Rental Policies

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-Registered guests must be at least 25 years of age to book with Smoky Mountain Lodging, LLC.  

-Pets are allowed, ONLY in our pet-friendly properties.  There is a $50 per pet, pet fee required when booking a pet-friendly property.  If you are found with a pet in a cabin without permission, you will be charged a minimum of $100.00 for the expense of carpet and furniture cleaning and flea prevention.

Cancellation Policy:

-If you opted out of purchasing travel insurance, there will be no refunds for the cancellation under any circumstances. If you are INSIDE 14 days prior to arrival and cancel/modify  your reservation, all money paid will be forfeited and there won't be a refund available.  If you purchased the Optional Travel Insurance and you need to cancel your reservation INSIDE the 14 days prior to arrival and you PURCHASED travel insurance there will be no refund, but you can file a claim with Red Sky Travel Insurance.  To cancel or modify your reservation, you must call our Reservation Department.  On 1 BR-3BR properties, if you cancel outside of the 14 day cancellation period, you will forfeit $75 plus tax.  On 4 BR & 5 BR properties, a 30 day notice is required.  You will forfeit $125 plus tax.

Only 1 change will be allowed to your reservation, and that change must be made 14 days prior to arrival.  

If you cancel your reservation and you re-instate that reservation, you will not be allowed to reschedule that reservation or make any further cancellations.  The deposit paid towards that reservation will be forfeited.

-Check-in time is 4:00 PM or anytime there after. If you feel you will arrive after our office has closed please call and arrange for a late check-in. (Please Note: during peak season and holidays, we will do our best to have your unit ready for check-in by 4:00 PM.  However, due to high check-out volumes, we may not be able to guarantee a 4:00 PM check-in time!)

-We gladly accept Visa, MasterCard, Discover, or Cash at check-in, however we DO NOT ACCEPT CHECKS!

-Valid ID must be present at Check-In.

-We would greatly appreciate a few minutes of your time once you return home after your Smoky Mountain Vacation. If you would please take the time to rate us on Trip Advior and even upload some of your wonderful vacation memories to our Facebook page, it would be greatly appreciated!

We appreciate you choosing Smoky Mountain Lodging, LLC.  and look forward to having you as our guest!  Please call right away if you find any discrepancy in your reservation.


The Smoky Mountain Lodging Family

Policy Agreement

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Rental Agreement

Please Read Carefully:

Rental Agreement and Credit Card:

  • The rental agreement and all credit card slips must be signed and returned to our office within 72 hours from date of this rental agreement. Reservations will not be canceled due to signatures not received in time alloted. However a delay in check in can result from signatures not being returned in a timly manner.

Age Requirements:

§25 years or older- ID required at check-in. Smoky Mountain Lodging reserves the right to allow or refuse service to anyone who is found not meeting the age requirements.

Deposit Requirements:

§The first nights deposit, plus the processing fee ($30.00),  plus tax is dues at time of booking.

§Remaining balance is due at the time of your arrival. If you need to make any payments prior to check in you are able to do so.

Travel Insurance:

§Because anything can happen, Trip Preserver travel insurance from Red Sky is now offered.  Unforeseen circumstances such as, illness, injuries, mandatory evacuation and even job loss, can cause a cancellation or interruption of your trip. The insurance premium is due with your initial rent payment and coverage begins with receipt of your payment.  Once the insurance premium is paid, it is non-refundable. If you elect NOT to purchase the travel insurance, you must decline by initialing the appropriate space on the Vacation Rental Agreement. Failure to initial to decline travel insurance, indicates intent to purchase.  For more information on the Trip Preserver policy from Red Sky, please visit All reservations during November-March are required to purchase Trip Preserver.   ACCEPT_______(Initial) DECLINE_______(Initial)

§Trip insurance is highly recommended November-March; you have the option to decline, understanding no refunds occur    for inability to access your reserved unit.

§To file a claim visit, or call 1-866-889-7409

Cancellation Without Travel Insurance:

§1-3 Bedrooms 14 days prior to arrival there will be a $75.00 forfeiture plus tax deducted from your deposit.

§4-6 Bedrooms 30 Days prior to arrival there will be a  $125.00 forfeiture plus tax deducted from your deposit.

§Cancellations outside of your cancellation period will forfeit your entire deposit.  

Reservation Modification:

§All changes must be made to the reservation 14 days prior to arrival.

§Within 14 days additional fees may apply.

Upon Arrival:

§Each unit is inspected prior to your arrival.

§Please walk through your cabin and check the operations of items within the cabin.

§If you find something less than satisfactory please notify the office immediately, this will allow us to correct your problem as quickly as possible.

Guest Damages:

§Beyond normal wear and tear of items in the unity will result in charge.

§Each unit has a thorough inventory report on file at Smoky Mountain Lodging, we are very aware that over time and with use something's experience normal wear and tear. Upon your departure if anything beyond normal wear and tear damages are discovered Smoky Mountain Lodging reserves the right to charge the payment type we have on file for the damages.

§Hot Tub Cover damages are not permitted, you will be charged a minimum of $350.00 if there is damage to the cover upon departure.

House Parties/Receptions:

§House parties/receptions are not allowed at the unit without approval.

§Smoky Mountain Lodging reserves the right to require a damage deposit for such events.

§Smoky Mountain Lodging reserves the right to vacate the property, with no refund, if we find such event without prior approval and in our opinion detrimental to the unit.

Early Departures:

§No refunds will be given for early departures or no show reservations.

Pet Friendly Units (If applies):

§These units are subject to proper charge accordingly. This will be applied at the time the reservation is made.

§Only specific units are pet friendly.

§If a pet is located with a registered guest with out approval, you will be subject to a minimum charge of $100.00.

Unit Charges:

§Guest agrees to make no long distance charges on the unit phone.

§Guest agrees to make no pay per view purchases on the unit account.

All Units are Non-Smoking:

§Smoking inside of the unit will result in a minimum charge of $300.00.

Equipment Malfunctions:

§No refunds will be issues for power failure, equipment malfunction, or cable/satellite/internet malfunctions.

§However if the issue were to arise, we will do our very best to make sure the issue is resolved as quickly as possible.

§Even the best of equipment (hot tubs, HVAC, appliances, DVD/VCRS, etc) sometimes has failure.

Inclement Weather:

§Be prepared for winter weather mountain conditions. 4-wheel drive or Chains are


§Refunds will not be issued for inclement weather.  

§During your stay if hazardous weather is forecasted; we ask you to prepare for so. Preparations such as flashlight, candle(s), non-perishable foods, and water. You may be unable to safely leave your cabin if inclement weather occurred during your stay.

§If you arrive and see that you can not make it to your cabin, we will be happy to assist is transferring your reservation to a more accessible unit if availability permits.

§Smoky Mountain Lodging will not be held responsible for any bodily damage or damage to personal property caused by weather conditions.

§Please understand that we have your best interest in consideration when notifying you of such changes in your reservation.

Late Arrival(s):

§If you feel you will arrive outside of our normal office hours, please call 866-774-8990 to make such arrangements. We do require your reservation to be paid in full and we will greatly make your arrival available after hours. We are available 24 HRS per day for your convenience @ 866-774-8990.

Guest Check In:

§Every effort will be made to have your unit ready by 4 PM, however during peak season and holidays, there may be a slight delay your patience is greatly appreciated. If the unit is ready as early as 2PM you may check in. If you are bringing perishable items with you please plan accordingly. If you happen to arrive ahead of schedule or early we will be happy to take your cell phone and give you a call as soon as the unit is ready.  

Suggested Items to Bring:

§Coffee filters, iron, paper towels, toilet paper, Kleenex, charcoal and lighter fluid; if your unit has a charcoal    grill, bleach ,beach towels, laundry detergents; if your unit ahs a washer and dryer, hair dryer, bars of soap, shampoos, trash bags, and dishwashing liquid/tabs. YOU ARE PROVIDED A COURTESY SUPPLY OF SELECT ITEMS THAT WILL ASSIST YOU THROUGH THE FIRST DAY.

Amenities Liability Waiver:

§Please acknowledge that neither the property owner of Smoky Mountain Loidging are liable for any "bodily injury, or death" caused as the result of the use of amenities at this rental property, except for the pure negligence. Amenities are defined as (Swimming pools, hot tubs/spas, suanas, exercise equpitment, fire pit, and similar).   

Upon check out you will be receiving a Trip advisor review request, sent to the email provided on your reservation.

I have read, understand and agree to be bound by the rules and regulations of this rental agreement. I certify that I am atleast 25 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.

Signature: _____________________________________ Date: ______/________20________

Smoky Mountain Lodging, LLC.
(formerly Black Bear Lodging)
Pigeon Forge Cabin Rentals

640 Wears Valley Road
Pigeon Forge, TN 37863

Toll Free - 866-774-8990

VLS# 7122602