RV Guest Agreement

Please complete this RV Guest Agreement before arrival at Retreat at Hope Farm. This form confirms your RV details, guest count, electric needs, add-ons, cancellation policy acknowledgment, farm rules, Tennessee agritourism warning, assumption of risk, and liability waiver.

If you have not submitted your RV booking request yet, please complete the booking request first so we can match both records together.

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

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

All RV guests must complete this agreement before arrival at Retreat at Hope Farm. This form helps us match your RV stay to your booking request or confirmed reservation and confirms your RV details, guest count, electric needs, 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, event venue, and RV docking area. Guests may encounter natural terrain, farm roads, ponds, wildlife, insects, weather, equipment areas, uneven ground, and active farm operations.

Please read each section carefully. You will be asked to acknowledge the cancellation policy, no-dumping policy, guest rules, farm safety rules, and liability waiver before submitting.

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

RV Information

This helps us confirm site placement, access, electric needs, and oversize approval if needed.

Guests, Visitors, Pets & Vehicles

Please list everyone and everything coming with your RV 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 all vehicles. Only approved guests, visitors, pets, and vehicles are allowed on the property, and the primary guest is responsible for everyone in their RV party.

Utilities & Add-Ons

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

Fresh Water Service

Fresh water service is optional and must be requested before or during your stay. Retreat at Hope Farm does not provide continuous water hookup. If available, fresh water service is a one-time tank fill only and must be approved before setup.

Fresh Water Service

Fresh water tank fill does not include sewer, graywater, blackwater, or dump station service. Guests are responsible for lawful waste disposal, and no dumping is allowed anywhere on the property.

Please request water service before arrival when possible so we can prepare access, hose setup, and timing.

Mobile RV Pump-Out Service Coordination — Quote Required (OT)

Retreat at Hope Farm does not currently provide an on-site RV dump station. Guests are responsible for lawful blackwater, graywater, and sewage disposal. No blackwater, graywater, sewage, chemicals, oils, or fluids may be dumped anywhere on the property.

When available, we may help coordinate a licensed mobile RV pump-out service by request. This service is quote required and depends on provider availability, timing, RV location, and service fees. Payment may be required before service is scheduled.

This coordination option does not guarantee same-day service and does not include fresh water tank fill unless selected separately

Cancellation, Refund & Rebooking Policy

By booking an RV 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 RV 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 RV 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 RV 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, electric service, premium secluded site placement, oversize RV placement, early check-in, late check-out, trash pickup, fishing access, bait, charcoal, firewood, koi pond/photo access, bonfire/fire pit 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, 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 RV stay 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 RV refundable deposit may be used for damage, excessive cleaning, trash issues, dumping, spills, pet issues, late departure, unauthorized guests, unauthorized vehicles, utility misuse, fire misuse, 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, RV size changes, electric changes, add-ons, extra vehicles, pets, 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 RV site rate, and whether add-ons, services, or site preparation have already been reserved, staged, prepared, 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, RV docking area, event venue, and outdoor recreation space. By entering, staying, parking, visiting, or participating in any farm activity, guests acknowledge that farm and outdoor activities involve inherent risks.

RV Guest Rules

Retreat at Hope Farm is a working farm and agritourism property. 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 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, 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 controlled, approved, and cleaned up after.
  • 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 RV, vehicles, personal property, pets, minors, visitors, and invited guests.

Any activity, visitor, pet, vehicle, or add-on not disclosed during booking may require additional approval, additional fees, or may be denied.

No Dumping, Trash & Environmental Protection

Zero Dumping Policy: Absolutely no blackwater, graywater, sewage, chemicals, oils, fluids, trash, pet waste, food waste, or other waste may be dumped onto the ground, roads, ditches, fields, ponds, streams, waterways, or anywhere on the property.

Guests must use lawful dump stations, pump-out services, or approved disposal methods. Trash must be bagged, sealed, and placed only where instructed.

Any leak, spill, 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.

Assumption of Risk & Liability Waiver

I understand that Retreat at Hope Farm / Cabin Hideaways, Inc. is a working farm, agritourism location, outdoor recreation space, RV docking 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, streams, wildlife, insects, weather, darkness, mud, gravel, animals, equipment, vehicles, electric hookups, fire pits, grills, natural hazards, and the actions of other guests or participants.

I voluntarily choose to enter and stay on the property and agree to assume the inherent risks associated with my RV stay, farm visit, 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, leak, electrical concern, fire concern, or emergency.

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, RV damage, pet issues, weather impacts, utility interruptions, Wi-Fi interruptions, or property damage resulting from inherent farm, outdoor, RV, agritourism, 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 vehicle, my RV, 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, dumping, spills, pet issues, smoke odor, utility misuse, unauthorized guests, late checkout, fire misuse, or rule violations caused by themselves, their children, visitors, pets, 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, sewage or graywater dumping, pet waste, smoke odor, fire damage, unauthorized guests, unauthorized vehicles, or misuse of electric hookups.

Supplemental Agreement

This RV Guest Rules, Cancellation Policy, Agritourism Warning & Liability Waiver is specific to RV 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 RV rule, safety rule, cancellation rule, add-on rule, or site instruction applies to the RV stay, the guest agrees to follow the RV-specific rule and any written instructions provided by Retreat at Hope Farm.

Final Agreement & Signature

By submitting this RV Guest Agreement, I certify that the information provided is true and complete. I have read, understand, and agree to the RV 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, and RV party I bring onto the property.

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

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