Camper Guest Agreement

Required Before Arrival

Camper Guest Agreement

Please complete this agreement before your camping or glamping stay at Retreat at Hope Farm. This form confirms your reservation details, guest count, campsite or glamping setup, pets or service animals, vehicles, add-ons, cancellation policy acknowledgment, Tennessee agritourism warning, pond safety, farm rules, assumption of risk, and liability waiver.

Retreat at Hope Farm is a working farm, agritourism property, camping and glamping area, event venue, outdoor recreation space, and natural property. Guests may encounter natural terrain, farm roads, ponds, wildlife, insects, weather, equipment areas, uneven ground, darkness, fire areas, and active farm operations.

  • Required for Retreat at Hope Farm glamping tent guests.
  • Required for bring-your-own-tent campers.
  • Required for group camping parties and overnight camping guests.
  • Must be completed before check-in.

Please read each section carefully and answer all required questions. Your typed name and submission will serve as your electronic signature and acknowledgment of this agreement.

This Camper Guest Agreement supplements Retreat at Hope Farm’s general booking terms, posted farm rules, payment terms, cancellation terms, and checkout rules.

Tent Glamping Camper Waiver & Guest Agreement

Required Before Arrival

Camper Guest Rules, Cancellation Policy, Agritourism Warning & Liability Waiver

All camping and glamping guests must complete this agreement before arrival at Retreat at Hope Farm. This form helps us match your camping stay to your booking request or confirmed reservation and confirms your reservation details, guest count, campsite or glamping setup, add-ons, cancellation policy acknowledgment, farm rules, Tennessee agritourism warning, assumption of risk, and liability waiver.

Retreat at Hope Farm is a working farm, agritourism property, outdoor recreation space, camping and glamping area, event venue, and natural property. Guests may encounter natural terrain, farm roads, ponds, wildlife, insects, weather, equipment areas, uneven ground, darkness, fire areas, and active farm operations.

“`

Please read each section carefully. You will be asked to acknowledge the cancellation policy, trash and sanitation rules, camper guest rules, farm safety rules, Tennessee agritourism warning, and liability waiver before submitting.

  • Required for Retreat at Hope Farm glamping tent guests.
  • Required for bring-your-own-tent campers.
  • Required for group camping parties and overnight camping guests.
  • Must be completed before check-in.
“`

This camper agreement is specific to camping and glamping stays and supplements Retreat at Hope Farm’s general booking terms, posted farm rules, payment terms, cancellation terms, and checkout rules.

Reservation Information

Please enter your booking details so we can match this Camper Guest Agreement to your camping or glamping reservation.

Primary Guest Information

Please provide the primary guest’s contact information. The primary guest is responsible for the camping party, visitors, minors, pets, vehicles, and compliance with all farm rules.

Camping / Glamping Information

Please tell us what type of camping stay you are booking so we can prepare the correct site, confirm your setup, and make sure your tent, gear, and guest count fit safely within the assigned camping or glamping area.

Guest Count, Visitors & Pets

Please list everyone and everything coming with your camping or glamping stay so we can safely prepare the site, parking area, and guest boundaries before arrival. This includes overnight guests, children/minors, day visitors, pets, and approved service animals. Only approved guests, visitors, pets, vehicles, and camping setups are allowed on the property, and the primary guest is responsible for everyone in their camping party.

Pet & Service Animal Policy

Pets are not automatically approved for camping or glamping stays. All pets must be disclosed and approved before arrival. Approved pets must remain with their owner or handler at all times, must be leashed or securely contained when outside, and may not be left unattended in tents, vehicles, campsites, glamping areas, farm areas, or event spaces.

Approved pets must be controlled, non-disruptive, cleaned up after, and kept away from restricted areas, ponds, animals, equipment areas, other guests, and private/event spaces unless approved by a host. Guests are responsible for pet waste, damage, excessive cleaning, odor, flea/tick issues, injury, noise, or rule violations caused by their pet.

ADA Service Animals: ADA service animals are not pets and are not charged pet fees, pet deposits, or pet cleaning fees. Service animals must remain under the handler’s control and must be housebroken. If the animal is out of control and the handler does not take effective action to control it, or if the animal is not housebroken, Retreat at Hope Farm may require that the animal be removed from the property or guest area.

When allowed by law and the service animal’s task is not obvious, Retreat at Hope Farm may ask only: “Is the dog a service animal required because of a disability?” and “What work or task has the dog been trained to perform?” Guests should not provide private medical details.

Emotional support animals, comfort animals, therapy animals, and companion animals are not ADA service animals and may be treated as pets under our pet policy.

Vehicles & Parking

Please provide vehicle details so we can plan safe parking, arrival flow, and emergency access. All vehicles must park only in approved areas and may not block farm roads, gates, driveways, campsites, barns, equipment areas, event spaces, or emergency access lanes.

Utilities & Add-Ons

Please confirm any utility needs and optional add-ons for your camping or glamping stay. Some add-ons are charged per night, while others are charged one time per stay, per person, per group, per pickup, or per use. Add-ons must be approved before arrival so we can safely prepare your space.

Utilities & Optional Add-Ons

Customize your camping or glamping stay with optional add-ons. Some add-ons are charged per night, while others are charged one time per stay or per use. Please select any add-ons you need when booking so we can prepare your space before arrival.

Add-ons are subject to availability, weather, safety conditions, site location, and host approval.

Cancellation, Refund & Rebooking Policy

By booking a camping or glamping stay at Retreat at Hope Farm, you agree to the cancellation, refund, rebooking, deposit, add-on, and booking modification policies below. Please review this policy before submitting payment or confirming your reservation.

Summary: Full refund if canceled within 48 hours of booking and at least 14 days before check-in. 50% refund of the nightly campsite or glamping site rate for cancellations made 7 to 14 days before check-in. No refund for cancellations made less than 7 days before check-in, no-shows, or early departures.

Full Refund

Guests may receive a full refund of the nightly campsite or glamping site rate if cancellation is made within 48 hours of booking and at least 14 days before check-in.

50% Refund

Guests who cancel 7 to 14 days before check-in may receive a 50% refund of the nightly campsite or glamping site rate. Prepared, staged, used, reserved, or non-refundable add-ons may not be refunded.

No Refund

Cancellations made less than 7 days before check-in are non-refundable.

No-Shows

Guests who do not arrive for their reservation are not eligible for a refund.

Early Departure

Guests who leave early after check-in are not eligible for a refund for unused nights, unused add-ons, or unused site time.

Processing Fees, Platform Fees & Card Fees

Processing fees, platform fees, service fees, and card fees may be non-refundable when charged by a third-party payment processor, booking platform, merchant processor, or card provider. Any refund issued by Retreat at Hope Farm may be reduced by non-refundable third-party fees when applicable.

Add-On Cancellation Policy

Some add-ons may be non-refundable once prepared, staged, reserved, held, or used. This may include, but is not limited to, campsite preparation, glamping tent preparation, premium site placement, light-duty electric setup, approved pet cleaning preparation, early check-in, late check-out, trash pickup, fishing access, bait, charcoal, water, ice, firewood, koi pond/photo access, bonfire/fire pit preparation, yoga class preparation, or other farm experiences.

Nightly add-ons are tied to the reservation dates. One-time, per-stay, per-use, per-person, per-group, or per-pickup add-ons may have different refund treatment depending on whether they have already been prepared, staged, reserved, held, or used.

Bonfire, Fire Pit & Weather-Sensitive Add-Ons

Bonfire/fire pit add-ons and other outdoor add-ons may be canceled, delayed, modified, or restricted by Retreat at Hope Farm due to weather, wind, drought, burn restrictions, unsafe ground conditions, storms, lightning, flooding, maintenance needs, or safety concerns.

Weather, Farm Conditions & Safety

Retreat at Hope Farm is an outdoor working farm. Weather, mud, storms, lightning, flooding, unsafe wind, ground conditions, utility issues, rural conditions, insects, grass, heat, cold, darkness, and other outdoor farm conditions may affect access, parking, add-ons, or guest activity.

Normal rain, seasonal weather, rural conditions, insects, mud, grass, heat, cold, and outdoor farm conditions are not automatic grounds for a refund. If Retreat at Hope Farm determines that conditions are unsafe before check-in, we may offer a reschedule, credit, modification, or refund depending on the situation.

Rebooking Credit

Retreat at Hope Farm may offer a one-time rebooking credit at our discretion when weather, emergency circumstances, scheduling issues, or farm conditions affect the stay. Rebooking credits must be used for a future available camping, glamping, or approved farm booking.

Once a rebooking credit is issued and applied to a new reservation, the rebooked reservation is not eligible for a cash refund. Pending rebooking dates may be held for up to 72 hours. If the guest does not confirm the new date within that time, the hold may be released.

Refundable Deposit

The camping refundable deposit may be used for damage, excessive cleaning, trash issues, spills, pet issues, late departure, unauthorized guests, unauthorized vehicles, fire misuse, tent damage, campsite damage, rule violations, or other guest-caused issues.

If the site is left clean, no damage occurs, and all rules are followed, the deposit will be refunded after checkout inspection. Refund timing may vary depending on the payment method, payment processor, bank, booking platform, merchant processor, or card issuer.

Booking Modifications

Date changes, guest count changes, camping setup changes, tent count changes, light-duty electric access, add-ons, extra vehicles, pets, service animals, and special requests must be approved by Retreat at Hope Farm. Guests are responsible for any additional charges, taxes, fees, or add-on costs related to approved booking modifications.

If Retreat at Hope Farm Must Cancel

If Retreat at Hope Farm must cancel a confirmed reservation before check-in because the site is unavailable, unsafe, inaccessible, or otherwise unable to be provided, guests may receive a refund or may choose to rebook for a future available date.

Retreat at Hope Farm is not responsible for guest travel costs, fuel, lodging elsewhere, missed events, lost time, or other indirect expenses.

Please read carefully. Your cancellation and refund rights are based on the timing of your cancellation, the status of your stay, the nightly campsite or glamping site rate, and whether add-ons, services, supplies, or site preparation have already been reserved, staged, prepared, held, or used.

Tennessee Agritourism Warning

WARNING: Under Tennessee law, there is no liability for an injury to or death of a participant, or damage to the property of a participant, in an agritourism activity conducted at this agritourism location or by this agritourism professional if such injury, death, or property damage results from the inherent risks of the agritourism activity.

Inherent risks of agritourism activities include, among others, risks of injury and property damage inherent to land, equipment, animals, ponds, natural terrain, weather, insects, wildlife, farm roads, uneven ground, and the potential for a participant to act in a negligent manner that may contribute to injury, death, or property damage.

Retreat at Hope Farm is a working farm, agritourism property, camping/glamping area, event venue, and outdoor recreation space. By entering, camping, staying, visiting, or participating in any farm activity, guests acknowledge that farm and outdoor activities involve inherent risks.

Camper Guest Rules

Retreat at Hope Farm is a working farm and agritourism property. Camping and glamping guests must follow all posted signs, host instructions, site boundaries, quiet hours, parking rules, safety rules, and farm policies.

Rules include but are not limited to:

  • Drive slowly. Farm speed limit is 10 mph unless otherwise posted.
  • Stay in approved guest and camping areas only.
  • Do not enter barns, equipment areas, animal areas, private areas, staff areas, storage areas, event spaces, ponds, wooded areas, or work zones without permission.
  • Do not block gates, lanes, driveways, farm roads, parking areas, campsites, or emergency access.
  • Quiet hours are 10:00 PM to 7:00 AM unless a scheduled farm event states otherwise.
  • Children must be supervised at all times.
  • Pets must be approved, controlled, leashed or securely contained, and cleaned up after.
  • ADA service animals must remain under the handler’s control and must be housebroken.
  • No fireworks, illegal activity, unsafe fire use, dumping, littering, disorderly conduct, or unauthorized guests.
  • Fires are allowed only in approved areas and may be canceled due to weather, burn restrictions, wind, drought, or safety concerns.
  • Guests are responsible for their tents, gear, vehicles, personal property, pets, service animals, minors, visitors, and invited guests.
  • No cutting trees, damaging plants, disturbing wildlife, moving farm materials, or altering the campsite without permission.

Any activity, visitor, pet, service animal, vehicle, tent, canopy, gear setup, or add-on not disclosed during booking may require additional approval, additional fees where allowed, or may be denied.

Trash, Sanitation & Environmental Protection

Pack-In / Pack-Out and Approved Disposal: Guests must keep the campsite clean and dispose of trash, food waste, pet waste, charcoal, ashes, and other waste only as instructed by Retreat at Hope Farm.

Absolutely no trash, pet waste, food waste, chemicals, oils, fluids, graywater, sewage, or other waste may be dumped onto the ground, roads, ditches, fields, ponds, streams, waterways, wooded areas, campsites, or anywhere on the property.

Trash must be bagged, sealed, and placed only where instructed. Guests may select trash pickup as an add-on when available, but loose trash, overflowing trash, littering, burning trash, or leaving trash behind is not allowed.

Any leak, spill, littering, dumping, environmental issue, or unauthorized disposal may result in cleanup charges, deposit deductions, removal from the property, and refusal of future bookings.

This rule is strict because Retreat at Hope Farm protects its land, ponds, waterways, animals, guests, and farm environment.

Pond, Water & Wildlife Safety

Retreat at Hope Farm has natural pond and water areas on the property. Ponds, banks, shorelines, wet grass, mud, rocks, roots, drop-offs, wildlife, and changing ground conditions can create serious safety risks. Guests must use caution near all water areas and follow all posted signs, host instructions, and pond boundaries.

Pond Safety Rules

  • No swimming, wading, boating, floating, or entering pond water unless specifically approved in writing by Retreat at Hope Farm.
  • Children and minors must be supervised by an adult at all times near ponds, ditches, streams, wet areas, or water edges.
  • Guests must stay back from pond edges, steep banks, muddy areas, and unsafe ground.
  • Fishing is allowed only when included, approved, or purchased as an add-on.
  • No running, pushing, horseplay, throwing objects, or unsafe activity near pond areas.
  • Do not feed, touch, chase, harass, catch, or disturb wildlife, fish, turtles, birds, insects, or animals.
  • Pets and service animals must remain controlled near ponds and may not chase wildlife or enter restricted water areas.
  • Do not leave children, pets, service animals, fishing gear, hooks, bait, trash, food, or personal items unattended near pond areas.

Guests acknowledge that natural water areas may contain wildlife, including turtles, fish, insects, snakes, frogs, birds, and other animals. Retreat at Hope Farm has alligator snapping turtles and other pond wildlife. These animals should be observed from a safe distance only.

Pond and water areas are natural farm features, not lifeguarded recreation areas. Entering or using water areas without approval is strictly prohibited and may result in removal from the property, cancellation of activities, loss of deposit, additional charges, or refusal of future bookings.

Assumption of Risk & Liability Waiver

I understand that Retreat at Hope Farm / Cabin Hideaways, Inc. is a working farm, agritourism location, outdoor recreation space, camping/glamping area, event venue, and natural property. I understand that my stay and any related activities may involve inherent risks, including but not limited to uneven terrain, farm roads, ponds, pond banks, water edges, streams, ditches, wet grass, mud, gravel, rocks, roots, drop-offs, wildlife, insects, weather, darkness, animals, equipment, vehicles, tents, tent stakes, ropes, fire pits, grills, natural hazards, falling limbs, trip hazards, and the actions of other guests or participants.

I understand that Retreat at Hope Farm has natural pond and water areas that are not lifeguarded recreation areas. I acknowledge that ponds and water edges may include risks such as slippery banks, soft ground, sudden drop-offs, insects, fish, turtles, alligator snapping turtles, snakes, frogs, birds, and other wildlife. I agree to stay back from unsafe water edges, supervise all children and minors near water areas, and follow all pond, fishing, and wildlife safety rules.

I voluntarily choose to enter and stay on the property and agree to assume the inherent risks associated with my camping/glamping stay, farm visit, pondside access, fishing if approved or purchased, and any optional activities or add-ons. I agree to use reasonable care, supervise minors in my group, follow all rules, and immediately notify Retreat at Hope Farm of any unsafe condition, injury, damage, spill, fire concern, weather concern, animal concern, pond concern, water safety concern, or emergency.

I understand that camping and glamping are outdoor experiences. Conditions may change quickly due to weather, darkness, ground conditions, wet areas, pond conditions, insects, wildlife, farm operations, guest activity, or other natural and rural conditions. I agree to use caution, wear appropriate footwear, bring appropriate supplies, and follow all host instructions.

I agree that Retreat at Hope Farm / Cabin Hideaways, Inc., its owners, hosts, employees, contractors, volunteers, representatives, and related parties are not responsible for injuries, death, losses, theft, vehicle damage, tent damage, gear damage, pet issues, service animal issues, weather impacts, pond or water-related incidents, wildlife encounters, utility interruptions, Wi-Fi interruptions, or property damage resulting from inherent farm, outdoor, camping, glamping, agritourism, pond, fishing, wildlife, or recreational risks, except where liability cannot be waived under applicable law.

I accept responsibility for myself, my registered guests, my children/minors, my visitors, my pets, my service animals, my vehicle, my tent, my camping gear, my belongings, and any damage or cleanup caused by my group. I understand that violation of these rules may result in removal from the property without refund, loss of deposit, additional cleanup/damage charges, cancellation of add-ons, refusal of future bookings, or other remedies allowed by law.

Damage, Deposit & Additional Charges

Guests are responsible for damage, extra cleaning, trash, littering, spills, pet issues, service animal damage, smoke odor, unauthorized guests, late checkout, fire misuse, campsite damage, tent damage, glamping setup damage, gear misuse, or rule violations caused by themselves, their children, visitors, pets, service animals, or invited guests.

Retreat at Hope Farm may deduct from the refundable deposit or charge the guest for reasonable repair, cleanup, replacement, disposal, recovery, or administrative costs.

Guests agree to cooperate with any damage report, incident review, insurance request, payment request, or documentation needed to resolve the issue.

Damage or cleanup concerns may include, but are not limited to, property damage, rutting, broken equipment, gate damage, trash left behind, pet waste, smoke odor, fire damage, tent damage, bedding damage, furniture damage, glamping setup damage, unauthorized guests, unauthorized vehicles, or misuse of farm areas.

Pet fees and cleaning fees do not cover damage, excessive cleaning, flea treatment, odor removal, bedding replacement, tent damage, injury, or rule violations. Additional charges may apply when damage or excessive cleanup occurs.

Supplemental Agreement

This Camper Guest Rules, Cancellation Policy, Agritourism Warning & Liability Waiver is specific to camping and glamping stays at Retreat at Hope Farm.

This agreement supplements the general Retreat at Hope Farm Booking Terms, website policies, posted rules, payment terms, cancellation terms, checkout rules, and any rules shown during booking or checkout.

If a specific camping rule, glamping rule, safety rule, cancellation rule, add-on rule, pet rule, service animal rule, or site instruction applies to the camping or glamping stay, the guest agrees to follow the camping/glamping-specific rule and any written instructions provided by Retreat at Hope Farm.

Final Agreement & Signature

By submitting this Camper Guest Agreement, I certify that the information provided is true and complete. I have read, understand, and agree to the Camper Guest Rules, Cancellation Policy, Agritourism Warning & Liability Waiver.

I confirm that I am at least 18 years old and have authority to sign for myself and the guests, minors, visitors, pets, service animals, vehicles, and camping party I bring onto the property.

Your typed name and form submission serve as your electronic signature and acknowledgment of this agreement.

WhatsApp
Unique Lashai
Unique Lashai

Just left us a 5 star review

2 years ago  
Unique Lashai
facebook
Unique Lashai
Recommends
08/26/2024

I Am Excited for this new project for us nature lovers!