Rental Agreement Sample

Creekside Cove Management LLC d/b/a Arbors Vacation Rentals
2809 Parkway, Pigeon Forge, TN 37863
Fax: 865 320 0168
Tel: 855 245 8165 – for Guest Care and Maintenance, 24 hours.
Emergencies
On your cell phone dial  865 428 4545 – Our 24 hour Front Desk at Arbors at Island Landing Hotel and use the address of your Property as noted in the Property Details posted in the kitchen area.
Email: hello@arborvacationrentals.com

Please Take Ten Minutes to Read What You Are Agreeing To

• Please read this Short Term Vacation Rental Lease Agreement thoroughly as you, the Guest, have agreed to the following by the process of making the reservation with Arbors Vacation Rentals or a third party reservation system such as Expedia and its associated companies such as Hotels.com and FlipKey, Booking.com, VRBO, HomeAway and its associated companies, AirBnB and any other process through which Guest secured a reservation for the Property.

Arbors Vacation Rentals team welcomes you to one of our vacation homes in and around Pigeon Forge.

We also run a hotel in town, Arbors at Island Landing Hotel & Suites.  and welcome you to it as your DownTown Club, your base of operations in Pigeon Forge.

We have several condos and cabins that we host guests in and now you. We truly welcome you into our Pigeon Forge “Family”.

Where do these homes come from that we act as Agents for?

• The homes are owned either by us, our relatives or our guests at the hotel who have chosen to vacation here more frequently and have bought a home in which to tell the story of their love of the area. So the homes start with love and care. We continue that and now pass the spirit to you.
• We know you will find the home that you have rented filled with memories and ready for you to make your own Family memories there.

We are here to help you make those memories.

All we ask of you is that you are able to show our treasured home the same love and care that you do for your own home, your own place of memories and bring them here to share with us all.

Have a loving, caring time here. We do.

Lu and Jerry Calhoun, Eric Starck, Sam Dias, Randy, Jay, and our housekeeping and maintenance teams – all the folks who will be supporting your stay.

Short Term Vacation Rental Lease Agreement for Guest

This Agreement constitutes a contract between the Guest (hereinafter “Guest”), as detailed above, the Guest’s additional guests, and Creekside Cove Management LLC d/b/a Arbors Vacation Rentals (hereinafter “Agent”), which is the Agent acting for the Owner of the Property (Property), as detailed above and the Agreement is dated as detailed in the “Reservation Date” in the Reservation Details (RD) in foregoing section of the Agreement.

Any monies received by Agent for short term occupancy of vacation property indicated above in the “Reservation Details” (RD) further confirm the acceptance of the terms and conditions of this Short Term Vacation Rental Lease Agreement. It is the responsibility of the Guest to be familiar with all policies within this agreement.

1. Services. Agent provides rental management services on behalf of homeowners (“Owner”) who rent their properties (including the associated fixtures and furnishings)(the “Property”) to the Guest seeking vacation accommodations on a short term basis (collectively, the “Services”). Agent is the Owner’s property manager and authorized agent, who will perform the Services related to the Guest reservation. By using the Property and Services, Guest agrees to comply with and be legally bound by the terms and conditions of the Agreement.
2. Reservation Requirements.
   1. Reservations are not considered guaranteed until payment of at least 50% of the total rental amount, including cleaning fee, damage protection fee and taxes, is received by Agent.
   2. The balance of the Agreement total rent is due and payable thirty days prior to the arrival date in the RD above. Reservations booked thirty or less days prior to arrival date in RD will require payment in full at the time of reservation of Property.
   3. If Guest would like the payment to be charged to a credit card other than the one on file, or if there are no valid credit cards on file, then it is the responsibility of Guest to call or send in the payment prior to the thirty days when full balance is due and payable.
   4. Agent will automatically charge the credit card on file for any outstanding rents and other fees, if no other arrangements are made by Guest prior to the thirty days. If payment in full is not received by Agent thirty days or more prior to Guest arrival, reservation may be subject to cancellation and the resulting refund as detailed in paragraph 3 will be issued by Agent.
   5. Accepted Forms of Payment will be a Credit Card or Debit Card. We accept MasterCard, Visa, and Discover.
3. Cancellations.
   1. Cancel up to seven days before arrival. Guest may cancel this Agreement up to seven days before arrival date in RD above and Agent will refund to Guest all monies that are on hand as received from Guest and these monies will be refunded within one week of the date of Agents confirmation that Agent has received the Guest’s notice of cancellation. The cancellation date is not the date that Guest sends cancellation notice but is the date of Agent conformation.
   2. Cancel seven to two days before arrival. If Guest cancels Agreement from seven days to two days before arrival date in RD, then a cancellation fee of one night’s rent plus taxes and damage insurance will be deducted from the total monies that Agent has on hand from Guest and the remainder will be refunded within two weeks of the cancel date.
   3. Cancel one or fewer days before arrival. If Guest cancels Agreement one or less days before arrival date in RD, then Guest will forfeit 100 % (one hundred per cent) of all deposit monies that the Agent has on hand or guest will have the option of applying those funds to another Rental at any Arbors Property as available within one year.
   4. Confirmation of cancellation. In the three foregoing paragraphs (3 a, b.c.) of cancellation cases, for the cancellation to be deemed received by Agent, the Guest must have received an email or written acceptance from Agent of the cancellation request and said acceptance date shall be deemed the actual date of cancellation. It is agreed hereby that it shall be the responsibility of the Guest to ensure that Guest receives acknowledgment from Agent of cancellation.
4. Security Deposit.
   1. There is no separate “Security Deposit” required as part of the Agreement. The Guest’s financial responsibility for excessive wear and tear, damage, or loss in any way to the Property or Property contents, soft goods, appliances, and fixtures and fittings is covered for Guest and Agent in this way:. (1) A $49 Damage Assistance Fee is automatically included within the total of fees and that $49 shall be applied to provide coverage to Guest for any damages incurred to the Property during the Term of the Agreement up to a total loss of $1,500 (one thousand five hundred dollars) not including a smoking violation of the Agreement (see paragraph 17).
      (2) In excess of the damage fee insurance of a maximum of $1,500, Guest is then liable for all and any damage in excess of $1,500 and the statement of damages as detailed by Agent will be deemed correct, accurate and payable to Agent upon presentation to Guest. Further, any costs incurred by collection efforts will be accrued to Guest’s outstanding amounts payable and all efforts to collect will commence with credit and debit cards on file.
5. Term. The commencement of the Term of the Agreement is defined as “Date In” or “Check In” and termination of the Agreement is “Date Out” or “Check Out” in the foregoing RD.
6. Guest Responsibility for guests and visitors to Property during Term. Guest shall be responsible for all guests and visitors to the Property during Term of Agreement and shall ensure that they adhere to all the requirements of the Agreement.
7. Check-In Time – after 4:00 PM on Date of Check In. Check-in takes place at the Property, where Guest will have welcome packet available for review.
   1. Please call for door code and alarm code on the business day prior to arrival.
   2. Agent will use reasonable efforts to have the Property ready for Guest occupancy at check-in time, but Agent cannot guarantee the exact time of check-in.
   3. Guest has complimentary access through-out the Check In and Term dates to use the DownTown Club facilities at Arbors at island Landing Hotel, 2809 Parkway, Pigeon Forge, TN.
8. Check-Out Time – before 10:00 AM. Please be prompt as to allow Agent adequate time to prepare the Property for the next arriving reservation. Regrettably, a delay in departure will result in an additional night being charged to the credit cards or debit cards on file.
   1. Should the delayed departure cause the Agent to move the next reservation, Guest will also be responsible for the additional cleaning charge.
   2. Please remember that Guest has complimentary access through-out the Check Out date to use the DownTown Club.
9. Guest wishes to stay additional days before and after Term at Agent’s hotel accommodations. If Property is not available for additional days, Guest and guests of Guest shall receive the FAMILY rate for any stay days at Arbors at Island Landing Hotel, the site of the Guest’s complimentary use of faculties as the DownTown Club.
10. Mechanical failure of heating, air conditioning, hot tubs, TVs, satellite receivers, DVD players, other appliances, or utilities including electricity, water, gas, television, or internet service.
    1. Agent cannot guarantee against mechanical failure of heating, air conditioning, hot tubs, TVs, satellite receivers, DVD players, or other appliances.
    2. Agent cannot guarantee against interruption of utility services, including the internet, beyond their scope of control.
11. Repairs and Service Calls. Guest agrees to report any inoperative equipment or services to Agent’s office immediately. Agent will make every reasonable effort to have repairs done quickly.
    1. Should a repair person make a call to a property and find that the equipment is in working order and the problem was due to Guest’s oversight or neglect, the charge for the service will be the responsibility of Guest.
    2. Guest understands and agrees that Agent or its repair technicians might need access to the Property for the purpose of making the repair.
12. Refund Policy.
    1. No refunds or rent reductions will be made due to failure of appliances, equipment, or services.
    2. No refunds or rate adjustments will be given for any inconvenience due to construction noise, road repairs, early departures, delayed arrival, or reducing the number of nights originally reserved with less than 30 days written notice.
    3. No refunds will be made due to storms or road conditions.
13. Acts of God. Neither Owner nor Agent shall be liable for events beyond their control which may interfere with Guest’s occupancy, including but not limited to: acts of God, acts of governmental agencies, fire, strikes, war, or inclement weather.
    1. Notwithstanding the foregoing, in the event of an Act of God, either this Agreement will be terminated and any un-consumed Rent and fees will be prorated and refunded to Guest or Guest and Agent will mutually endeavor to re-schedule a new Term by setting alternative arrival and departure dates for Guest.
14. Storms, Snow and Ice
    1. Mountain roads can be curvy and steep. Although Property access drives may be well maintained, Guest may require a four wheel drive and chains during the snow and ice months, usually December through February.
    2. Agreement will not be canceled due to road conditions. No rebate or refund will be offered in these circumstances. Agent will, however make all efforts to reschedule Term for alternative arrival and departure dates within one year of original arrival date.
15. Age requirements are that Guest must be 25 years of age or more.
    1. Guest confirms that Guest is twenty-five or more years of age at the time of the Agreement.
    2. Any guest twenty-four years of age or less must be accompanied by a parent, guardian, or adult of twenty-five years or more.
    3. Guests under the age of 25 unaccompanied by a parent or legal guardian will not be permitted to register and will lose all funds paid to Agent. Any reservations made under false pretenses will result in loss of advance payments and possible removal of Guest from Property.
16. No disturbance of neighbors. Guest and guests of Guest shall not disturb or offend any neighbors with noise, music, party noises or people movement.
    1. Guest agrees that Guest and guests of guests will not be audible to neighbors between 10 pm and 8AM.
    2. Guest further agrees not to discharge firearms or use fireworks of any kind irrespective of local, state, and Federal laws. The Property is privately owned as are neighboring properties.
17. Smoking not allowed. Smoking is not permitted inside the Property. Outside smoking is permitted only if sand buckets are available so that the cigarettes may be entirely extinguished and there be no ash, butt or ember outside of the sand bucket.
    1. Guest hereby acknowledges their understanding of the danger of fire in and around the Property.
    2. Guest hereby agrees not to litter as a result of exterior smoking.
    3. If Guest or guests of Guest smoke inside the Property, Guest will be assessed $400.00 for deep cleaning to remove the odor.
18. Occupancy and Maximum Occupancy. At all times, the maximum occupancy is the number of people that the Property sleeps, including children, and is noted on the website www.arborsvacationrentals.com Property page. For approved additional guests, Guest will be charged $18.00 per night per guest. If additional guests do not arrive, no refunds will be given. If Guest should bring extra guests or visitors without prior approval and payment, Guest will be asked to vacate the property. Any security payments and all rent will be subject to forfeiture.
19. Furnishings, fixtures and fittings Furnishings are subject to change without notice. Furniture, bedding, mattress pads, utensils or any other property supplied with the rental property must not be taken out or transferred from one property to another. Loss of these items, as well as damage to the property or furnishings in excess of normal wear will be charged to the Guest. If Guest requires special appliances or equipment, Guest is advised, please, to bring them.
20. Items that Guest Must Provide for Guest’s Own Comfort.
    1. Extra towels for pool and spa usage are suggested.
    2. The property comes with an initial supply of bath soap, toilet tissue, paper towels, aluminum foil, saran wrap and trash bags but not sufficient for more than two days, therefore Guest is advised to bring additional supplies for Guest’s stay and comfort.
    3. While there may be salt, pepper and some herbs and spices at the Property, these items are not regularly re-stocked and Agent suggests that Guests bring their own.
21. Linens. All of our Properties are of course supplied with bed linens, towels, blankets, and pillows. These items are not changed during the Term.
22. Property changes. In the event of a sale of the Property, or if the Property becomes unavailable, Agent reserves the right to change the Property without prior notice or liability.
    1. Guest will have the option of receiving a complete refund or selecting from available Properties.
    2. Agent will give Guest as much notice as possible so that other arrangements can be made.
23. Pets. Please be mindful of our Owners. and other Guests; needs and allergic responses. In the event that the Property is not defined as Pet Friendly, Guest hereby acknowledges that no pets are allowed on or at the Property and that occupancy by a pet or pets will result in a $300.00 fee assessment for cleaning, the immediate eviction and loss of all rents and security payments.
24. Hot tubs. It is agreed that the use of a hot tub can be dangerous. When using the hot tub, Guest is asked to remember that there is a certain health risk associated with hot tubs. It is agreed that it is used exclusively at Guest’s and guests’ of Guest own risk. Agent or Owner is not responsible for any injury
    1. Further, that no children under the age of 16 will be permitted in hot tubs at any time without adult supervision.
    2. Housekeepers drain, sanitize, refill and replenish chemicals in all tubs prior to Guest’s arrival, therefore, the water may not be warm until later on the day of arrival.
    3. DO NOT SIT OR STAND ON THE HOT TUB COVERS. Hot tub covers are for insulation purposes and are not designed to support a person or persons. Should a cover break, Guest will be charged for the replacement.
    4. Keeping warmth in water. Remember, when not using the hot tub, leave the cover on so that hot tub will stay warm.
    5. The addition of chemicals, including bath soap or body lotion, will unfortunately require repair of the hot tub; Guest will be responsible for any service work caused by their misuse of hot tub.
    6. There will be a $85.00 charge if Guest requires an additional cleaning of the hot tub during the stay.
25. Whirlpools. Please do not add any objects or chemicals, including dishwashing detergent, to whirlpool or Jacuzzi tubs. Using these products will require cleaning of the pipes and motor at a charge to Guest of $150.00.
26. Fire pit, gas fireplace, electric fireplace
27. 1. Fireplaces in some Properties may only be available for Guest use from October through April.
    2. Electric and gas fireplaces must be kept free of all combustibles such as paper, food, and plastic. In the event that combustibles are placed in these fires, the fires may have to be repaired at significant cost to Guest.
    3. Fire pits may only be used when the fire risk in the Sevierville, Pigeon Forge, and Gatlinburg area is “low” and open flame is permitted by those fire departments. Please call Agent for details.
       1) Please do not throw burned logs into the woods as this is a serious fire hazard and doing so could result in damage to area and arson charges. Please be considerate of everyone.
28. Items left behind. Agent is not responsible for any items Guest leaves behind in the unit. Agent is authorized to charge the credit card on file to return any items or return via our third party packer/shipper COD.
29. Pest control. Many different pests live and thrive in this region. Your unit has been professionally treated by a commercial pest control company in an effort to keep all the pests and bugs outside. Should Guest experience a pest control issue, please contact Agent so that Agent may attempt to eradicate the problem.
30. 1. Guest is in the mountains and woods; depending on the time of the year, there are bear, deer, turkey, raccoons, lizards, ladybugs, carpenter bees, wasps, spiders, ticks, ants, chiggers, June bugs, scorpions, etc. which invade buildings at certain times of the year. The Guest is in the mountains and the natural processes are unavoidable. Guest is advised to dress appropriately and to bring insect repellant for outdoor activities.
31. Bear awareness. Guest is urged to be aware that bears frequent many Properties in the area. Please look outside before going outside, please be knowledgeable about the need to stay completely clear of all bears at all time, most particularly of a mother bear that may have cubs in the area.
32. 1. Agent advises Guest that it is critical to keep all trash secured and never overflowing as that will attract bears.
    2. Please note that it is both dangerous and illegal to feed any wildlife.
33. Trash and Trash Removal. All Trash is removed by Agent from each unit at the end of each Term. Please do not allow outside containers to overflow due to bear & animal problems.
34. 1. Please call Agent during your stay if a trash pick-up is needed.
    2. Typically trash from cabins will be collected every other day.
35. Listings and Pricing. Information regarding individual listings is believed accurate but cannot be guaranteed. Agent has made every effort to ensure that all the information on Agent’s website(s) is current and accurate. The possibility of errors and omissions still exists. Rates, furnishings, fees, and taxes are subject to change without notice.
36. Violation of Agreement If Guest violates any of the conditions of this Agreement, Agent may terminate this agreement and enter premises. Upon notice of termination of this agreement, Guest shall vacate the premises immediately and forfeit all rents and security deposits.
37. Confirmation. This Rental Agreement for the reservation will be or has been mailed, emailed, or affirmed as part of the reservation on-line process to Guest upon receipt of the reservation. Please read over this agreement for accuracy of dates, property name, number of guests, and charges. Report any errors to Agent immediately upon receipt of agreement.
38. Check-out procedures – At departure, the following is the responsibility of Guest:
39. 1. All doors and windows are to be locked.
    2. Alarm is to be set.
    3. All litter and cigarette butts are to be picked up from the yard and placed into trash bags.
    4. All trash is to be placed in secured containers provided.
    5. Set A/C to 78 or heat on 55, depending on season.
    6. Put all soiled or wet towels in bathtubs.
    7. Please do not make any beds prior to departure
40. Damage or Theft. If any damage or theft occurs after Guest leaves due to failure by Guest to properly secure the Property and trash, Guest understands that they are responsible for all resultant damages and losses.
41. Risk of Loss and Indemnification. Guest agrees that all personal property, furnishings, personal affects and other items brought into the Property by Guest or their permitted guests and visitors shall be at the sole risk of Guest with regard to any theft, damage, destruction or other loss and Rental Agent shall not be responsible or liable for any reason whatsoever. Guest hereby covenants and agrees to indemnify and hold harmless Rental Agent and their agents, owners, successors, employees and contractors from and against any costs, damages, liabilities, claims, legal fees and other actions for any damages, costs, attorneys’ fees incurred by Guest, permitted guests, visitors or agents, representatives or successors of Guest due to any claims relating to destruction of property or injury to persons or loss of life sustained by Guest or family and visitors of Guest in or about the Property and Guest expressly agrees to save and hold Rental Agent and Property Owner harmless in all such cases.
42. Release. Guest hereby waives and releases any claims against Agent, the Property Owner and their successors, assigns, employees or representatives, officially or otherwise, for any injuries or death that may be sustained by Guest on or near or adjacent to the Property, including any common facilities, activities or amenities. Guest agrees to use any such facilities or amenities entirely at the Guest’s own initiative, risk and responsibility.
43. Agent reserves the right to refuse service to anyone.
44. All Properties are rented without regard to race, color, religion, sex, national origin, or handicap.
45. Dispute will follow Mediation Process in the County of Sevier, State of Tennessee. If a dispute arises out of or relates to this contract, or the breach thereof, and if the dispute cannot be settled through negotiation, the parties the dispute by mediation administered by the American Arbitration Association under its Commercial Mediation Procedures in the County of Sevierville, TN.
46. Credit Card Agreement – I am providing my credit card number as a guarantee of payment to Agent. I agree to pay all rent and charges related to the property rental. I accept all terms of the lease agreement and accept all liability for rent and charges related to the property rental, as well as any damage that occurs during the term of my lease with Agent beyond the scope of reasonable wear and tear or should I fail to properly secure the unit and trash. I understand that these costs will be charged to my credit card. In the absence of another payment arrangement, I authorize Agent to charge my credit card for payment of these items. Agent may use any funds remitted by me upon Agent’s receipt of such funds. I understand that all credit card sales are final.
47. Guest (I) am at least 25 years of age.

Print Name________________________________ Signature______________________________________ Date______________________

Cell Phone that will be in use at Home during Rental Term _______________________

Print Credit Card holder’s Name ______________________________ Signature of Cardholder_______________________________ Date______
(Cardholders Signature) (Date)

Please make sure you have received the door code, alarm code, and map/directions to the Property and the address of the Property before you arrive.
The address to the cabin will not be given out. GPS does not work well with some addresses; for this reason, a map and/or driving directions are also provided

Our 24-hour maintenance and guest services line is 865 428 4545.
Please leave the time of your call, rental unit number & nature of call. On-call personnel will return your call ASAP.

All emergencies – dial 911 and have your address at the ready.
Your address will be posted prominently in the kitchen of the Property