Terms and Conditions | Oak Leaf Lodging

Oak Leaf Lodging, LLC

Reservation Terms and Conditions

By completing the reservation process and agreeing to payment of deposit or total as quoted, you are accepting these terms as outlined below. This is considered a binding rental contract.

All properties are privately owned. We respect your needs as our guest and expect the same in return. There will be a charge for any excess cleaning required, due to abuse and/or destruction of property. If a property has been used in any manner and a refund is requested, a partial may be given at the sole discretion of Oak Leaf. A signed TERMS AND CONDITIONS AGREEMENT is mandatory in order to gain access to any unit. Everything is inventoried, inspected and maintained, for your use and safety. Please report immediately any items that are in need of repair. Enjoy your time in the Great Smoky Mountains! 

Deposits and Cancellations: A 30% deposit is required in order to confirm a reservation. This deposit may be paid by Discover, MasterCard or VISA over the phone or internet. Your deposit may or may not be held in an escrow account, in accordance with TCA #62131047D(i). This deposit is refundable if the reservation is canceled at least THIRTY DAYS prior to the arrival date. If cancellation occurs within THIRTY DAYS and more than 14 days from start date, you may choose to reschedule your reservation and apply the total deposit to the new reservation. If the reservation is not rescheduled, the entire deposit will be forfeited. Pricing on rescheduled reservations may change according to the posted seasonal rates. There are no refunds on rescheduled reservations. Any reservation cancelled within 14 days of the arrival date will forfeit the deposit.

Check in: With the safety of our guests and our staff during the ongoing pandemic, We now have self check in for all of our locations. You must authorize payment of the remaining balance prior to your arrival. Keys/codes will not be issued until full payment and a signed Terms and Conditions form have been received.

Weather and Driving in the Mountains: Especially during the late fall and winter, some roads and/or driveways may require tire chains or 4-wheel drive vehicles to be accessible. Gatlinburg is in the Great Smoky Mountains! We cannot give refunds due to weather or driving conditions! If an alternate property is available, we will happily move you to this location, but we cannot guarantee in advance that this will be possible, especially during peak seasons!

Pets and Smoking: All condos, chalets and cabins are smoke free. A limited number of our chalets/cabins allow pets with prior permission. You must clean up after your pet(s). If your pet(s) cause damage to the property, or additional cleaning is required, additional charges will be billed to the credit card on file or deducted from your security deposit. Anyone who smokes in a smoke-free cabin, chalet or condo, or brings a pet(s) into a “no pets” property, will be asked to leave immediately with no refund, or if discovered after guest departure, will be charged a $300 clean-up penalty, or actual cleaning costs, whichever is greater.

Amenities: We make every effort to assure all amenities are in good working order for each arriving guest. Please report any malfunctioning equipment as soon as possible after check in. If possible, we will correct the problem immediately. If a service technician is required, repair may be delayed, even beyond your stay. While we regret any inconvenience this may cause, we cannot give a refund due to circumstances beyond our control. If another rental property of comparable value is available, we will offer to move you, however, this cannot be guaranteed, especially during holidays and/or peak times. If for any reason, the cabin, chalet or condo you originally reserved becomes unavailable, your reservation will be moved to a comparable property. No refunds or discounts will be given for this reason.

Refunds/Credits: We attempt to describe and picture each unit accurately on our website and by phone. Cleanliness is our top priority. Issues with either of these matters will not result in a credit or refund at check out or after departure. If you are not satisfied with the unit you reserved, please call us immediately. We will offer another unit, if available, or a refund. If the bathrooms and towels have been used, beds disturbed, trash left, or any other use of the rental unit, an appropriate charge will be deducted before refund is given.

Check-out Procedures: Check out time is 11:00 AM. We request the following from our departing guests: adjust the thermostat to 55 degrees in winter and 80 degrees in summer months, bag all of your trash, place dirty dishes in the dishwasher, add soap and start, make sure all windows and doors are closed securely and locked, turn off all lights, and electronic equipment. Make sure the hot tub cover is closed, but do not turn the hot tub off. If you use the fireplace, please make sure the fire is completely out and the flue is closed. Please leave the key in the lock box of your unit upon departure. Unreturned keys will incur a $10.00 fee, and an unreturned clubhouse pass will incur a $25.00 fee.

Statement: I accept full responsibility for any damages to property and inventoried items, phone charges, satellite or cable TV Pay-per-view charges, replacement of lost/stolen keys or clubhouse passes, extra cleaning required due to abusive behavior or accidents. I authorize you to charge my credit card for any and all damages or costs associated with the listed items above that occurred during my stay. If the card will not accept the charges, or if I pay a cash deposit, I acknowledge that if expenses for damages exceed my deposit, then I will be billed for the additional costs, and payment will be due immediately.

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Oak Leaf Lodging, LLC

385 East Parkway Suite 229, Gatlinburg, TN 37738  Toll free: 866-430-3411