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 getting you to your cabin. If you are assisted in making a reservation by our staff, you agree to abide by 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!
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. This deposit will be applied as credit when remainder of outstanding balance is billed. Balance of reservation for 3 bedroom and smaller cabins will be billed 14 days prior to arrival. Balance of reservation for 4+ bedroom cabins will be billed 30 days prior to arrival. Some large 3 bedroom cabins (>2,300 sq. ft) will be billed 30 days prior to arrival.
Cancellations: Cancellations and date changes made (WITHIN 14 days BEFORE ARRIVAL for 2 Bedroom and smaller Cabins, WITHIN 31 days BEFORE ARRIVAL for 3 Bedroom and larger Cabins) before your arrival 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 31 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 3% of the reservation amount charged to the credit card and a $15 administrative fee.
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.
Swimming Not Recommended: The “Up A Creek” cabin and “Sunset Creek Spa” cabins are located in the proximity of a creek. Swimming in the creek is NOT recommended. There is NO life guard on duty and any activities around the creek 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 Thanksgiving stays in Family/Group cabins. From time to time, a cabin is open 1 night between reservations and we make these available for 1-night stays.
Cabin Cleaning Fee, Cleanliness and Damages:
Cleaning Fees: For reservations made through our website, a cleaning feel is not applied in smaller Cabins (Studio, 1-2 Bedrooms). For our larger cabins we charge a cleaning fee. All 4 bedrooms are charged a $100 – $150 cleaning fee. 5+ bedroom cabins may be charged a cleaning fee of $150 – $200. If applicable, the cleaning fee will be listed in the description and amenities. The Cleaning Amount will appear on your second and subsequent confirmation emails.
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 $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.
Excessive Pet Hair: Most of our cabins are pet friendly. We do not charge a pet fee. Guests are responsible for cleaning up behind their pets including removing pet hair on floors, rugs, mats, furniture, bedding, etc. If we encounter excessive pet hair, your account may be charged $50 – $100.
Cooking Dishes Causing Smells to Linger in the Cabin: You will be charged up to $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 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 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 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. Please do not move furniture. Replacing furniture back to 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 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 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 change back to 11:00 AM.
Rates: The nightly price will be listed in the reservation system. Please click the “Reservations” menu item, then on “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 “sleeps #” for each cabin.
When entering in the number of guests when booking online, do not include children.
If you are hosting adults and children and your total # of people exceeds the occupancy number, you may accompany 4 additional children for 3+ bedroom cabins and 2 additional children for 1+ bedroom cabins.
*Please call 580-306-6700 with questions about occupancy.
Firewood & Campfires: We charge a discounted $10 for your initial 1/4 rack of firewood , 1 fire-log and 1 lighter. This is a $25+ value. Each cabin will be stocked with the initial 1/4 rack of firewood. Additional firewood can be ordered by calling or emailing us. The cost for additional firewood $30.00; 1/4 rack, $60.00 for 1/2 rack, 120.00 for full rack. 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 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 to 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 guest with ample supplies of paper goods and washing detergents. If additional supplies are needed request made prior to 5:00 P.M. will be filled same day. Request made after 5:00 will be delivered the next morning.
TV’s: Prior to your arrival we inspect each cabin and turn on TV’s to ensure they are on correct settings. Cabins with Direct TV will operate on the HDMI 1 setting. If TV settings are tampered with and TV is not working properly we will correct the settings as soon as possible.
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. Please do not adjust 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 after 30 minutes then please call our maintenance number. 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 $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 basic cleanup of the cabin and premises.
Gas Fireplaces: Gas fireplaces operate seasonally, October 1st through April 20th.
Cancellation Policy: Cancellations and date changes made (WITHIN 14 days BEFORE ARRIVAL for 2 Bedroom and smaller Cabins, WITHIN 31 days BEFORE ARRIVAL for 3 Bedroom and larger Cabins) before your arrival 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 31 days BEFORE ARRIVAL for 3 bedroom and larger cabins) will be charged the non-refundable DEPOSIT AMOUNT (Payment #1) if the cabin does not re-rent. All Cancellation refunds are subject to pay $15 for refund of Payment #1 or $30.00 for when the refund is for the Total Amount. This Cancellation Fee is for credit card processing fees plus an Administrative Fee.
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.
Trip Insurance: A good way to reduce the financial risk associated with cancelling 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 allowed in most of our properties. Currently, we are not charging a pet fee. The maximum number of dogs allowed is 2 unless approved by management. Please do not allow dogs to get on furniture. Please crate your pet if you leave the property. Animal droppings and/or excessive cleaning due to pet hair removal will incur additional charges. Please make us aware if you are bringing pets. If your pet causes any damage to the interior or exterior of the cabin, you are financially responsible for the repair costs including labor and materials to repair the damage to its original state. Please clean up behind the pet including pet hair on the floor, rugs, mats, furniture, bedding, etc.
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 will be mailed to customer with a minimum fee of $30.00 to cover 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 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. 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 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 70 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 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 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 take service calls on business days. In general, we’ve 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.
Property Electronic Equipment A $100 fee will be imposed for tampering with electronic equipment that causes a service call. Do not unhook, 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.
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.
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 “key” 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 outdoor 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 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 owners 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.
We appreciate your business. Thank you and enjoy your stay!