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Policies and ProceduresThe Bolo Club wants your event/getaway to be as carefree as possible, starting with your reservation. That's why we created this detailed policy statement. We highly recommend reading all of the following information to avoid any confusion or misunderstanding. What to ExpectThe Bolo Club offers many amenities to meet the needs of your event/vacation. If you do not see an amenity or personal requirement listed, be sure to contact our office so that you can be sure that our facilities have the features you will require. Please keep in mind that the property is a working farm. The Bolo Club is limited to a well system for water. While there are two showers available, we ask that you limit showers to “Navy” shower procedures (wet down, turn off water, wash, and then turn water on to rinse). Thanks DisclaimerThe Bolo Club makes every effort to assure that all descriptions and representations from our staff, in our brochure, and on our internet site are accurate. However, we are not responsible for printing errors or changes made in the furnishings or amenities. Prices, amenities, specials, seasons, and/or minimums are subject to change with or without notice. Some activities may be restricted or may be in the development stage, therefore, be sure to ask about the activities you are interested in prior to registration. We welcome any comments or suggestions. Features & FurnishingsThe following is a list of basic items you will find on the property: Heat, A/C (in the lodge only), refrigerator, stove, microwave, toaster, coffee maker, basic pots & pans, dishes, flatware, utensils, telephone(s), Color TV(s), DVD, fire extinguishers & smoke detectors, bed linens, pillows, towels, washcloths and bath mats along with a starter supply of bar soap, dish soap, and paper goods to meet the home's maximum occupancy, charcoal, kindling or fire starter, extra blankets, laundry soap, plastic wrap, foil, coffee filters, condiments, spices. Items that are NOT SUPPLIED typically include irons & ironing boards, cribs, or any type of food item, unless previously arranged with The Bolo Club. Rates & ReservationsINTRODUCTORY RATES
THE RENTAL PRICE IS DETERMINED BY THE RENTAL AGREEMENT AT THE TIME OF MAKING THE RESERVATION. NO REFUNDS OR ADJUSTMENTS WILL BE MADE FOR RATE CHANGES MADE AFTER THE DATE THE RESERVATION IS MADE. We offer seasonal rates, which are defined as follows: Holiday Season Thanksgiving week, Christmas season through New Years season - 3 night minimum. Premier Season 3 Day Holiday Weekends, Spring Break, June, and July. Regular Season August thru December except Premier and Holiday Seasons. Value Season January thru May, except Spring Break, Premier and Holiday Seasons. 2 night stay is allowed during Value Season but will be charged at Regular Season rate. Hunting Season January thru May, except Spring Break, Premier and Holiday Seasons. 2 night stay is allowed during Value Season but will be charged at Regular Season rate. Large Group Rates Please call for details about rates for large groups. Making Your ReservationTo make a reservation, call our office between the hours of 9:00am to 11:30am or 12:30pm to 5:30pm, 7 days a week. To save time, please have your credit card, the dates you want to come and your property requirements available when you call. ALL RESERVATIONS REQUIRE A VALID CREDIT CARD NUMBER ON FILE. After your reservation is made we will immediately mail you a rental agreement. You have fifteen (15) days to receive, sign, and return the rental agreement to our office in order to confirm your reservation. For reservations made less than 30 days prior to arrival, rental agreements must be faxed or returned by "next day" service. PaymentFull payment of your rent, reservation fee, taxes, and any other applicable fees must be received in our office at least thirty (30) days prior to your arrival date. Acceptable payment methods include check, money order, Visa, MasterCard, or Discover. Please be sure to put the reservation number on the check for proper credit. For reservations made less than thirty (30) days prior to check-in, payment must be charged to your credit card. All advance prepaid rents are placed into an escrow account where interest accrues to the Agent. Send your payment to 738 Sinking Cove Road , Sherwood , TN 37376 . Policies and rates are set at time of booking. You will be charged for the unit you have selected based on the information in your rental agreement and this Policies and Procedures document. Reservation/Processing FeeIn addition to your rental charge, all reservations will be charged a $19 processing fee and applicable taxes. This fee covers the cost of processing the booking and performing the pre-arrival inspection where we check the property for maintenance problems and verify the property is ready for guest arrival. Security, Damage & Cleaning DepositTo insure that the property is maintained and well cared for, as a security deposit, a $150 hold will be placed on your credit card the day before your arrival. The hold will remain in effect for up to ten (10) days. If there are no damages or extra cleaning charges the hold will be released by your credit card company. No refund will display on your credit card statement since this is simply a hold and not a charge. In the event extra charges exceed $150, the guest's credit card will be charged the entire amount of all damage or extra cleaning fees. A detail of all extra charges will be mailed to the guest. Any disputed charges are to be submitted in writing. Cancellation PolicyOnly the guest named on the rental agreement may notify the Bolo Club, either in written or verbal form, of the request to cancel. A $45 cancellation fee will be charged to your credit card on all confirmed reservations that are canceled. If a booking is canceled less than 30 days prior to the arrival date the reservation is non-refundable but may be rescheduled, one time only. A credit will be issued, good for up to one year from the original arrival date. When rebooking canceled reservations with credits to a lower cost season there are no refunds or adjustments. When rebooking to a higher cost season, prevailing rates and conditions will apply for the rebooked dates. No refunds for No Shows, 2nd Cancellation, bad weather, late arrival or early departures. Reservation Transfer Policy & FeeOnly the registered guest named on the rental agreement may notify the Bolo Club, either in written or verbal form, of the requested change and a new rental agreement will be issued that must be signed and returned to the Bolo Club. To shorten confirmed reservations or change dates, a $45 fee will be charged. No reservations may be shortened 30 days or less prior to the original arrival date. Check-In (3:00pm) and Late ArrivalsCheck-In at the Bolo Club office begins at 3:00pm. If you arrive early, you may have to wait to check in. If you arrive after 5:30pm, follow the late arrival instructions in your reservation package. Late arrival should be avoided if possible and can only be allowed for guests with signed rental agreements received by our office. Late arrival is a service provided for our registered guests arriving after normal business hours. Keys for all scheduled guests arriving after 5:30 PM are placed in the late arrival cabinet located next door. All risk for late arrival is assumed by the guest. If management is called to the office after office hours to assist a late arrival guest due to guest error, a minimum fee of $50 may be charged. Groups Arriving at Different TimesThe registered guest must contact the Bolo Club office and designate one person only as the Check-In-Party. Keys will only be issued to this person. It is the booking guest's responsibility to coordinate all parties arriving separately and see to it that they have the necessary information to find their accommodations. Guest arrival is not permitted prior to designated guest check in at the office. If you call the office and we are using our automated answering service, please leave detailed information. Check-Out and Departure (10:00am)We are sorry you have to leave at all, however, we must insist on a 10 AM Check-Out time. Keys may be left on the island in the kitchen at departure or delivered to the office. A minimum fee of $100.00 may be charged for late departure (after 10am), or if excessive cleaning is required. There are no refunds for early departures. Capacity Considerations & NoiseThe property is to be used for the enjoyment of our registered guests only and NOT to be used for parties, large gatherings or receptions beyond the sleeping capacity of the home, unless previously discussed and agreed upon in writing. "Disturbing the Peace" may result in eviction and/or loss of security. The capacity of the home as stated on the rental agreement and the parking capacity cannot be exceeded. ParkingParking will be determined based on occupancy. If you are bringing a trailer, it is very important that you contact our office to be sure there is space available. RVs are not allowed unless previously discussed and approved in writing, no campers or camping on the grounds will be allowed, unless previously arranged with The Bolo Club. Housekeeping & Linen SuppliesThe Bolo Club properties provide bed linens (sheets, pillowcases, 1 blanket & bedspread per bed), 2 bath towels per person, wash cloths and shower mats along with a starter supply of bar soap, dish soap (laundry soap is not provided), toilet paper, and paper towels. The house is cleaned, and beds (except sofa beds) are made prior to your arrival. Daily maid service is not provided and guests are expected to launder towels, etc. as needed during their stay. It is not necessary to wash towels or bed linen prior to departure. Trash RemovalAll trash is removed by the Bolo Club at the end of each reservation. Please do not allow outside containers to overflow due to animal problems. Daily trash removal is not provided, however, guests may use the smoke house, located behind the rock house to dispose of excess trash during their stay .InsectsThough all units are sprayed regularly by a professional pest control company, ladybugs, wasps and other insects sometimes affect the property. In the event of a major infestation, the office will call maintenance or pest control to attempt to solve the problem. MaintenanceThe Bolo Club does everything possible to keep all equipment in good working order. However, it is impossible to guarantee that all appliances, hot water heaters, fireplaces, etc. will be in working order 100% of the time. We do guarantee to make every effort to correct all deficiencies as soon as possible during normal business hours. Report all maintenance problems to the Bolo Club Representative. You should take reasonable action to secure the problem. Management reserves the right to perform exterior and/or interior maintenance during your stay. In the event maintenance must be performed we will do our best to do so without inconvenience to you. Your silence indicates full acceptance of the unit and its condition. Please refrain from entering the basement either from inside or outside .FireplacesThe property is equipped with either gas logs or wood burning fireplace(s). For wood burning fireplace(s), wood is furnished during the months of October through April. Fireplaces are not operational from May through September due to conflict with air conditioning system . Kindling and/or fire starter logs are provided. Be certain the flu is open on all wood burning units prior to starting a fire. Keep spark screens in place at all times. No foreign materials are to be burned in gas fireplaces. For your safety, never move the logs in a gas fireplace. Doing so can cause carbon monoxide and heavy black soot. SmokingSmoking is not permitted inside any buildings on the property. Please utilize the porches and outside areas in consideration of our non-smoking guests. Please do not discard smoking material on the grounds. Pet PolicyALL pets must be on leash. (Special requests will be considered) Telephone Service & InternetThere is a telephone on the property that is available for emergency use. To use internet service, your internet provider must have local area access numbers. Please check with your internet provider prior to leaving home. Currently, there are no cell phone towers in the area to provide service. Utility ServicesSatellite, telephone, gas, electric and water service are not under the control and cannot be guaranteed by the Bolo Club. No refund will be made for interruption in service beyond the Bolo Club's control. Mail & MessagesThere is a residential telephone service. The office does not have a switchboard. Therefore, it is important that you leave the phone number for the home (located on the top of your rental agreement) with relatives and emergency contacts. There is no mail service. If you require mail or shipping delivery, send to 738 Sinking Cove Road , Sherwood , TN 37376 ; phone number 931-598-0702. Lost and Found & Personal PropertyThe Bolo Club is not responsible for personal property left behind, stolen, or damaged during your stay. Never leave valuables (cash, wallets, jewelry, cameras, etc.) unattended. If you find you have left something behind, call our office at 931-598-0702 and we will try to locate the missing item(s). If the item(s) is located it will be returned to you COD. Items unclaimed more than 14 days will be disposed of or given to charity. KeysYou will receive a set of keys at Check-In. If you are locked out go next door to get a loaner key. Any after hours costs incurred shall be charged to the guest. Please leave your keys in the bowl provided in the kitchen or deliver to the office at Check-Out. Television, Stereo & CD PlayersThe method and level of satellite TV service is determined by the service that is available in the area. Premium channels are typically NOT available. The Bolo Club assumes no responsibility for TV reception or operation and cannot guarantee that specific channels will be available. Television or VCR wiring must not be changed to facilitate use of games etc.
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