Terms And Conditions

Please ensure you read and understand the following terms and conditions pertinent to your accommodation rental. If you have any questions, please do not hesitate to contact us.

While we reserve the right to increase or decrease accommodation prices at any time, we will confirm to you the current price at the time of booking. As soon as you have confirmed your booking and paid your deposit or full payment, the cost of the rental is guaranteed against any increase, (unless these increases are brought about by Government action (increase in taxes) or there was a clear clerical/system error). This guarantee is offered subject to our conditions of payment being adhered to and providing you do not make any further amendments to your travel arrangements. There are no additional fees in addition to the rental amount, taxes, and cleaning fee outlined on the booking screen.

Table of Contents

   1.   Reservation & Payment Schedule

  2.   Payment

  3.   Trip Cancellation Insurance

 4.   Cancellation Terms

 5.   Tax-Exempt Reservations

 6.   Check-in/Check-out

 7.   Damages & Excessive Cleaning

 8.   Pet Policy

 9.   Hot Tub, Pool, and Swim Spa Use

10.  Fireplaces & Fire Pits

11.   Maintenance Issues

12.  Housekeeping

13.  Power Outages

14.  Wildlife & Pest Control

15.  Mountain Roads

16.  Good Neighbor Policy

17.  Smoking Policy

18.  Electronics and Furniture

19.  State & Local Laws

20.  Guest Responsibilities

21.  Departure Requirements

22.  Community Rules

23.  Assignment

24.  Indemnification

25.  Risk of Loss

26.  Attorney Fees

27.  Communication Channels

  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.

  1. 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 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.

 

  1. 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:

(a) A description of the material terms or the actual material terms of the insurance coverage.

(b) A description of the process for filing a claim.

(c) A description of the review and cancellation process for the travel insurance policy.

(d) 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. 

 

  1. 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.

  1. 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:

  1. Reservation must be made in the name of the organization.
  2. Payment must be made by a form of payment showing the organization’s name.
  3. 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.

  1. 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.

  1. 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.
  1. 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.
  1. 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.

  1. 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.

  1. 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.

  1. 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.

  1. 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 

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

  1. 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.

  1. 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.

  1. Good Neighbor Policy

Guests must respect community rules, maintain reasonable noise levels, and refrain from foul language. Excessive noise may result in eviction without refund. No shooting of guns/rifles are allowed at any of our properties under any circumstances.

  1. Smoking Policy

Smoking is strictly prohibited inside the property. Additional cleaning fees apply if smoking is detected indoors. Be respectful when smoking outside. Any left behind cigarette or cigar butts, ash marks on the property, or lingering odors in the property will result in additional fees being charged to guests.

  1. Electronics and Furniture

Do not tamper with or rearrange electronics or furniture. Guests are liable for damages resulting from misuse. Remotes need to be put back in their original locations upon departure.

  1. State & Local Laws

All applicable state laws must be observed during your stay. All applicable local laws must be observed too during your stay.

  1. Guest Responsibilities

Guests are expected to treat the property with care and report issues within 24 hours of arrival.

  1. Departure Requirements

Before check-out, please:

  • Dispose of all trash properly
  • Load and start the dishwasher
  • Place used towels in the tub or laundry area
  • Lock all doors and windows and secure the home
  1. Community Rules

Some vacation homes are located in residential communities. Guests must comply with community-specific rules, which may include parking limits, quiet hours, and waste management. Failure to comply with these rules may result in eviction without refund. In all of our communities there shall be no parking of boats, motor homes, trailers, or commercial vehicles.

  1. Assignment

Guests shall not assign this agreement or sublet the premises or any part thereof. Any unauthorized transfer of interest by the tenant shall be a material breach of this agreement.

 

  1. Indemnification

Guest agrees to indemnify and hold harmless owner and rental manager from claims, suits, or damages of any kind, from or related to any acts or omissions of guest or guest(s) gross negligence.

 

  1. Risk of Loss

The homeowner and/or Coastal Vibe Vacations, LLC dba Mountain Vibe Vacations will not be held liable for any accidents, injuries or deaths to guests and/or the guest’s invitees while staying in the vacation rentals.  The property rental may have a hot tub, pool and/or natural body of water (such as a creek). This liability waiver applies to the intentional use (such as swimming) or accidental use of the hot tub, pool and/or natural body of water. Coastal Vibe Vacations, LLC and homeowner shall not be liable for the loss of money, jewelry, valuable possessions of any kind and/or any damage caused to said personal property arising from fire, accident, acts of God, criminal acts, acts of negligence or bursting or leaking water pipes.

 

  1. Attorney Fees

Should it become necessary for the owner or rental manager to employ an attorney to enforce the terms and conditions of this agreement, TENANT SHALL be responsible for all cost and attorneys fees whether or not suit is filed.

 

  1. Communication Channels

Guest agrees that Coastal Vibe Vacations, LLC dba Mountain Vibe Vacations may contact them by Phone, Email, or SMS Text Message to answer questions, provide reservation or check-in information, etc.  The guest will have the option to Opt-Out of these communications after their departure.

 

As a condition of placing my reservation with Coastal Vibe Vacations, LLC doing business as Mountain Vibe Vacations I acknowledge that I have read and agree to the terms and conditions above. My reservation and stay constitute acceptance of these policies.Terms and conditions are subject to change at any time although you will be notified of any changes.