Rental Polices & Procedures

Policies and Procedures 

Office Number: 423-532-9011 or 828-446-0979       

SHORT-TERM LEASE AGREEMENT 

Mailing Address: P.O. Box 205 Parrottsville TN 37843 

The Agent and Owner agree to lease the Premises to Guest for the term specified 

above and on the terms and conditions set forth herein. This short-term lease 

agreement (“Lease”) is entered into by the undersigned Guest (“Guest”) and Buckhead 

Cabin Rentals (“Agent”) as manager for the owner (“Owner”) of the 

cabin/condo/property (“Premises”). It is expressly acknowledged and agreed by the 

parties hereto that the premises are being leased on a short-term basis as a vacation 

rental. Should you need any assistance please do not hesitate to reach out to us. 

You must be at least 21 years of age to book a property. No house parties are allowed. 

All cabins are NON-SMOKING and will result in a fine of up to $800 if it is found that the 

property has been smoked in. The card holder and the name on the reservation holder’s 

name must match, and the cardholder must be a guest occupying the rental. Guests 

hereby authorize Buckhead Cabin Rentals to charge any expenses related to repairs, 

extra cleaning, theft, or damage to the property to the Guest’s card on file. An inspection 

of each property is taken before check in and after check out. Upon arriving at the 

property please inspect and report any issues within 1 hour. 

Maximum Occupancy 

Maximum occupancy is the number of guests the home sleeps, including infants. 

Occupancy limits are in accordance with the rules of the local or State Fire Marshalls 

Office. Guests and visitors must be pre-approved by the Agent in advance. If you bring 

extra guests or visitors without prior approval, you will be asked to vacate the property. 

KEY CODE  

You will receive a key code for the door on the day of your arrival. 

Check in time:  

Is no earlier than 4:00 PM Eastern Standard Time  

Check out time: Premises must be vacated no later than 10:00 AM Eastern Standard 

Time on the end date of the lease. You will be billed $50 per half hour if not vacated by 

10:00 am Eastern Standard Time. Any guest that has not checked out by 12:00 pm 

Eastern Standard Time will be automatically charged for an extra day.  

Check Out Procedure: 

Please leave all the bedding on the beds. Used towels and washcloths should be 

placed on the bathroom shower floor. Place all dirty dishes in the dishwasher and start 

or wash by hand. All trash should be put in the outside garbage can. Before leaving, set 

the thermostat to 68 degrees in cooler months and 75 degrees in warmer months. Close 

and lock all windows. Buckhead Cabin Rentals will not be responsible for any items left 

in the property by Guest. 

Supplied Items: 

All linens for beds are provided, comforters/blankets, pillows, bath towels, wash cloths, 

hand towels, dish towels, dish cloths, dish detergent, automatic Dish-washer detergent, 

bath soap, 1 roll paper towels, 2 rolls toilet paper per bathroom, and trash can liners. 

You may need to replenish these start-up supplies during your stay at your cost. 

Damage Waiver Fee- In lieu of damage security deposit 

A non- refundable accidental damage waiver fee will be applied to all reservations which 

will assist in covering accidental damage. The fees and covered amounts vary by the 

number of bedrooms. 

1 bedroom - $39 assisting in up to $400 in accidental damages 

2 bedrooms - $45 assisting in up to $500 in accidental damages 

3 bedrooms - $55 assisting in up to $600 in accidental damages 

4 bedrooms - $65 assisting in up to $700 in accidental damages 

Accidental damage waiver does not cover non-accidental damage to furniture and 

electronics. 

Pet Fees 

If a pet is found in a non-pet friendly cabin, a fine of up to $800 will be charged to the 

guest for excessive cleaning and the Guest will be escorted from the property 

immediately. All money paid by Guest will be forfeited.  

For pet friendly cabins, a non-refundable $50 + tax per pet fee will be charged. No more 

than 2 pets are allowed at a time and must not weigh more than 40 pounds. 

Hot Tub:  

 Do not leave children unattended in or around the hot tub. 

 Children under the age of 16 are not recommended to use hot tubs. 

 Please follow all hot tub safety rules and signs posted at the property. 

 A shower should be taken before and after entering the hot tub.  

 If any items such as soap, bath products, alcohol or food are found in the hot tub 

the Guest will be charged $200. 

 Any damage to the hot tub cover will result in a charge of $800. Covers are 

inspected at check out. 

Pools 

 Do not leave children unattended in or around the pool. 

 Please make sure all pool room doors are locked when not in use. 

 Please follow all pool safety rules and signs posted at the properties. 

 Pools are cleaned and managed by a licensed certified pool technician. 

Fireplaces:  

Wood and Gas fireplaces are closed from April 1 to October 1. We do not supply 

firewood. This is the Guest responsibility. 

Cameras 

Cameras are for guest security and safety and protection of the property. They are 

pointed towards the front entrance(s) and are not invading your privacy. 

Severe Weather: 

We do not refund rents or deposits due to cancelled or shortened stays because of 

weather, including snow/ice. Departures, cancelled stays, or late arrivals due to 

inclement weather do not warrant refund of rent or deposit. We highly recommend 

getting travel insurance for your trip. It is up to the Guest to purchase this coverage. 

Cancellation Policy: 

We have a strict no refund/no reschedule policy.  

Acts of God 

Neither Owner nor Agent shall be liable for events beyond their control which may 

interfere with Guest occupancy, including but not limited to Acts of God, acts of 

governmental agencies, fire, strikes, war, pandemic, epidemic, or inclement weather. 

No refund will be paid in these circumstances. 

Refunds/Maintenance: 

We do everything possible to keep all equipment in good working order. However, it is 

impossible to guarantee that all appliances, hot tubs, TVs, fireplace, etc. will be in 

working order 100% of the time. We do guarantee to make every effort to correct all 

problems as soon as possible during normal business hours. Report all maintenance 

problems immediately. We must be made aware there is a problem to try to rectify it. 

We reserve the right to perform exterior and/or interior maintenance during your stay. If 

a service call is necessary, we will do our best to avoid any inconvenience to you. We 

do not offer any discounts, refunds, or credits for mechanical malfunctions. 

SMS Messaging 

Guests consent to receiving SMS messages prior to and during their stay. Messages 

are used to communicate check-in information, and in case of emergency. 

Arbitration 

Guest hereby agrees to settle any disputes and or legal complaints arising under, or 

related to, this contractual agreement through the process of arbitration. Guest agrees 

to waive the right to sue and or participate in class-action lawsuits against Buckhead 

Cabin Rentals. Guest agrees to pay all costs, expenses, and attorneys fees, as allowed 

by Tennessee State Law, expended, or incurred by Owner or Agent due to any default 

or breach by Guest of any of the terms of this lease. 

Hold Harmless 

All guests understand they are solely responsible for any property damage, accident, 

death, injury, to any persons, or loss sustained by any person, including loss of money, 

jewelry, and other items of personal property, arising out of or in any way related to a 

guest use of premises. The guests agree to indemnify and hold Buckhead Cabin 

Rentals and homeowners harmless from all claims, including those of third parties, 

arising out of or in any way related to, a guest’s use of the premises or items of personal 

property provided therein. All guests assume the risk of injury, death or loss related to 

any recreational activities or use of the premises and will hold the owner and its agents 

harmless with respect thereto. By accepting this reservation, it is agreed all guests are 

expressly assuming the risk of any harm arising from their use of the premises or others 

whom they invite to use the premises.