Reservation Agreement & Policies
DEPOSITS & CANCELLATIONS
Greenbrier has one of the most guest-friendly Reservation Policies in the Smoky Mountains. To make a reservation, only the first night's rental plus the Administrative/Hot Tub fee and tax is required for a deposit. Payment in full to secure the cabin is required no less than 14 days prior to arrival. If guest would like final payment to be charged to any other credit card, other than the card on file, then it is the guest responsibility to phone in the other payments on or before 14 days prior to arrival. Otherwise Greenbrier will automatically charge the balance due to the original credit card on file. If unable to charge balance due to credit card on file, Greenbrier will make every attempt to contact guest for final payment, as reservations not paid in full at least two weeks prior to arrival, are subject to cancellation without notice. If booking is made 14 days or less prior to arrival, then the entire balance will be charged at the time of booking.
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), Greenbrier Valley Vacations, Inc. discloses the following as policy:
"All advance rent deposits, damage fees, taxes, and balance of rent due are deposited into a bank rental operating account. These deposits are considered earned income to Greenbrier Valley Vacations, Inc. upon receipt and may be used immediately. Any refund considerations are expensed from the general books of Greenbrier Valley Vacations, Inc. on a case by case basis."
Should you need to change your dates, you can reschedule your reservation any time with no penalty, as long as the change is processed at least 14 days prior to your arrival date. If you cancel more than 14 days from your arrival, Greenbrier will provide an allowance in the amount of the forfeited deposit, less any applicable sales tax, for use on a future stay within one year. When the new reservation is made, a $50 rebooking fee will be charged to the new reservation. Cancellations within 14 days of arrival, will result in all funds on deposit being forfeited.
CHECK IN & CHECK OUT
Check-in begins any time after 3 pm. Please do not expect to check in early. However, if you are in the area before 3 pm go ahead and stop by the office. If your cabin is clean and ready we will be happy to allow you to go to the cabin. If it is not ready we will gladly take your cell number and contact you should the cabin come available before 3pm. 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. Our pool cabins will not be available for early check in due to the required cleaning & maintenance of the pool. We ask for your patience and suggest that you have alternate plans for a couple of hours in case your unit is not ready. If you are checking in after the office has closed (5 pm), your check-in welcome package (including key code and map to your cabin) will be provided at our office for pick up. We ask that you come to the office prior to 12:00 pm (noon) the following day 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. Check out time is 10 a.m. and our check out procedures are very simple, we ask that you place dishes in the dishwasher, trash in the receptacle, and then 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. Please Note - In observation of these two national holidays, no reservations will be scheduled for arrival on: THANKSGIVING DAY & CHRISTMAS DAY.
OCCUPANCY & HOUSEKEEPING
Please limit occupancy to the cabin maximum and adhere to pet and smoking preferences of the cabin (ALL CABINS ARE NON-SMOKING UNITS). 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 the cleanest cabin in the Smokies, so that you will become a guest for a lifetime. 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 guest. 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. Greenbrier 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.
INCLEMENT WEATHER POLICY
Please be aware of the possible weather and road conditions you may encounter, depending on what time of year you are traveling, as we do not offer refunds due to weather or early departure. From late November through early April the weather in the Smoky Mountains can be very unpredictable. To assist you in planning, there is a link on our Weather Page which will give you the current weather and temperature for Pigeon Forge, Gatlinburg & The Great Smoky Mountains National Park. This page will also provide phone numbers for weather related road conditions and or closures.
PET FRIENDLY POLICY
Some of our rental units allow for pets. For a list of all pet friendly cabins click here: Pet Friendly Cabins. Please keep in mind each rental unit is an individually owned investment property, so please be courteous and treat the unit as you would your own, and make sure your pets do as well. There is a $50 pet fee per animal staying in the rental unit.
Some seasons will have minimum night requirements depending on availability. Exceptions will be made if nights rented fall between two other reservations and the minimum is not possible. An additional housekeeping fee may be added for reservations with two or less paid nights. Amounts vary depending on the size of the cabin. This type of reservation cannot be booked online, it must be booked by calling our office.
One night's rent plus the Administrative/Hot Tub fee and tax with a major credit card (Visa, MasterCard, Discover, American Express) is required to confirm a reservation. Sorry, but no personal or business checks accepted unless received at least 30 days prior to your scheduled date of arrival. Church checks are permitted with approval and tax ID information.
NON-REFUNDABLE DAMAGE WAIVER
In lieu of a normal security deposit there will be a damage waiver fee applied to each reservation based on the size of the cabin. One and Two Bedroom cabins - $35, Three and Four Bedroom - $45, Five and Six Bedroom - $55, Seven and Larger - $65. The damage waiver covers up to $1,000 in ACCIDENTAL damages, such as broken kitchenware, coffee pot, etc. This does not cover non-accidental damage to furniture and electronics (i.e. damaged television, broken VCR/DVD, broken bed frame, broken sleeper sofa, etc.) Guest will be responsible for all intentional or reckless damages, and the credit card on file will be charged. Guest also authorizes agent to charge any expenses relating to intentional or reckless damage, cleaning of the unit beyond a normal cabin clean (EX: heavy partying, trash, etc.), or theft of any property from the unit, to the credit card on file for that cabin. The guest who uses their credit card for the deposit is considered the responsible party, and all necessary charges concerning said cabin will be charged to the credit card on file, no matter who in the group caused the damage.
In accordance with our commitment to excellence and the Sevier County Health Department, all hot tubs are cleaned and treated prior to each check-in. Because of this, and all the processing involved with booking reservations, a non-refundable $45 Administrative / Hot Tub Fee will be added to each reservation. If reserving a cabin with a private swimming pool, a $60 pool fee will be added to the reservation, to help with cost associated in maintaining a private swimming pool.