Terms and ConditionsPAYMENT INFORMATION
- Reservations are guaranteed ONLY with a valid credit card. MasterCard, Visa, American Express and Discover accepted. The name on the card must match the name on the reservation. Photo ID will be required.
- All Deposits are NON-REFUNDABLE
- A 20% deposit is due at the time of booking
- Stays within 30 days from the check in date will be billed in full at the time of booking.
- Final Billing for reservations will be due 30 days prior to arrival and your credit card will be charged the remaining balance on the reservation
- $10 charge each time card declined.
- If you need to change cards or the way you are paying, please call our office to make that change.
We offer Trip Insurance as Protection against last minute, unavoidable cancellation (family emergency, death, weather, etc.) Declining coverage voids any and all possibilities of refunds during the cancellation period. We recommend you protect your vacation investment with Trip Insurance.
- No exceptions will be made.
- Minimum 30-60 day notice required for cancellations (check-in time)
- Cancellations within 29-15 days of arrival date forfeit 50% of reservation MINUS the 20% Deposit
- Cancellations within 14 days of arrival forfeit 100% of reservation
- All cancellations require a direct confirmation (speaking to a reservationist).
- NO Show forfeits 100%.
- If changes are unavoidable, cancellation policies apply.
COVID-19 - we HIGHLY encourage you to buy travel insurance for your trip in case of any positive cases.
Please contact us to ask how to purchase travel insurance
Each of our cabins are fully stocked with everything needed to provide a wonderful meal for you and your guests. You’ll find pots, pans, small appliances, dishes, flatware, and drinkware. We provide a starter set of coffee for the drip coffee makers along with sugar and creamer. You’ll also want to bring cooking oil, aluminum foil, and plastic wrap. We provide a starter kit of toilet paper, trash bags, paper towels, dishwasher pods and soap. You are responsible for purchasing more when you run out.
LINENS AND TOWELS:
Each cabin also has plenty of linens and towels. We hope to have everything you need in the cabin to make your stay comfortable. We suggest you pack extra towels for outside activities. Please do not remove anything from the cabin including towels and blankets. Please do not use our blankets and comforters for picnics. Please bring your own. Please do not take our cabin towels to off-site activities such as the lake or river. You may be charged for lost or damaged towels and linens. Maid service is not provided. Feel free to use the washer and dryer in the cabin. We also provide clothes washing liquid.
CONFIRM YOUR GUEST TOTAL:
Please be sure that you entered ALL GUESTS staying in the cabin. If you misunderstood and did not include CHILDREN (excluding children 3 or less in age), please let us know. We will add the correct number of guests and resend your confirmation with the updated information. Most of our cabins allow extra guests in addition to the number of guests the cabin will sleep. If you do not notify us of more guest than original state, or have more than the property max occupancy you will be asked to leave with no refund.
CHECK-IN AND OUT TIMES:
Check-in Time is any time after 4:00 pm. PLEASE do not arrive early without permission. Extra fees may be assessed for early arrivals without our knowledge. Fees may be assessed at $30 per hour. Check Out Time is 10 AM or 11AM depending on the location of your cabin. PLEASE see your cabin check out time in the check in instruction sent via e-mail. PLEASE do not stay late without permission. Extra fees may be applied for staying past check out time without our knowledge. Late fees start at $30 per hour. Early/Late Check in's/outs are approved on a case by case basis at $30/hour.
CHECK OUT INSTRUCTIONS:
Load all dishes into the dishwasher and press START, Empty and dispose of ALL food items in the fridge, Gather ALL garbage from the kitchen and bathrooms and place it in garbage bags. You will drop these in the trash bins at the end of the driveway. If any furniture was removed for any reason- please replace it to its original position. Patio must be left tidy. DOUBLE check all drawers and under beds for personal items. BONUS points if you start a load of towels, our cleaners would be SO APPRECIATIVE.
NO SHOW, EARLY DEPARTURE:
We regret that we cannot refund for failure to arrive or for leaving early.
PLEASE DON'T CHOP OUR TREES!
We really like our trees! Please do not whack, chop or cut down trees on the cabin property. You will be liable for any damaged trees. The amount will be assessed according to the value of the tree and could range from $100 to $800 depending on the tree. In extreme cases, the damaged property will be reported to the sheriff’s office.
HOT TUBS/ COVERS:
Please do not allow anyone in your group to walk on, jump on or play on the hot tub covers, they will break. The condition of your hot tub cover was documented prior to your arrival. The cost to replace a hot tub cover can be from $450 to $650. DO NOT get in the HOT TUB with ANY OILS, LOTIONS, SUNSCREENS, SOAPS. DO NOT put any dirt, rocks or leaves in the hot tub.
The Hills Cabins work's to keep all amenities in great working order, however, damages occur and we have to wait for items to be serviced as quickly as possible. With that said, no compensation will be offered if an amenity is not available.
FIRE WOOD FOR FIREPLACES AND FIRE PITS:
Firewood can be purchased locally or ordered before your stay. Please do not leave a fire unattended in the fire pit. Please make sure you extinguish the fire prior to leaving the cabin, at bedtime, and upon departure.
INDOOR GAS-LOG FIREPLACES:
DO NOT BURN ANYTHING IN THE INDOOR FIREPLACE. IT IS A GAS LOG FIREPLACE. DO NOT tamper with the gas valve on the exterior propane tank.
PROPANE GAS GRILLS:
A gas, propane grill is provided for you. Please do not place any charcoal or wood chips in the grill. For your safety, please do not leave the grill unattended during use. Also, please make sure all the burners are turned off after use.
NO SMOKING INSIDE THE CABINS:
No cabins allow smoking inside. Please be a courteous smoker and don’t flip your butts!
PEACE AND QUIET TIME IS PROMOTED:
We hope that you will have a relaxing stay at the cabin. To that end, quiet hours begin at 11pm nightly and continue until 7 am in the morning. You are welcome to be outside after 11 pm. Just don’t play any loud music and please be respectful of other nearby guests. If you have loud neighbors after 11 pm, please call for assistance. Often, we can contact the cabin manager of that cabin and ask them to please contact their guest to resolve the issue. The cabins are not to be used for loud, uncontrolled parties.
ATV RIDING IS PROHIBITED IN AND AROUND THE CABINS:
ATV RIDING is prohibited around the cabins and on the cabin property. Most roads around the cabin are county roads which prohibit ATVs. Fines start at $250 per person and are enforced by the Sheriff Deputies and Game Wardens. There are permitted areas to ride ATVs near the cabins. But, you’ll need to get a map of approved trails at the Forest Service Information Center near the main entrance to Beavers Bend State Park.
RV HOOK UPS AND TENT CAMPING:
RV HOOK-UPS & TENT CAMPING are prohibited on most cabin properties due to the deed restrictions of that area. Please call for clarification before bringing an RV or tent. (Pop up tent for kids to play is fine).
SHOOTING GUNS OR FIREWORKS ARE PROHIBITED:
Shooting Guns or Fireworks are prohibited on cabin property. Actually, we don’t know where you can set off fireworks. All land is privately owned or government owned and neither will allow fireworks. If you have a gun and want to target practice, you can do so in the national forest. But, you MUST have some sort of hunting license. Game Wardens do not like target practice in the woods because of the danger of accidents. Our suggestion is to leave your guns and fireworks at home. If you break these rules you will be escorted off the property with no refund.
When vacationing in the forest there is a heightened probability that you will encounter some type of wildlife, insects or stray animals (normally cats). Each property is professionally treated on a scheduled basis for interior pests. Because of the natural habitation of the forest, no refunds or compensation will be given for any pests inside or outside the cabins. Guests may also encounter dogs or cats at the property. These animals are the family pets of a neighbor or a stray animal. Guests should NOT feed these animals, nor permit them to enter the cabin. Guests should not allow their children to play with, pet or feed these animals. We are not responsible for any wildlife or animal encounters of any kind. Keep in mind wildlife and strays do NOT have vaccinations. We will not be responsible for any medical bills resulting from a wildlife or stay animal encounter nor will we attempt to capture or kill a wild animal or stray for rabies observation or testing.
WIFI SERVICES AND TV PROGRAMMING PACKAGES:
Each of our cabins is equipped with high-speed wifi. We cannot alter television providers or subscription packages and cannot guarantee any program or event. Our Wifi service is dependable; but, we are not able to provide any service guarantee. Please let us know if you are experiencing issues with either wifi or television service. We’ll immediately report the issue to the provider. Please understand that no refunds or other compensation will be given for internet failure or computer incompatibility. Cell phone service from certain providers may also be limited in the area and inside the cabins.
TV AND OTHER ELECTRONIC EQUIPMENT:
Please do not unhook, disconnect or alter in any fashion the television or other electronic equipment. If we find that you have altered any equipment or devices, you’ll be responsible for the cost of restoring the equipment to its proper settings. If you do find some device not working properly upon your arrival, please contact us immediately so we may correct the issue.
- Tampering with exterior security cameras results in a $100 fine
Please do not move indoor or outdoor furniture other than moving a chair or two from one table to another. Please do not take any indoor furniture outside. If you have a specific need for our furniture to be rearranged, please contact us ahead of time to discuss your needs. Relocating furniture that has been moved will result in an additional cleaning fee.
QUALITY CONTROL AND CUSTOMER SERVICE
We reserve the right to enter the rental property at any time during your stay to respond to a service call for repairs or alterations, to investigate disturbances, to confirm guest totals, or to check for damage.
MAINTENANCE ISSUES AND SERVICE CALLS:
Our cabins are maintained at a high standard. Please understand that we cannot guarantee against encountering problems at the cabin. If possible, please report all non-emergency maintenance requests to+1 (580) 300-0532 between 9 am and 4 pm for a same-day response (except holidays). We will make every reasonable effort to resolve the issue. If you have an issue after 4 pm, we’re still available by phone to report the issue and we’ll make every effort to resolve it. But, the service person needed may not be available until the next day. Please call us anytime with an emergency.
WHAT TO DO ON YOUR CHECK-OUT DAY:
You will be responsible for cleaning during your stay and for leaving the cabin in good condition at checkout. Please remember that you are staying in a privately-owned cabin. Please treat it as you would want someone to treat your home. If the cabin is left damaged or unusually messy (such as unwashed dishes or stains on the furniture or carpet), an additional cleaning fee will be assessed. You will be responsible for the replacement cost of missing or broken items.
LOST AND FOUND:
Please check the cabin prior to leaving to make sure you haven’t left anything behind. We’re proud to return items left behind in the cabin. We just ask that you reimburse the shipping and handling cost + a $35 service fee. Items are held for 14 days- if they are not reported and or requested they will be trashed. We do not have storage space for lost and found. Return shipment can take 30-60 days.
- Many of our cabins are pet friendly. But, several are not. Please make sure you are staying in a pet friendly cabin prior to bringing pets. If you bring a pet to a cabin that is NOT pet friendly, the pet fee will be $300 per day per pet and you may will be asked to leave with no refund for unused nights.
- If you are staying at a cabin that allows pets, please remember that the pet fee is $30 per night per pet. Please let us know if you will be bringing a pet or more than one pet. Your pet MUST be crated when you are away from the cabin. Leaving the pet locked in a bedroom or bathroom will only lead to unnecessary damages. NO PETS ON THE BEDS, OR ON FURNITURE!. You will be responsible for any damage caused by pets and any additional cleaning needed if pet hair, pet food or waste is left either inside or outside the cabin.
- If pet hair is found on sheets/linens we will bill an extra $75/cleaning fee.
This rental property is privately owned. All activities involve certain inherent risks of injury up to and including death. It is expressly understood and agreed that neither the owner nor the management company of said premises, shall be liable for any damages or injury to a guest, the guest's guests or their family/ies or to any of their property from whatever cause arising from the occupancy or use of the premises by said occupants. It is also understood that the owner and manager are not responsible for any wildlife or stray animal(s) that may enter the property. If anyone neglects to follow the rules, policies and suggestions of The Hills Cabins property management company, they cannot hold us responsible for their actions, accidents or neglect. This rental agreement is considered a legal and binding contract.
Thank you again for choosing The Hills Cabins. We pledge to do everything possible to make sure your stay is enjoyable! Contact us if you have any questions about the Terms and Conditions: 972-210-9995 www.thehillscabins.com