Cabin Rental Policies – Broken Bow Cabin Lodging

Standard Times

Early Check-In & Late Check-Out

• Not available during peak season or holidays.
• Outside of those times, availability is limited and must be arranged 48 hours in advance.

Unplanned Late Departure Fee

• Remaining past your check-out time will result in a minimum charge of $50 per hour added to your reservation.

Booking Confirmation & Check-in

• We’ll send directions to the cabin and the keycode after:
  • Your reservation is paid in full.
  • All required documents are received (policy agreement, guest list, DL/credit card verification if needed)
• Note: The system will automatically send this information 24 hours before the day of your arrival at or around 4pm CST

Note for VRBO & Airbnb Guests: Some details may differ. Please call us at 405-508-0534 to confirm.

Deposit Requirements

• Cabins with 1–3 bedrooms: 15% of the total rental cost is due at booking if your arrival is more than 30 days away.
• Cabins with 4+ bedrooms: 10% of the total rental cost is due at booking if your arrival is more than 60 days away.
• Booking Timeframe: If you book within 30 days (1–3 bedrooms) or 60 days (4+ bedrooms) of arrival, the full balance is due at booking.
• All deposits are non-refundable once paid.

Final Payment

• Due dates:
  • 1–3 bedrooms: 30 days before arrival
  • 4–8 bedrooms: 60 days before arrival
• Payments will be charged automatically to the card on file unless you pay earlier through:
  • Our Guest Portal (link provided after booking)
  • A phone call to our office

Accepted Payment Methods

• Credit or debit cards from a verified bank or credit agency (Visa, MasterCard, American Express, Discover).
• Not accepted for payments: Pre-paid cards (CashApp, PayPal, Venmo, Apple Pay, etc.).

Keeping Your Payment Info Updated

To avoid cancellation:

• Keep your card details (especially expiration date) current.
• Ensure your card’s limit and balance can cover the payment.
• Make sure sufficient funds are available.

Failed Payment Policy

• You’ll be notified by email if payment is declined.
  • Declined Card Fee: $10 per failed attempt.
• If your final payment fails three times, your booking will be canceled.

Driver’s License & Card Verification

• A photocopy of the front and back of the card used to book (showing only the cardholder’s name and the last 4 digits) and a photocopy of the front and back of the matching Driver’s License are required as check-in documents.

• If the card used to reserve the cabin is not the reservation holder’s card, that cardholder will also need to provide a photocopy of the front and back of their Driver’s License.
• The reservation holder’s Driver’s License (front and back) is still required.

• If the Driver’s License and address on file in the reservation do not match, we may request an additional utility bill or bank statement for verification of address.

Deposits

• All deposits are non-refundable once paid.
• If you cancel at any time, your deposit will be forfeited.

Required Cancellation Notice

• Cabins with 1–3 bedrooms: Cancel at least 30 days before arrival to avoid further charges.
• Cabins with 4–8+ bedrooms: Cancel at least 60 days before arrival to avoid further charges.

Non-Refundable Period

• Once you are within the applicable 30-day or 60-day arrival window, all payments are non-refundable for any reason.
• This includes, but is not limited to, inclement weather, illness, family emergencies, travel disruptions, or other unforeseen circumstances.

How to Cancel

• Cancellations must be made by speaking directly with a reservationist.
• Email or voicemail cancellations are not accepted.

Failed Payments

• If your final payment fails three times, your reservation will be canceled.
• You will be notified by email if payment is declined.
• Declined Card Fee: $10 per failed attempt.

Reservation Changes

• No changes to dates or cabin selection are allowed within the 30-day or 60-day cancellation period.
• Any unavoidable change request will be treated as a cancellation and follow the standard cancellation policy.

Trip Insurance

We strongly recommend purchasing trip insurance at the time of booking to protect against unforeseen cancellations.

• By declining trip insurance, you accept full responsibility for any losses due to cancellations inside the non-refundable period.

Our goal is to keep every cabin clean, safe, and enjoyable for all guests. Please review the following fees and responsibilities:

Excessive Cleaning Fee

• Any excessive cleaning required after your stay will incur a $100 charge.

Examples of Excessive Cleaning Charges

• Vomit clean-up: Requires specialized sanitation and odor removal to restore the cabin to guest-ready condition.
• Hot tub misuse: Additional cleaning charges apply if the hot tub contains bubble bath, trash, bodily fluids, or any other foreign substances.
• Pet or bodily fluid messes: Additional cleaning charges apply for:
  • Excessive pet hair or dander
  • Any pet feces inside the cabin
  • Any bodily fluids
  • Excessive amounts of trash or food left behind.
• Outdoor trash: All garbage must be placed in the outdoor bins provided. Leaving trash outside the bins will result in an additional cleaning fee.

Pool & Hot Tub Debris

• Do not place or allow non-natural items—such as rocks, sticks, food, toys, soap, or trash—into the pool or hot tub.
• These items can damage the filtration systems and require extensive cleaning.
• If found, an excessive cleaning charge will be added to your reservation.

Gas Fireplaces

• Do not move or tamper with the ceramic logs.
• Moving or damaging these logs will result in a $500 surcharge for replacement.
• Any other misuse resulting in damage or excessive cleaning will also be charged to the guest.

Damaged Items

• You will be billed the replacement cost for any items that are broken or damaged during your stay.

Trash Disposal

• If the trash bins become full, please refer to the cabin manual for the locations of additional trash disposal sites.

If you need to change your dates or the cabin you’ve booked, a $20 Change Fee will apply starting with the second change. The first change is free.

Timing Restrictions

• Changes are not permitted within your arrival window:
  • 1–3-bedroom cabins: 30 days before arrival
  • 4+ bedroom cabins: 60 days before arrival
• All changes must be completed before this window begins.

Change Fees

• First change: Free
• Second change or more: $20 fee per change
• Maximum allowed: 3 changes per reservation.

Some cabins managed by Broken Bow Cabin Lodging may be listed for sale.

• If your reserved cabin is sold before your arrival, the new owner is not required to honor existing reservations unless they have agreed to do so.
• The sale of a cabin is beyond Broken Bow Cabin Lodging’s control and does not constitute a breach of this Rental Agreement.

If a sale affects your reservation, we will make every reasonable effort to relocate you to a comparable cabin for the same dates, subject to availability. 

• Comparable accommodation may differ in location, layout, décor, amenities, bedding, views, or other features but will be of similar size and quality within your reservation’s price range.

• If a comparable cabin is unavailable, or you decline the replacement, Broken Bow Cabin Lodging’s sole obligation is to refund all payments received for the reservation. This refund is the exclusive remedy for reservations that cannot be honored due to the sale or transfer of the property.

Broken Bow Cabin Lodging is not responsible for any additional costs or losses resulting from the sale of a rental property, including travel expenses, airfare, fuel, vehicle rentals, event costs, third-party lodging, lost wages, or other incidental or consequential damages.

If the new owner chooses to honor your reservation, all terms and conditions of the original Rental Agreement will remain in effect unless otherwise agreed to in writing.

Approval Required

• House Parties are strictly prohibited.
• Hosting a wedding, family reunion, birthday party, church retreats, or any other gathering that will cause you to exceed the maximum occupancy requires prior permission.
• To request approval, call our office at 405-508-0534 or submit a group entry via the Reunions/Large Groups tab on our website.

Required Information

When requesting approval, please provide:

1. Number of guests staying in the cabin
2. Number of guests attending the event
3. Anticipated dates of the stay
4. Event/wedding date

Event Fees

Non-Refundable Fees:

• ≤ 50 guests: $1,000
• 51–100 guests: $2,000
• 101–150 guests: $4,000

Refundable Fee:

• For events with more than 50 guests, a $500 refundable fee is required.
• This fee will be refunded after check-out once the cabin is inspected for any excessive cleaning or damage.

Event Insurance

• Proof of event liability insurance is required for all weddings and special events.
• The certificate must list the property as an additional insured and be submitted at least 30 days prior to the event.
• Failure to provide proof of insurance may result in cancellation of your event booking and forfeiture of fees.

Unapproved Events

• Hosting a wedding or large event without prior approval is strictly prohibited.
• If discovered at any point (from booking through post-check-out), the applicable event fees will be added to your reservation, and payment will be required.

1–3 Bedroom Cabins

• The reservation holder must be 21 or older to make a reservation.
• All attending guests must be 21 or older, unless accompanied by a parent or guardian 28+ years old.
  • Exception: Newlyweds.

4+ Bedroom Cabins

• The reservation holder must be 25 or older to make a reservation.
• All attending guests must be 25 or older, unless accompanied by a parent or guardian 28+ years old.
• A $1,000 refundable deposit may be required depending on the ages of the guests.
  • The deposit will be refunded after check-out, provided there is no damage or excessive cleaning required.

Occupancy

• Cabin rates are based on the maximum number of guests the cabin can comfortably sleep.
• Extra Guests: Up to 2 additional guests beyond the maximum are allowed.
  • Fee: $25 per extra guest per night, regardless of age.
• Overcrowding: Exceeding the maximum occupancy + 2 guests is considered overcrowding.
  • Fee: $100 per night

Minimum Night Stays

• Standard minimum: 2 nights
• Popular weekends and holidays: 3 nights
• Thanksgiving & 4th of July: 4 nights

Check-in Restrictions

• No check-ins allowed on: Thanksgiving Day, Christmas Day, or New Year’s Day

Booking Errors

• Occasionally, our system may allow bookings shorter than the minimum nights.
• If this occurs, we will notify you and offer:
  1. Adjustment of your dates to meet the minimum stay
  2. Full refund if changes cannot be made.

Broken Bow Cabin Lodging provides a starter supply of the following items for your convenience:

• Paper towels, toilet paper, trash bags
• Laundry pods, dishwasher pods, dish soap
• Salt & pepper, coffee creamer
• Hospitality bath bar

Starter Supply for Indoor Wood-Burning Fireplaces

• A starter supply of firewood is provided for indoor wood-burning fireplaces.
• Available seasonally: October 15 – April 15.

If you anticipate needing more than the provided starter supplies, please plan to bring extra for your stay.

Pet-Friendly Cabins

• Our properties permit dogs only; no other species of animal are permitted.

Weight tiers & fees (Larger dogs require prior approval from our office):

• 1–25 lbs: $50 non-refundable per dog
• 26–50 lbs: $75 non-refundable per dog
• 51–79 lbs: $100 non-refundable per dog
• 80+ lbs: $150 non-refundable per dog

• Maximum: 2 pets per cabin

Non-Pet-Friendly Cabins

• Pets are not permitted under any circumstances.
• Bringing a pet into a non-pet-friendly cabin will result in a $100 per day charge.

• Broken Bow Cabin Lodging is not responsible for items left behind. Items left behind in the cabin will be held for 30 days. If not claimed within that time, they will be discarded.
• Found items can be shipped back for a $25 handling fee, plus the cost of shipping. Please allow up to 30 days for items to be returned.

• All cabins are individually owned, and amenities, including appliances, are provided at the discretion of the cabin owner.
• While we strive to keep our amenity lists accurate, items may be broken, removed, or changed without our immediate knowledge.
• Cabin photos are for general reference only. Amenities may be added or removed after photos are taken. For the most current information, please check the written amenity list or call our office to verify.
• Many cabins offer complimentary Wi-Fi, satellite/cable TV, and standard appliances for your convenience.

Internet, TV & Appliance Disclaimer

• BBCL is not responsible for the reliability, speed, content, or availability of internet, TV, or appliances.
• These services and appliances are provided as a courtesy and are not guaranteed as part of your rental agreement.

No refunds will be issued for issues including, but not limited to:

• Internet or Utility outages, slow speeds, or service interruptions
  • Missing channels or content on TVs within the cabins
• Appliance malfunctions or failures
• Services or appliances do not meet personal preferences.

Guest Limits & House Parties

• House parties are strictly prohibited.
• All guests staying at the cabin must be included on the guest list.
• Maximum occupancy must not be exceeded.

No Smoking

• Smoking is prohibited inside the cabin and within 15 feet of any doorway outside.
• Includes cigarettes, vaping, and marijuana.
• Violation fee: $100 per day.

Tents, RVs, & ATVs

• Tents, RVs, and ATV riding are not allowed on the property.

Protect Trees

• Do not cut down or damage any trees.
• Minimum fee for tree damage: $500.

No Fireworks

• Fireworks are strictly prohibited.
• Violation may result in immediate eviction without a refund.

Quiet Hours

• Please observe quiet hours: 11:00 PM – 7:00 AM.
• Violations may result in local security being called and eviction with no refund.
• Be mindful of language in music or media, especially around children.

Cabin Manual

• Additional cabin-specific rules are in the manual inside your cabin.
• Failure to follow rules may result in extra fees or eviction without a refund.

Keeping the Cabin Tidy

• Basic cleaning is included in your rental rate.
• Excessive cleaning after departure may result in a fee of $25–$100, or the actual cost of cleaning.
• Daily cleaning service is not provided.

Pool & Hot Tub Use

• Only water-safe people and natural debris (like leaves) should enter the water.
• Do not throw or place rocks, sticks, food, or other objects in the pool or hot tub.
• Misuse may result in charges for cleaning or repairs.

Departure Cleaning Checklist

Before leaving, please:

1. Load all dirty dishes into the dishwasher and turn it on.
2. Empty the refrigerator of all food.
3. Tie up all trash and place it in the outdoor bins.
4. Check the pool and hot tub for non-natural items and remove them if safe.

• Failure to follow these rules may result in an excessive cleaning fee of $25–$100, or the actual cost of cleaning.

Electronics

• Do not tamper with electronic equipment (TVs, receivers, etc.).
• Disconnecting or unhooking equipment for video games or other reasons is prohibited.
• Fee for tampering: $100.
• HDMI cables must remain in place.

Property Ownership & Amenities

• All properties are privately owned.
• Cabin descriptions, bed sizes, amenities, and names may change without notice.
• Inspect your cabin upon arrival to ensure items are working correctly.
• Neither the rental company nor property owner is obligated to replace or refund for:
  • Non-working items
  • Missing items
  • Public utility issues, including TV or internet.

Refrigerator Space

• We recommend bringing ice chests for drinks to avoid overloading the refrigerator

• Use of the bunk bed and ladder is at your own risk.
• Property owners are not responsible for personal loss, injury, or illness resulting from bunk bed use.
• Parents of minors are especially cautioned regarding ladder use and assume full responsibility for children.

Safety Guidelines

Guests agree to follow these industry-standard precautions:

1. Top bunk use: Only for occupants 6 years or older.
2. Weight limit: Maximum 175 lbs and 1 occupant on the top bunk.
3. No jumping or horseplay on or around the bunk bed.
4. Use the ladder when entering or leaving the upper bunk.

Important Safety Note

• All outdoor activities involve inherent risks, which can include injury or even death.

Guest Responsibility

• By staying at our cabins, you acknowledge that neither the cabin owner nor Broken Bow Cabin Lodging is responsible for any damage, injury, or loss to you, your guests, or your property, regardless of cause, resulting from your stay or use of the premises.

Personal Property

• Neither the owner nor Broken Bow Cabin Lodging is responsible for personal items left behind.
• If you request return of items, you are responsible for shipping costs and any administrative fees.

Your Privacy

• Information collected is used solely to process your booking and ensure a smooth stay.
• We do not sell your personal information to third parties.
• Precautions are taken to protect and secure your information.

A Note from Us

• We understand our policies are detailed, but they are designed to protect guests and the property.
• Most rules rarely impact most guests, and we highlight key points to help you quickly find important information.

Specials

• Broken Bow Cabin Lodging reserves the right to modify or discontinue any specials at any time, including changes to dates, discount amounts, and other details.