Timberroot Short Term Rental Terms & Conditions
MODIFICATIONS TO RESERVATION:
Any modifications to the original and/or subsequent reservation require Timberroot approval and Guest is responsible for any additional charges. Timberroot reserves the right to cancel the Agreement and refund, if applicable, any payments collected based on the cancellation and refund policy.
Unless otherwise stated in writing, 40% of the total amount due at booking and the balance is due to secure your booking dates. The full balance of your reservations is due no later than 7 days prior to your check-in date. Timberroot reserves the right to cancel any reservation in the event Guest fails to pay within 5 days of the due date.
Additional fees, policies, and restrictions may be applicable to bookings made through third party booking sites (Airbnb, Vrbo, etc…).
CANCELLATIONS, NO SHOWS, CHANGES, and REFUNDS:
Cancellation policies vary by property, consult each property's individual cancellation policy for more details.
No shows for any reason are 100% non-refundable. In the event of a late check in or early check-out, any unused portion of your reservation is forfeited and 100% non-refundable. If you will be checking in more than 18 hours after your original check in time, please contact Timberroot to coordinate your new check in time.
Changes to Reservations:
Changes to a reservation (i.e. shortened stay, changing to a different property, changing dates, etc.) are subject to management approval, and may be subject to a change fee at the discretion of Timberroot management.
Adding Guests to Your Reservation:
Any increase in guest count after the reservation has been confirmed must be immediately communicated via email to Timberroot for approval and may be subject to any applicable “Additional Guest” fees as provided for at the time of original reservation. An increase in guest count is subject to our Cancellation Policy if the new guest count exceeds adult and/or total occupancy limits, or fails to meet any of our Terms and Conditions.
Just in the same way that our customer has a right to cancel according to the timeframes specified in our cancellation policy, Timberroot Rustic Retreats is entitled to cancel the agreement during the same period. Timberroot Rustic Retreats will only cancel or amend a reservation due to circumstances beyond the control of Timberroot like a change of ownership or the cost thereof.
Timberroot shall not be liable, nor shall this Agreement be terminated for any interruption of, or interference with, services or accommodation due Guest, caused by any reason including but not limited to weather, strike, riot, orders of public authorities, acts of other guests, any other acts of God, Force Majeure, pandemic, accident, the making of necessary repairs to the building of which said Vacation Rentals are a part, or any other cause, except as outlined above. The Guest(s) hereby agree(s) to hold Timberroot harmless against losses, deficiency, and/or any inconveniences caused by unexpected interruptions of use of the Vacation Rental to accommodate scheduled Guests. If such an instance occurs, Timberroot is not liable for any indirect financial or scheduling burden including but not limited to airline reservations, rental car reservations, pre-paid event tickets, etc.
Third Party Booking Site Policy Display Conflicts:
Timberroot’s Rental Terms and Conditions herein supersede, without exception, all other terms/conditions displayed on or by a third party listing site (i.e. Vrbo, Airbnb, Booking.com, etc.) that may conflict with the policies listed herein. Timberroot will make every possible effort to ensure that listing sites display Timberroot’s Terms and Conditions exactly how they read herein, however third party listing sites often have system/design limitations impacting the information we display and/or worse confusingly display their own policies that do not adhere to our own. A copy of Timberroot’s Terms and Conditions herein are provided on every third party listing site as technologically possible, and always during the booking process for every Guest who books directly, or for any Guest who requests a copy directly from us.
Third Party Booking Sites Service Fees:
Some third-party booking sites (i.e. Vrbo, Airbnb, etc.) assist in matching Timberroot and Guest and may collect Booking or Service fees as part of a reservation process. Booking or Service fees paid by Guests to third-party booking sites are not covered by this agreement and Timberroot is not responsible for collecting or refunding those fees or for any service provided for that fee. Third-party booking sites are not a party to this agreement, even if Guest pays the rental amount through a third-party booking site.
CHECK-IN AND CHECK-OUT:
Unless otherwise agreed to in writing, Guests may not check-in prior to the specified check-in date or time. Guests must check-out of the property at or before the specified check-out date and time. In the event the Guest does not vacate the Vacation Rental at the specified check-out date and time, Guest may be fined and evicted to ensure Timberroot’s performance for incoming guests and owners.
Early check-in and check-out times may be approved based on availability. All early check-in and check-outs must be agreed to ahead of time and confirmed via email or in writing.
POOL, SPA, AND RECREATIONAL FACILITIES RISK AND LIABILITY:
By staying at a Timberroot Rustic Retreat, Guest forever releases from liability and covenants not-to-sue Frank & Nicole May, Wauhatchie Woodlands LLC, and/or any of its subsidiaries, DBA Timberroot Rustic Retreats or its clients, employees, vendors, service providers, contractors or anyone representing or related to Timberroot, from any and all present and future claims resulting from ordinary negligence on the part of the facilities or others listed for property damage, personal injury, or wrongful death, arising as a result of my engaging in activities in or around the hot tub, playset, or firepit use activities or any activities incidental thereto, wherever, whenever, or however the same may occur.
Guest voluntarily waives any and all claims both present and future, resulting from ordinary negligence, that may be made by the Guest, their family, estate, heirs, or assigns, and relinquishes on behalf of the Guest, their spouse, heirs, and assigns the right to recover for injury or death.
Guest is aware that swimming and other pool or spa activities are vigorous and can involve severe cardiovascular stress. Guest understands that swimming, other pool and spa activities, as well as playground play involve certain risks, including but not limited to (in the extreme) death. In addition, Guest understands that participation in swimming pool and hot tub use involves activities incidental thereto, including, but not limited to, the possible reckless conduct of other participants. All stresses and hazards associated with this activity cannot be foreseen.
Guest agrees to voluntarily use all facilities with knowledge of the danger involved and hereby agrees to accept any and all risks of property damage, personal injury, or death. The guest has a personal responsibility to follow any safety rules and procedures established by the Timberroot and that are associated normally with swimming, other soaking activities, swinging, climbing on the jungle gym, or burning fires.
Guest further agrees to indemnify and hold harmless Frank & Nicole May, Wauhatchie Woodlands LLC, and/or any of its subsidiaries, DBA Timberroot Rustic Retreats or its clients, employees, vendors, service providers, contractors or anyone representing or related to Timberroot for any and all claims arising as a result of my participation in pool activities or any activities incidental thereto, wherever, whenever, or however the same may occur.
SECURITY DEPOSITS, DAMAGE TO RENTAL PROPERTY, EXCESSIVE TRASH, & OTHER CHARGES/FEES:
If a security deposit is collected, Timberroot will return the deposit to Guest within 21 days after Timberroot has inspected the property. Timberroot shall apply the deposit as necessary against the cost of restoring the unit to the condition when Guest arrived, allowing for normal wear and tear.
Damages to Rental Property:
Guest agrees to notify Timberroot of any damages or accidents that occur to the premises to both real property and personal property during their stay. Timberroot reserves the right to hold Guest liable for damages to the Vacation Rental and all property and facilities there in. Replacement and cleaning fees may be assessed by Timberroot at management discretion. If damages are not reported immediately by the guest, all damage costs will be the responsibility of the guest. Pet damage in pet-free units or damage from smoking will result in automatic fines in addition to cleaning or repair/replacement costs.
Spa, Hot Tub, and Pool Misuse:
Guest agrees to abide by all Timberroot rules and regulations in regards to Spas, Hot Tubs, and Pools. Failure to obey these regulations may result in eviction, additional fines and cleaning fees at the discretion of Timberroot management. Misuse includes, but is not limited to exceeding the maximum number of allowed individuals in the Spa, Hot Tub, or Pool; adjusting the temperature of the Spa, Hot Tub, or Pool outside of Timberroot guidelines; dismantling or tampering with the Spa, Hot Tub, or Pool, or any associated equipment; leaving the Spa, Hot Tub, or Pool excessively dirty, or contaminating the Spa, Hot Tub, or Pool with foreign material (ex. soap, food, trash, yard debris, vomit, blood, or excreta). Pets are not permitted in spas, hot tubs, or pools at any time. Any issues with the Spa, Hot Tub, or Pool should be reported to Timberroot management immediately.
Any evidence of smoking/vaping or smoke/vapor damage or odor inside the property or cigarette damage/debris on the exterior of the property during your stay will result in a minimum $150 fine.
Pet Damage and Fees:
Dogs may be allowed at certain Timberoot properties under specific terms and conditions. Guest agrees to abide by the following conditions. For properties that allow dogs, a maximum of two dogs may be added to your reservation. No dogs over 50 lbs are permitted. A one-time pet fee of $35 applies for a single dog, or $50 for two dogs. Guest is responsible for all damages or injuries caused by their pets during their stay. Cats and exotic pets are not permitted at Timberroot properties. If there is evidence of non-compliance with the policies stated above, penalty fees will apply. Common examples of non-compliance and corresponding penalty fees are listed below. The list is by no means exhaustive or exact. Management reserves the right to assess each situation differently and use discretion when applying damage or penalty fees. $70 Failure to add your pet to your reservation. $70 Evidence of pet on bedding or furniture (excessive pet hair). $70-$500+ Damages to lodging, furnishings, or equipment that result in extra cleaning or replacement. (ex. chewed door frames, soiled bed sheets, excessive pet hair on bedding or furnishings). Guest agrees to contact management immediately if damage occurs.
For properties that do not allow pets, any evidence of pets will result in an automatic fine of at least $100, plus the cost of additional cleaning.
Parties & Events:
All parties and events held on Timberroot properties must be booked and coordinated through the Timberroot guest services team. Unauthorized parties, events, or gatherings larger than the number of guests on your reservation may incur additional charges or fines at the discretion of Timberroot Management.
The automobile capacity allotment for each property may vary. Guest agrees not to exceed the parking allotment as stated in the individual property description. Guest agrees not park in front of other properties, park illegally, or block access to any streets, driveways or shared amenities. Improperly parked vehicles may be removed from the property at the owner's expense in accordance with local laws and regulations and Guests may be evicted or fined at the discretion of Timberroot management.
Excessive Trash is defined as more trash than will fit into the available trash cans onsite which are designed to accommodate reasonable trash volume for the maximum number of guests allowed. Excessive trash in/on property must either be cleaned up and removed by Guest prior to departure or Timberroot will be forced to remove excessive trash on behalf of Guest at a cost of $50/hour to cover the time, expense, and applicable dump fees for doing so.
Timberroot may charge fees for other products and/or services rendered. Any and all fee(s) will be disclosed to Guest either at the time of booking when service is rendered, and/or at the time a Guest purchases an additional product or service from Timberroot.
GENERAL TIMBERROOT VACATION RENTAL RULES:
The minimum age requirement of the Guest submitting payment to reserve the Vacation Rentals is 21 years of age. Guests less than 21 years of age must be accompanied at all times during their stay by a Guest that meets the minimum age requirement OR must pay a $250 refundable risk deposit and provide valid government identification for everyone attending the reservation.
Guests under the age of 18 must be accompanied at all times during their stay by a Guest that meets the minimum age requirement.
Timberroot reserves the right to refuse service to anyone in accordance with all applicable laws.
Property Specific Short Term Rental Information and Rules:
Guest agrees to comply with all property specific rules provided separately
Timely Communication and Methods:
Guest agrees to communicate in a timely manner before, during and after their stay and will notify Timberroot immediately regarding any questions, concerns, issues, or emergencies related to the Vacation Rental to give Timberroot the opportunity to provide a 5 star experience. Please do not wait until you have departed to let us know of an issue through a review on the booking site. We make every effort to address any and all issues promptly in the unlikely event that something malfunctions.
Good Neighbor Policy:
Timberroot Vacation Rentals are designed for families and friends to peacefully enjoy their stay. Timberroot does not tolerate any partying, loud noise, excessive occupancy limits, illegal parking, etc. that violate policy or interfere with our neighbor's peaceful enjoyment of their community. Please be respectful of our long-term residents and our community.
Noise Restriction / Quiet Time Hours:
Guests must avoid making “loud or unreasonable noise” day or night while staying at the Vacation Rental. In addition, the Timberroot imposes a Quiet Time period nightly between the hours of 10p.m. and 7a.m. The Guest shall keep noise outside the cabin to talking levels and lower the volume of any music playing out of respect for other guests that may need to rest. All public areas close at 10p.m. and do not open again until 7a.m. Timberroot reserves the right to evict and or fine groups who fail to comply with the noise policy.
Pool, Spa, & Hot Tub:
Children and any adults requiring supervision must be supervised by a responsible and able-bodied adult during their use of the pool, spa, and recreational facilities and equipment including but not limited to Hot Tub, Swimming Pool (if applicable), firepit facilities, and playground. Hot Tubs are cleaned and refilled regularly, therefor Timberroot cannot always guarantee that the hot tub will be fully heated upon your arrival. Guests should ensure that the spa is covered when not in use. Complete Hot tub, Pool, and Spa rules are posted at each facility. Guests are responsible for abiding by all posted rules and regulations.
Parties or Business Activity:
This rental may only be used for overnight lodging accommodations and may not be used for weddings, parties, bachelor/bachelorette gatherings, conferences, corporate events, business dinners, cocktail parties, unless specifically permitted in writing by Timberroot management. Only Guests associated with the reservation are allowed on premises at any time. Guest(s) are responsible for paying any or all fines and Timberroot reserves the right to terminate the rental agreement and immediately evict the responsible person or all occupants upon any violation.
Care of Vacation Rental:
Guest will keep the Vacation Rental in clean and sanitary condition and dispose of all garbage cans waste accordingly. Guest shall report any plumbing or electrical or dangerous condition/problem immediately to Timberroot. Guest will not deface or damage the Vacation Rentals or its amenities in any way and will inform Timberroot promptly of any damage caused by Guests and is responsible for damages beyond normal wear and tear. In addition, Guests shall be responsible for any expense or damage caused by stoppage of waste pipes, garbage disposal, or overflows from bathtubs, toilets or washbasins or sinks if due to Guest’s neglect or misuse. Guests shall not store gasoline, cleaning solvents or any other combustibles in the Vacation Rental, garages, or any other part of the property and/or common areas.
Dogs may be allowed at certain Timberoot properties under specific terms and conditions with the payment of a pet fee. Guest agrees to abide by the following conditions. For properties that allow dogs, a maximum of two dogs may be added to your reservation. No dogs over 50 lbs are permitted. Dogs must be approved and added to your reservation at least 48 hours prior to your check-in date. Dogs are not allowed on any furniture or bedding. To prevent damage all dogs must be crated overnight and crated when left unattended for any amount of time. Guest agrees to keep dog(s) leashed at all times when outside on the property. All waste must be picked up and disposed of in proper receptacles. No aggressive dogs are allowed on the property. Guest is responsible for all damages or injuries caused by their dog(s) during their stay. Cats and exotic pets are not permitted at Timberroot properties. If there is evidence of non-compliance with the policies stated above, penalty fees will apply. Guest agrees to contact management immediately if damage occurs.
No unusual or loud noise is permitted at any time day or night. Music, stereos, radios, televisions, etc. must be turned down low enough so as not to be heard outside the Vacation Rental or through common walls, windows, or between neighboring patios. Intoxication or excessive use of alcoholic beverages, marijuana, the use of illegal substances, disorderly conduct, unnecessary and/or objectionable noise, reckless driving in the neighborhood / complex roads or driveway(s) is strictly prohibited. Guests shall not use, keep, or have in their possession any illegal firearms, drugs, fireworks, or other illegal substances.
No Guest Alteration to Property:
Guest will not alter the Vacation Rental in any way (i.e. moving beds, no moving furniture or using nails, screws, tape, tacks, paint, etc. on walls, ceilings, floors, fencing, stucco, or furniture). Items should not be removed from the Vacation Rental except items specific to outside use such as beach towels and strollers.
No Smoking / Vaping in Vacation Rental:
Guest agrees not to smoke, vape, or use electronic cigarettes inside of any Timberroot properties. Smoking is permitted outside or on uncovered decks. However, Guest must ensure that windows and doors are closed so that the smoke/vapor does not enter the building. Guest agrees not to smoke or vape in and around community spaces. Cigarette butts should be fully extinguished and disposed of properly in exterior trash receptacles. Any evidence of smoking/vaping or smoke/vapor damage or odor inside the property or cigarette damage/debris on the exterior of the property during your stay will result in a minimum $150 fine, due to non-compliance with our stated policies.
Fires, Fireplaces, Fire Pits, and Grills:
Guest agrees to use fire pits, fire table, fireplaces, stoves, and other combustibles at their own risk. All grills, fire pits, and fires should be kept contained. Guest is responsible for ensuring that all fires are completely out before returning to their Vacation Rental for the night.
Firearms & Weapons:
At Timberroot Rustic Retreats, the safety and security of our guests is our top priority. We strictly prohibit the use or discharge of firearms, or any other projectile weapons on any of our properties. Any violation will result in immediate eviction without compensation and possible referral to local law enforcement. We encourage the responsible use of firearms and welcome you to visit the local state game range or firing ranges for safe practice with your firearms. We take this policy very seriously to ensure the safety and comfort of all our guests.
We do not offer shipping/delivery assistance via USPS, FedEx, UPS, Amazon, a local grocer, or any other carrier. Should you choose to schedule a delivery to the Vacation Rental during your stay, we cannot be held responsible for logistical issues, delays, undelivered, or missing packages. Shipping via FedEx, UPS or by any other means is at your own risk and is not permitted outside of the dates of your stay.
Media/Event Use Restriction:
The Vacation Rental may not be used or reproduced for, or as part of, any online listing, photographic production, television production, movie/film production, wedding event, party, or in any other way in which our property becomes a setting for amateur or professional use of producing, staging, or otherwise, without Timberroot’s express written consent.
Outdoor Security Camera(s):
Security cameras may be present on the exterior of the property only to ensure compliance with city mandated rules. Cameras are not actively monitored but do send electronic notifications to Timberroot personnel for potential follow up with Guest(s). Please note the use of the property and all amenities are at your own risk whether or not security cameras are present.
UTILITIES, INTERNET, TV USAGE:
Electricity, gas, hot & cold water, and trash collection are provided by Timberroot. Wireless internet access is provided. If local phone service is provided, no long distance or international calling is allowed. Use of the Internet to access illegal content or to commit any cyber-crime is not permitted and/or illegal and will be reported to local authorities.
LOST OR STOLEN PROPERTY:
To the maximum extent permitted by law, Guests shall at all times be responsible for taking adequate precautions against loss or theft of personal property belonging to them. Timberroot will not be responsible for lost or stolen personal property, money or jewelry regardless of fault. Although Timberroot shall not be responsible for any such precautions, Timberroot may adopt appropriate systems and procedures for the security or safety of the Vacation Rental, any persons occupying, using or entering the same, or any equipment, furnishings or contents thereof, and the Guestshall comply with Timberroot's reasonable requirements relative thereto. Guest should report any lost or stolen items to Timberroot immediately.
Timberroot cannot be held responsible for personal items left behind by Guests. If items are found, Timberroot, at Guests' request, will mail item(s) to Guest for a minimum processing fee of $15 plus the cost of shipping the item.
HOUSEKEEPING AND SUPPLIES:
A one-time setup of linens, towels, soap, and basic paper products is provided for Guests' convenience, however daily maid service is not provided. Do not remove anything from the Vacation rental unless it is designed to be used outside of the Vacation Rental, and all items must be returned to the Vacation Rental after off-site use in their original condition. Timberroot reserves the right to charge additional fees for excessive cleaning, laundry, and for ruined textiles and linens (i.e. stained towels or bleached sheets).
Since Timberroot properties are located in forested areas, the sight of insects and woodland creatures cannot be fully avoided and is to be expected. The Timberroot team works hard to reduce the likelihood of pests, and will respond promptly once notified of any issue involving any unwanted vermin. The Vacation Rentals are inspected before every reservation, and Timberroot is aware of no infestations inside the unit. Guests accept the possibility of encountering insectes & woodland creatures by booking with us. No refunds will be issued for such instances.
The Guest agrees to keep entrance doors closed as often as possible to minimize insects inside the Vacation Rental. The Guest shall ensure that all personal property brought onto the property are pest free. The Guest shall maintain reasonably proper housekeeping and cleanliness to avoid pest infestation. The Guest shall notify Timberroot immediately of any pests and cooperate with all necessary pest control efforts.
ENTERING VACATION RENTAL:
Timberroot may enter Vacation Rental including but not limited to: in the event of an emergency or relevant concern, to make necessary repairs, or for supplying necessary or agreed upon services. Except in cases of emergency entry or relevant concern, entry will be made during normal business hours.
THIRD PARTY BOOKINGS AND SUBLETTING:
Third parties (i.e. travel agents) are required to disclose their position at time of reservation. Timberroot contracts directly with Guests and not third parties. Guests may not sublet or assign this Agreement or the Vacation Rental in part or full.
LEGAL FEES, CHARGEBACKS, SMALL CLAIMS COURT, ARBITRATION, AND JURISDICTION:
In the event of any controversy, claim or dispute relating to this Agreement or any breach thereof, the parties agree to pay their own attorney’s fees and costs. In the event of a dispute including through credit card companies, the parties agree that the venue for dispute filing is small claims court, and/or if no resolution can be reached to submit to binding arbitration under the review of an independent arbitrator. This Agreement shall be governed by, enforced and construed in accordance with the laws of the State of Tennessee. The Guest acknowledges that these terms are intended to be as broad and inclusive as permitted by the laws of the State of Tennessee. If any term, provision or condition contained in this Agreement (or the application of any such term, provision or condition) shall to any extent be invalid or unenforceable, the remainder of this Agreement shall be valid and enforceable to the fullest extent permitted by law. In all cases the language in all parts of this Agreement shall be construed simply, according to its fair meaning under Tennessee Law. In the event any dispute arises between the parties, the parties agree that the venue or the given dispute shall exclusively be Hamilton County, Tennessee. The parties agree that this is a mandatory forum and venue selection clause.
CLASS ACTION AND JURY TRIAL WAIVER:
The parties agree that any dispute resolution proceedings will be conducted only on an individual basis and not in a class, consolidated or representative action. If for any reason a claim proceeds in court, the parties waive any right to a jury trial.
Guests are jointly and severally liable for all rent and other charges incurred during the term of this agreement, and for all damages to the Vacation Rental caused by themselves or unauthorized individuals. Each Guest may be held fully liable for the act(s) or omissions of the other Guest(s) in accordance with the provisions of this agreement.
The Guest(s) hereby agrees that the Guest(s) will indemnify and hold harmless Timberroot, and its clients, employees, vendors, service providers, contractors or anyone representing or related to Timberroot against all loss or deficiency of rent or other payments and any negligence, act, or omission of acts by other persons, entity, or property. The Guest(s) hereby agrees to hold Timberroot t’s parent company, subsidiaries, management, employees, contractors, and vendors harmless in all such matters including personal accidents and/or personal injury of any kind to any party (Guest or otherwise) including all areas and amenities of the property including but in no way limited to any pool or spa or bunk bed(s), unless such injury or damage is committed deliberately by Timberroot, and its clients, employees, vendors, service providers, contractors or anyone representing or related to Timberroot.
Timberroot and its clients, employees, vendors, service providers, contractors or anyone representing or related to Timberroot shall not be liable or responsible in any way and Guest or (un)authorized individual(s)l holds above individuals and or entities harmless for any injury or illness, accidental, personal, bodily, or otherwise to any Guest, or (un)authorized individual of Guest or person located on premises of the Vacation Rental, or while in use of any provided onsite/offsite amenities including but not limited to Bunk Bed(s), Lofts, BBQ, pool and spa and equipment areas/storage, pool toys, playground facilities, beach toys, boogie boards etc., or for loss of, or damage to, any article belonging to Guest or (un)authorized individual of Guest, or person located in said Vacation Rental, or other Vacation Rental under control of Timberroot.
It is understood by Guest(s) and all parties that Guest’s personal effects including automobiles are NOT insured by Timberroot and it is recommended that Guest insure his/her own personal property with his/her own insurance policy. Timberroot does NOT insure Guest for any personal injury or property damage including that caused by the act or omission of any other Guest or third party or by any criminal act or activity, war, riot, insurrection, fire, water, roof leaks, electrical or gas utilities, or act of God. Guest shall obtain and pay for any insurance coverage that Guest(s) deem(s) necessary to protect Guest(s) from any loss or expense that may be caused by such persons or events