1. Reservation & Payment Schedule

Within 48 hours of receiving payment, your booking confirmation will be sent to you. The total cost of the reservation (short-term lease), including rent, fees, and taxes, shall be paid based upon the following structure:

• When your arrival date is more than 61 days out, either $500.00 or 25% of the grand total is due at time of booking. This amount varies depending on property and is shown to you upon booking, larger cabins that sleep 12+ guests will be subject to the 25% deposit)
• If your arrival date is between 30 and 60 days out, half of the balance is due now, and the remainder is due 30 days prior to check-in. (If you paid $500.00 at the time of booking then the full amount is due at 60 days prior to arrival.)
• If your arrival date is 30 days or less, the entire balance is due at booking. No payment extensions can be made beyond this point.
• Payment extensions must be approved in advance by reservations staff.
• We require guests to be 25-30 years (depending on property) of age to rent our cabins and each cabin is subject to its own occupancy rules at the time of booking. Reservations made under false pretenses will be cancelled without refund given.

2. Payment

Payment must be made in U.S. funds. We accept Visa, Mastercard, Discover, and American Express. If sending a check, please MAKE PAYABLE TO: Coastal Vibe Vacations, LLC dba Mountain Vibe Vacations and mail it to 1222 Grand View Dr. Mableton, GA 30126. In case of late bookings, personal checks will be only accepted if payment is made 30 days or more prior to arrival.

ALL BOOKINGS MUST BE SECURED WITH A CREDIT CARD. If a credit card is unavailable, the reservation cannot be taken. Payments are to be made according to the payment schedule on your reservation confirmation. Rental Agent reserves the right to charge Guest’s credit card on file for full payment if full payment is not made by 29 days prior to arrival.

3. Pricing Accuracy & Adjustments

While every effort is made to provide accurate and up-to-date pricing, Coastal Vibe Vacations, LLC dba Mountain Vibe Vacations reserves the right to correct any clerical or website-related errors in pricing or calculations. Additionally, government-mandated tax increases or other required adjustments may affect the final amount due. In the event of such errors or required changes, we will notify the Guest as soon as possible and provide updated booking information. Guests may accept the corrected charges or, if they choose, cancel the reservation without penalty.

4. Trip Cancellation Insurance

Coastal Vibe Vacations, LLC dba Mountain Vibe Vacations offers travel insurance to our guests. Travel Insurance provides coverage for personal risks and expenses incidental to planned travel.

The cost for the Standard Travel Insurance is 7% x trip cost. The upgrade to Cancel For Any Reason Travel Protection costs 10.8% of trip cost total. This coverage is available to all guests when rental deposit is paid, but coverage is only in effect when we have received your premium payment. Certain exclusions and limitations may apply if not purchased at the time of booking.

If you purchase travel insurance through us, we provide via email – to the email address provided to us by you – coverage information including the following:

1. A description of the material terms or the actual material terms of the insurance coverage.
2. A description of the process for filing a claim.
3. A description of the review and cancellation process for the travel insurance policy.
4. The identity and contact information of the insurer

If you do not receive the coverage information, please email us or give us a call at 850-888-0515.

For more detailed questions regarding the policy or travel insurance please visit https://coastalvibevac.rentalguardian.com/available-products.html for a more detailed description of the coverage. All declining or cancelling of insurance coverage must be made in writing. You may review coverage and request a full premium refund for up to 10 days. If travel insurance is not declined in writing and a refund requested within 10 days, then coverage is considered accepted and the premium payment is non-refundable, except for residents of FL, IN, OK, VA where pro-rata refunds may apply.

5. Cancellation Terms

A sixty (60) day notice is required for cancellation of short-term reservations. Cancellations on short-term reservations that are made more than sixty (60) days prior to the arrival date will incur no penalty.

Once within the 60 day arrival window to travel no refunds or alterations to dates are allowed. Coastal Vibe Vacations, LLC dba Mountain Vibe Vacations will not issue credits for future trips.

Early departure does not warrant any refund of rent.

Owner may cancel this agreement at least 180 days prior to check-in date, and all advance funds will be refunded to tenants. Coastal Vibe Vacations, LLC dba Mountain Vibe Vacations shall not be responsible for any costs Guests may incur for travel or other arrangements in the event of cancellation by Owner or Guests.

6. Tax-Exempt Reservations

A Tennessee tax-exempt certificate (for Tennessee residents) or a 501c3 tax-exempt certificate (for out-of-state guests) must be provided by any group wishing to claim tax exemption. To obtain the out-of-state 501c3 certificate, contact the Nashville, TN IRS Office at 800-342-1003. This process may take 7-14 days for approval. The following criteria must be met:

• Reservation must be made in the name of the organization.
• Payment must be made by a form of payment showing the organization’s name.
• The group name on the tax-exempt certificate must match all of the above.
• Requests for tax-exemption must be made at the time of booking, and the certificate must be submitted no less than 10 days after the reservation.

Note: Our Georgia properties do not accept out of state 501c3 certificates and your group must pay taxes.

7. Check-in/Check-out

Standard Check-in: 4:00 PM

Check-out Time: 10:00 AM

All reservations are guaranteed a check-in by 6:00 PM at absolute latest during times of high occupancy or extreme weather events. No late check-outs are granted under any circumstances.

8. Damages & Excessive Cleaning

Guest agrees to leave the cabin in an undamaged condition. Guest understands they are solely responsible for and assume all liability for any damages to the cabin during their stay. In the event of damage, theft, or the need for excessive cleaning, the Guest authorizes the Rental Agent to charge the credit card on file to cover the expense. If damages are considered excessive, a police report will be filed, and legal action may follow. All legal fees will be the responsibility of the Guest. All damages must be reported within 24 hours of occurrence.

Your reservation automatically comes with Bronze Level Guest Ranger Protection to protect you for up to $10,000 in any accidental property damages that are promptly reported during your stay. Damages deemed by the rental agency to be malicious or reckless behavior are not able to be covered and the guest agrees to remedy any of these damages which will be given as an itemized statement prior to their departure.

9. Pet Policy

Pets are only allowed at select properties and are noted as such in the rental listing. If the property allows pets, the Guest may bring up to two (2) dogs, each no more than 30 pounds. Hypo-allergenic, non shedding, and housebroken pets only. An additional non-refundable pet fee per pet per day will apply. Pets must be leashed outside and crated when unattended. No pets are allowed in pools, hot tubs, or showers. Unapproved animals will incur a $500.00 penalty for each animal charged to the card on file. You must have your pet approved and paid for prior to entry to the property.

ADA approved service animals are allowed in our properties without additional charges but we ask you please inform our reservations team that you will be bringing your service animal so we can notate your reservation as such. Service animals must be trained to perform a task for their handler and must remain with their handler at all times. Emotional support animals (ESAs) are not service animals and as such are not allowed at non-pet friendly properties and follow the same rules as normal pets in our properties.

10. Hot Tub, Pool, and Swim Spa Use

Guests are responsible for their safety while using hot tubs, pools, or nearby bodies of water. Hot tubs are dumped, sanitized, and refilled between guests. There is no lifeguard on duty. Cleanliness issues must be reported within 24 hours. Do not add any substances to the water. Guests will be charged for damage or extra cleaning needed mid stay for hot tubs. Hot tubs may take up to 24 hours to reheat after cleaning. You must shower before entering the pool or hot tub as body oils, detergents, and lotions will throw off the PH balance in the water and cause increased need for cleaning/shocking during stays.

11. Fireplaces & Fire Pits

Indoor fireplaces are seasonal and not operational from April through September. Do not rearrange gas logs—a $400 fee applies for damages. Firewood is not provided but can be purchased locally and used at homes with wood burning fire pits or fireplaces. No refunds will be given for non-functional fireplaces, but repair efforts will be made.

12. Maintenance Issues

Rental Agent performs regular maintenance but cannot guarantee all amenities will work without fail. Please report any issues immediately to 850-888-0515. Emergency maintenance is available for power, water, HVAC failure, and lock-outs by calling the above number 24/7/365.

13. Housekeeping

Each cabin is cleaned prior to arrival. Daily maid service is not included and cannot be arranged. Starter supplies are provided. Guests can use the on-site washer/dryer. Any housekeeping issues need to be reported before 12:00 P.M. on the first full day of your stay to be promptly remedied.

14. Power Outages

Power outages may occur. If on a well, water will also be unavailable. Keep extra water on hand for drinking and hygiene. For updates in

• Tennessee, please use http://viewer.sces.net:88/ for the most up to date outage information/timeline for repair.
• Ellijay, Georgia please use https://outages.amicalolaemc.com/ for the most up to date outage information/timeline for repair.
• Blue Ridge, GA use http://outage.brmemc.com:8008/ for the most up to date outage information/timeline for repair.

Refunds will not be issued as a result of temporary power outages.

15. Wildlife & Pest Control

Monthly pest treatments are performed, but some insects may still appear. No refunds will be issued.

Ladybugs Addendum: Ladybugs may enter the cabin during cooler months and are a normal part of life in the mountains. They are harmless and federally protected. Homes are equipped with hand held vacuums to aid in the safe removal of the ladybugs. If more removal assistance is needed please contact the office. Further information can be located at : https://www.mountainvibevacations.com/ladybugs

Do not feed wildlife or leave trash unsecured. We have bear cans at all of our mountain properties and it is the guest responsibility to bag trash and properly secure it to minimize contact with the local wildlife. Guests will be held responsible for unbagged trash or unsecured trash.

16. Mountain Roads

Mountain roads may be steep, narrow, or gravel. In fall and winter, road conditions may require four-wheel drive or chains. Plowing and salting of roads is not guaranteed during icy/snowy conditions. No refunds will be given for road conditions except in extreme circumstances where the home is inaccessible and guest safety could be impaired. Guests are responsible for their transportation and any towing expenses incurred.

17. Good Neighbor Policy

Please be respectful of your neighbors and keep noise levels reasonable at all times. Quiet hours are from 10:00 PM to 8:00 AM. Disruptive or disrespectful behavior may result in eviction without refund. Illegal activity is strictly prohibited on the premises.

18. Smoking Policy

All properties are non-smoking inside. Guests may smoke outdoors using designated areas only. Cigarette butts must be disposed of properly. A $500 fee applies for smoking indoors or improper disposal of cigarette butts.

19. Electronics and Furniture

Do not disconnect or rearrange electronics or cables. If you move furniture, return it to its original position before departure. Fees apply for reconfiguration or damage. If you need help operating TVs or Wi-Fi, contact us for assistance.

20. Listing Photos & Property Variations

Photos and descriptions are provided to represent the property accurately, but minor changes or updates may occur. Decor, furniture, and amenities may differ slightly from what appears online. No refunds will be issued for minor differences in appearance or non-essential amenities that are unavailable.

21. State & Local Laws

Guest agrees to comply with all applicable federal, state, and local laws, ordinances, and regulations while occupying the property. Violation may result in eviction without refund.

22. Guest Responsibilities

Guest agrees to maintain the property in good condition, follow all rules, and report any maintenance issues promptly. The Guest assumes all risk and responsibility for themselves and all guests in their party.

23. Departure Requirements

Before departure, Guest agrees to complete the following:

• Place used towels in the bathtub or shower
• Load and start dishwasher
• Dispose of trash properly in designated bins or bear cans
• Lock all doors and windows

Failure to complete departure requirements may result in additional cleaning fees.

24. Community Rules

If the property is located in a neighborhood or resort, Guest agrees to follow all community or HOA rules provided. Violations may result in fines or eviction without refund.

25. Assignment

This agreement may not be assigned or transferred by Guest without written consent from Coastal Vibe Vacations, LLC dba Mountain Vibe Vacations.

26. Indemnification

Guest agrees to indemnify and hold harmless the property owner, Coastal Vibe Vacations, LLC dba Mountain Vibe Vacations, and its agents from any liabilities, claims, damages, or expenses arising from use of the property, except where caused by gross negligence or willful misconduct of the Rental Agent or Owner.

27. Risk of Loss

All personal property of Guest brought to the property shall be at the risk of the Guest. Neither Coastal Vibe Vacations, LLC dba Mountain Vibe Vacations nor the property owner shall be liable for any damage or loss to such personal property.

28. Attorney Fees

In the event of a dispute arising under this agreement, the prevailing party shall be entitled to recover reasonable attorney’s fees and costs incurred in such action.

29. Communication Channels

Guest agrees to receive communications (including reminders, updates, or emergency notifications) via email, text message, or phone from Coastal Vibe Vacations, LLC dba Mountain Vibe Vacations for the purposes of their stay.

30. Natural Disasters, Uninhabitable, or Inaccessible Property

In the event that the rental property becomes uninhabitable, inaccessible, or is lost or significantly damaged due to a natural disaster, fire, flood, storm, governmental order, or any other event beyond the control of Coastal Vibe Vacations, LLC dba Mountain Vibe Vacations (collectively referred to as a “Disaster Event”), the following terms shall apply:

• Coastal Vibe Vacations, LLC dba Mountain Vibe Vacations will make every reasonable effort to offer the Guest comparable accommodations at another one of our available properties for the same dates.
• If comparable accommodations are unavailable, or if the Guest chooses not to accept an offered alternate property, the Guest will be entitled to a full refund of all amounts paid for the unused portion of the stay.
• This refund or relocation option shall constitute the Guest’s sole and exclusive remedy, and Coastal Vibe Vacations, LLC dba Mountain Vibe Vacations shall not be liable for any additional expenses, losses, or damages incurred by the Guest, including but not limited to transportation costs, alternate lodging costs, or loss of enjoyment.
• No refunds will be provided for conditions that do not render the property uninhabitable, such as temporary loss of utilities, nearby construction, or road closures that do not prevent access to the home.

Guests are encouraged to purchase travel insurance, which may provide additional protection for trip interruptions or cancellations related to natural disasters or other unforeseen events.