Gatlinburg Cabin Rental Policies

• A deposit of ½ of the total amount will be required on all reservations at booking. The final ½ will be due in full 14 days prior to your date of arrival.
• Balance is due 14 days prior to arrival date – please call to authorize payment.
• No arrivals or departures on Thanksgiving Day or Christmas Day.
• Check-in is anytime after 4 p.m.
• Check-out is 10 a.m. Prior arrangements must be made for late check-outs.
• No refund for early departure or unforeseen mechanical failures.
• No personal checks accepted.
• Renters must be over 21 years of age to rent a 1 or 2 bedroom cabin.
• Renters must be over 25 years of age to rent a 3 bedroom cabin or larger.
• We do not rent to fraternities.
• Stony Brook Cabins reserves the right to charge a cash damage deposit of $3,000 or more for large groups and all 3 bedroom cabins or larger. Cash damage deposit will be refunded pending final inspection after departure. Stony Brook Cabins is the final authority in determining damage(s) during inspection. Additionally, we reserve the right to cancel any reservation at any time, to refuse service to anyone and to evict any guests who fail to comply with our rental policies.
• A credit card on file is required for all reservations.
• All rates and fees are subject to state and local taxes.

*We make every effort to have your cabin ready by 4 p.m., but we do appreciate your understanding if we are unable to meet the 4 p.m. timeframe

Things You Might Need

• Paper towels, Kleenex, trash bags,
• Charcoal & lighter for the grill, salt & pepper,
• Condiments, coffee & filters, dish washing soap,
• Detergent & fabric softener, & a flash light for power outages.
• Firewood
• Larger towels for the hot tub

Specials

Special rates are restricted to the advertised dates, may not be combined with any other discounts, and are based on regular rates.

Minimum Stay Requirements

• 4 Night minimum stay required Thanksgiving Week
• 3 Night minimum stay required during Christmas Week and New Year’s Week
• Some minimum night exceptions apply (3 night minimum on 7+ bedroom cabins)

Damage Waiver Fee

In lieu of a normal damage deposit there will be a Damage Waiver fee applied to each reservation based on the size of the cabin. The Damage Waiver covers up to $1,000.00 in ACCIDENTAL damages such as broken kitchenware, coffee pot etc. This does not cover non-accidental damage to furniture and electronics (i.e. damaged televisions, broken VCR/DVD, broken bed frames, broken sofa sleepers, etc). Guest will be responsible for all intentional or reckless damages and the credit card on file will be charged. Guest also authorizes our agent to charge any expenses relating to intentional or reckless damage, cleaning of the unit beyond a normal cabin clean (EX: heavy partying, trash, etc), or theft of any property from the unit, to the credit card on file for that cabin. The guest who uses their credit card for the deposit is considered the responsible party, and all necessary charges concerning the said cabin will be charged to the credit card on file, no matter who in the group caused the damage.

Unit Care

Please leave your unit in the condition you found it. A minimum fee of $100.00 will be charged if excessive cleaning is required.

Non-Smoking

All of our properties are non-smoking. Smoking is allowed on the outside decks only. There will be a $300 fine for smoking in the cabin.

Housekeeping

Each reservation will be assessed a one time housekeeping fee based on the number of bedrooms.

Pet-Friendly Cabins

The properties with a paw print are “Pet Friendly”. Our policy allows for one dog (less than 50lbs) to accompany you for a $75.00 non-refundable fee. We require dog kennels/crates for those times when your dog is unaccompanied. Many of the areas’ attractions do not allow dogs. We reserve the right to assess additional cleaning charges as a result of any damages caused by your dog– we are serious about this as it affects future Stony Brook guests. We do not allow cats. We have crates available — cost is $20 for your stay.

Pets are welcome to come on your visit, but please keep in mind that they are allowed in front country campgrounds and beside roads as long as they are restrained at all times. Pets are not allowed on park trails, with the exception of the Gatlinburg and Oconauluftee River trails. Dogs on these trails must be leashed.
Click here to view our pet friendly cabins in Gatlinburg

Winter Season – Driving in the snow and ice

We advise everyone staying December 1 through March 31 to come prepared with 4-wheel drive vehicles and/or chains. NO TRANSPORTATION IS AVAILABLE TO AND FROM YOUR UNIT. The mountains are very dangerous in inclement weather, so please come prepared. NO REFUNDS ARE ISSUED DUE TO WEATHER CONDITIONS. 4-wheel drive vehicles are available for rental in the local area. We offer trip protection! Ask your reservationist about Travel Guard.

Fireplaces

Fireplaces are a seasonal item: October 1 – April 30. Firewood is not provided.

Occupancy

All chalets are individually owned and are for the sole use and enjoyment of our registered guests. They are not for gatherings or parties in excess of the occupancy specified for each unit. Occupancy violation will subject all guests to immediate eviction with no refund.

Rates

Rates are based on maximum occupancy per unit. Rates may be higher during peak seasons & holiday periods. Discounts taken only when reservation is being booked.

Change in Unit or Refunds

In the event a chalet becomes unavailable between the time you confirm your reservation and your arrival date, we retain the right to move you to a comparable unit or refund your deposit in full if nothing is available. This means: if there are major mechanical/plumbing/structural problems that cannot be fixed before your arrival that would disturb your vacation — we will move you to a comparable unit.

Check-in Time

After 4 p.m.

Check-out Time

10 a.m. By special request we may be able to offer a later check-out if you contact the office one day before departure. This is dependent on our housekeeping schedule.

Hours of Operations

Mon-Fri 9-7, Sat-Sun 10-2 (hours vary by season)

Reservations

Accepted up to one year in advance and confirmed rate will be guaranteed. Rates are subject to change without notice unless confirmed. Advance deposit equal to one-half of reservation total is required on all rentals. The remaining balance is due 14 days prior to arrival. Accepted payment methods are cash, traveler’s check, money order, Mastercard, Visa, Discover, or American Express. Sorry, no personal checks.

Reservation Cancellations

All cancellations require written notice, no phone calls, and will incur a one hundred dollar ($100.00) cancellation fee. Refund will be the amount of deposit minus the cancellation fee. Written notice of cancellation must be received at least 30 days prior to scheduled arrival date for one to five (1-5) bedrooms and at least 60 days prior to scheduled arrival date for all six (6) or more bedrooms as well as Holiday reservations (Thanksgiving, Christmas and New Year’s). There will be no refunds for cancellations within the cancellation period.

Video Surveillance

Our properties are independently owned. The owner of certain properties may have installed video surveillance cameras. By renting this property you consent to the use of such cameras.

Privacy Policy

Stony Brook Cabins, LLC (referred to as “we” or “our”) recognizes the need of our Website visitors to feel comfortable when selecting and booking lodging through our internet connection. Stony Brook Cabins, LLC has created this privacy statement in order to demonstrate our firm commitment to your privacy. The following discloses our information gathering and dissemination practices for this Web site, stonybrooklodging.com and all pages within that domain as well as the following domains in which Stony Brook Cabins, LLC owns an interest: stonybrookchalets.com, stonybrookcabins.com. For each visitor to our Web page, our Web server automatically recognizes only the consumer’s domain name, but not the e-mail address. WE DO NOT use any special methods to gather information about site visitors without their knowledge.

Our newsletter registration form, contact form and online booking form requires users to give us contact information (like their name and email address), unique identifiers (like their telephone number), and financial information (like their account or credit card numbers). We use customer contact information from the forms and email received by stonybrooklodging.com to send the user information about our company and promotional material. The customer’s contact information is also used to contact the visitor when necessary. Users may opt-out of receiving future mailings; see the choice/opt-out section below. Financial information that is collected is used to bill the user for products and services. WE DO NOT give or sell your personally identifiable information to unaffiliated organizations for their independent use.

Choice/Opt-Out

Our site provides users the opportunity to opt-out of receiving communications from us and our partnership at the point where we request information about the visitor. This site gives users the option to remove their information from our database so that they will not receive future communications or receive our service. To opt-out, please send email to reservations@stonybrooklodging.com.

Website Management

This website is controlled and operated by Stony Brook Cabins, LLC from its offices in the U.S. You may reach us at Stony Brook Cabins, LLC, 1663 East Parkway, Gatlinburg, TN 37738 or by phone at 865-436-7428. The site and the materials located on it are provided by us for informational purposes only, based on sources believed to be accurate and reliable. However, we make no representation or warranty as to such accuracy.

Correct/Update

This site gives users the option to change or modify information previously provided to us. To make a change, please send an email to reservations@stonybrooklodging.com.

Effective Date

This Privacy Policy is effective as of 10/26/2011 and will remain in place until such time a change is deemed necessary by management.