Aaron's Mountain Rental Policies

Minimum Night Requirements vary throughout the year and are indicated by pop-up boxes on the Discount Rates Calendar and listed on the current Specials page.
Procedures for placing a reservation: A deposit is required (half the stay) to make a reservation. We accept Visa, Master Card, Discover, American Express, Money Orders or Personal Checks, Personal Checks must be received 30 days or more prior to your arrival date. We do not accept Balance Transfer Checks, Personal or Company Checks at check-in. If you used your credit card for your initial deposit, you are the only person who can sign our Guest Registration forms accepting responsibility for the rental unit. If your name is on the reservation, you need to be the first to arrive and check-in, plan your arrival time accordingly. We can not check the rest of the group in if the person whose name is on the reservation is not present to sign in. The credit card used for deposit and Drivers License of the card holder must be presented at check-in. No Exceptions! If you forget to bring the card that you placed the reservation with, the initial deposit will be refunded in its entirety and another form of payment (Visa, MC, American Express, Discover, and Traveler’s Checks, Money Order or Cash) must be received by Accommodations By Sunset in order to continue the check in process. The credit card used for any part of the stay must belong to the occupant of the property. Your reservation will not be honored if the card holder is not an occupant of the property. For larger groups wishing to split the cost, please work payment out prior to check-in. We ask that larger groups just pay the person whose name is on the reservation prior to arrival in order to prevent mass confusion at check-in. Having one form of payment at check-in will speed up the check-in process for you.
Online Reservations - At this time rates currently set up in our Online Reservations Booking do not include our current specials or discounts if applicable. Your credit card will not be charged until your rate is figured correctly (if applicable) and you have been notified of your total by one of our reservation staff members. We must confirm your reservation with you verbally. Please list the phone number(s) that will allow us to make this contact with you when placing your online reservation. If you have not been contacted within 24 hours after you initially placed your online reservation, please call our office at 1-800-211-4599 and confirm we have received your reservation request.
Rates and Maximum Occupancy: Rates are based on the maximum occupancy for each individual rental property and should not be exceeded. You must provide your reservation staff member with the number of guests, including children, when making your reservation. For fire safety reasons, we must account for all individuals occupying the rental property during your stay. If you are found having more guests than you registered for at check-in, you will be asked to vacate the premises and no monies will be refunded.
Damage Deposits: A $100.00 Cash Damage Deposit is required on ALL 1 and 2 bedroom properties December 21, 2006 through January 1, 2007. A $300.00 Cash Damage Deposit is required on ALL 3 bedrooms and larger year round. The Cash Damage Deposit you pay upon arrival, at check-in, is totally refundable 7-14 business days after your departure date, as long as there is no damage to the rental property. Upon arrival, we ask that you inspect the rental property and report any problems within 2 hours of check-in.
Age Requirements: In order to rent a 1 or 2 bedroom property, you must be 21 or older. For 3 bedrooms or larger, you must be 25 or older and a $300 Cash Damage Deposit is required. Proof of age will be required upon check-in.
House Parties or Wedding Receptions: At no time during your stay is a party allowed. If you are caught having a party of any sort, you will be forced to leave immediately and no monies will be refunded. You will also forfeit your damage deposit. We do not tolerate house parties of any sort. When staying in a cabin, chalet or condo please be mindful of your neighbors. Keep noise to a minimum and quiet time is from 11:00 PM until 9:00 AM. We do not rent to fraternities, sororities or other large non-family groups. Upon check-in, we reserve the right to refuse service if any sort of party is suspected.
Check-in Procedures: Check-In time is 4:00 p.m. or later. In the rare event additional cleaning was required from the previous tenant; the maids reserve the right to occupy the unit until it is cleaned and ready for your check –in. The person whose name is on the reservation must be present in order to check-in. This person should be the first to arrive. We cannot check-in other members of the group without the person whose name is on the reservation being present and signing responsibility for the rental property. Please plan ahead so that members of your group are not inconvenienced. You will need to bring your drivers license, credit card used for deposit, cash for damage deposit and auto tag number for check-in. We will make a copy of your Driver’s License and a copy of the credit card that you placed the reservation with in our credit card imprinting machine. The tag number of your vehicle will also be recorded in our paperwork. Please understand these procedures are part of Accommodations By Sunset Rental policies and in order to check-in you must provide this information to us.
Cleaning Fees: A one time cleaning charge plus tax per rental property. These fees are as follows:
• $35 for all one bedroom properties plus tax
• $45 for all two bedroom properties plus tax
• $65 for all three bedroom properties plus tax
• $85 for all four-five bedroom properties plus tax
• $95 for six bedroom properties and larger
• $50 additional (non refundable) cleaning fee plus tax on Pet Friendly properties, if bringing a pet
Please note: The cleaning fee is to supplement the fee that we are charged by housekeeping to clean the property upon your departure. A list of check-out procedures will be given to you upon check-in.
Changing Properties: Once you arrive at your rental property and decide perhaps to change properties, the difference will be charged to you if upgrading and refunded if moving from a property of higher value.
Making Changes To Your Reservations: A transaction fee of $25.00 is charged for changes made to reservations for the first time unless otherwise noted on the Specials page. For the 2nd or 3rd time in making changes to your reservation, the fee increases to $50.00 each time a change is made. This fee will be added to the amount due at check-in. We urge you to limit making changes to your reservation.
Construction: We do not control the building that is going on in our area. There is a chance that your rental property could be located in an area of construction. If this happens, we do not offer any type of refund or adjustment. If you see a property is being built next door upon your arrival, you may call the office and see if we have another property to move you to. We in no way can guarantee you we will have somewhere to move you that will be away from construction or comparable to what you have rented. If we do have a place available, you are responsible for the up charge. Again, construction is something that is totally out of our control. There may be no construction near the property you rented, at the time you placed your reservation, and soon as you arrive construction may be started or underway. Again, we have no control over this matter.
Pets: We have several Pet Friendly properties. NO pets are allowed in properties not specifically marked as Pet Friendly on our web site. A $100 CASH pet deposit (per pet) is required for our pet friendly properties. This deposit is totally refundable as long as there is no damage to the rental property. We have a limit of no more than 2 pets per property. An additional one time charge of $50 plus tax is added to the property’s normal cleaning fee. We highly recommend pet owners place pets in pet carriers when leaving them alone in accommodations. Some properties provide pet carriers and others do not. However your pet’s actions are still your responsibility. If your pet does damage, you can expect to pay for the damage.
Handicap Friendly: This icon states a property offers some amenities and/or easy access for certain handicaps. We do not have any fully handicapped accessible properties available for rental.
Inclement Weather Policy: Chains and/or 4-Wheel drive vehicles may be required for a few of our properties, due to weather conditions. Please ensure you are prepared for possible weather and road conditions as we do not refund rental fees due to weather or early departure. When preparing for a stay during the winter months, you should pack as if you are going camping. Please bring along flashlights, drinking water, warm clothes (in the event of a power outage) and a cooler for storing food. Our properties are equipped with grills so you can cook food in the event of a power outage. Bringing non-perishable items is also a good idea. The mountains are very unpredictable starting late November into the months of December, January, February, March and even mid-April. Being prepared can mean the difference between a miserable stay or an enjoyable stay. We do not do rescue missions either. To assist you in planning, we provide links to weather and road conditions on our Area Information page. If road conditions are unsafe for travel to any of our rental properties and we have knowledge of it, we do reserve the right to refuse service and all monies will be refunded.

Under severe weather conditions, some Smoky Mountain roadways may become unsafe to navigate. Rather than risk your safety and the safety of those traveling with you, we will make every effort to contact you as soon as possible and too locate suitable replacement property(s) unaffected by projected/present severe weather conditions. In the event we are unable to locate a suitable replacement property, we will refund your money so you may reschedule your vacation with us or pursue other avenues under these unfortunate conditions. For your safety, we reserve the right to cancel your reservation due to inclement weather.
Fireplaces are closed April through September.
Equipment Repairs / Mechanical Failures: All of our cabins, chalets and condos are individually owned. We do our best to ensure that all appliances, heating and air, plumbing, hot tubs and Jacuzzis, etc. are working properly. However, occasionally we do have breakdowns and equipment malfunctions. In the event that this should occur during your stay, we will do our best to get the problem fixed during your stay. Nonetheless, we do not offer any sort of compensation for equipment failure / malfunction / satellite or cable malfunctions.
Power Outages: Sometimes in the mountains we experience power outages. If you are staying in a cabin when the power goes out and it is on a well, you will not have water until the power comes back on. A well requires electricity to work. Having an extra gallon or 2 of water on hand is always a good idea. You can at least have something to drink and wash your hands with. Flushing the toilet also requires water. Being prepared can make all the difference in the world. Accommodations By Sunset does not refund or compensate for power outages or other acts of nature.
Check-out is 11:00 a.m.. We ask that you adhere to this check out time. Additional fees apply if unit is not vacated by 11:00 a.m.. You must call the office when leaving. Please do this after packing the car and saying good-bye to one another. We are in constant contact with the cleaning staff and dispatch them as soon as we get the call from you.
Check-out procedures: Upon arrival, a list of check-out procedures will be given to you.
What to expect: All of our homes are individually owned and thus are individually decorated. Our cabins come with fully equipped kitchens. However, if you have a specific pot or skillet that you want/need to cook with, you need to bring this with you. All of our properties have coffee makers, but we do not supply the filters or coffee for them. Blenders are optional. You may want to bring your own blender if you desire to use one during your stay. Blow dryers, irons and ironing boards are also optional items that our owners may provide. You will want to bring these items with you if you think t you might need them during your stay. Our reservation staff members will probably not know which properties are equipped with these items. The majority of our properties are on wells. Although well water is safe for human consumption, bathing, etc. we strongly suggest buying drinking water for consumption during your stay.
Cancellation Policy: One and two bedrooms properties require a cancellation notification of a minimum of two weeks prior to your scheduled arrival date to receive a full refund less $45 cancellation fee. No refunds will be given if you are within your Cancellation Period. Three bedroom and larger properties require a cancellation notification of a minimum of four weeks prior to your scheduled arrival date to receive a full refund less $75 cancellation fee. No refunds will be given if you are within your Cancellation Period.
Last Minute Cancellations: In the event of an emergency and you have to cancel your reservation last minute, we can allow you to go to our “X” files. This allows you up to one year to reschedule your reservation. Your advance deposit is not refundable after doing the reschedule should you need to cancel the reservation again. When you choose to place your reservation in the “X” files, we do charge a $45.00 non-refundable “X” file fee on 1 and 2 bedroom properties and a $75.00 non-refundable “X” file fee on 3 bedrooms and larger. The “X” files were created to prevent folks with actual emergencies from losing their entire deposit.
Discount Dollywood Theme Park Tickets - 2 & 3 day tickets and Ripley's Gatlinburg Aquarium of the Smokies tickets are available for purchase by our customers.
Amounts quoted are in U.S. currency ($)
Please email us or call 1-800-211-4599 to answer any questions you may have.

Office Hours:
7 days a week 8a.m.-5p.m. Eastern
Closed on Thanksgiving and Christmas day, therefore
there will be no check-in(s) or check-out(s) on these days.

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