Cleaning & Damage Policy:
Keep the cabin neat & tidy during the stay and leave cabin in clean condition at check-out. You are staying in a privately-owned cabin, and you must treat it as you would want someone to treat your home. Linens and towels are included in the unit sufficiently. There is no daily maid service available. You may bring extra towels in case you need more, or you may wash towels in washer-dryer provided in the cabin. Please don’t 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 to replenish it. The cabin rate includes a basic cleaning fee only. All dirty dishes should be put in the dishwasher and 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 outside container. Start wash loads of used white bath & hand towels. Failure to comply with the cleaning policy may result in additional cleaning fee. If accommodations are left unusually messy (such as unwashed dishes, stains on towels, bed sheets, furniture or floor, left over trashes on floor or decks, beer bottle pick-ups etc), additional cleaning fees up to $150 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.
Minimum Stay Policy:
Minimum Two(2) nights stay is always needed for all reservations, but Minimum 3 Nights stay is required for all Major Holidays, like, Memorial Day, Independence Day, Labor Day, Thanksgiving, December Winter Holidays, Spring & Fall Breaks etc). One-night stay may be considered on a last-minute basis only depending on availability. An up-charge of upto $250 will be added to the rate for all pre-approved 1-night stays. Without pre-approval, if any reservation is requested online for just 1 or 2 nights during major holidays, it will be automatically modified to minimum required nights while confirming the reservation. Before making any online reservation, Please read,understand & agree to our guest policies.
Property Electronic Equipments Policy:
A $100 fee will be imposed for tampering with electronic equipments, equipment wirings or any other connections that causes a service call. Do not unhook, move, disconnect any electronic equipment. Housekeeping will check electronics before arrival & after departure.
Internet/DSL/Wi-Fi, Satellite TV & Utility Outage Policy:
The cabins are in Oklahoma rural areas in the woods near Ouachita National Forest and these areas sometimes may suffer from electrical storm or other weather conditions which might cause some utility outages. The high-speed Internet service & Satellite TV services may be affected by local weather conditions sometimes, though it’s very rare. Please note that these services are provided on best effort basis. We don’t guaranty these services as it’s beyond the owners or cabin manager’s control. We don’t provide any discount or refund for failure of any of these services. The Broken Bow Adventures is not responsible for DSL/Internet/TV services. The local authority, the owners & cabin manager will do their best to minimize the outages on best effort basis, if notified immediately. 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. Neither cabin owners, nor Management Company shall be held liable or responsible for any violation.
Security Deposit, Reservation & Cancellation Policy:
A valid credit card (Visa, MasterCard & Discover) must accompany each reservation. Minimum age to reserve a cabin is 21 years. Any guests under 21 must be accompanied by a parent or guardian. A security deposit of $250 is needed to make any reservation, which will be charged to the credit card at the time of reservation. However, this security deposit will be only credited back to credit card on file after your successful check-out as per our check-out policies within 15-20 days after your check-out. The full cabin rental amount is charged to your credit card about 2 months prior to your stay. You will receive an e-mail before your stay from us with the driving direction, cabin access code, Wi-Fi Password & Guest Policy for sharing with your group. You may forward that e-mail to all members of your group. If the reservation date is within 2 months of your stay, the full cabin rental amount is also charged to your credit card immediately after the reservation. Currently 9.25% ( Taxes & other fees ) is charged on cabin rents & it's calculated on regular rent charges total, and is never discounted or reduced, even in promotions running with 'buy2get3' type or any other discounted specials. 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 rental amount for your stay, NO REFUND will be available. The weather condition doesn't constitute an exception to the cancellation policies. The security deposit $250 is not refundable if you cancel your reservation after booking, or change the check-in date or don’t show up.
Don’t overcrowd cabin with more guests or visitors than max occupancy. It may result in extra rental charges. If the Adults/Teens count in your group is more than the cabin has listed, there will be extra Guest Fees. The cabin rental rates are based on number of people that the cabin sleeps comfortably as listed. Our cabins are only equipped (i.e. sewage systems, linens, towels, dishes, etc.) to handle only those number of people (i.e. 2 per bed and 2 per sleeper sofa). The absolute maximum number of total persons allowed at each cabin is 2 people over this number, including all children, at an additional guest charge of $50 per night per guest with an advance approval of cabin manager. Neither owner nor cabin manager assume any liability for personal items brought into the cabin that may be lost, stolen, or damaged. All cabins are inspected before check-ins & after check-outs. The cost of any items misplaced, broken or damaged will be charged to replenish it in the cabin.
No Smoking Policy:
All our cabins are smoke-free. The guests are NOT AT ALL allowed to smoke inside the cabins. The owners of the cabins are very serious about the future guests who are not smokers. You may only smoke outside the cabin, but make sure you completely put-off the cigarette ends and don't throw it into the woods. Violation of Smoking policy may result in additional charge. If the cabin inside smells of cigarette smoke, or if there is any other evidence of smoking inside cabin, a penalty of up to $500 will be charged to your credit card on file.
Hot Tub Policy:
Hot tubs are drained, cleaned, refilled, and chemically sanitized prior to each guest arrival. Because the hot tubs are completely drained and refilled prior to each guest stay, the water may not be warm until the evening of your arrival. 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. Please do not allow anyone in your 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 your credit card to replace the cover. The condition of the hot tub cover is documented prior to your arrival. Please supervise children at all times while they are using the hot tub. When you're 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. Neither owner nor the cabin management company assume any responsibility for occurrence of any accident, health hazard, damage or loss in any form to guests, guest's family or guests.
Guns / Fireworks and Quiet Hours Policy:
Guns & Fireworks are all prohibited at cabin site per city ordinance. The fines up to $5000 may be imposed for Gun Use or for doing Fireworks at the cabin site by City Authority. Quiet hours begin at 11 PM nightly. Our guests are expected to express courtesy to the guests of other cabins in the neighborhood. Please note that we have no control over ongoing construction work nor the construction work noise in the day time in the sub-division in any other lot, if found any. There will be a $250 fine charged on the card on file for Fireworks at Cabin Site.
Lost & Found Policy:
Neither owner nor the management company shall be responsible for any personal property & stuff that are left behind by guest in the cabin. On request, the "lost & found" items in the cabin may be packaged & shipped to the guest by a concierge Service Company with a handling/service fee of $50 per Shipping, plus the actual shipping charges. We don't save the found items beyond 2 weeks.
RVs,Trailers,ATVs, UHaul, Golf Car and Tents are not allowed at the cabin site. Those 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. The 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. The fine for riding ATVs starts from $250 per person and are enforced by the McCurtain County Sheriffs. In Cabin sites, parking is povided only for reasonable number of vehicles per cabin depending on the sleeping capacity of the respective cabin.There are $200 fees per day for connecting RV at the cabin power outlet.
Liability Release Policy:
The guests understand that all indoor & outdoor activities or usage of amenities at the cabin site inside or outside the cabin, may involve certain inherent risk of injury even up to death. The guests and their pets may be exposed to various bugs inside or 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 any amenities in the cabin. By agreeing to make reservation in our cabins, the guests have agreed to release us from any liability for any damages for what-so-ever causes.
Our cabins are pet-friendly, but for max 2 dogs. No cats, birds or other animals are allowed in the property. Please make sure to bathe, brush and treat for fleas before bringing your furry family member to the cabin. There is $75 pet fee per stay per pet in our cabins for small dogs (below 15 lbs). For Big dogs the pet fee is $150 per dog per stay. 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. For any damage in 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. For undeclared dogs, $200 will be charged per dog per stay on the card on file. Additionally for failure to comply with the Pet policy, or if your visiting pet is not declared before Check-in, there may be a penalty of up to $250 per stay , on top of dog fee charged to the card on file.
Pests & Natural Preservation Policy:
To ensure the best possible experience to our guests, we perform pest control treatment on a regular basis in our cabins, and also all our mattresses & pillows are covered with bug protectors. However, because our cabins are located in the woods, there is a probability that sometimes the guests would bring inside some bugs with them in their cloths or shoes. So we recommend our guests to use bug repellent when they go out of the cabin. Unfortunately ladybugs, bees, wasps & many other bugs or insects are part of our environment in the woods, and it's difficult to prevent them from occasionally visiting the cabins. We strongly suggest that our guests carry some bug repellent, insects killer and even wasp spray with them. We don't offer any refunds for pests. We really like our trees and we want to protect them & the 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 damaged tree. Charges might be filed with the local Sheriff's office for damaging trees.
Pivacy & Security Policy:
We respect our guests' privacy and are committed to protect their privacy. Our reservation process uses a very secured extended validation SSL which gives a high degree of security & reliability for our guests for payments. We will not release or sell your personally identifiable information to anyone. So, all your personal identity, information & credit card information are well secured with us.
Check-In & Check-Out Policy:
The check-in information will be emailed to you 5 to 7 days prior to your stay. The check-in time is after
4 PM & check-out time is before 11 AM daily. These times are firm in order to allow adequate time for our cleaning crew to make the cabin ready for our next guests. There is no refund for early departure or late arrivals for any reason. The late check-outs or early check-ins (if approved by cabin manager) may be charged @ $75 per hour in increment of an hour. Please return the key into the key box while checking out. If you loose the key or don’t put it back, there will be $100 charge for rekeying the house.
Inclement Weather Policy:
Be aware of possible 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 bad 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, fireplace, icemakers, hot tubs on the porches may be frozen or damaged due to weather condition and occasionally it may not be used by guests due to bad weather. We don’t offer any discount or refunds for these. Sometimes due to bad weather, Hot Tub water may not be hot enough or the jets may be frozen.
Repair & Downtime Policy:
These cabins are newly built and we don’t 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 home. The cabin manager will contact service contractors to rectify it on best effort basis if it is notified immediately. However, we don’t guaranty that these issues can be always fixed during your stay, as we don’t 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 lower the other running AC unit temperature. We don’t offer any discount or refund for any downtime.
Fire Woods, Fireplace & Charcoal Policy:
Our cabins are equipped with gas fireplaces & gas BBQ grills and so, you don't need any wood burning in those nor any propane tank. The wood burning in the fireplaces inside the cabin is banned. You shouldn't use Charcoal or fire woods in BBQ grill either. For outdoor firerings , during the peak winter time ( i.e. November to February ), the limited firewoods (2 Bundles i.e. 10-12 Pieces) may be provided as a complementary to our guests. Our Firepits are not designed for huge bonfire or campfire, nor it's for cooking. If you need firewoods
during the time other than Nov-Feb, you should bring yours and during this time, you shouldn't use woods or wood logs from our cabin site. The firewoods are also available for purchase at any local convenient store. For use of charcoal in BBQ, firewoods in fireplaces or for excessive use of fire woods in the fire pit outside or use of wood logs from the cabin site during Mar-Oct, the guests may be charged a fine of upto $250, depending on the nature of policy violation.
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 additional charge of $25 per furniture on your credit card. The floor damage by furniture move may result in additional charges. Do not allow children to draw with chalk inside cabin or decks. Do not bring rocks up on the decks. Please do not place trash outside the cabin unless it is placed inside an outside trash cabinet with a tightly secured lid. Please bag all trash and place in the large wooden trash bins provided outside with lid. Raccoons will sometimes get into the outside trash, if it’s kept open. For any damage or breakage of any items, the card on file will be charged to fix/replace the item with the actual cost of the item plus the installation/repair labor cost & an additional $50 administration fees for the cabin manager to handle & coordinate the repair/replacement.
Heat & Air Policy:
SUMMER – Please set AC no lower than 75 degrees. Leave temperature on AUTO/COOL. Please turn thermostat to 85 Degrees before Check-out. WINTER – Leave thermostat on AUTO/HEAT. Never set thermostat on EMERGENCY HEAT ! Turn thermostat to 55 degrees before Check-out.
Fishing Pond Use Policy:
We have a private 1-acre fishing pond (about 15 ft deep at the center) with fishing docks, trails & bridge over the water, as complementary bonus to our guests to enjoy. The pond site is for restricted use only by our guests of all our HILLTOP cabins (Green Manor, Aqua Vista, Lovers Den, Castle Wood, Honey Cove & Bee Hives ). Our guests are required to respect the 'Pond Use Guidelines' as noted below:-
**Don’t go to pond areas or docks in the dark. **No Swimming. **No Diving or Boating. **No Fish Feeding
**No Sitting & Climbing on Handrails. **No Throwing of objects to water. **No Walking close to water line.
**Use of Fishing Net Prohibited. **No Littering at pond site. **Use pond at your own risk.** Catch & Release Only (if catch is less than 12")
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, while using the pond & pond site.
Cabin Departure Policy:
You must depart by 11am on check-out day to help our cleaning staff to prepare the house forour next guests.
before your departure , Please do the following (otherwise there may be an addition housekeeping fee of up to$150 charged to your credit card) :–
CLEAN Dirty Dishes, Glasses & used utensils. LOAD & START Dishwasher.
CLEAN OUT foods from Refrigerator. Please bag all trash and place in large wooden trash bins outside.
Gather used towels & linens and put in the Laundry room area. STRIP all bed sheets
START TWO LOADS of only WHITE TOWELS. ADJUST thermostats to 85 Degrees in SUMMER & 55 Degrees in WINTER before leaving.
LEAVE cabin in CLEAN & TIDY Condition. PUT OFF lights & fans in cabin and outside in Decks.
SECURE all opened windows & exterior doors and return key to lockbox and rotate lockbox dial.
( There may be additional $100 charge if the key is not found in the keybox )
****BrokenBowAdventures.com reserves the right to change any of the guest policies at any time and it will be in retrospective effect for all past & future bookings.****