rental agreement and policies

Rental Agreement & Policies of Pioneer Rental Management, Inc.
865 684 4680
800 591 6902
Fax 865 381 0699


Reservations can only be made by adults over the age of 21.

Check In: After 3:00 PM
Check Out: 11:00 AM (Late check outs will be charged a $200.00 fee.)

Enjoy our hassle free check-in, drive straight to your cabin.

Defined Terms: As used in these Rental Policies, the term "cabin" shall mean the cabin or the condo unit that is the subject of your reservation. Also as used in these Rental Policies, the term "you" and "your" shall mean and refer to, individually and collectively, the person making the reservation (i.e., the name on credit card and driver’s license provided to make the reservation), and the guest or guests who occupy the cabin under the reservation. Also as used in these Rental Policies, the term "we," "us" and "our" shall mean and refer to Pioneer Rental Management, Inc. ("Pioneer"), and its employees.

Cabin Access: Upon arrival, the last four digits of your phone # on file (we ask for cell #) is your code to get into your cabin or condo.

Cobbly Nob Security Pass: If you are staying in the Village of Cobbly Nob, you will need a security pass to keep in your windshield or hang on your rear view mirror during your stay. The security pass will be in your cabin when you arrive. If your cabin is not located in the Cobbly Nob resort, you will not need a security pass for your stay.

Payment: Full payment for your rental must be received in our office at least fourteen (14) calendar days prior to your check in date. Full payment includes the reservation (booking) fee, all applicable State and local taxes, cleaning fee and pet fees, if applicable. You may pay with a check, money order, Visa, MasterCard, Discover or American Express. If you chose to pay by check or money order, please make sure your reservation number, the name on the reservation, and the reservation dates are indicated on the check or money order for proper credit. If you elect to pay with a check or money order, you must also give us a valid credit card number for us to keep on file prior to check in. If you make your reservation more than fourteen (14) days prior to your check in date, we will bill the unpaid balance of your account to the credit card we have on file fourteen (14) calendar days prior to your arrival, unless we receive a check or money order to pay the unpaid balance on your account at least Twenty Five (25) calendar days before you arrive IF PAYING BY CHECK OR MONEY ORDER, PLEASE MAIL PAYMENT TO OUR ADMINISTRATIVE OFFICE at P.O. BOX 22145, KNOXVILLE, TN. 37933 for payment to be promptly and properly credited to your reservation. For any and all reservations that are made less than seven (7) calendar days prior to check in, payment in full will be charged to a valid credit card at the time the reservation is made. All advance prepaid rental funds are placed into an escrow account for Pioneer, and the escrow account may or may not be an interest bearing account, but any and all interest on the escrow account shall accrue to the sole and exclusive benefit of Pioneer. By making your reservation with Pioneer, you agree to be bound by and comply with these Rental Policies, and you agree to pay the rental rates established at the time of your reservation.

Payment Cancellation and Charge-Backs: Any guest who stops payment on a check, credit card, or other form of payment shall be responsible for all damages to Pioneer, including but not limited to, payments to cabin owners, credit card and bank fees, court costs, and reasonable attorney fees. By signing this Agreement, you acknowledge that you are responsible for attorney fees incurred by Pioneer for any legal action against you, whether or not Pioneer is successful in such legal action.

Check Out Procedures: Check out is promptly at 11:00 a.m., if you have not vacated the premises by 11:00 a.m. with out prior authorization from Pioneer Rental Managements office, there will be a $200.00 late check out fee charged to the credit card on file. Please turn the A/C to 80 degrees when you are checking out during the summer months, and turn the heat to 62 degrees in the winter months. Please do not turn off the heat/air conditioning unit when your stay is over because this could cause damage to the cabin for which you will be responsible (e.g., damage from a frozen water pipe caused by you turning off the heat). In addition, please put all trash out in trash containers that have been provided. Place all soiled towels in bath tubs and leave all used beds unmade. Do not leave dirty dishes. Inspect the cabin and make sure that all windows and doors are locked before leaving. After our post-rental inspection, if extra cleaning is required, an additional fee will be charged to the credit card that was provided for the reservation.

Pets: Pets are allowed in pet friendly cabins only. All pets must be crated or kept in their cages when you are not occupying the cabin. There is a Fifty Dollar ($50.00) non-refundable fee per animal staying at the cabin. There is also a twenty five pound (25 lb.) weight limit for each pet, unless otherwise noted and approved on your reservation. You will be financially responsible for any and all damages and/or extra cleaning of the cabin caused or necessitated by your pet(s). Please notify us when making your reservation how many and what kind (dog/cat) of pet(s) will be joining you. If it is discovered upon our inspection after your departure that a pet was allowed in the cabin and we were not notified prior to your stay, the Fifty Dollar ($50.00) non-refundable pet fee will be charged to the credit card on file, and you will also be financially responsible for any and all damages and/or extra cleaning of the cabin caused or necessitated by your pet.

Hot Tubs: After each guest stay, the hot tub gets drained, cleaned, sanitized, refilled with water and chemicals to prepare them for the next guest stay. Hot tub temperatures have been preset for your safety. Hot tub temperatures should not be set above 102 degrees. Using any hot tub presents serious risks for some people. Please follow some simple common sense rules! Do not sit, stand or jump on the hot tub lid because it is very expensive, and if you damage the hot tub lid, the cost to repair or replace the lid will be charged to your credit card. Do not leave the lid off when the hot tub is not in use and be sure lid is in place and secured with the latches when not in use. Please do not leave children or pets unattended around the hot tub, and do not drink alcoholic beverages while in or around the hot tub. In addition, do not use any kind of body bath oils or bubble bath products in the hot tub.

Cabin Supplies: We provide each cabin with a "Starter Kit" of supplies, such as garbage bags, toilet paper, soap, paper towels, coffee filters, dishwasher detergent and dish soap. If your stay is longer than a couple of nights, you will need to pack extra supplies or purchase them at a store during your stay. Your cabin will also be supplied with bed linens and towels, and a fully equipped kitchen. Most cabins will also be equipped with television, cable/satellite, VCR/DVD, charcoal or gas grill, gas/wood fireplace, telephones, central heat and air, and washer/dryer. Firewood is available (seasonally) from Pioneer, for a small fee, to be used only in wood-burning fireplaces.

Please contact our office to arrange to have firewood available upon your arrival, or to order additional firewood. DO NOT ATTEMPT TO BURN FIREWOOD IN ANY GAS FIREPLACE!! Please refer to the individual cabins on the web site or call if you have any questions about the amenities of a specific cabin.

Helpful Things to Pack: In order to facilitate your enjoyment of the cabin during your stay, we recommend that you consider bringing the following with you to the cabin: trash bags, toilet paper, paper towels, spices (salt & pepper), bath soap, coffee and coffee filters, charcoal for the grill, fire starter for the fireplace during winter months, laundry detergent, aluminum foil, an iron (although some units contain irons and ironing boards), a hair dryer and bottled water. You may also want to bring paper plates, cups and other disposable items if you do not want to wash dishes.

Insects: Each of our properties is treated by a licensed pest control company on a regular basis. Nevertheless, since our properties are in the mountains, it is not unusual to find bees, spiders or other insects in and around the cabins. Please understand that you are in the mountains, and there may be on occasion an uninvited guest. There will be no refunds given for visits from these "uninvited guests" because we have no control over wild animals or birds. For example, during the Fall and Winter months, we have "Lady Bug Season" because the National Park Service released millions of them to help control the aphids killing our Hemlocks. On warm days, the lady bugs love the sunny sides of the cabins.

Lost and Found: Pioneer will not be responsible for any of your personal property that gets left behind, stolen or damaged during your stay. Please do not leave valuables or items that are important to you unattended, such as cash, wallets, jewelry, cameras, laptops, etc. If you get home after your stay and find you have left something behind, call our office and we will try to locate the missing item. If we are able to locate the item, it will be returned to you COD, and we will charge a $20 handling fee to the credit card we have on file for your reservation. Any items we find in the cabin after your stay that go unclaimed for more than fourteen (14) days will be disposed of or given to charity.

Damages: The guest understands it is his/her responsibility to inspect the cabin upon arrival and immediately contact us of any pre-existing damages observed so they can be verified and noted to the property by a staff member. The guest further understands that he/she accepts full and complete responsibility for any issues found by Pioneer upon departure which were not previously reported by the guest upon arrival. The credit card on file will be immediately charged for any damage to the cabin noted during the departure inspection.  

I understand that it is my responsibility to review the cabin upon arrival and notify Pioneer of any pre-existing damages to the property; I further understand and agree that I accept full responsibility for any issues found upon inspection after my departure that were not previously reported. Furthermore, I am aware and agree that I will be responsible for any attorney fees incurred by Pioneer for recovering damages caused to the cabin. _________ Guest Initials

Circumstances Beyond Pioneer's Control: Pioneer reserves the right to move you to a comparable cabin should a property not be available upon your arrival due to circumstances beyond our control, such a property being sold, a major appliance is not working, etc. Pioneer is not responsible for Acts of God.

Weather Conditions: Weather conditions can change very quickly, so please plan your trip accordingly. During the winter months, a four (4) wheel drive vehicle is recommended for travel to and from the cabin. You can call 1-800-342-3258 for road conditions. Although our weather is usually moderate during the winter months, it is best to always be prepared. As a result, we recommend that you bring flashlights (with new batteries), extra food, drinking water, and tire chains for your vehicle if your reservation is scheduled during the winter months. During periods of heavy snow, we reserve the right to cancel or transfer your reservation to a comparable cabin. Pioneer is under no obligation to provide any form of transportation to and from the cabin. Access roads to the cabins are privately owned by the Cobbly Nob Homeowners Association. As such, Pioneer has no control over or responsibility for the condition and maintenance of these access roads.

Power Outages: Power outages are not common, but sometimes they do occur. Please do not call our office if this should happen. Instead, you should call the Sevier County Electric System at 865-453-2887 to report an outage. If the cabin you are renting has a telephone in it, please use that telephone to report the power outage because the electric systems automated service will recognize the number you are calling from and will result in faster repair service.

Housekeeping and Trash Removal: I understand and agree that the cabin must be left in the same condition upon departure (dirty dishes in dishwasher; garbage bagged; etc ) as it was upon my arrival. I understand and agree that I will be billed for any additional housekeeping that may be required (inside the cabin or on/around the grounds surrounding the cabin). The garbage pick up schedule is provided in each cabin. As stipulated on the schedule, please contact us if additional trash pick up is needed. ___________ Guest Initials

Utility Services & Internet: All of our cabins have local telephone service, some offer FREE long distance, and most offer High Speed Internet. Please refer to the individual property on our web site to determine what specific services are offered at the property. Services such as water, telephone, electric, cable or satellite, and internet are not guaranteed at all times, and there will be no refunds for service interruptions due to circumstances we cannot control. Guests are provided a password for internet access, if required at your chosen cabin. In the event you are unable to connect to the internet, or have any other internet issues, contact us. If, for any reason whatsoever, the guest chooses to reset or otherwise reconfigure the wireless router or cable router/modem located in their cabin, the guest is responsible for restoring the router/modem to the same settings/configuration it had upon their arrival prior to check out. If the guest fails to reset/reconfigure the router/modem back to it's previous settings guest understands and agrees Pioneer will charge the credit card on file to have the router/modem reset/reconfigured in the amount of TWO HUNDRED FIFTY ($250.00) DOLLARS to reconfigure and/or restore the correct router/modem settings. __________ Guest Initials

All Cabins are NON-SMOKING: SMOKING IS STRICTLY PROHIBITED INSIDE ALL CABINS. Smoking is permitted on outside decks only, and all cigarettes and cigars must be extinguished and disposed of properly in trash receptacles. Please be accountable and dispose of cigarettes and cigars appropriately. Remember that you are in the mountains, and you do not want to be responsible for starting a forest fire. All cabins are strickly non-smoking; if smoking is detected in your cabin upon your departure, you understand and agree you will be billed $250.00 for the extra cleaning required. __________ Guest Initials

Cancellations and Refunds: CANCELLATIONS CAN ONLY BE REQUESTED BY THE PERSON WHO MADE THE RESERVATION (I.E., THE PERSON WHOSE NAME IS ON THE CREDIT CARD AND DRIVERS LICENSE THAT WE HAVE ON FILE), AND CANCELLATIONS CAN ONLY BE REQUESTED IN WRITING. A MINIMUM SEVENTY FIVE DOLLAR ($75.00) CANCELLATION FEE WILL BE CHARGED TO THE CREDIT CARD WE HAVE ON FILE FOR ALL CONFIRMED RESERVATIONS THAT ARE CANCELLED. RESERVATIONS FOR ONE (1) AND TWO (2) BEDROOM CABINS MUST BE CANCELLED AT LEAST FOURTEEN (14) CALENDAR DAYS PRIOR TO THE CHECK IN DATE IN ORDER TO RECIEVE A REFUND. RESERVATIONS FOR CABINS WITH THREE (3) OR MORE BEDROOMS MUST BE CANCELLED AT LEAST THIRTY (30) CALENDAR DAYS PRIOR TO THE CHECK IN DATE IN ORDER TO RECIEVE A REFUND. THERE IS NO CHARGE FOR CHANGING RESERVATION DATES AS LONG AS THE DATE CHANGES ARE MADE WITHIN THESE SAME TIME PERIODS (I.E., AT LEAST FOURTEEN (14) CALENDAR DAYS PRIOR TO CHECK IN FOR ONE (1) AND TWO (2) BEDROOM CABINS, AND AT LEAST THIRTY (30) CALENDAR DAYS PRIOR TO CHECK IN FOR CABINS WITH THREE (3) OR MORE BEDROOMS). THERE WILL BE NO REFUNDS WHATSOEVER FOR NO SHOWS, BAD WEATHER, LATE ARRIVALS OR EARLY DEPARTURES.

Questions: Should you have any questions, please call our guest services at 865-684-4680 or email Guest Information.

Rental Agreement: By signing these Rental Policies below, you agree to be bound by the terms and conditions of these Rental Policies, and you further agree that these Rental Policies constitute a material part of the rental agreement between you and Pioneer, which is comprised of your online reservation and these Rental Policies (collectively the "Rental Agreement"). Also by signing these Rental Policies below, you further acknowledge and agree that your execution and delivery of these Rental Policies to Pioneer is a material inducement for Pioneer to rent the cabin to you for the period covered by your reservation, and that Pioneer would not enter into the Rental Agreement and rent the cabin to you for the period covered by your reservation unless you agreed to be bound by the terms and conditions of these Rental Policies.

Dispute Resolution and Governing Law: By signing these Rental Policies, you hereby agree that the Rental Agreement shall be governed by, and construed in accordance with, the laws of the State of Tennessee, without regard to the conflict of law or choice of law provisions thereof. By signing these Rental Policies, you further (i) expressly agree that jurisdiction and venue for any actions concerning the enforcement, construction or interpretation of the Rental Agreement shall be in any state court in Sevier County, Tennessee, or the Federal District Court for the Eastern District of Tennessee, Northern Division, sitting in Knoxville, Tennessee, and (ii) expressly submit and consent to the jurisdiction of the aforesaid courts and waive any defense on the basis of personal jurisdiction and/or forum non conveniens. In the event that Pioneer feels it necessary to take legal action against you, you agree to be responsible for all reasonable attorney fees incurred by Pioneer for such action, whether such action is successful or not.

EXECUTION ACKNOWLEDGMENT: BY SIGNING THESE RENTAL POLICIES BELOW, YOU HEREBY REPRESENT AND WARRANT TO PIONEER THAT YOU HAVE CAREFULLY READ THIS DOCUMENT AND EACH AND EVERY PAGE THEREOF, THAT YOU UNDERSTAND THE CONTENTS AND PURPOSES OF THIS DOCUMENT, AND THAT YOU HAVE EXECUTED THIS DOCUMENT OF YOUR OWN FREE WILL FOR THE PURPOSES OF RENTING A CABIN FROM PIONEER UNDER THE TERMS AND CONDITIONS OF THESE RENTAL POLICIES. BY SIGNING THESE RENTAL POLICIES BELOW, YOU FURTHER AGREE TO PROVIDE PIONEER WITH A COPY OF YOUR DRIVERS LICENSE TO CONFIRM THE RESERVATION, AND IN THE EVENT YOU FAIL TO DO SO, OR IN THE EVENT THAT THE NAME ON THE CREDIT CARD DOES NOT MATCH UP WITH THE DRIVERS LICENSE, THEN PIONEER HAS THE RIGHT TO REJECT YOUR RESERVATION AND REFUND YOUR DEPOSIT IF A DEPOSIT HAS ALREADY BEEN RECEIVED BY PIONEER.

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