing and other premium events on television. This information is also on the description of each cabin on our website.  If this is a concern for you, please ask us and we can let you know what service your cabin has available.

THERMOSTAT SETTINGS/LINENS:

When you leave us, please be sure to set the thermostat at 68 degrees in the winter and at 75 degrees in the summer.   Do not worry about washing or drying the linens yourself. Do not remake your beds. It IS helpful if you strip your sheets and leave them by the bathtub. Our housekeepers are required to change out all linens after each stay, regardless.  

DIRECTIONS TO OUR OFFICE:

You will receive directions to your cabin before your arrive (if you have returned the signed contract with your documentation, and are paid in full).   PLEASE BRING  THESE DIRECTIONS WITH YOU WHEN YOU COME.