Rental Policies

Thank You for choosing Arrowhead Cabin Rentals for your vacation getaway.  We know you will enjoy your stay.

Our office is located at 507 Chickasaw Gap Way, Pigeon Forge, TN 37863.  Please remember check-in anytime after 3:00 PM EST and check-out time is 10:00 AM.  If you have any questions please feel free to give us a call at 1-800-557-8168.

The Staff at Arrowhead Cabin Rentals

OFFICE HOURS

Monday-Friday 8:00 AM to 6:00 PM EST

Saturday & Sunday 8:00 AM to 5:00 PM EST

Rental offices are closed for Easter Sunday, Thanksgiving Day, Christmas Day and New Years Day.

RESERVATIONS

You must be 21 years of age to book a cabin with Arrowhead Cabin Rentals, LLC. NO HOUSE PARTIES.

Rates are subject to change at any time. In some cases, reservation may require a minimum night stay. A deposit of half (50%) your stay is due at time of booking. We accept Visa, MC, and American Express. If paying by money order or personal check, funds must be received 30 days prior to check-in. We do not accept balance transfer checks, personal or company checks at time of check-in. If you used your credit card for your initial deposit, you are the only person who can sign our Guest Registration forms accepting responsibility for the rental unit. The remaining balance is automatically deducted from your credit card on file 21 days prior to arrival. Guest hereby authorize Agent to charge any expenses related to repairs, extra cleaning, or theft/vandalism of any property from the unit to the guest's credit card on file. Property will be replaced at current retail value plus a $35 service fee. An inspection of the unit is taken before check-in and after check-out. Upon arrival to your unit, please inspect the unit and report any problems within 1 hour.

If your name is on the reservation, you need to be the first to arrive to check in. So plan your arrival time accordingly. We cannot check in the rest of the group if the person whose name is on the reservation is not present to sign in. The credit card used for deposit and Drivers License of the cardholder must be presented at check in. No Exceptions! If you forget to bring the card that you placed the reservation with, the initial deposit will be refunded in its entirety and another form of payment (Visa, MC or AMEX) must be received by Arrowhead Cabin Rentals, LLC in order to continue the check-in process. The credit card used for any part of the stay must belong to the occupant of the property. Your reservation will not be honored if the cardholder is not an occupant of the property. For larger groups wishing to split the cost, please work out payment arrangements prior to check-in. We ask that larger groups just pay the person whose name is on the reservation prior to arrival in order to prevent mass confusion at check-in. Having one form of payment at check-in will speed up the check-in process for you.

A one-time cleaning charge plus tax per rental property will be assessed. Some cleaning fees vary by unit because of square footage and/or number of levels, but are typically:

$45 for one bedroom properties plus tax

$55 for two bedroom properties plus tax

$65 for three bedroom properties plus tax

$85 for four-five bedroom properties plus tax

$105 for six bedroom properties and larger

$50 additional (non-refundable) cleaning fee plus tax on Pet-Friendly properties if bringing a pet

CANCELLATION POLICY

One and two bedroom properties require a cancellation notification minimum of 30 days prior to your scheduled arrival date to receive a 90% refund of deposit less $45 cancellation fee. No refunds will be given if you are past your allowed cancellation period. Three bedroom and larger properties require a cancellation notification minimum of 45 days prior to your scheduled arrival date to receive a 90% refund of deposit less $75 cancellation fee. No refunds will be given if you are past your allowed cancellation period.

CHECK-IN TIME

Guests can check-in anytime after 3:00 PM EST, and while we make every effort to have your cabin ready with no delays, sometimes the check-in process gets slightly off-schedule. No discounts or refunds will be given due to a delay in check-in. If you are in the area before 3:00 PM, feel free to stop in or call the office. If your cabin is cleaned and ready, we will be happy to allow you entry. If you are planning a late arrival time, please contact our office during business hours to make arrangements to pick up your key. Guests who check in after office hours must return to the office the following morning before noon (12:00 PM), to complete the check-in process. Guests who do not complete check-in paperwork by the end of Business Hours the day after arrival will be assessed a $50.00 late processing fee. At check-in, guests will be required to present identification, and sign a rental agreement.

Please note- In observation of these two national holidays, no reservations will be scheduled for arrival on: Thanksgiving Day & Christmas Day.

CHECK-OUT TIME

Check-out time is 10:00 AM. We ask that you place dishes in the dishwasher, trash in the receptacle, and make sure the cabin is secure before departing. Please respect check-out time, as we need the time to prepare the cabin for the next guest arrival. You must call the office when leaving. Please do this after packing the car and saying good-bye to family and friends. We are in constant contact with the cleaning staff, and dispatch them as soon as we get the call from you. If not checked out by 10:00 AM there will be a charge of $25 dollars per 30 minutes thereafter. A minimum fee of $50 will be charged to your credit card if excessive cleaning is required. Please return your keys to the front desk or the early departure mailbox by the office door.

If you disconnected the TV cables to play games then you must reconnect the TV and cable cords. If you do not and we have to send a TV repairman to reconnect the cable or satellite, then you will be charged $50.

OCCUPANCY & HOUSEKEEPING

Please limit occupancy to the cabin maximum and adhere to pet and smoking preferences of the cabin. If evidence of smoking is discovered in cabins that are NON-SMOKING, a fine of $500 will be assessed. You must be an adult (21 or over) to rent a cabin on our program. A driver's license is required at check-in from the adult responsible for the cabin. In the event of damages or extra cleaning requirements, additional charges may be applied to the card on file. Linens and towels are provided based on the size of the cabin reserved, along with basic kitchenware and utensils. A starter supply only of soap, dishwashing detergent, toilet paper, trash bags, and paper towels will be provided. Upon arrival, please report any damages, shortage of supplies, or housekeeping issues immediately. Please review the cabin binder and abide by hot tub procedures, rules, and precautions.

OCCUPANCY & AMENITIES

We will do everything we can to make sure your cabin is ready for your stay. It is our mission to provide you with the cleanest cabin possible, so that you will become a return guest for life. As mentioned above, due to our high standards for cleanliness, there is a chance that not all units will be ready for check-in promptly at 3 PM, especially during peak and holiday season. We ask for your patience and suggest that you have alternate plans for a couple of hours in case your unit is not ready. There is also a possibility on the day of check-in the hot tub may not be completely warm and ready for use until that evening, due to the cleaning process between guests. In addition, from time to time, appliances, hot tubs, satellite TV, water, telephone, internet access, electricity, etc. will break down or malfunction. While we cannot refund any monies due to these issues that may be beyond our control, we will respond as quickly as we can to make repairs and restore amenities.

Because all cabins are individually owned, the amenities are subject to change at any time, without prior notification. Depending on the circumstance, a move to a similar property may be necessary. Arrowhead Cabin Rentals, LLC assumes no liability for personal items brought into the cabin that are lost, stolen, or damaged. On rare occasions, cabin investment properties are sold and management responsibilities transferred. Under these, and similar circumstances, reservations may be moved to a similar property. Gas fireplaces are seasonal amenities and may not be available for use during the summer. The cabin will only accommodate the number of guests that the cabin will sleep due to a Fire Marshal Code. Occupancy is strictly enforced.

House Parties or Wedding Receptions: At no time during your stay is a party allowed. If you are caught having a party of any sort, you will be forced to leave immediately. No monies will be refunded. You will also forfeit your damage deposit. We do not tolerate house parties of any sort. When staying in a cabin, please be mindful of your neighbors. Keep noise to a minimum, and quiet time is from 11:00 PM until 9:00 AM. We do not rent to fraternities, sororities or other large non-family groups. Upon check-in, we reserve the right to refuse service if any sort of party is suspected.

All homes are privately owned so rates, descriptions, bed sizes, furnishings, etc. may change without notice. These changes may be caused by malfunctions, required maintenance or owner preferences. Furnishings are NOT TO BE MOVED. Guests are responsible for damaged or missing items and for any extra cleaning or service calls due to negligence.

Personal Items: Use of illegal drugs or possession of illegal firearms is prohibited in all our rental cabins. If you are found to have either in your possession, you will be asked to leave with no money refunded and you could face local prosecution.

Care of Homes: Please treat the cabins as your own home. Leave them in proper order. If evidence of smoking is discovered in cabins that are NON-SMOKING, a fine of $500 will be assessed.

Respect to Neighbors: Please be a good neighbor. Respect quiet time. If we are contacted due to disturbances, you will be asked to leave the premises forfeiting all remaining rent.

INCLEMENT WEATHER POLICY

Chains and/or 4-Wheel drive vehicles may be required for a few of our properties due to weather conditions. Please ensure you are prepared for possible weather and road conditions, as we do not refund rental fees due to weather or early departure. When preparing for a stay during the winter months, you should pack as if you are going camping. Please bring along flashlights, drinking water, warm clothes (in the event of a power outage) and a cooler for storing food. Our properties are equipped with grills so you can cook food in the event of a power outage. Bringing non-perishable items is also a good idea. The mountains are very unpredictable starting late November into the months of December, January, February, March and even mid-April. Being prepared can mean the difference between a miserable stay and an enjoyable stay. To assist you in planning, we provide links to weather and road conditions on our Area Information page. If road conditions are unsafe for travel to any of our rental properties, and we have knowledge of it, we do reserve the right to refuse service and all monies will be refunded.

INSECTS

Welcome to the Smoky Mountains. Our cabins are neighbors to the National Park. Your vacation home is treated once a month for insects. Most of our cabins are in wooded, mountainous environments and we cannot guarantee them to be free of pests, bugs, or animals. We do not give refunds for pests, bugs, or animals. Should it arise, we will take appropriate measures to correct the problems.

MAINTENANCE

As in any home, appliances, hot tubs, A/C and heating units, cable/satellite, TV/VCR/DVD, fireplaces, etc may malfunction on occasion. Please report any malfunction immediately. We do not give REFUNDS for any malfunction. We will make every effort to correct any deficiencies as soon as possible during regular business hours.

HOT TUBS/POOLS

Please consult a physician if you have any questions or concerns regarding use of hot tubs or pools. Hot tubs are drained and cleaned between each guest stay. If any items such as soap, bath products, food, alcohol, etc are found in the hot tub the guest will be charged $150. Any damage to the hot tub cover will result in a charge of $400. The covers are inspected upon each departure. WE are not responsible for the opening and closing of subdivision pools.

FIREPLACES

Fireplaces (wood and gas) are closed from April 1st to October 1st. Do not rearrange gas logs for any reason or a fine will be incurred. Use of wood fireplace out of season will result in a $25 clean up fee.

PETS

Most of our units do not allow pets; however, there are many pet friendly cabins available in our rental program. A $125 cleaning fee will be assessed if a pet is found in any of our units that do not allow pets.

When bringing your pet to a pet friendly cabin, there is a $50 pet cleaning fee per pet. We ask that you crate or cage any animal that will be left alone in a cabin.

Pet owners are responsible for any damage or any extra cleaning a cabin may require that is caused by their pets.

Arrowhead Cabin Rentals, LLC does not allow ATV's, RV's, Campers or Trailers. No vehicles towing trailers or campers are permitted. Please inform the reservationist if you are towing a trailer/camper. There is also a car minimum at some of our areas.

This rental program is under management of Arrowhead Cabin Rentals, LLC, who acts only as an agent for the owners. Under no circumstances will Arrowhead Cabin Rentals, LLC be responsible for any loss, damage, claims, injury, direct or indirect, consequential or otherwise. Arrowhead Cabin Rentals, LLC reserves the right to refuse or discontinue service to any person and/or rescind any contract for accommodations or guests. All properties are privately owned: The management company, Arrowhead Cabin Rentals, LLC, and the homeowner will not be responsible for accidents or injury to guests or loss of money, jewelry, valuables of any kind. If legal action is needed, guest will be responsible for all legal fees. Guest is responsible for everyone involved in their stay.

While we make every reasonable effort to make sure our online information is correct, Arrowhead Cabin Rentals, LLC is not responsible for website typo errors in Specials.

I have read and understand the rules and regulations. I certify that I am at least 21 years of age and that I will be held responsible for the care of the property being rented under my name. I accept full responsibility for the damage or extra cleaning charge assessed during or those discovered after departure from the above rental. I authorize these charges to be debited from my credit card or subtracted from my cash security deposit.

Sign_____________________________ Date_______________________

A checkbox is provided for online bookers.