LIABILITY & PRIVACY

General Liability Release Policy :
Disclaimer : The guests understand that all indoor & outdoor activities or usage of amenities at the cabin site inside or outside, may involve certain inherent risk of injury even up to death. The guests and their pets may be exposed to various bugs or insects inside, or to any animals outside the cabin, as the cabins are in the woods. The guests agree that, the owner or management company shall not be liable for any accident or damage of any kind, but not limited to bug bites, any medical condition for exposure to bugs, any allergies, any subsequent expenses to treat the allergies, damage or injury to any guest, guest's guest or their families or pets for any reason, any loss or damage of any of their personal property from what-so-ever cause during the occupancy or use of the premises or by any amenities in the cabin. By agreeing to make reservation in our cabins, the guests deem to have agreed to release us from any liability for any damage for any cause what-so-ever.

Compliance of Rules :

Acceptance & Agreement : When one guest made a reservation online or over phone, it's assumed that the guest already reviewed our rules & policies and it's understood that the guest has read, understood & agreed to comply.

Non-compliance : It is the sole responsibility of the person who made the reservation to pay for all the fees assessed with each non-compliance. Also it’s understood & agreed by the guest who made the reservation, that the guest has approved us to  charge on the guest’s credit card on file, all the assessed fees & any damage/violation charges etc., as applicable per the guest policy, before check-in, during the check-in or stay, and even after the guest check-out.  

Privacy & Security Policy :
We respect our guests' privacy and are committed to protect their privacy. Our reservation process uses a very secure extended validation SSL which gives a high degree of security & reliability for our guests for payments. We will not release or sell any personally identifiable information to anyone. So, all your personal identity, information & credit card information are well secured with us.

Lost & Found Policy :

Disclaimer : Neither owner nor the management company shall be responsible for any personal property & stuff that are left behind by guest in the cabin which are not found or recovered in the cabin. We do not save the found items beyond 2 weeks.

Return : On request, the "lost & found" items, if found in the cabin, may be packaged & shipped to the guest with a concierge service fee of $75 per shipping, plus the actual shipping charges. We do not save the found items beyond 2 weeks.

Inclement Weather Policy :

Disclaimer : Be aware of weather and road condition that you may encounter, depending on what time of year you are traveling. We do not offer any discounts or refunds due to harsh weather, for early departure & late arrivals for weather conditions, nor for bumpy, rough/dusty rural road conditions. During winter months, four-wheel drive or chain-equipped vehicles may be recommended. During Peak summer times, the rural high peak roads going to our cabins may be dusty & rough driving. The outside sink, faucets, icemakers, hot tubs on the porches may be frozen or damaged due to weather conditions and occasionally it may not be used by guests due to severe weather. Sometimes due to severe weather, Hot Tub water may not be hot enough or the frozen jets may not be working. We do not offer any discount or refund for anything caused by inclement weather.

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HOT TUB & POND USE

Hot Tub Use Policy:

Hot Tub : It is drained, cleaned, refilled, and chemically sanitized prior to each guest’s arrival. Because the hot tubs are completely drained and refilled prior to each guest’s stay, the water may not be warm until even many hours after the guest’s arrival.

Hazards : There may be health risks & hazards associated with the use of hot tubs. Please use the hot tub at your own discretion and at your sole responsibility.

Damage : Handle cover gently & carefully so that it does not get torn or damaged. Please do not allow anyone in the group to walk-on, scratch, damage, sit, jump, play or stand on the hot tub covers. If the hot tub cover breaks or gets damaged, $750 will be charged to the guest’s credit card on file to replace the cover. The condition of the hot tub cover is documented prior & after each guest stay.

Safety : Please always supervise children while they are using the hot tub. When you are not using the hot tub, please leave the cover on so the hot tub will stay warm, and debris will stay out. Please take shower before using the hot tub, because some lotions or makeup chemicals mixed with the hot tub chemicals can cause rash on your skin.

Disclaimer : Neither the owner nor the cabin management company assumes any responsibility for occurrence of any accident, health hazard, damage, or loss in any form to guests, guest's family, or guests.

Fishing Lake Use Policy :

Fishing Lake : We have one private about 3/4-acre fishing Lake (about 15-20 ft deep at the center) with fishing docks & trails around the water. The guests can fish FREE without any license, as a complementary bonus. The Lake site is for restricted use only by our guests of all Broken Bow Adventures’ cabins ( Hilltop Green Manor, Hilltop Aqua Vista, Hilltop Lovers Den, Misty Deer Retreat, Hilltop Bee Hives , Hilltop Anand-Ville & Waterfront Eagles Nest ).

Use Rules : Our guests are required to respect the 'Lake Use Guidelines' as noted below:-

1) Do not go to Lake area or docks in the dark. No Swimming. No Diving or Boating. No Fish Feeding.

2) No Sitting & Climbing on Handrails. No Throwing of objects to water. No Walking close to water line.

3) Use of Fishing Net Prohibited. No Littering at Lake site. Use Lakes at your own risk. 4) Catch & Release Only (if catch is less than 14")

Disclaimer : The guests understand & agree that neither the owner nor the management company shall be liable for any accident, damage or injury to any guest, guest's visitors & their families or anyone, while using the Lake & Lake site.

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NO SMOKING, FIREPLACE, FIREWOODS, LPG/Gas Broiler & CHARCOAL

Smoking Policy :

No Smoking Inside : All our cabins are smoke-free. The guests are NOT AT ALL allowed to smoke inside the cabins. The owners of the cabins are serious about it. The guests may only smoke outside the cabin, but make sure they completely put-off the cigarette ends, and do not throw them into the woods. Violation of Smoking policy may result in additional charges. If the cabin inside smells of cigarette smoke, or if there is any other evidence of smoking inside cabin, a penalty of up to $1000 will be charged to the credit card on file.

Firewood, Fireplace & Charcoal Policy :

No LPG Cylinder or Gas Broiler : Cabins being completely made of woods & being situated in the woods, due to fire hazards, the Insurance company doesn't allow any LP gas cylinder and Gas Broiler to be brought on the cabin decks or anywhere close to the property. It may be only used in the open space on the ground in the parking lot outside the premises far away from the cabin structure. Draining the hot broiler water through any sink is absolutely banned. We had previous incidence of guests pouring it down the sink, and the whole sink fell and burnt the plumbing pipes due to the massively hot broiler water.

No Charcoal : Our cabins are equipped with gas fireplaces & gas BBQ grills , which are already connected with an onsite gas tank. The guests do not need any wood burning in those, nor do they need to carry any propane tank. Wood burning in the fireplaces inside the cabin is banned. The guest can not use Charcoal or firewood in BBQ grill either.

Firewood Supply : We do not provide any Firewood. The guests may like to carry it if you need. The firewood is available for purchase at any local roadside convenient store.

Restrictions : Our Firepits are not designed for huge bonfires or campfires, nor it is for cooking. The guests should not use wood or wood logs from our cabin site.

Damage Fines : Damage by use of charcoal in BBQ, firewood in fireplaces or for excessive use of fire woods in the fire pit outside, or use of wood logs from the cabin site, the guests may be charged a fine of up to $350, depending on the nature of policy violation.

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HOUSEKEEPING, OCCUPANCY, CLEANING & PARKING

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Housekeeping Policy :

Furniture : Please do not re-arrange or move any furniture or items in your cabin. If any furniture is found to be displaced, there may be an additional charge of $25 per furniture on the guest’s credit card on file. The floor damage by furniture move may also result in additional charges.

Decks & Daily Trash: Do not allow children to draw with chalk inside cabin or on decks. Do not bring rocks up on the decks. Please do not place trash outside on the decks. Please bag all trash and place it in the large wooden trash bins provided outside. Raccoons will come to decks if trash bags are left outside.

Occupancy Policy :

Guest Count : Do not overcrowd cabin with more guests or visitors than max occupancy. If the Adults/Teens count or total guest count in your group is more than the cabin has listed respectively, there will be extra Guest Fees.

Guest comfort : The cabin rental rates are based on the number of people that the cabin sleeps comfortably as listed. Our cabins are equipped well (i.e., sewage systems, linens, towels, dishes, cabin’s load bearing efficiency inside & on the porches etc.) to manage only a fixed number of people (i.e., two per King/Queen beds and one per Twin Beds) for optimal guest comfort.

Extra Guests Fees: The absolute maximum number of people allowed at each cabin may be 2-4 people over this number, including all children, at an additional guest charge of $65 per night per guest with the advance approval of cabin manager.

Cleaning & Damage Policy :

Treat as your home : You are staying in a privately-owned cabin, and you must treat it as you would want someone to treat your home. Keep the cabin neat & tidy during the stay and leave cabin in clean condition at check-out.

Linens & Towels : Linens and towels are included in the unit sufficiently. There is no daily housekeeping service available. You may bring extra towels in case you need more, or you may wash towels in the washer-dryer provided in the cabin. Please do not remove towels, linens, or any other items from the cabin. All items are inventoried before check-in & after check-out. If any towels, linens, kitchen items or any other items in cabin are found missing, broken or damaged , it will be charged to the credit card on file to replenish it.

Excessive Cleaning : The cabin rate includes a basic cleaning fee only. All dirty dishes should be put in the dishwasher and the dishwasher should be turned on before leaving the cabin. Refrigerator needs to be cleared of all food. The trash bags need to be tied up & taken to an outside container. Start wash loads of used white bath & hand towels. Failure to comply with the cleaning policy may result in additional cleaning fees. If the cabin is left unusually messy (such as unwashed dishes, stains on towels, bed sheets, furniture, or floor, left over trashes on floor or decks, beer bottles around etc.), additional cleaning fees up to $200 may be charged to you after your departure. The person with the credit card on file is solely responsible for any additional charges for extra cleanup or damages.

Missing or Damaged Items : All cabins’ items are inventoried before check-in & after check-out. The cost of any misplaced, broken, or damaged items, along with the installation/repair labor cost & an additional $100 administration fees for the cabin manager to manage & coordinate the repair/replacement, will be charged to the card on file.

Parking Policy :

RVs, Trailers, ATVs, U-Haul, Golf Car & Tents : These are not allowed at the cabin site and should not be brought to cabin site as the rural cabin roads are not designed for those types of vehicles, rather it should be parked at designated parking places / shades on Highways.

ATV Rides : ATVs are only allowed in designated ATV trails of Ouachita National Forest. It is illegal to ride an ATV on any state or county roads. ATV rides are not allowed in the cabin sites. You must take your ATV vehicle to the ATV trails.

Fines : The fine for riding ATVs starts from $250 per person and are enforced by the McCurtain County Sheriffs. In Cabin sites, parking is provided only for a reasonable number of vehicles per cabin depending on the sleeping capacity of the respective cabin. There are $300 charges per day for connecting RV at the cabin power outlets.

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Security Deposit, Reservation & Cancellation Policy:

Booking : A valid credit card (Visa, MasterCard & Discover) must accompany each reservation. The minimum age to reserve a cabin is 21 years. Any guests under 21 must be accompanied by a parent or guardian. At the time of booking, a deposit of $500 ( Security Deposit $250 & Initial Deposit $250 ) is required, out of which $250 is the refundable security deposit, & the other $250 is adjusted with the final payment.

Security Deposit : A security deposit of $250 is needed to make any reservation, which will be charged to the credit card at the time of reservation. The security deposit will be only credited back to your credit card on file after your successful check-out as per our check-out policies within twenty working days ( i.e. about a month ) after the check-out. If you cancel the reservation for any reason, the security deposit & initial deposit is forfeited.

Cabin Rent Payment : The full cabin rental amount is due 60 days prior to your stay. The system will automatically charge the full cabin rental on the card on file. If the booking date is within 2 months of your stay, the full cabin rental amount is also charged to your credit card immediately after the reservation. Total Taxes & Fees 18% is assessed on the listed cabin nightly rate.

Credit Card Decline Fee : For the credit card declines per incident, there will be a fee of $15 assessed.

Pre-Arrival Email : You will receive an e-mail 5-7 days before your stay from us with the driving directions, cabin access code, Wi-Fi Password & Guest Policy for sharing with your group members.

Cancellation :Bookings cancelled up to 60 days before the day of check-in will incur a cancellation charge of $500 ( Security deposit & Initial Deposit $250,  or whatever payment already made before cancellation day ). Bookings cancelled within 60 days before the day of check-in will incur a cancellation charge of 100% of the booking total, plus the security deposit of $250. All cancellations must be made personally by telephone 2 months before the stay & should be completed with a follow-up cancellation e-mail. For any cancellation after the credit card has been charged for full or any partial rental amount for the stay, no refund will be available.

Inclement Weather : The weather condition does not constitute an exception to the cancellation policies.

Change Request : On medical grounds, a date change request may be allowed once, depending on availability with $100 Reservation Date Change Fee. The cabin rent will be recalculated based on the highest nightly rate of both old & new reservations. The change must be made 30 days before the check-in date. Depending on availability, the cabin may also be switched, if the change request is made 30 days before check-in date, from one cabin to other with a $100 Cabin Switching Fee. 

Credit Card Charge Back : For any reason, if the guest files dispute unreasonably on any valid credit card charge on any booking, the owner will charge the guests the same amount back on their credit card, plus a 'ChargeBack Service Fee' of $35.  

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PET, MINIMUM STAY, CHECK-IN/OUT & DEPARTURE

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Dogs Allowed : Our cabins are dog-friendly, but for a maximum of two dogs. No cats, birds or other animals are allowed on the property. Please make sure to bathe, brush and treat fleas before bringing your furry family member to the cabin. Please do not allow your pets to be on the furniture or beds, and please crate them when you are away from the cabin. Please do not allow your dog to chew the furniture or any other stuff in the cabin.

Dog Fee : There is a $100 Dog fee for each dog per stay in our cabins for small dogs (below 15 lbs.). For Bigger dogs (15 Lbs. & more ), the fee is $175 for each dog per stay. Typically, we only allow two dogs. On special request, additional dogs may be approved on a case-to-case basis. The third dog fee is $200, & the fourth dog fee is $225 per stay irrespective of size , & the Undeclared/unpaid dog Fee is $250 per dog per stay irrespective of its size.  

Pet Damage : For any damage to the cabin by pet , the cost of repair or replacement ( as needed , per sole discretion of the cabin manager ) will be assessed and it will be charged to your card after your departure. Excessive pet hairs, dirt or slobber on the furniture may result in a $100 additional charge.

Unpaid-Undeclared Dogs : We suggest the guests declare & pay for the dogs before check-in. For any undeclared unpaid dog found on the property, $250 will be charged per dog on the card on file.

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Minimum Stay Policy :

Minimum Nights : Minimum Two (2) night’s stay is always needed for any reservations, but Minimum 3 Nights stay is required for all Major Holidays, like Memorial Day, Independence Day, Labor Day, Thanksgiving, Spring & Winter Holidays ).

Up-Charge : One-night stay may be considered on a last-minute basis only depending on availability and by phone call. An up-charge of $250 for small cabins & $450 for large cabins, will be added to the nightly rate for all pre-approved 1-night stays.

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Check-In & Check-Out Policy:

Time Compliance : The check-in time is after 4 PM & check-out time is before 11 AM. These times are firm to allow adequate time for our cleaning crew to make the cabin ready for our next guests. If the check-out is delayed without prior approval, another night's rent may be charged. If you arrive early without prior information, our housekeeping will leave the cabin without ensuring the readiness & cleanliness of the cabin.

No Refund : There is no refund for early departure or late arrivals for any reason.

Early Check-Ins & Late Check-Outs : Depending on the readiness of the cabin, you may be accommodated for early arrivals with cabin manager's advance approval. Also, depending on our next booking in the cabin, you may be allowed for late check-out for a few hours with cabin manager's advance approval. However, early check-ins are not guaranteed. The hourly charge for early check-ins & late check-outs is $100 per hour (to be calculated up to the nearest hour ), with a minimum of $200 ( 2 hours ).

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Cabin Departure Policy:

Must Complete : You must depart by 11am on check-out day to help our cleaning staff to prepare the house for our next guests. Before check-out, you are required to do the following (otherwise there may be an addition housekeeping fee of up to $150 charged to your credit card ) :–
 

1) Clean dirty dishes, glasses & used utensils.  Load & start dishwasher.

2) Clean out foods from refrigerator. Bag all trash and place in wooden trash bins outside.

3) Start loads of only used white towels. Do not use bleach!

4) Adjust thermostats to 85 Degrees in SUMMER & 60 Degrees in WINTER. 

5) Leave the cabin in a clean & tidy condition. Put off lights & fans inside the cabin & outside. 

6) Secure all opened windows & exterior doors and return key to lockbox and rotate lockbox dial. 

There may be an additional $100 charge if cabin key is not found in the key box. 

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EQUIPMENT, INTERNET, UTILITY, POWER, HVAC, REPAIR & DOWNTIME

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Property Electronic Equipment Policy :

Equipment Tampering : A $100 fee will be imposed for tampering with electronic equipment, wiring or any other connections that causes a service call. Do not unhook, move, disconnect any electronic or electrical equipment.
 

Internet/DSL/Wi-Fi, TV, Utility & Power Outage Policy :

Utility & TV Services : The cabins are in Oklahoma rural area in the woods near Ouachita National Forest and these areas sometimes may suffer from electrical storms or other weather conditions which might cause some utility outages. The high-speed Internet service & Cable/Satellite TV services may be affected by local weather conditions sometimes, though it is rare. The guests will not use internet service in the cabin in a manner that violates any local, state, federal or international law or regulation, including but not limited to fraudulent and obscene activity.

Service Repairs : The local authority, the owners & cabin managers will do their best to minimize the outages on a best effort basis, if notified immediately. However, we do not guarantee these services as sometimes it is beyond the owners or cabin manager’s control.

No Refund : We do not provide any discount or refund for the failure of any of these services. Neither cabin owners, nor Management Company shall be held liable or responsible for any use violation.

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Heat & Air Control Policy :

SUMMER : Please set AC cooling temperature no lower than 75 degrees. Leave temperature on AUTO/COOL. Please leave thermostat setting at 80 Degrees before Check-out.

WINTER : Please set Heating temperature no higher than 70 degrees. Leave the thermostat on AUTO/HEAT. Never set thermostat on EMERGENCY HEAT! Please leave the thermostat setting at 60 degrees before Check-out.

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Repair & Downtime Policy :

HVAC, Plumbing, Appliances & Systems Downtime: The cabins are newly built, and we do not anticipate any failure or malfunction of amenities, systems, or appliances. But please understand that, during your stay appliances breaking or malfunctioning, HVAC or plumbing or electrical issues may occur as with any other home. The cabin manager will contact service contractors to rectify it on a best effort basis if it is notified immediately. However, we do not guarantee that these issues can be always fixed during your stay, as we do not want to spoil your vacation with major repairs. In cabins having more than 1 AC unit, in case of one unit not cooling or heating for a major defective non-stock part, it may not be possible to fix it during the weekends or holidays, and the guests are requested to run the fan and adjust the other running AC accordingly. We do not offer any discount or refund for any downtime.

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GUNS & FIREWORKS, QUIET HOURS & NATURAL PRESERVATION

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Guns, Fireworks & Quiet Hours Policy :

Guns & Fireworks : These are prohibited at cabin sites according to the city ordinance. The fines up to $5000 may be imposed for Gun use or

for doing Fireworks at the cabin site by City Authority. There will be a $250 fine charged on the card on file for Fireworks at Cabin Site by the owner due to the massive risk to the log cabins, and for the violation of owner's cabin insurance terms & regulations.

Quiet Hours : The quiet hours begin at 11 PM nightly. Our guests are expected to express courtesy to the guests of other cabins in the neighborhood.

Construction : We have no control over ongoing construction work nor the construction work noise in the daytime in the sub-division in any other lot.

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Pests & Natural Preservation Policy :

Pest Control : To ensure the best possible experience for our guests, we perform pest control treatment on a regular basis in our cabins, and all our mattresses & pillows are covered with bug protectors. However, because our cabins are in the woods, there is a probability that sometimes the guests would bring inside some bugs with them in their clothes or shoes. We recommend our guests to use bug spray when they go out of the cabin. Unfortunately, ladybugs, bees, wasps & other bugs or insects are part of our environment in the woods, and it is difficult to prevent them from occasionally visiting the cabins. We strongly suggest that our guests carry some bug repellent & insect killer spray, and even wasp spray with them. We do not offer any refunds for pests.

Natural Preservation : We really like our trees, and we want to protect them & nature. Please do not whack or cut down trees on the cabin site. The fines range from $250 to $1000 per tree depending on the type of damage. Charges might be filed with the local forest rangers for damaging trees, per city of Broken Bow.