Reservation Policy: A $50 Reservation Fee is required to be made for each Cabin at the time the reservation is made. Reservations must be made and confirmed by return e-mail at least 24 hours prior to arrival. A $100 Reservation Fee is required to be made for the Conference Building at the time the reservation is made for any event that is one calendar day or less in duration. For reservations of the Conference Building longer than one calendar day, the Reservation Fee is $100 plus $75 for each additional day. Reservation Fees are Non-Refundable. No later than 30 days prior to your arrival, ½ of the total Rental Fee for your stay is due (your “Deposit”). If this Deposit is not received at least 30 days in advance of your arrival, WBF reserves the right to cancel your Reservation. If you make your Reservation within 30 days of arrival, this Deposit is due at the time you make your Reservation. Payment in full of the remaining Rental Fee plus the Cleaning Fee will be due upon arrival for all facilities. The Responsible Party must be 21 or older to rent a cabin or the Conference Building with a photo ID being required upon arrival. Well Being Foundation (WBF) reserves the right to refuse rental to any individual or group.
Confirmation: Confirmation of the reservation will be emailed to address provided by you upon receipt of your Deposit. Guest(s) should review the confirmation for accuracy of dates, mailing address, and accommodations. Guest(s) must notify WBF of any discrepancies in the reservation immediately upon receiving the confirmation.
Minimum Stay & Occupancy: We have a minimum 2-night stay, with a 3-night minimum or more required for stays that include Thanksgiving, Christmas Day, New Years Day, Memorial Day, Labor Day and Fourth of July. Cabin occupancy is limited to the maximum number of guests that your cabin sleeps. Allowing others to occupy the cabin above its stated occupancy limit will be subject to additional fees or eviction.
Cancellations: We will issue a full refund of your Deposit, minus your Non-refundable Reservation Fee, for reservations canceled 30 days prior to your arrival date. Deposits and Fees for reservations changed or cancelled less than 30 days prior to your arrival date are non-refundable. Only the Responsible Party may cancel a reservation, and cancellations must be made by phone or e-mail to our office. Note: If you make your reservation within 30 days of arrival, this cancellation policy still applies.
Changes to Reservations: For changes to reservations made less than 30 days prior to arrival, no refunds will be made. Prior to 30 days, changes to cabin size or type will be permitted if your revised cabin choice is available (a $25 Change Fee will be assessed for such changes). Only the Responsible Party may request changes to a reservation.
Check-In: Check-in is after 3:00 pm. Due to the necessity of cleaning and inspecting your cabin, we do not allow check-ins earlier than 3:00 pm. The guest named on the reservation must check in, unless prior arrangements have been made with us. The remaining balance is due before the cabin may be occupied by any guest in the party. On arrival, any remaining balance may be paid by credit card (Visa or Master Card) or by cashiers’ or travelers’ check. Checks are accepted for deposit and security holds no later than 14 days prior to arrival. Our office hours are 9:00 a.m. to 7:00 p.m. each day. If you need to check-in after 7:00 pm, please schedule a late arrival with us. Guests agree to abide by all guidelines given at check-in. Note: We do not allow guests to check in on Thanksgiving, Christmas Day, or on New Years Day.
Check-Out: Check-out is no later than 11:00 am. Unless prior arrangements have been made, any guest who does not vacate the rental cabin by 11:00 am will be assessed a late check-out fee per hour as we need time to prepare the cabin for the next guest. Prior to leaving, Guest agrees to wash, dry and put away all dishes; remove all of Guest’s food from the cabin; put all trash and waste in the trash can; remove linens from all beds that were used and make beds (without linens); put all used towels and used linens in a bundle on one of the beds; turn down the thermostat to 50 degrees (in the Winter). (In the Wood Duck cabin in the summer set the A/C temperature to 80 degrees upon vacating the cabin.) Please make sure that you take all of your belongings.
Accepted Forms of Payment: Guest is responsible for all Rental Rates, taxes, and fees. For Reservations made more than 30 days in advance of arrival, we accept personal checks, credit cards (Visa and Master Card), traveler’s checks, cashiers’ checks or money orders. At Check-in we accept cash, credit card (Visa or MasterCard) travelers’ checks, cashiers’ checks, and money orders, but not personal checks. Third party checks will not be accepted at any time. Returned checks will result in a $25 fee.
Rental rates and specials may change, but you agree to be bound by the rates in effect at the time you reserved the facilities.
Damages and Excessive Cleaning: Guest agrees to leave the cabin in a clean and undamaged condition. Please be respectful of all furnishings and do not rearrange cabin furniture during your stay. In the event of damage, theft, or the need for excessive cleaning, you authorize WBF to charge your credit card on file. All reasonable attorney fees will be at the expense of the guest if collection becomes necessary. Any accident or damage to personal property while at a cabin must be reported immediately.
Group Responsibilities: We require that a parent or group leader (“Responsible Party”) be present with your group while you are at the cabin. Noise is to be kept at a reasonable level. In the event any complaints are received about the group as a whole, or about any individual within the group, you will receive a warning and may be asked to leave the Property, without refund. The Responsible Party is responsible for all damage to the cabin incurred by any member or guest during your stay. If damage occurs, the Responsible Party will be charged not only for the repairs/replacements, but also for any refunds or adjustments that WBF is forced to make as a result of your actions.
Smoking: Smoking is not permitted in any of our cabins or in the Conference Center Building. There is also no smoking on any of the decks or patios of any of the buildings. Any smoking in a cabin is subject to a $200 fine and you may be asked to leave the Property immediately with no refund.
Pets: No pets of any kind are allowed to be brought onto WBF’s Property by program participants, guests and/or visitors. Pets cannot be left in your car while on the Property. (The only exception is a seeing eye dog.) Guests bringing pets onto the Property shall be subject to a $200 penalty fee and may be asked to leave the Property without refund of any kind.
Telephone: There are no telephones in any of the Cabins or in the Conference Building. There is an Emergency Phone on the outside corner of the Barn on which you can dial 911 or other local telephone numbers in emergencies. If you have a Verizon cell phone it will get reception in most, but not all, places on the property. Other carriers will likely not work, except possibly at the very top of the hill.
Maintenance: WBF performs regular maintenance on all cabins and makes every effort to keep all amenities in good working order. It is possible, although unlikely, that an appliance, heater, or water service may malfunction during your stay. While we do not offer refunds or discounts for such malfunctions, we will make every effort to correct any deficiencies as soon as possible during regular business hours. Please report all maintenance issues immediately.
Housekeeping: Each cabin is cleaned thoroughly prior to your arrival. We do not offer daily maid service. A starter set of linens, towels, soap supplies, toilet paper, and paper towels is provided. Upon arrival, please report any damage or any housekeeping issues. If you are staying more than 5 nights, we will change linens and towels.
Refund Policy During your Stay: We will do everything we can to make sure your cabin is ready for you. As in any home, malfunctions occasionally happen. No refunds will be issued for non-working amenities, malfunctions in equipment, early departures, or for any weather conditions.
Lost or Stolen Items: WBF is not responsible for lost, stolen or damaged items. You may contact us for left-behind items. If found, we will send by regular mail to you. We reserve the right to charge you for shipping such items.
Weather: In Northeast Tennessee, weather can change quickly and unexpectedly. Please bring suitable clothing, hats, sunscreen, and shoes/boots appropriate for walking on uneven and sometimes muddy terrain.
Driving on Narrow Graveled Roads: The roads at Well Being Conference Center are generally one lane wide. Please be considerate of other drivers and pull over when possible. Be aware of steep grades and do not take your vehicle beyond the Lower Parking Area if you do not have 4 wheel drive. Do not drive on steeper roads if icy or muddy. Do not pull off the side of the road or take your vehicle off graveled roads. Beware of soft shoulders and steep embankments next to many of the roads. To the extend practical, please leave your car in the Lower Parking Area.
Pests: To ensure the best guest experience, we perform regular pest control maintenance on all of our cabins. Because our cabins are located in wooded areas we cannot guarantee that they will be pest free. We do not offer refunds or discounts for pests including spiders, ladybugs, wasps, bees and other insects. Please contact WBF staff during regular business hours to report any problems, and we will do our best to help you. As in any natural setting, there are some plant, animal and insect species to be aware of while you are here.
Construction: As with any ongoing endeavor, building and maintenance is a continuous process. Please be tolerant of our progress and construction and especially careful if you are in the vicinity of construction or construction vehicles or equipment.
Swimming Pool: The Swimming Pool is not available to guests and visitors to Well Being Conference Center.
River Swimming: There are several good swimming holes in the Powell River as it wraps around the Well Being Conference Center. Swim suits are required. By swimming or wading in the river, you agree to do so at your own risk.
Fireworks and Firearms: Fireworks and firearms are not permitted anywhere on the Property. Further, no firearms or fireworks are allowed in any vehicle brought onto WBF Property.
Right of Entry: WBF reserves the right to enter and inspect any cabin or the Conference Building without notice during your stay.
Waiver: By renting any facility at Well Being Conference Center or by visiting the property owned by Well Being Foundation, you hereby agree to indemnify and hold WBF harmless from any and all claims including those of third parties arising out of or in any way related to your use of premises, your presence on the property, or to your personal property. You acknowledge the risk of injury, death, or other potential losses arising out of any recreational or other activity while on property owned by Well Being Foundation and agree to hold WBF, its Directors, Officers, managers, employees, insurance carriers, and its agents harmless with respect to any and all such claims.
Privacy: WBF does not divulge guest personal information to any third party without your expressed written consent.