| Policies and Procedures |
Sherwood Forest Rentals Reservation Policies / AgreementDirections from Hwy. 441 (main Parkway) in Pigeon Forge: Traveling south on 441 (the Parkway), going toward Gatlinburg, turn right at traffic light #10 in Pigeon Forge onto Conner Heights Road. Travel about one-half mile and take the third street on the left which is Rush Branch Road. The resort will be eight-tenths of a mile up on the right. (Note: if using an internet map site to obtain directions to our area, it will be best to seek directions from your home address into Pigeon Forge, TN, then follow the directions above from the main Parkway in Pigeon Forge to our resort.) Check-in/Check-out Policies: IMPORTANT: By signing this Rental Agreement, you acknowledge that you have read and agree to all of the terms and conditions explained herein. This document must be signed prior to check-in. Failure to sign or return this document, however, does not exempt you from our policies or remove you from responsibility for payment. Check-in time is no earlier than 3:00 p.m. (Please do not attempt to check-in prior to 3:00 p.m. In rare unforeseen circumstances, or on particularly heavy arrival dates, check-in times could be delayed.) All guests who are late arrivals will be provided a map and key code to the cabin for pick up at the Welcome Center. This packet will be placed in the small, black mailbox hanging on the right hand side of the building. Late arrivals must visit the Welcome Center between 9:00 a.m. and 11:00 a.m. the next business day to complete check-in paperwork. Guests who do not do so will be assessed a late processing fee. Guests agree to abide by all guidelines given at check-in. Check-out time is no later than 10:00 a.m. with no exceptions. Guest will be charged a late check-out fee per hour for check-outs after 10:00 a.m. Guest agrees to follow all check-out procedures as explained in their arrival packet. Local Phone Calls are free, if the cabin has been equipped with phone service by the owner. Long distance calls must be made by using a credit card, calling card or by calling collect, unless the cabin owner has provided unlimited long distance as one of their cabin's amenities. Guest Responsibilities: Premises must be left in a clean, undamaged condition. A security deposit "hold" (1 bedroom = $200; 2 bedroom = $300; 3 bedroom = $400; 4 bedroom w/o theater = $500--w/theater = $750; 5 bedroom w/o theater = $600--w/theater = $850; 6 and 7 bedroom w/o theater = $700--w/theater = $1,000) is required for check-in and will be placed on the credit card of the guest named on the rental agreement at the same time as the final balance payment 10 days prior to arrival. This "hold" will not be an actual charge to the credit card unless there is damage to or excessive cleaning necessary for the cabin. (Guests please note--Because financial institutions have such varying debit card policies and in some cases a "hold" transaction can actually appear as a deduction from the account, we recommend that guests contact their financial institution to learn their policies prior to using a debit card as their "card on file" with Sherwood Forest Rentals to which the security deposit hold is applied.). Guests should also be aware that charges for damages or excessive cleaning could exceed the amount of the security deposit. Guest understands they are solely responsible for, and assumes all liability for, any damage to the premises or furnishings. The undersigned assumes all liability in regards to any damages to the cabin during their stay. Undersigned also agrees that any damages incurred by a guest during their stay will be charged to the credit card on file with Sherwood Forest Rentals. All guests staying in a 4 bedroom or larger cabin will be assessed a cleaning fee at the time the final balance is due. Any damages or problems not reported by the guest upon arrival will be charged to the guest. All accidents or damages to personal property while at cabin must be reported to our Front Desk within 24 hours of occurrence. Group Responsibilities: Sherwood Forest Rentals requires group leaders and/or chaperones to be present with their group at all times when they are on resort property. Sherwood Forest Rentals, at its discretion, may require and arrange for a security service to patrol your cabin. We will attempt to notify you if this becomes necessary and your group will be charged for this service at $150.00 per night per cabin. In the event any complaints are received about the group as a whole, or about any individual within the group, you will at least receive a warning from Sherwood Forest Rentals' management and could face possible eviction from the resort, depending on the offense. Continued complaints will result in eviction. As stated previously in this agreement under "Guest Responsibilities," the group, like all guests, is responsible for any damage to the cabin incurred by their members or guests. If damage occurs, you will be charged not only for repairs/replacements, but also for any refunds or unit adjustments that Sherwood Forest Rentals is forced to make to other guests due to the behavior of your group. Maintenance: While Sherwood Forest Rentals cannot offer refunds or discounts for any amenity malfunctions (appliances, hot tubs, TVs, fireplaces, etc.), we perform regular maintenance upon said items to ensure good working order. Upon arrival, Sherwood Forest Rentals recommends guests report any maintenance issues to our office immediately. If there is a problem, we will make every effort to correct it as soon as possible during regular business hours. Emergency issues (i.e., lack of power or water in cabin, severe leaks, fire, security issues, accidents, locked-out of cabin, etc.) should be reported to our after-hours service at (865) 774-9199 immediately. All non-emergency issues (i.e., appliance/amenity issues, etc.) must be addressed during regular business hours or guest could be charged additional fees. Fireplaces: Gas fireplaces are seasonal and may not be in operation from April through September. Electric fireplaces may be used year-round, but should not be used at any time when air conditioning is on in the cabin. Housekeeping: Sherwood Forest Rentals' housekeepers clean each cabin thoroughly prior to guest arrival. We do not offer daily maid service. A starter set of linens, towels, soap supplies, toilet paper, trash bags, and paper towels is provided for each guest, and washer/dryer units are provided for guests to wash linens or towels as needed. Swimming Pool and Spa: The Sherwood Forest Resort swimming pool and spa area is generally open, weather and maintenance permitting, from late April through mid-October each year. Guest understands they use the pool and/or spa at their own risk and agree to follow the pool rules as posted at the swimming pool gate. Sherwood Forest Rentals assumes no responsibility for any occurrence associated with swimming pool or spa usage. Cabin towels may be used at the pool, so long as they are returned to the cabin and laundered by the guest in the washer/dryer units provided. Miniumum Stay: We have a minimum 2-night stay on most reservations, with a 3-night minimum or more required on certain dates. Cabin occupancy is limited to the maximum number of guests that your particular cabin sleeps. Allowing others to occupy the cabin above its stated occupancy limit or those that have not been charged will be subject to additional fees and charges. Pets and Smoking: We do not allow any pets in our cabins, except for specific, noted cabins where small dogs are allowed. (Adult dogs only, over two years of age and less than 25 pounds. No more than two dogs allowed per cabin and a non-refundable pet fee per pet will apply.) Smoking is not permitted in any cabin. If you smoke in our cabins or if an unauthorized pet is reported or found a $300.00 fine will be applied to your reservation and you may be asked to leave the resort immediately with No Refund. Smoking is permitted outside on the deck. DO NOT flick cigarettes, or toss any other items, off the cabin decks. Please use the outside receptacles provided at each cabin for proper cigarette disposal. Payment: Guest is responsible for all rental rates, taxes, and fees. At the time the reservation is booked, a deposit of one night’s rental plus a non-refundable reservation fee, will be charged to your credit card. The remaining balance is automatically charged to your credit card on file by our accounting department ten (10) days prior to your arrival. If you wish to mail the payment for your remaining balance, we can accept personal checks or money orders for that balance, but you must be sure that it will arrive at our office no less than ten (10) days prior to your arrival (additional fees will be charged for any returned checks and check-in will not be permitted until the balance is paid in full). If you wish to use a different credit card for the final payment you must contact our office in advance of the 10 day deadline. We must always have a credit card # on file that matches the name on the reservation. Confirmation:Confirmation of the reservation will be e-mailed to the address provided by you upon receipt of deposit payment. Guest should review the confirmation for accuracy of dates, mailing address, number in party and accommodations. Guest must notify the Sherwood Forest Rental office of any discrepancies in the reservation immediately upon receiving confirmation of the reservation. Directions to our office: We discourage the use of online maps (i.e., Google or Mapquest) as many of our resort roads are privately owned and will not register with their systems. From I-40, take exit 407 onto Hwy. 66 toward Sevierville. Follow for approximately 15 miles to downtown Sevierville and follow Hwy. 441S (aka the Parkway) for approximately six more miles into Pigeon Forge. When you arrive in Pigeon Forge, the traffic lights will be numbered starting with zero. Stay on the main Parkway through Pigeon Forge until you come to traffic light #10. Turn right at traffic light #10 onto Conner Heights Road, follow for approximately 1/2 mile and take the third street on the left called Rush Branch Road. Our resort Welcome Center will be eight-tenths of a mile up Rush Branch Road on the right. You'll see the gated entrance first, and the Welcome Center parking area is the next entrance. IMPORTANT NOTICE: Guest payments may not be held in escrow. Escrow funds may be subject to certain repurchase agreements. This notice is in accordance with Tennessee State Law 62-13-104 (b)(3)(D). Changes and Cancellations: Only the guest named on the rental agreement may cancel or make changes to a reservation. In fact, any communication about the reservation, even after departure, must only be with the guest named on the reservation. Changes to any reservation may only be made by calling our office and must be made 30 days prior to your arrival date (60 days for 4 bedroom or larger cabins). Any changes to a reservation after a cabin has been reserved will result in a $45.00 change fee. Cancellations must also be made by calling our office. We will issue a full refund of the deposit amount, less the non-refundable reservation fee, for reservations cancelled 30 days prior to the arrival date (60 days for 4 bedroom or larger cabins). Deposits and fees for reservations cancelled less than 30 days prior to your arrival date (or 60 days for 4 BR or larger cabins) are non-refundable. Refunds will not be provided for nights removed less than 30 days prior to arrival date (60 days for 4 BR or larger cabins). Refunds: As stated elsewhere in this agreement, refunds are not issued for non-working amenities, weather issues, or reservations cancelled (or nights removed) within the 30 day cancellation policy. We are also unable to issue refunds for any early departures. Hot Tub usage: Each guest staying in a 1 to a 3 bedroom size cabin will pay a hot tub fee at the time the final balance is due. Hot tubs will be inspected after each rental. Guests should shower with soap and water before and after usage of the hot tub because some lotions, soaps, etc., can cause a skin rash when mixed with the hot tub chemicals. If any residue from such items as soaps, bath products, food, alcohol, etc. is found in the tub, the guest will be charged a cleaning fee of up to $100.00. Damage to any cover will result in a $500.00 charge. Covers should remain on the hot tub at all times when not in use. Guest understands that there are health risks associated with the use of hot tubs and they agree to use them with discretion, at their sole responsibility, and by following the posted instructions. Guests with heart disease, diabetes, high or low blood pressure or any serious illness, and pregnant women should not enter the hot tub without consulting your physician. Guests with skin, ear, genital or other body infections, open sores or wounds, should not use the hot tub due to the possibility of spreading infection. Children under the age of 12 are prohibited from using the hot tub unless accompanied and supervised by their legal guardian. Sherwood Forest Rentals drains, cleans, refills, and chemically sanitizes all hot tubs prior to each guest arrival. Therefore, Sherwood Forest Rentals assumes no responsibility for any occurrence associated with hot tub usage. Because the hot tub is completely drained, cleaned, and refilled prior to each arrival, the water may not be warm until the evening of your arrival. Pests and the Smoky Mountain Environment: To ensure the best possible guest experience, we perform regular pest control maintenance on all of our cabins. Because our cabins are located in wooded and mountain areas we cannot guarantee that they will be pest or creature-free. While we cannot offer refunds or discounts for these types of problems, we will be happy to assist guests as needed. Please contact our office during regular office hours to report any problems. Lost, stolen, or damaged items: Sherwood Forest Rentals is not responsible for lost, stolen, or damaged items. Guest items which are found will be returned to our office. Items can be returned at guest’s expense. Weather: Sherwood Forest Resort does not provide refunds or discounts as a result of any weather issues (snow, storms, high winds, etc.). In the winter months, four-wheel drive or chains can certainly be beneficial for driving in the Resort. Home, Furnishings, Equipment, Etc.: All rental cabins are privately-owned property and are furnished and equipped by the cabin owner. Decor, style, and color may vary. Furnishings and/or equipment are subject to change without notice. Certain utilities (i.e., cable, internet, phone service), are provided by the cabin owner and may also be subject to change without notice. Cabin Occupancy: Sherwood Forest Resort reserves the right to move any guest to a comparable, or upgraded, cabin should an unavoidable problem occur in the specific cabin rented. Sherwood Forest Resort Property Owner's Association: Many aspects of Sherwood Forest Resort are under the control of the Sherwood Forest Resort Property Owner's Association. These include the resort swimming pool and outdoor spa, the resort gates, pond and waterfall, streets and street lights, main water and sewer system, and all common areas. Sherwood Forest Rentals assumes no responsibility for any occurrence as a result of these items. In the event of a problem in these areas, Sherwood Forest Rentals can provide the Property Owner's Association's contact information for assistance. __________________________________________ Guest’s Signature __________________________________________ Date __________________________________________ Vehicle Make & Model __________________________________________ Vehicle License Plate Number & State |