Heartpine Hollow Cabins, LLC-Policies
Welcome to Heartpine Hollow Cabins, LLC and thank you for being our guest. We strive to provide a clean, safe and enjoyable environment while keeping our pricing affordable. Our policies come from years of experience in the cabin management business and we strive be fair to you as well as the private owners that allow us to market their properties. Keep in mind that these properties are privately owned. We ask that you respect your neighbors and maintain noise levels to acceptable limits. Please read these policies prior to your arrival.
Forms of Payment: Forms of payment accepted are a valid credit card, Visa, MasterCard, American Express and Discover.
Payment/Deposit: A deposit of 25% of the total stay will be charged when the reservation is made. This deposit will be applied to your reservation balance. The remaining balance will be charged to the credit card on file 14 days prior to your arrival. If you have made your reservations on VRBO, you will be sent a payment request through VRBO for the balance unless other arrangements have been made.
Minimum Stays: A 2-night minimum stay is required on reservations. A 3-night stay is required for Holidays, Spring Break, & Fall Breaks.
Cabin Cleaning Fee, Cleanliness and Damages: We charge acleaning fee to cover the general cleaning of the cabin. An additional cleaning fee will be applied if the cabin is left in a dirty condition where excessive dirt or other foreign or body substances are left anywhere in the cabin, requiring excessive cleaning and sanitation, your account may be charged up to $500 for cleaning fees.
Missing Items/Damages: Missing items or damages to items belonging to the property will be charged to your credit card. These charges will include labor and replacement costs. Please do not allow children to get on top of hot tub or Spa covers as they will break. Replacement cost of hot tub covers is $400.00.
Driving Directions: The cabins do not have U.S. Postal Addresses. Detailed driving directions from Broken Bow, OK intersections of US 259/70 and Oklahoma SH 3 to your cabin are in the confirmation emails. You can try to use your mobile device to navigate to our cabins, however not all cabins are updated on Google Maps and therefore the route may take you to a non-existent or logging road.
Check In/Out: Check-in is a self-check in procedure if all proper check-in documents have been received prior to your stay. If all check-in documents have been received, you will be emailed checkin information 7 days before your arrival date. The email will include detailed driving directions and door access codes. Please print reservation confirmation so you will have detailed driving directions. Relying on retrieval via email while in the area is not guaranteed. Check-in is 4:00 PM or later on the day of arrival. Check out is 11:00 AM. Checking out after 11:00 AM may be subject to additional charges. Entry to the cabin is not permitted until cleaning staff has finished and left the property. To provide clean and comfortable accommodations these times must remain firm so that our staff can clean, maintain and restock the properties. When checking out, please clean dishes. Carry out all trash and return any moved items to the original location.
Overcrowding Cabins: The maximum occupancy is based on the total number of people stay at the property including adults & children. Overcrowding the cabins or having more guests than detailed in the original reservation will result in extra charges.
Firewood & Campfires: Firewood can be ordered by calling or emailing us. Firewood can be purchased at $45.00 for 1/4 rick, $75 for 1/2 rick, $130 for full rick. Refunds cannot be given for unused firewood. 48 Hours notice needed for all firewood orders.
Fire Safety Rules: Campfires are a basic part of camping and we want you to enjoy your own campfires. Please follow all safety practices in building a campfire. Please note that it is against the law to leave campfires unattended. During times of high fire danger, we will notify guests, by signage inside of cabin, when outside fire bans are imposed by the State of Oklahoma. When you leave the campfire, make certain that it is completely out. Pour plenty of water on it to make sure the coals are cold. The renter or renters shall be held liable or responsible for any damages or injuries resulting from violating these fire safety rules.
Hot Tubs: All hot tubs are drained and cleaned after each guest visit. Once hot tubs have been filled, it will take 3 to 4 hours to fully heat the water. To keep check-ins as early as possible your hot tub water may not be at desired temperature upon your arrival. Do not allow children to get on top of hot tub or Spa covers as they will break. Replacement cost of hot tub covers is $400.00.
Playgrounds: Some cabins are equipped with children play sets. It is the responsibility of the parents to declare the play set is age appropriate and safe for your child. Owners/Heartpine Hollow Cabins, LLC is not responsible for injuries or accidents caused while playing on the playground.
Weddings & Parties: We do not allow weddings or wedding receptions on properties at Heartpine Hollow Cabins, LLC. Spring break parties, bachelor parties and other parties of the same nature are not allowed in cabin. Partying at the cabin will result in eviction without a refund.
Gas Fireplaces: Cabins equipped with gas fireplaces are in operation during cooler seasons. Standard fireplace seasons are October 15th through March 31st.
Cancellations: Cancellations and date changes made WITHIN 14 days before your arrival will be charged the full reservation fee if we are unable to re-book the property. Cancellations or date changes must be confirmed by the property management company. Cancellations made Before of 14 days before arrival date will be charged a cancelation fee of $50 for the 1-3 bedroom cabins and $100 for the 4 & 5 bedroom cabins. Messages left on answering machines or voice mails are not accepted forms of cancellation. We are not able to give refunds due to inclement weather and/or early departure. We will refund or re-book your reservation if the National Weather Service or State Weather Services issues advisories of road closures in the immediate area of the rental property. A good way to reduce the financial risk associated with canceling your trip is to purchase travel insurance. One of the industry leaders is Insure My trip. Their website is http://www.insuremytrip.com.
Pets: Dogs and cats are not allowed in any of our properties. Failure to comply will result in a $500 charge to your credit card plus any damages to the cabin. There are many cabins is the area that allow pets so please do not bring your pet to Heartpine Hollow Cabins, LLC.
Items Left Behind: If personal items are left behind we will contact the customer to see if the customer wants will be mailed to customer with a minimum fee of $30.00 to cover shipping and handling charges.
Fireworks and Loud Noises: Shooting of fireworks are not permitted on properties. Loud noises such as shooting of guns and playing loud music outside are not permitted on the properties. Violation of these policies may subject property guest to immediate eviction from property without refund of reservation fees.
Smoking: Smoking is not allowed inside of living areas of properties. Failure to comply will result in a $500 charge to your credit card plus any damages to the cabin.You may smoke on covered and uncovered decks. Please do not leave butts on the grounds.
Trash: Please secure trash that is placed outside in the barrels provided with the lid on them. There are critters in the area that will scatter your trash. Please do not clean fish on property.
Wildlife Encounters: Due to the location of our cabins in forested areas, there is a chance guests will encounter some type of wildlife, insects or stray animals. Each property is professionally treated on a scheduled basis for interior pests, but due to the natural habitation of the forest, no refunds or compensation will be given for any problems resulting from pests inside or outside the cabin. Do not feed animals you may see around the cabin nor permit them to enter the cabin. Do not allow children to play with, pet or feed stray animals. We are not responsible for any wildlife or animal encounters of any kind. Heartpine Hollow Cabins, LLC is not responsible for medical bills resulting from injuries resulting from encounters with wildlife or stray animals.
Damages to Property and Trees: Please do not chop, shoot or cause any damage to the standing trees or other standing vegetation on the land/property. If we find damages to the trees, you may be charged up to $500.
Liability: All activities involve certain inherent risk of injury up to and including death. Every effort will be made to secure and make safe all facilities under our management. It is expressly understood and agreed that neither the owner, nor Heartpine Hollow Cabins, LLC shall be liable for any damages or injury to guest, guest’s guests or their families, or to any of owners property from whatever cause arising from the occupancy or use of the premises by guests and their family and guests.
We hope you have an enjoyable stay at Heartpine Hollow Cabins, LLC.