Policies

Welcome to Broken Bow Lake Cabin Rentals (LLC) and thank you for being our guest. Our goal is to provide a clean, safe, and enjoyable environment to stay in while keeping our pricing affordable. We realize that you have choices, and we want to make your stay with us a memorable experience so that you will stay with us again and recommend us to your friends and family. Our policies come from years of experience in the cabin management business, and we strive to 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. We have staff available after 5:00 PM each day for emergencies and help to get you to your cabin. If you are assisted in making a reservation by our staff, you agree to abide by the policies outlined in the confirmation email sent by Broken Bow Lake Cabin Rentals, LLC. We ask that you read these policies prior to your arrival. Relax and enjoy your stay!

Guest Privacy Policy: We respect and are committed to protecting your privacy. Registered guests who may have other guests staying or visiting them are responsible for providing driving directions and entry codes. Broken Bow Lake Cabin Rents, LLC will not provide this information to anyone other than the person/persons listed on the reservation. We will also not confirm the names of the registered guest to anyone other than the person who is listed on the reservation.

Forms of Payment: Forms of payment accepted are a valid credit card, Visa, MasterCard, American Express, and Discover.

Payment/Deposit: A non-refundable deposit/credit of 25% of the Rent charge will be charged when the reservation is made. The total amount will be charged if the arrival date is within 14 days (Studio, 1 and 2-bedroom cabins) and 15 days of (3+ bedroom cabins). This deposit/1st payment will be applied as a credit when the remainder of the outstanding balance is billed. Balance of reservation for (Studio, 1 and 2-bedroom cabins) will be billed 14 days prior to arrival. Balance of reservation for (3+ bedroom cabins) will be billed 30 days prior to arrival. Some large 3-bedroom cabins (less than 2,300 sq. ft) will be billed 14 days prior to arrival.

Cancellations: Cancellations and date changes made (WITHIN 14 days BEFORE ARRIVAL for 2 Bedroom and smaller Cabins, WITHIN 15 days BEFORE ARRIVAL for 3 Bedroom and larger Cabins) may 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 OUTSIDE of 14 days BEFORE ARRIVAL for 2 bedroom and smaller cabins and OUTSIDE of 15 days BEFORE ARRIVAL for 3 bedroom and larger cabins) will be charged the non-refundable DEPOSIT AMOUNT (1st Payment) if the cabin does not re-rent.  All Cancellation refunds are subject to pay a Cancellation Charge for credit card processing fees and an administrative charge. This Cancellation Charge is $15.00 if the refund amount is <= $500. If the refund amount is > $500, the Cancellation Charge is 3% of the reservation’s total charge.   

Please ensure that you receive a response when you notify Broken Bow Lake Cabin Rentals of a 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 between your point of departure and our properties.

Quiet Hours and Inappropriate Language: General quiet hours are 10:00 P.M. – 9:00 AM all days of the week.

Loud and/or Inappropriate Music is Not Allowed: Loud and/or inappropriate music is not allowed outside any time of day or night. Boom boxes or similar Blue Tooth Speakers are not allowed outside because they are too loud and negatively impact other guests in nearby cabins. Our customers want a family-friendly environment where children and adults are not subjected to inappropriate language or loud music.

Rule of Occupancy: If issues arise where guests are breaking rules and/or policies, Broken Bow Lake Cabin Rentals, LLC has the right to request guests to leave the property. Guests will be refunded for any remaining time. When guests are asked to vacate the property, guests must leave the property within 1 hour.

Cabins with Pools:  The cabin’s pool may only be used by registered guests that reside in the cabin. No pets are allowed in the Pool.

Damages: 

Discount/Specials: Discounts cannot be combined and/or Specials cannot be combined. Discounts and Specials are generally only valid for bookings directly on our website or bookings over the phone. Discounts and Specials are not valid for 1-Night reservations.

Creek or Pond Swimming Not Recommended: The “Laguna Lights”, “Up A Creek”, “Up A Creek Too” and “Sunset Creek Spa” cabins are located in proximity to a creek or Pond. Swimming in the creek is NOT recommended. There is NO lifeguard on duty and any activities around the creek or pond area are at your own risk.

Minimum Stays: A 2-night minimum stay is required on reservations. A 3-night stay is required for Federal Recognized Holidays, Spring Break, October Fall Season, Christmas/New Year’s Week, and July 4th week.  Generally, a 4-night stay is required for Thanksgiving stays in Family/Group cabins. From time to time, when the cabin is open for 1 night between reservations, we offer 1-night reservations on smaller cabins (studio, 1, 2 & some 3-bedroom cabins).

Cabin Cleaning Fee, Cleanliness, and Damages:

Cleaning Fees: For reservations made through our website, a cleaning fee may not be applied to some smaller cabins (Studio and 1-bedroom). For our larger cabins and most smaller cabins, we charge a cleaning fee. If applicable, the cleaning fee will be listed in the line-item charges. For Vrbo, Airbnb, and other listing sites, a cleaning fee will apply to all cabins. The cleaning fee will be listed in the line-item charges.

Pet Information: 

Pet Fee: Starting on new reservations after 8/22/21, a total charge of $20.00 is charged for the Pet Fee.

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 a hot tub or Spa covers as they will break.  The replacement cost of hot tub covers is $500.00.

Excessive Cleaning: If the cabin is left in a very dirty condition where excessive dirt, pet hair, or other foreign or body substances are left anywhere in the cabin, requiring excessive cleaning and sanitation, your account may be charged up to $300 for cleaning fees. Please notify us before your departure if something has spilled or another accident has happened, leaving a large amount of substance in the cabin or on the outside area where you cannot clean up after yourself. This includes grease, trash, or another other substance inside or outside the cabin. 

Gas Grill Safety:

Do Not Move Grill – Please do not try to move the Gas Grill. Some grills are attached to the large propane tank and therefore cannot be moved.
Changing Tanks – For Grills with Tanks, please do not attempt to change/swap the propane cylinder. Please contact Broken Bow Lake Cabin Rentals at 580.306.6700 if you need a new propane cylinder or a propane cylinder swapped. Please call us at 580.306.6700 if you have questions or need any assistance with using the Gas Grill.

Cooking Dishes Causing Smells to Linger in the Cabin: You will be charged up to a $300 cleaning fee if you cook a dish/food that causes a lingering odor (that is noticeable over 12 hours) in the cabin. Please do not cook dishes like Curry if you are unsure how to prevent a lingering odor in the cabin.

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 or sent via VRBO, TripAdvisor, or Airbnb. 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 Procedures and Times: 

Check-In/Out Procedures: Check-in is a self-check-in procedure. There is no centralized check-in office. Your reservation will have detailed driving directions and door access codes. Please print the reservation confirmation so you will have detailed driving directions. Relying on retrieval via email while in the area is not guaranteed.  Check-in is 3:00 PM or later (self-check-in, no need to come to the office) 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 the 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 the dishes. Please do not move furniture. Replacing furniture back to its original location may result in additional charges.

Early Check-Ins: Early check-ins are offered free as a convenience to the customer and MAY CHANGE if the cabin rents up. Early check-ins are only provided if the cabin is not occupied or blocked the day before a customer’s arrival date. If a cabin is subsequently rented after an early check-in has been provided, then the check-in time reverts back to 3:00 PM, the standard check-in time. The customer is notified by email of the check-in time change back to 3:00 PM.

Late Check-Outs: Late check-outs are offered free as a convenience to the customer and MAY CHANGE if the cabin rents up. Late check-outs are only provided if the cabin is not occupied or blocked the day a customer is checking out. If a cabin is subsequently rented after a Late Check-Out has been provided, then the check-out time reverts back to 11:00 AM, the standard check-in time. The customer is notified by email of the new check-out time change back to 11:00 AM.

Rates: The nightly price will be listed in the reservation system.  Please click the “Reservations” menu item, then click on the “Availability Chart” button.

Overcrowding Cabins: The occupancy number is based on the number of adult guests (AGE 14 OR GREATER) that the cabin will accommodate comfortably. This occupancy number is listed on each cabin’s landing page. For example, “accommodates up to 8 guests” is listed for Top Notch Lodge and White Oak Lodge. Also, the “Cabin” summary page lists “sleep #” for each cabin.

Entering Number of Guests: Please enter the number of Adults, Children, and Pets that will be staying in the cabin. Do not enter children under 2 years of age.

Firewood & Campfires: We automatically charge a discounted firewood price of $20.  This includes 30 Split Logs, 1 Starter Fire Log, 1 Lighter.  Additional firewood can be ordered by calling or emailing us. The cost for additional firewood is $30.00 for a 1/4 rack (~30 split logs), $60.00 for a 1/2 rack (~60 split logs), 120.00 for a full rack (~120 split logs). Refunds are not given for unused firewood.

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 the cabin, when outside fire bans are imposed by the State of Oklahoma. When you leave the campfire, make certain that it is completely out. Smother the coals with soil. Pour plenty of water on it to make sure the coals are cold. Never use gasoline or kerosene to start a fire or barbecue grill. Never place non-burnable items such as glass bottles and aluminum beverage cans in a campfire ring. Such items pose a safety threat to both you and the next visitors who use this campfire ring. Thank you for properly disposing of glass and other non-burnable items in a trash receptacle. The renter or renters shall be held liable or responsible for any damages or injuries resulting from violating these fire safety rules.

Restocking of Supplies: We supply all our guests with ample supplies of paper goods and washing detergents. If additional supplies are needed requests made prior to 5:00 P.M. will be filled the same day. Requests made after 5:00 will be delivered the next morning.

TVs: Prior to your arrival we inspect each cabin and turn on TVs to ensure they are on the correct settings. Cabins with Direct TV will typically operate on the HDMI 1 setting. If TV settings are tampered with and the TV is not working properly, we will correct the settings as soon as possible. Most of our cabins have Smart TVs and we are utilizing Roku and other devices on older TVs to provide Streaming capabilities. You may log in to your Netflix and other Steaming Apps or access one of the free streaming apps.

Hot Tubs:

Safety – There are many rules on hot tubs and guests should review general guidelines for their age, sex and medical condition before they use the hot tub. For example, the CDC recommends children under 5 years old not to use hot tubs. Other children should limit their time to 20 minutes or less. Women who are pregnant, should not use the hot tub.

Cleaning and Using the Hot Tub: 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. Please do not adjust the hot tub settings as they are set properly after cleaning. You can monitor the temperature and it will be rising as the water in the tub heats. If no temperature rises occur after 30 minutes, then please call us at 580.306.6700. Do not allow children to get on top of the hot tub or Spa covers as they will break. The replacement cost of hot tub covers is $500.00.

Weddings: We do not allow weddings or wedding receptions on properties unless previously approved by Broken Bow Lake Cabin Rentals, LLC. When approved, we charge a $150 Wedding Fee and guests are responsible for the basic cleanup of the cabin and premises. The maximum number of guests for approved weddings is 25 unless more is confirmed with Broken Bow Lake Cabin Rentals.

Indoor Gas and Woodburning Fireplaces:  Indoor Gas and Woodburning Fireplaces operate seasonally, from October 1st through April 30th. Outdoor Gas and Woodburning Fireplaces operate year-round.

Trip Insurance: A good way to reduce the financial risk associated with canceling your trip is to purchase travel insurance. We offer Trip Insurance on our website.

Customer’s Missing Items or Items Left Behind: When we find missing items or items left behind at the cabin we will contact the customer to see if the customer wants the items mailed. We will apply a $10 Admin. Fee plus the postage (shipping and handling charges).

Tents and RV’s: Guests may not utilize tents or RV’s without prior approval Broken Bow Lake Cabin Rentals (LLC).

Fireworks and Loud Noises: Shooting of fireworks is not permitted on properties. Loud noises such as the shooting of guns and playing loud music outside are not permitted on the properties. Violation of these policies may subject property guests to immediate eviction from the property without a refund of reservation fees.

Smoking: Smoking is not allowed inside living areas of properties. You may smoke on covered and uncovered decks and inside screened porches. 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 the property.

HVAC Temperature Settings: You may set and change temperatures using the thermostats in the cabins. Most of our cabins are equipped with Honeywell WiFi thermostats. These thermostats provide alerts, leading to quicker diagnosis and resolution of equipment issues. The minimum AC setting is 69 and the maximum heat setting is 76. Please contact management if you have a special need to set the temperature outside this range. Also, please call us if you encounter any issues with maintaining a comfortable temperature. A $100 fee will be imposed for tampering with the thermostat to change configuration settings for the default maximum and minimum temperature settings.

Please follow the directions below when operating the HVAC in your cabin(s):

• Please do not set the Fan “On”, which is running continuously. The fan setting should be set to “Auto”, where it only runs when needed.
• Please do not run the Air-Conditioning when the indoor gas or wood-burning fireplaces are in use. The HVAC units are heat pumps, which can freeze up if they are continuously running.
• Also, do not change the thermostat to “Emergency Heat” unless you have permission from the management company.

Internet: Internet service is provided at no charge. There are times when the internet service may not be available due to inclement weather or issues with the network. When we are notified or we recognize internet connectivity or other issues, Broken Bow Lake Cabin Rentals, will contact Pine Telephone and submit a service ticket. Pine Telephone only takes service calls on business days. In general, we have good service response time from Pine Telephone/Internet. Broken Bow Cabin Rentals (LLC) is not responsible for internet outages or compatibility with guest computers. Guests may not use the cabin internet service in a manner that violates any local, state, federal, or international law or regulation, including but not limited to fraudulent and obscene activity.

Privacy Policy: We respect and are committed to protecting your privacy. We may collect personally identifiable information when you make a reservation on our site. We will not sell your personally identifiable information to anyone.

Property Electronic Equipment A $100 fee will be imposed for tampering with electronic equipment that causes a service call. Do not unhook, or disconnect any electronic equipment for video games, thermostats, or other devices. Video games may be connected to available HDMI slots only. Housekeeping will check electronics before arrival to ensure they are in working order.

* 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. Broken Bow Lake Cabin Rentals (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 $700.

Security Policy: Our booking engine, OwnerRes, uses secure technology to protect your private data. OwnerRes relies on top vendors for all our SSL Certificate needs.  They provide us with “keys” and “certificates”.  These are the two necessary parts of the SSL security chain. Using our secure online reservation system is the best way to reserve your next stay at one of our cabins.

Liability: All activities involve certain inherent risks 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 the management company of said premises, shall be liable for any damages or injury to guest, guest’s guests, or their families, or to any of the owner’s property from whatever cause arising from the occupancy or use of the premises by guests and their family and guests. Neither cabin owners, nor Broken Bow Lake Cabin Rentals (LLC), shall be held liable or responsible for any violation of these terms.

1. INDEMNITY & HOLD HARMLESS. You agree to indemnify and hold harmless Broken Bow Lake Cabin Rentals LLC and the cabin owner, for any liabilities, claims, damages, injuries, costs or expenses whatsoever arising from or related to your use and/or occupancy of the Rental, including, but not limited to, any claim or liability for personal injury, damage, or loss of any kind resulting from your actions or omissions, and the actions or omissions of other occupants, during or relating to your stay.
2. ASSUMPTION OF RISK. You and anyone using the Rental during your stay accept and assumes all risks involved in or related to the use of the Rental and surrounding property, including the bunk beds and ladders, fireplace, fit pit, grill, hot tub, any other body of water (including but not limited to a lake or river or other body of water at or near to the Rental), any water-related activities, features on the property, activities participated in during your stay on or off the property, amenities provided at the property, or third-party transportation vendors, as applicable, whether or not disclosed in the listing. You further accept and assume all risks involved in or related to any recreational equipment of any kind, including but not limited to beach or pool equipment, golf cart, bicycles, docks, boats, paddle boards or other floating devices, and game or sports equipment, as applicable. You are responsible for determining your fitness for participating in any features or activities during your stay and your ability to fully understand and comply with any directions, warnings, laws, or regulations presented. TO THE MAXIMUM EXTENT PERMITTED UNDER APPLICABLE LAW, YOU KNOWINGLY, VOLUNTARILY, AND FREELY ASSUME ALL RISKS, BOTH KNOWN AND UNKNOWN, OF THE ABOVE-DESCRIBED ACTIVITIES, AND YOU ASSUME FULL RESPONSIBILITY FOR PARTICIPATION IN ANY SUCH ACTIVITIES.

We appreciate your business. Thank you and enjoy your stay!