Terms and Conditions

These terms and conditions apply to all bookings made by you (the “customer,” “guest,” “renter,” or “tenant”).

You are bound to the entirety of this terms and conditions document. For convenience, a plain-language summary of some pertinent aspects is included below:

1. Liability

   CAROLINA CABIN RENTALS, INC. is a Property Management Company. Carolina Cabin Rentals, Inc. (“CCR” or “the agent”) is a real estate agency which brokers short-term vacation rental contracts between clients (property owners) and customers (renters). The properties are private homes, condominium units, cottages, and cabins.

   When you book a property, you enter a real-estate contract with the property owner. Neither the agent nor the property owner are responsible or liable for any loss of your property or bodily injury or damage of any nature from any cause (including guests, licensees, or invitees).

2. Indemnification and Hold Harmless

   The rented property, amenities, facilities, access, and landscaping are all used at your own risk. CCR and the property owner assume no liability for injury, loss, or illness resulting from use. You agree to indemnify and hold harmless the agent and the property owner from and against any liability for personal injury or property damage sustained by any person (including your guests) as a result of any cause unless caused by the negligent or willful act of the agent or the property owner, or the failure of the agent or the property owner to comply with the Vacation Rental Act.

3. Charges

   All reservations require payment for confirmation. The balance of the reservation shall be due upon the due date disclosed on the property page. Reservations made within the final balance due date must be paid in full and charged with a credit card (Visa, MasterCard, American Express or Discover).

   Your reservation becomes a guaranteed reservation when payment, that complies with booking and final balance due requirements, is received (restrictions apply). The total amount to book a reservation includes fees for service, such as processing, cleaning, linen rental, a damage waiver, other applicable fees, and tax.

4. Payments

   The reservation is not guaranteed until receipt of the total amount due at the time the reservation is made. The property will be marketed until receipt of payment to secure the reservation. If multiple credit cards are used to pay for the reservation, all cardholders are equally responsible for the total cost and also for damages.

   Personal checks received in our office after the final balance due date may not be accepted if the final balance has been paid by credit card. If the 2nd payment is not paid by the due date, the reservation will be canceled, and the cancellation policy will apply. Acceptance of the terms and conditions is an approval of the automatic charge of final payment to the card used for the initial reservation on the final payment due date. There will be a $75 fee added for returned checks.

   All payments received will be held in the Carolina Cabin Rentals Trust or Escrow account at Wells Fargo Bank located at 958 Blowing Rock Road, Boone, NC 28607 and/or Live Oak Bank located at 1741 Tiburon Dr., Wilmington, NC 28403. Both of these banks are federally insured depository institutions authorized to do business in North Carolina. Payments may be deposited in an interest-bearing account and any accrued interest shall be disbursed to the agent.

5. Responsible Party

   The cardholder who books the reservation accepts responsibility for ensuring that all occupants during the booked dates comply with rental policies, procedures, and restrictions. You must be at least 25 years of age, and you are required to stay in the property for the duration of the reservation.

   If damages or excessive cleaning appear to result from negligent or deliberate actions or omissions, you agree to pay for any associated damages, cleaning, or remediation. If multiple credit cards are used to pay for the reservation, all cardholders are equally responsible for the total cost and for any damages. There is a damage waiver fee included in your reservation that makes you not responsible for accidental damages totaling less than $3,000.

   If you book within one week of the arrival date, we may require you to complete an ID verification process to confirm that your identification matches that of the legal cardholder. An unsatisfactory outcome may result in your reservation being canceled and refunded.

   YOU ARE SOLELY RESPONSIBLE FOR REVIEWING AND UNDERSTANDING THESE TERMS IN THEIR ENTIRETY PRIOR TO BOOKING. IF YOU HAVE ANY QUESTION REGARDING THE APPROPRIATENESS, LEGALITY, OR PERMISSIBILITY OF THE INTENDED USE OF THE PROPERTY, YOU MUST OBTAIN WRITTEN APPROVAL BEFORE COMPLETING THE BOOKING.

   ANY RESERVATION MADE FOR A USE THAT IS PROHIBITED UNDER THESE TERMS AND CONDITIONS, APPLICABLE LAW, OR ANY RULES COMMUNICATED BY THE PROPERTY MANAGER SHALL CONSTITUTE A MATERIAL BREACH OF THIS AGREEMENT. IN SUCH EVENT, THE RESERVATION MAY BE CANCELLED WITHOUT REFUND, AND ALL MONIES PAID TOWARD THE RESERVATION SHALL BE FORFEITED AS LIQUIDATED DAMAGES TO COMPENSATE THE PROPERTY OWNER FOR, AMONG OTHER THINGS, LOST BOOKING OPPORTUNITIES AND TIME THE PROPERTY WAS HELD OFF THE MARKET.

6. Damages and Missing Items

   A non-refundable Damage Waiver included in the total price is not insurance. The cost varies per home. It is designed to give you peace of mind by making you not responsible for accidental damage to the property less than $3,000.

   Damage excluded from being covered by the Damage Waiver includes, but is not limited to:

   • Intentional, willful, reckless, or malicious acts by any member of the reservation on the premises during the tenancy
   • Negligent omission
   • Theft from the premises of the owner’s property
   • Damage caused as a result of being under the influence of alcohol or drugs
   • Damages caused by smoking inside the home
   • Damages related to gas log fireplaces due to intentionally re-arranged logs or burning paper, wood, etc.
   • Damages to the property caused by operation of a motorized vehicle
   • Excessive damages done by unattended, uncrated pets
   • Unauthorized parties or gatherings resulting in excessive housekeeping and/or damages
   • Intentional misuse of furnishings, appliances, equipment, or other amenities

   In order to initiate the Damage Waiver policy to cover accidental damages that occur during your stay, it is necessary to report the damage immediately to reservations@carolinacabinrentals.com or by phone at 828-295-6000. Damages not reported will be assumed to have occurred due to circumstances not covered by the Damage Waiver policy and thus obligate the responsible party to pay for repairs.

7. Clerical Errors

   The agent reserves the right to cancel a reservation within 48 hours of the booking, or 180 days prior to arrival date if the house was erroneously priced, made available for fewer nights than the minimum allowed by the property owner, or other clerical errors. If the reservation is canceled because of a clerical error, you are entitled to a full refund. Clerical errors are rare.

8. Cancellation Policy

   Properties are enrolled in one of four policies which is indicated on the property page, unless the property owner opts for a special policy, which will be clearly disclosed during the booking process. In all policies, the refund amount is calculated by applying the policy percentage on all funds collected to date:

   • Relaxed
     • Full refund until 14 days before check-in
     • Half refund between 7 and 14 days before check-in
     • No refund if cancelled within 7 days of check-in
     • Final balance is due 14 days before check-in
   • Moderate
     • Full refund until 30 days before check-in
     • Half refund between 30 and 14 days before check-in
     • No refund if cancelled within 14 days of check-in
     • Final balance is due 30 days before check-in
   • Firm
     • Full refund until 60 days before check-in
     • Half refund between 60 and 30 days before check-in
     • No refund if cancelled within 30 days of check-in
     • Final balance is due 60 days before check-in
   • Strict
     • Full refund until 60 days before check-in
     • No refund if cancelled within 60 days of check-in
     • Final balance is due 60 days before check-in

   It is highly recommended that you purchase travel insurance, which will reimburse you if cancellation is required due to a covered unforeseen event. Travel Insurance includes other trip protection benefits.

   Reservations canceled due to non-payment after the balance due date are not eligible for a refund. The non-refundable portion is the cancellation fee and serves as compensation to the property owner for time the listing was reserved and unavailable.

   All reservations must be paid in full and are subject to applicable cancellation policy.

9. Travel Insurance

   The premium for Travel Insurance may have been included in the cost of your initial deposit. If an unforeseen event causes you to have to cancel within the timeframe the cancellation policy does not entitle you to a refund, Travel Insurance can protect you from certain risks offering protection against unforeseen causes of trip cancellation, interruption, and delay, among other benefits (such as illness, vehicle malfunction, injury, etc.).

   You may decline the Travel Insurance by checking “NO” when prompted to buy insurance. By declining Travel Insurance, you accept the associated risk. Travel Insurance is non-refundable.

   Please review the information regarding Travel Insurance posted on the website. If you purchase Travel Insurance, CCR earns a commission on the issuance of that policy from the insurance provider, Red Sky.

10. Rental Capacity

    The number shown under “Sleeps” on the property page reflects the absolute maximum number of guests—children included— permitted to stay in the home. Exceeding this number without written permission shall constitute a breach of contract which may result in the reservation being canceled. Any reservation terminated for violation of the occupancy limit shall be subject to the applicable cancellation policy, and any refund, if issued, shall be made strictly in accordance with that policy.

11. Events, Gatherings, House Parties – Policy and Warning

    CCR properties are provided strictly for lodging accommodations and are not intended or licensed for events, parties, or group activities. House parties and unapproved gatherings that exceed the published maximum occupancy are strictly prohibited. Use of the property in a way that increases the risk of property damage, personal injury, or neighborhood disturbance is also not allowed.

    Properties may be equipped with lawful monitoring technology, such as decibel meters to measure noise levels or exterior cameras that view the property approach. Behavior that raises concern about a violation of this policy may result in termination of the rental without refund. Failure to vacate the property upon termination may lead to law enforcement involvement for trespassing.

    If your intended use might be flagged under these rules, it is important to contact CCR before booking to seek approval. Approved gatherings, even those exceeding the published maximum occupancy, may be allowed at CCR’s sole discretion, and additional conditions may apply.

    Failure to enforce any provision on one occasion does not waive CCR’s right to enforce it in the future. CCR welcomes a wide variety of guests and groups, but advance communication is requested to prevent misunderstandings.

12. Check-In / Check-Out

    Check-In: All cabins have either a coded entry, or a lockbox, so there is no need to come to the office to pick up a key. Normal check-in time is 4:00 PM. During holidays and busy seasons, check-in time may be delayed depending on circumstances outside our control.

    • The early check-in option is available when the prior guest departure is not scheduled for your arrival date. When available, the early check-in option allows you to arrive at 1:00 PM.
    • If you purchase this option and we need to cancel the early check-in for any reason, we will let you know as soon as we are able, and your early check-in fee will be refunded.
    • The early check-in option is not guaranteed since someone may book the night prior to your arrival after you select early check-in. To guarantee early check-in, reserve the night preceding your arrival date.

    Check-Out: You must vacate the property no later than the published check-out time on the last day of your reservation.

    • The late check-out option is available when the next guest arrival is not scheduled for your departure date. When available, the late check-out option allows you to depart at 2:00 PM.
    • If you purchase this option and we need to cancel the late check-out for any reason, we will let you know as soon as we are able, and your late check-out fee will be refunded.
    • The late check-out option is not guaranteed since someone may book the night of your departure after you select late check-out. To guarantee late check-out, reserve the night of your departure date.

    Check-Out Procedures: A general cleaning of the property plus linen service is included. The following are your responsibility:

    • Place all used dishes, glassware, and silverware in the dishwasher, add detergent, and turn it on. Pots and pans should be cleaned separately.
    • Collect and deposit trash in outdoor trash containers (or garage containers where applicable).
    • Please do not leave a mess.
    • Do not turn the heat, or hot tub off in winter months.
    • The gas fireplace should be turned off, but the pilot light should be left on. Please extinguish fires.
    • Please report damages before departure.

13. Weather and Road Conditions

    Weather conditions in the mountains of North Carolina are unpredictable. Be aware that rain, fog, snow, sleet, and ice are possible. Road conditions may become hazardous before or during your stay. For this reason, a 4-wheel drive vehicle, tire chains and the ability to drive on snow and ice are the only things we can recommend to get you to or from the property.

    CCR policy for properties is to arrange a contract with a service provider to mitigate the accumulation of snow. Properties are treated on a route according to providers’ schedules. Service providers are instructed to mitigate after 3 inches of accumulation. We do not commit to achieving the same standard as state-maintained roads.

    Some property driveways are uniquely difficult to plow. In these cases, there is a disclosure on the property page indicating the circumstances and the traits necessary to navigate the driveway.

    We cannot change the standard to which we are able to clear snow/ice based on your transportation choices. It is your responsibility to arrive fully prepared.

14. Rural and Mountainous Areas Disclosure

    Properties are located in a rural, mountainous, and forested area where encounters with wildlife are possible. By staying at the property, you acknowledge and assume all risks associated with such encounters.

    Driveways, walkways, steps, paths, and other accessible areas may not meet the safety, lighting, construction, or handrail standards commonly found in urban or developed areas. Outdoor surfaces may include natural terrain, gravel, ice, snow, uneven ground, or other potentially slippery or irregular conditions.

    Cell phone reception may be inconsistent and is not guaranteed. Wi-Fi service is provided at all properties. Guests are encouraged to enable Wi-Fi calling on their devices to ensure reliable communication.

15. Linens

    All sheets and towels are laundered in our commercial laundry facility. Hotel-grade commercial detergent is scent free. Linens are sterile coming out of our laundry operations. However, it is possible for minor stains, specks, or hair to pass through the quality inspection undetected, or be introduced during transport and placement.

16. Cleaning

    Our properties are cleaned to industry standards between each reservation. Each turnover clean balances quality, cost-efficiency, and logistics to ensure a welcoming and sanitary environment for you.

    While we strive for excellence, minor imperfections may occasionally be present. These do not reflect a lack of cleanliness or care, but rather the realities of operating in a dynamic short-term rental setting.

    In addition to standard cleanings between guests, properties are deep cleaned every four months.

17. Equipment Failure and Other Inconveniences

    All equipment and advertised amenities should be in working order. Please report any equipment problems to the office immediately. CCR maintenance staff are motivated to serve you and will address issues as quickly as ability and resources allow.

    Refund decisions regarding equipment failure and inconveniences are decided by CCR and will consider the interests of both parties to the contract (you and the property owner).

    It is possible for an amenity to malfunction before your arrival that does not allow for time to repair. When there is a known malfunction, we will contact you to discuss refunds or alternatives as appropriate.

18. Hot Tub Use (If Property Is Equipped With a Hot Tub)

    Hot tub use is at your own risk and you are responsible for all persons on the property.

    Water Quality & Servicing

    • Water is chemically balanced and guaranteed at arrival (conditions apply).
    • Please contact the office within 1 hour of arrival via message/email if the hot tub seems improperly serviced.
    • If you book within 24 hours of arrival, you must request servicing before using the hot tub.

    Ongoing Maintenance

    • Water quality is not guaranteed for the duration of the stay. Use changes chemical balance.
    • Chemical balance & clean the filter(s): $57.50
    • Drain, clean, refill: $130

    Use Practices

    • Shower before use.
    • Shower after use to remove residue from exposure.

    Safety Warnings

    • Children must be closely supervised.
    • Covers must be fully removed before use.
    • Max safe temperature: 104°F (40°C)
    • Safe range for healthy adults: 100–104°F (38–40°C)
    • Max use time at high temperatures: 10 minutes

    Do not use the hot tub if:

    • Pregnant without consulting a doctor
    • Immunocompromised
    • Under medication, alcohol, or drugs
    • You have heart disease, blood pressure issues, circulatory conditions, diabetes, or obesity without consulting a physician

    Operation & Use

    • Ensure all suction guards are in place and intact.
    • Keep electric appliances at least 10 feet away.
    • Do not splash water out.
    • Wet surfaces may be slippery.
    • No rough play or horseplay in or around the hot tub.

19. Not All Properties Have Air Conditioning

    Please be aware that not all properties managed by CCR are equipped with air conditioning. If it is important to have air conditioning, the online reservation system enables a filter to search only homes with air conditioning. It is the responsibility of the person making the reservation to gain familiarity with the amenities of the property.

20. Pets

    Some pet-friendly properties allow dogs only. Contact the office for approval. Pet-friendly properties accept approved pets with a non-refundable pet fee. All pets must be put in a crate if left unattended at the property. Unless otherwise specifically permitted in the advertising, no pets shall be allowed on the premises.

    Please note that we cannot guarantee that properties advertised as not allowing pets have never had a pet in the property.

21. Number of Cars

    Some communities have strict standards regarding the number of vehicles allowed to park at a property. Some areas may not allow motorcycles, RVs, or trailers. You must adhere to these regulations at all times during your stay. You will be prompted by email for the number and type of cars. See the property listing for limits.

22. Substitution

    The agent reserves the right to substitute accommodations if circumstances require. Circumstances include but are not limited to acts of nature, malfunctions, or other accidents or incidents that render a property uninhabitable. If a property becomes unavailable, the agent will contact you to offer alternative properties or a full refund.

23. Pay Per View and Other Paid Programming on Owner’s Subscription

    Purchasing pay-per-view, television subscriptions, including HBO, special sporting events, Showtime, and other such channels, as well as selecting and enrolling in additional programming on the owner’s login is prohibited.

    You agree to reimburse the property owner for charges related to PPV or subscriptions you initiate, in addition to a $75 administrative fee.

24. Items Left in Property

    Carolina Cabin Rentals is not responsible for items left in rental properties. If you forget a belonging, we will do our best to assist you, but there is no guarantee that lost items will be found.

    If lost items can be found during regular scheduled service, there will be no charge for finding and handling. However, if an additional trip, time, logistics, or handling are necessary, there will be a fee (usually $35 to $60 in addition to shipping). Items found but not claimed within 2 weeks of departure date will be donated to charity.

25. Owner’s Closets or Other Locked Areas

    It is normal for a portion of the property to be locked and unavailable for guest use. A locked closet, garage, basement, or other areas are reserved for storage of the owner’s private property. Locked areas are not included with a reservation. Entry to locked areas of the house will be considered illegal trespassing.

26. What Is Provided at the House Upon Arrival

    Beds are made with clean linens and one towel is provided for each guest. If you require more than a single towel per guest, it is recommended that you bring towels from home.

    CCR provides limited toilet tissue, paper towels, bath soap, dish soap, and trash bags. You may need to bring supplies from home or plan to purchase these items during your stay. Kitchens should be stocked with kitchenware and tableware sufficient for basic meal preparation. Specialty cookware is not guaranteed and should be packed by you if necessary.

27. Disbursement of Rent to Third Parties / Fees

    You authorize CCR to disburse up to fifty (50%) of the rent to the property owner prior to your occupancy of the premises, and the balance of the rent upon the commencement of the tenancy or as otherwise permitted under the NC Vacation Rental Act.

    You also authorize CCR to disburse prior to your occupancy any fees owed by the property owner to third parties to pay for goods, services, or benefits procured by CCR for the benefit of customers or the property.

28. Sale of Premises or Change of Management

    If the property owner voluntarily sells the property, or changes management, rental contracts on the books will be managed in compliance with the NC Vacation Rental Act, pursuing the best course of action given the cancellation policy, owner intent, ability of a new manager/owner to perform, and your intent to keep or cancel your reservation.

    If the property owner does not honor this agreement, you are entitled to a full refund of all advance payment toward rent and services. In this specific instance, travel insurance is also refundable.

29. Tenant Duties

    You agree to be a polite and conscientious neighbor, and to comply with all obligations imposed by the Vacation Rental Act with respect to maintenance of the premises, including but not limited to keeping the premises as clean and safe as conditions permit and causing no unsafe or unsanitary conditions.

    You agree not to use the premises or amenities for any activity or purpose that violates any criminal or copyright law, governmental or local regulation, including noise ordinances, local parking restrictions, and illegal use of the internet.

    This short-term rental contract does not permit use for any commercial purposes (including but not limited to photo shoots, video productions, livestreams, or content creation for monetized platforms) without prior written approval.

30. Agent Duties

    The agent agrees to provide the premises in a fit and habitable condition. If at the time you are to begin occupancy, the agent cannot provide the premises in a fit and habitable condition or substitute a reasonably comparable property in such condition, the agent shall refund all payments toward rent and fees. Travel Insurance may be non-refundable.

    Agent shall conduct all brokerage activities in regard to the agreement without respect to race, color, religion, sex, national origin, handicap, sexual orientation, or familial status of any tenant.

31. Mandatory Evacuation

    If state or local authorities order a mandatory evacuation of an area that includes the premises, you shall comply with the order. Upon compliance, you will be entitled to a refund of the prorated rent for each night that you are unable to occupy the premises because of the order, subject to the terms set forth under the NC Vacation Rental Act.

32. Expedited Eviction

    If the tenancy created hereunder is for 30 days or less, the expedited eviction procedures set forth in the Vacation Rental Act will apply. You may be evicted under such procedures if you hold over, commit a material breach, fail to pay rent, or obtain possession by fraud or misrepresentation.

33. Right of Entry

    You agree that the agent, the owner, or their respective representatives may enter the premises during reasonable hours to inspect the premises, make repairs, alterations, or improvements, or show the premises to prospective buyers or tenants. Entry will not occur without notification and partial refund.

34. Assignment

    You shall not assign this agreement or sublet the premises in whole or part without the written permission of the agent.

35. Camera and Surveillance Devices

    There may be exterior security cameras viewing the driveway, yard, or approach to the house. There is a disclosure on the property page if an exterior camera is on the premises. Interior cameras, or exterior cameras viewing inside the property or private areas, are prohibited.

36. Resolution

    Any claim or dispute arising from or related to this agreement shall be settled by first discussing the matter, secondly by mediation and, if necessary, by legally binding arbitration. Judgment upon an arbitration decision may be entered in any court having jurisdiction.

    The parties agree that these methods shall be the sole remedy for any controversy or claim arising out of this agreement and expressly waive their right to file a lawsuit in any civil court against one another for such disputes, except to enforce an arbitration decision.

37. No Smoking

    All properties are non-smoking properties. You may not use smoking or vaping products of any kind inside the properties. If any sign of smoking or vaping is found inside a property, the responsible party accepts responsibility for odor remediation, and possibly reimbursement to the property owner for time off the market if remediation requires extended time.

38. Americans with Disabilities

    Please note that the properties in our vacation rental program are privately owned residences and are not required to meet the standards of the Americans with Disabilities Act (ADA). As such, our properties may not be fully accessible to individuals with mobility or other disabilities.

    If you have specific accessibility needs, please contact us before booking, and we will do our best to assist by providing information to help identify the most appropriate property for your needs, if any.

39. Guest Compliance with Property Owners Association (POA) Rules and Regulations

    Some properties are bound to rules and restrictions of a Property Owners Association (POA) and by agreeing to these terms and conditions, you acknowledge and agree to abide by all rules and regulations set forth by the POA.

    You consent to the disclosure of your contact information to the POA for the purpose of communication and enforcement of POA rules and regulations. This may include, but is not limited to, name, address, email, and phone number.

40. Consent to Contact

    By providing your contact information, you agree that Carolina Cabin Rentals (CCR) may contact you via:
    
    Email – for booking confirmations, updates, promotions, and company news
    Phone – for customer service, reservation assistance, or urgent matters
    Chat – for support and communication through our website or messaging platforms
    
    These communications may include transactional, service-related, or promotional content.
    
    You may opt out of promotional email communications at any time by clicking the unsubscribe link included in those emails.
    
    
    SMS Consent and Communications
    
    SMS (text message) consent is not shared with other communication channels and requires separate opt-in.
    
    By providing your mobile phone number and checking the SMS consent checkbox on our forms, you expressly agree to receive SMS messages from Carolina Cabin Rentals related to:
    
    - Reservation confirmations and updates
    - Customer service communications
    - Account-related notifications
    - Optional promotional offers (if applicable)
    
    Opt-In Requirement:
    SMS consent is collected only through an unchecked checkbox during form submission, checkout, or agreement processes. Consent is not a condition of purchase.
    
    Message Frequency:
    Message frequency may vary.
    
    Message and Data Rates:
    Message and data rates may apply.
    
    Opt-Out Instructions:
    Reply STOP to any message to unsubscribe.
    
    Help Instructions:
    Reply HELP for assistance.
    
    Privacy:
    Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes.

If this reservation was made with CCR through any means other than the online reservation system, this agreement is emailed along with the reservation confirmation. Payment of money, or taking possession of the property after receipt of the agreement, is evidence of acceptance of the agreement and your intent to use this property for a vacation rental.

Acknowledgment / Acceptance

Acknowledgment/acceptance of these terms in their entirety is indicated by:

• An online booking proving acceptance through the booking process, or
• An electronically signed PDF associated with the rental (sent by email), or
• Payment of money, or
• Taking possession of the property after receipt of this agreement.

I agree to abide by the rules and policies herein as well as those pertaining to the property I am renting. Failure to adhere to the rules and policies may result in forfeiture of my deposit and/or denial of occupancy without refund. I agree with the rules and policies concerning the use of the hot tub. I will not bring a pet to a property that does not allow such. I understand that my property is not equipped with air conditioning unless otherwise stated on the internet listing. I authorize the use of my credit card for any damages incurred during my tenancy.

I agree that this is a legally binding document and I have read and agreed to all terms and conditions in this document.