Terms and Conditions

Rates are based on property features, location, and season. Rates are subject to change without notice. Rates do not include local and state taxes, a property damage protection fee, an administrative processing fee, or a cleaning fee. These fees will be added to all reservations.

Evergreen Vacation Properties accepts payment by all major credit cards. A deposit in the amount of 50% of the total rate, including taxes and fees, is due upon booking the initial reservation. The remaining balance is due in full 60 days prior to the arrival. Full reservation payment is due at the time of booking if the arrival date is less than 60 days from the date of booking.

All reservations are subject to state, city and county taxes (depending on location), lodging tax, an administrative processing fee, a property damage protection fee, and a cleaning fee.

Evergreen Vacation Properties partners with Rental Guardian to provide property protection coverage for our guests. This includes a non-refundable protection plan of $69.00 that will be added to all rental home reservations that protects you from accidental damage within the unit up to $1500. Any damages to the property or contents will initially be filed with Rental Guardian. Damages that exceed $1500 or not covered by Rental Guardian will be charged to the credit card on file. All damages must be reported immediately to our office. Rental Guardian also provides optional Standard Travel Protection services as well as Cancel For Any Reason (CFAR) Protection services. For more information about Rental Guardian and their services or to file a claim please visit their website. 

Credit card information is a requirement for your convenience. Additional services and/or any outstanding charges or fines due to damage not covered by the protection plan or the breaking of the Rental Agreement will be charged to the credit card on file. Balances due will be automatically charged unless other payment is provided.

Cancellations more than 30 days prior to check-in date, regardless booking date, will receive a full refund. Cancellations less than 30 days prior to check-in date, regardless of booking date, are subject to 50% of all expenses paid. All Holiday stays are non-refundable. You have the option to purchase Cancel For Any Reason protection plans through Rental Guardian which protects up to 100% of traveler’s expenses. 

We strive to keep timely and accurate property and advertising information on all our platforms. Evergreen Vacation Properties will not be held accountable for advertising errors due to property owner updates with furnishings, amenities, equipment, and bed arrangements. We perform inspections on our units to ensure that all equipment is in good working condition. Refunds will not be given due to circumstances outside the control of Evergreen Vacation Properties. This includes mechanical failure of items such as, but not limited to, air conditioners, heaters, TV, internet, dishwashers, pools, hot tubs or other luxury items. Please call our office and we will make every effort to fix or replace it, however no refunds will be given. 

Power outages and inclement weather are very likely in the Smoky Mountains. Evergreen Vacation Properties will not be held accountable for power outages, construction due to down power lines/ trees, or acts of nature. Local roads can be snow covered, wet, icy, curvy and steep. A four-wheel drive and/or chains during the winter months are recommended and may be required with some properties. Refunds are not provided if you are not able to make it to your vacation property due to road conditions or weather. You have the options to purchase Standard Travel Protection through Rental Guardian which protects up to 100% of traveler’s expenses.

Evergreen Vacation Properties reserves the right to move any tenant to comparable property when unforeseen circumstances exist. If your home becomes unavailable due to plumbing, electrical or heating issues, roof damage or anything else beyond our control that makes it uninhabitable, we will try to move you to a comparable unit. If a comparable unit is not available, Evergreen Vacation Properties will give you the option of receiving a refund or choosing an upgraded home, subject to availability. If you choose an upgraded home, any increase in rental rate will be your responsibility. Guests are not permitted to assign the rental agreement or sublet the vacation rental property without prior written consent from Evergreen Vacation Properties. 

Please notify Evergreen Vacation Properties of issues immediately. We will work to resolve the reported problems in haste; however, some issues cannot be repaired before your departure. Evergreen Vacation Properties and its vendors have the right to enter the rental property for maintenance and housekeeping concerns as well as provide entrance to service technicians.

The maximum number of people who can be at the property is specified on the individual property listing and is based on safety standards of each unit. We ask that you provide Evergreen Vacation Properties with the number of guests including children when making reservations which should not exceed the number allowed for your own safety. Evergreen Vacation Properties is not responsible for providing accommodations, linens, or towels for additional guests outside the number of guests stated on the rental agreement. If damage occurs related due to additional guests, all charges will be the responsibility of the individual who’s name the reservation is in and will be charged to the credit card we have on file.

Some rentals have a strict maximum number of vehicles allowed at the property. Having additional vehicles at the property or in parking spaces unassigned to the rental may result in fines or towing. All parking is a courtesy and cannot be adjusted due to unauthorized use or oversized vehicles.

Your vacation accommodations will be cleaned to quality standards prior to your arrival and after your departure. You will be responsible for the cleaning of your unit during your stay and for leaving the unit in good condition at check-out. We respectfully request that you acknowledge you are staying in someone's home during your vacation; please treat it with the care you would your own. Do not flush sanitary napkins, tampons, paper towels, and wipes/baby wipes, etc. If damage or blockage occurs as a result of these actions, guests will be charged accordingly.

A cleaning fee is applied to every reservation in order to clean the unit after departure. If you would like to purchase a mid-stay clean, this is available to you for an addition ad-on fee. 

Properties are fully furnished including bedding, pillows, towels, and a fully equipped kitchen unless otherwise specified. A limited starter supply of paper products, garbage liners, bath and dish soap are provided, but will not be replaced if consumed during your stay so we recommend bringing additional personal items with you. Guests are responsible for providing any additional essentials during their stay. Beds are made and equipped with clean sheets and blankets. Bathrooms are equipped with bath towels to accommodate the number of guests in the rental agreement. If your unit has a pool or hot tub, additional towels will be provided for such activities. If damage is found to these items due to unauthorized use, the credit card on file will be charged a replacement fee. 

Properties use one or a combination of the following vendors for Internet and/or Television services; Comcast, Spectrum, AT&T, Direct TV or Dish Network. As these are 3rd party vendors not part of Evergreen Vacation Properties, we can make no guarantee that they will be working all the time especially given the mountain conditions. We make every effort to do what we can to make sure they are functioning. If there is an issue, you can contact our office during normal business hours, however this is not an emergency. Additionally, no refunds for the stay will be given due to one or more of these not working.

Smoking is not permitted inside of any of our properties or on screened porches or decks. This includes vaping, marijuana, and cigarettes. Smoking is permitted outside of the property within a reasonable distance from entranceways. Please be respectful of cigarette butts and dispose of those properly prior to check out. Evidence of smoking indoors during one’s stay will result in forfeiture of all paid expenses. In addition, the credit card on file will be charged a minimum of $250 per guest to cover damages incurred. The property will be checked for evidence of smoking after departure.

Pet friendly properties require a $125 non-refundable pet fee for the length your stay with a maximum of 2 pets per unit. The pet fee does not cover damages or cleanup related to pets. If damages occur, additional charges will be made to the credit card on file. If evidence of a pet is found at a non-pet friendly property, the pet is to be immediately removed and the credit card on file will be charged for professional cleaning of the unit. If a pet is found at a pet-friendly property without paying the required fee, a $200 fine will be charged. 

We applaud and welcome all ADA Service Animals. Animals whose function is to provide emotional support, comfort, or companionship do not qualify as service animals according to the ADA. If you have an ADA Service Animal, please contact us right away so that we can make special arrangements. 

Check-in is at 4:00 PM. Early arrival is typically not available during the peak summer season, however if an early check in is available, there is a $50 fee and may be purchased as an ad-on option. Please do not enter the property before your check-in time. Housekeepers will not clean a property in which personal items are found. All Evergreen Vacation Properties can be accessed without checking in with our office. Arrival Instructions specific to a property, including step by step directions will be sent 3 days prior to arrival. You will also receive your door code and keyless entry instructions one hour prior to arrival. Arrangements can be made for after-hours arrivals, we just ask that you please contact us ahead of time to make those arrangements. Please be mindful of wifi signal in the mountains and ensure that you have access to these instructions without internet. 

There are times when a unit is not ready at check-in time. Unforeseen circumstances arise such as damage from a previous rental or maintenance requirements. If this situation does occur you will be notified. 

Check-out is no later than 10:00 AM. Late check out is typically not available during peak summer seasons. Please call 24 hours prior to departure, and a late check-out may be possible for a $50 fee. Late check out is available during non-peak season and available for a $50 fee as an ad-on option. 
  • Load and run dishwasher
  • Place wet towels and washcloths in the bathtub 
  • Do not strip bed linens (housekeeping will do this) 
  • Place all garbage in outside receptacles and ensure fully latched
  • Set heat to 65 in winter and air conditioner to 75 in summer
  • Return furniture to its original position 
  • Do a walk through to check for phone chargers, clothing items, etc.
  • Turn off all lights
  • Set the alarm (if applicable) 
  • Close and lock all outside doors and windows
Evergreen Vacation Properties is not responsible for items left behind. There may be charges for shipment of lost items left at the property after departure which will be charged to the card on file. Please contact us within 48 hours of departure if you think you may have left items at a rental. 

Many of our rental properties are located in mix-use neighborhoods that include both short-term guests and year round residents. Please be sure to observe all rules and regulations. Our courtesy hours are from 10:00 PM to 08:00 AM. All guests, as well as owners, are required to conform to all rules and regulations of the properties. Violators are subject to eviction. 

Evergreen Vacation Properties is a vacation rental management company. We do not own the properties we are representing. Be considerate of the owner’s belongings; please return all household items to their original places. Inside furniture should not be taken outside. Plates, cups, silverware, bath towels, linens, etc., should not be taken off the premises. Units may have one or more locked closets that are for owners use only, these are not included in the Rental Agreement. Please be respectful of items provided by Evergreen Vacation Properties as well. If damage such as tears, make-up stains, bloodstains, mud, dirt, or other evidence that our linens and towels were used carelessly, replacement fee many apply.

Guest agrees that there will be no illegal activities on the premises, including but not limited to: possession, serving or consumption of alcoholic beverages by anyone under the age of 21; or the possession or use of any illegal drugs. Additionally, Guest accepts full responsibility and liability and hereby indemnifies Owner and/or Manager for anything that happens in reference to Guest and/or Guest’s party partaking of any alcoholic beverages or drugs on the property.

Guests expressly agree to indemnify and hold harmless Evergreen Vacation Properties and unit owners from any accidents, injuries, losses and/or damages to Guests and/or their invitees. There are risks associated with use of any property. Given the weather conditions, risks around the property may include: wet, slippery, or icy conditions both inside and out; falling snow or ice; being in proximity of, or use of, a swimming pool, bathtub or hot tub including without limitation risks of, drowning, heart attack, stroke or reactions to pool or cleaning chemicals; allergic or other reaction to cleaning or “freshening” products; allergic or other reaction to man-made and synthetic materials; actions of third parties not under the control of the property manager or unit owner; electric shock or other injury in the use or misuse, of any electric appliance or mechanical devise; risk of injury in the use of garbage disposals, trash compactors, steam showers, saunas and other similar appliances. Guest understands that if a hot tub and/or pool is available on the property, it is for their private use. Guest is aware that consuming alcoholic beverages while in a hot tub increases the alcoholic effect of the alcohol. Guest will keep the hot tub closed and cover locked when not in use, and will supervise any children when using the hot tub and/or pool. By using the hot tub and/or pool, guests and all persons in the rental group will assume all risk and liability. Guest agrees to the foregoing assume all liability from said use and hereby indemnifies owners and manager. Guests further agree to assume all the foregoing risks and accept personal liability for any injuries, damages and the loss of any property including money, jewelry or valuables of any kind. Evergreen Vacation Properties will not be held responsible for acts of theft or vandalism, acts of nature, fire damage, water damage, or other damages to the guest's personal property or items left in the unit.