Policies
Welcome to Superior Cabin Solutions (LLC), and thank you for choosing us to host your trip to beautiful Hochatown, Oklahoma! We're thrilled to have you as our guest and our entire team is here to ensure your stay is nothing short of fantastic. Our mission is simple: to offer you a clean, safe, and enjoyable environment at prices that won't break the bank. We understand that you have many options, and we truly appreciate you choosing us. Our goal is to make your stay so wonderful that you'll want to come back and share your experience with friends and family. As part of our commitment to a pleasant stay for everyone, we kindly ask that you be considerate of your fellow guests by keeping noise levels within acceptable limits. Should you ever need assistance after 5:00 PM, our dedicated staff is just a call away for emergencies or any help you might need to make your time here even more enjoyable. If our friendly staff assists you in making a reservation, please make sure to review the policies outlined in the confirmation email we've sent you. Familiarizing yourself with these policies prior to your arrival will help ensure a smooth and stress-free experience. Now, it's time for you to relax and savor every moment of your stay with us. Superior Cabin Solutions (LLC) is your home away from home, and we can't wait to make your stay memorable. Your comfort and satisfaction are our top priorities, and we are here to assist you every step of the way. Should you have any questions or require further clarification on any of our policies, please do not hesitate to reach out. Your stay with us is meant to be stress-free and enjoyable from start to finish!
Forms of Payment: To make your payment process convenient, we accept various forms of payment, including valid credit cards such as Visa, MasterCard, American Express, and Discover.
Payment/Deposit: When you make a reservation, a non-refundable deposit or credit equivalent to 25% of the rental charge will be applied. If your arrival date falls within 14 days (for Studio, 1, and 2-bedroom cabins) or 30 days (for 3+ bedroom cabins), the total amount will be charged upfront. This initial deposit or first payment will be credited toward your outstanding balance. For Studio, 1, and 2-bedroom cabins, the remaining balance will be billed 14 days before your arrival, while for 3+ bedroom cabins, it will be billed 30 days in advance. Please note that some larger 3-bedroom cabins (less than 2,300 sq. ft) will be billed 14 days before arrival.
Cancellations: In the event of cancellations or date changes made within 14 days before arrival (for 2-bedroom and smaller cabins) or within 31 days before arrival (for 3-bedroom and larger cabins), there may be a charge of the full reservation fee if we are unable to re-book the property. All cancellations or date changes must be confirmed by our property management company. Cancellations made outside of 14 days before arrival (for 2-bedroom and smaller cabins) or outside of 31 days before arrival (for 3-bedroom and larger cabins) will incur a charge equal to the non-refundable deposit amount (1st Payment) if the cabin cannot be re-rented. Please be aware that all cancellation refunds are subject to a Cancellation Charge, which covers credit card processing fees and an administrative charge. For refund amounts up to $500, the Cancellation Charge is $15. If the refund amount exceeds $500, the Cancellation Charge is $30.
Quiet Hours and Respectful Behavior: We want everyone to have a peaceful and enjoyable stay, so please be mindful of our quiet hours, which are in effect from 10:00 P.M. to 8:00 A.M. every day of the week.
No Loud or Inappropriate Music: To maintain a family-friendly atmosphere, we kindly request that you refrain from playing loud or inappropriate music outside at any time of the day or night. Boom boxes and similar Bluetooth speakers are not allowed outside due to their potential to disrupt other guests' experiences.
Rule of Occupancy: We hope everyone has a pleasant stay, but if any issues arise where guests are not following our rules and policies, Superior Cabin Solutions, LLC reserves the right to request those guests to leave the property. If such a situation arises, guests will not be refunded for any remaining time, and they are expected to vacate the property within one hour.
Damages:
Accidental Damage Protection: Each reservation will include a non-refundable Accidental Damage Protection fee of $25.00 plus taxes. This fee covers incidental damages to the property as per the rental agreement, up to $250.00 per reservation. Damages exceeding $250.00 will be charged to the credit card on file. Any damages resulting from disregard for the property will incur full charges. To apply for Accidental Damage Protection coverage, any damages must be reported to Superior Cabin Solutions, LLC by phone or email before departing the property.
Damages: Damages to items belonging to the property that are not covered by Accidental Damage Protection will be charged to your credit card. Please prevent children from climbing on hot tub or spa covers to avoid damage, as the replacement cost for hot tub covers is $500.00. Do not cause harm to standing trees or vegetation on the property; damages to trees may result in charges of up to $700.
Discounts and Specials: Please note that discounts and specials cannot be combined. They are typically valid for bookings made directly through our website or over the phone. One-night reservations may not qualify for discounts or specials.
Swimming Not Recommended: Some cabins are situated near a creek, but swimming in the creek is not advisable. There is no lifeguard on duty, and all activities around the creek are undertaken at your own risk.
Minimum Stays: Reservations generally require a minimum 2-night stay. However, for Federal Recognized Holidays, Christmas/New Year’s Week, and July 4th week, a 3-night stay is required. Occasionally, we offer 1-night reservations when a cabin is available for a single night between bookings. Feel free to contact us by phone to inquire about one-night stays.
Cabin Cleaning Fee, Cleanliness, and Damages:
Cleaning Fees: We want your cabin experience to be spotless and comfortable, so a cleaning fee is applied to all cabins. You'll find the cleaning fee clearly listed in the itemized charges for your reservation. This fee is applicable to cabins booked through Vrbo, Airbnb, and other listing sites, ensuring that your accommodation is pristine upon arrival.
Pet Information:
Pet Fee: For our pet-friendly cabins, a $50.00 Pet Fee is charged.
Pet Policy: We understand that pets are a part of your family, and we welcome them in our pet-friendly cabins. Generally, a maximum of 2 pets is allowed unless otherwise approved by our management. To maintain the cabin's condition, please refrain from allowing your pets on the furniture and please crate them when you leave the property. We kindly request that you clean up after your pets, including any pet hair on floors, rugs, mats, furniture, and bedding. If your pet causes any damage to the interior or exterior of the cabin, you are responsible for covering the repair costs, which include labor and materials to restore the damage to its original state. To ensure a pet-friendly environment for all guests, please be diligent in cleaning up behind your pets. Excessive pet hair or cleaning may result in an additional charge of $50 to $150, in addition to the standard $50 Pet Fee. The additional cleaning also applies to service animals.
Missing Items/Damages: If any items belonging to the property go missing or sustain damage during your stay, the associated charges, including labor and replacement costs, will be applied to your credit card. To avoid any issues, please refrain from allowing children to climb on hot tub or spa covers, as the replacement cost for these covers is $500.00.
Excessive Cleaning: We appreciate your efforts in keeping the cabin tidy during your stay. In the event that the cabin is left in an unusually dirty condition, where excessive dirt, pet hair, or other foreign substances are present, requiring extensive cleaning and sanitation, a cleaning fee of up to $300 may be charged to your account. If any spills or accidents occur, particularly those that leave a substantial amount of substance inside or outside the cabin, please notify us before your departure. This includes situations involving grease, trash, or any other substances. We're here to assist and ensure a pleasant experience for all our guests.
Gas Grill Safety:
Do Not Move Grill: We kindly ask that you refrain from attempting to move the gas grill. Some grills are connected to large propane tanks and cannot be relocated.
Changing Tanks: For grills with propane tanks, please do not try to change or swap the propane cylinder yourself. If you need a new propane cylinder or a cylinder swap, please contact Superior Cabin Solutions at 870-279-6068. Our team is here to assist you with any questions or concerns regarding the use of the gas grill.
Cooking Dishes Causing Lingering Odors: To maintain a fresh cabin atmosphere, we request that you avoid cooking dishes or foods that may leave lingering odors noticeable for over 12 hours. Preparing dishes like curry, for example, can sometimes result in persistent smells. If you are uncertain about preventing lingering odors, please refrain from cooking such dishes. Failure to do so may result in a cleaning fee of up to $300.
Cabin Locations: Please note that our cabins do not have U.S. Postal Addresses. You will find detailed driving directions from the intersections of US 259/70 and Oklahoma SH 3 in Broken Bow, OK, to your specific cabin in the confirmation emails we send. While you can attempt to use your mobile device for navigation, please be aware that not all cabins are updated on Google Maps, which could lead to routes that take you to non-existent or logging roads. Relying on the email directions is recommended for a trouble-free arrival.
Check-In/Out Procedures and Times:
Check-In/Out Procedures: Our check-in process is designed to be convenient for you. There is no centralized check-in office. Your reservation will include detailed driving directions and door access codes. It's advisable to print the reservation confirmation, as relying on email access while in the area is not guaranteed. Check-in is available at 4:00 PM or later (self-check-in, no need to visit an office) on your arrival day. Check-out time is 11:00 AM. Please adhere to these times, as entry to the cabin is not permitted until the cleaning staff has completed their work and left the property. Maintaining these check-in and check-out times ensures that our staff can clean, maintain, and restock the cabins efficiently. When checking out, please clean the dishes and refrain from moving furniture. Replacing furniture to its original location may result in additional charges.
Early Check-Ins: We offer early check-ins as a courtesy to our guests, but please note that they are subject to change if the cabin becomes rented. Early check-ins are only possible if the cabin is not occupied or blocked on the day before your arrival. If the cabin is subsequently rented after an early check-in has been provided, the standard check-in time reverts to 4:00 PM. Any changes will be communicated to you via email.
Late Check-Outs: Similarly, we offer late check-outs as a convenience, but they are subject to change if the cabin becomes rented. Late check-outs are only available if the cabin is not occupied or blocked on the day you're checking out. If the cabin is subsequently rented after a late check-out has been provided, the check-out time returns to 11:00 AM. You will be notified of any changes to the check-out time via email.
Rates: You can find the nightly rates listed in the reservation system. We have dynamic pricing that may change by season or in accordance to Special Discounts we decide to offer. We do not offer refunds for reservations made prior to a Discount or Special being launched.
Overcrowding Cabins:
Occupancy Limits: Each cabin has a specified occupancy limit based on the number of guests it can comfortably accommodate. You can find this limit listed on the cabin's landing page. Please adhere to this occupancy limit during your stay. If it is discovered that a guest has exceeded the maximum number of allowed guests, they will be required to leave immediately and will not receive a refund.
Entering Guest Numbers: When making your reservation, please enter the number of adults, children, and pets that will be staying in the cabin. Children under 3 years of age should not be included in this count.
Firewood & Campfires:
Starter Firewood: We provide a starter set of firewood for your convenience, which includes 20 pieces of wood, 1 Starter Fire Log, and 1 lighter. There is a charge of $25 for this starter set. If you require additional firewood, you can order it by contacting us. The cost for extra firewood is $45 per set, and please note that refunds are not given for unused firewood.
Fire Safety Rules: While campfires can enhance your outdoor experience, safety is paramount. Please adhere to safety practices when building and maintaining a campfire. Leaving campfires unattended is against the law, and during periods of high fire danger, we will inform guests of any outside fire bans imposed by the State of Oklahoma through cabin signage. Before leaving the campfire area, ensure that it is fully extinguished by smothering the coals with soil and dousing them with water until they are cold. Never use gasoline or kerosene to ignite a fire or barbecue grill, and refrain from placing non-burnable items like glass bottles and aluminum cans in the campfire ring. Proper disposal of such items in designated trash receptacles is greatly appreciated. Please note that renters are responsible for any damages or injuries resulting from the violation of these fire safety rules.
Restocking of Supplies: We provide all our guests with a starter set of paper goods and washing detergents. If you need additional supplies, we are happy to assist. Requests made before 5:00 P.M. will be fulfilled the same day, while requests made after 5:00 P.M. will be delivered the following morning.
TV Settings: Prior to your arrival, we meticulously inspect each cabin and ensure that TVs are set up correctly. If there are any issues with TV settings during your stay, we will promptly rectify them. Many of our cabins feature Smart TVs, and we use Roku and other devices on older TVs to offer streaming capabilities. You can log in to your streaming apps like Netflix or explore the free streaming apps available.
Hot Tubs: For your enjoyment and safety, all hot tubs are drained and thoroughly cleaned after each guest's visit. After refilling, it may take 3 to 4 hours to reach the desired water temperature. Please be aware that upon your arrival, the hot tub water may not be at the ideal temperature, but it will gradually rise as the water heats. Do not adjust the hot tub settings, as they are configured correctly after cleaning. If the temperature does not rise after 30 minutes, please contact us at 870-279-6068. We kindly request that children refrain from climbing on top of hot tub or spa covers, as they are susceptible to damage. The replacement cost for hot tub covers is $500.00.
Wedding Policy: We do not permit weddings or wedding receptions on our properties unless previously approved by Superior Cabin Solutions, LLC. In cases where approval is granted, we charge a $150 Wedding Fee, and guests are responsible for basic cleanup of the cabin and premises. The maximum number of guests for approved weddings is 25, unless otherwise confirmed with Superior Cabin Solutions, LLC.
Indoor Gas Fireplaces: Our indoor gas fireplaces are operational during the cooler seasons, from October 1st through April 20th, allowing you to enjoy the cozy ambiance they provide.
Outdoor Gas Fireplaces: For outdoor gas fireplaces, you can enjoy them year-round, providing a delightful setting for your outdoor gatherings.
Cancellation Policy:
Cancellations: If you need to cancel or change your reservation, please be aware of our cancellation policy. Cancellations or date changes made within 14 days before arrival for 2-bedroom and smaller cabins or within 31 days before arrival for 3-bedroom and larger cabins may result in the full reservation fee being charged if we are unable to re-book the property. Please confirm any cancellations or date changes with our property management company. Cancellations made outside of these timeframes will be charged the non-refundable deposit amount (Payment #1) if the cabin does not re-rent. All cancellation refunds are subject to a $15 fee for Payment #1 refunds or a $30 fee for Total Amount refunds. This fee covers credit card processing fees and an administrative fee.
Weather Advisories: We understand that weather can be unpredictable. If the National Weather Service or State Weather Services issue advisories of road closures between your point of departure and our properties, we will refund or re-book your reservation.
Trip Insurance: To mitigate financial risks associated with trip cancellations, we offer Trip Insurance on our website.
Customer's Missing Items or Items Left Behind: When we discover missing items or items left behind at the cabin, we will contact the customer to arrange for their return. There will be an additional charge of $10 for administrative fees, plus postage (shipping and handling charges).
Tents and RV’s: Guests are required to seek prior approval from Superior Cabin Solutions (LLC) before utilizing tents or RVs on the properties.
Fireworks and Loud Noises: The use of fireworks and the creation of loud noises such as shooting guns and playing loud music outside are not permitted on our properties. Violation of these policies may result in immediate eviction from the property without a refund of reservation fees.
Smoking Policy: Smoking is not allowed inside the living areas of our properties. You are welcome to smoke on both covered and uncovered decks, as well as inside screened porches. Please be considerate and do not leave cigarette butts on the grounds.
Trash Disposal: Please use the provided barrels with lids to secure your trash when placing it outside. Critters in the area can scatter trash if left exposed. Additionally, we kindly ask that you refrain from cleaning fish on the property.
HVAC Temperature Settings:
Thermostat Operation: You have the flexibility to set and adjust temperatures using the thermostats in the cabins. The minimum AC setting is 70, and the maximum heat setting is 76. If you have specific temperature needs outside of this range, please contact our management. Please do not run the air conditioning when gas or wood-burning fireplaces are in use, as HVAC units are heat pumps that can freeze up if continuously running. Changing the thermostat to "Emergency Heat" without management permission is not permitted. A $100 fee will be applied for tampering with the thermostat to modify default temperature settings.
HVAC Best Practices:
- Set the fan to "Auto" rather than "On" for intermittent operation.
- Avoid running the air conditioning when gas or wood-burning fireplaces are in use.
- Do not change the thermostat to "Emergency Heat" without management approval.
Internet Service: We provide complimentary internet service for your convenience. There may be occasional interruptions due to inclement weather or network issues. In such cases, we promptly contact Pine Telephone and submit a service ticket for resolution. Please note that Pine Telephone only handles service calls on business days. While we generally receive a timely response from Pine Telephone/Internet, Superior Cabin Solutions (LLC) cannot be held responsible for internet outages or compatibility with guest computers. Guests are expected to use the cabin internet service in a manner that complies with all local, state, federal, and international laws and regulations, including those related to fraudulent or obscene activity.
Privacy Protection: We take your privacy seriously and are committed to safeguarding your personal information. When you make a reservation on our site, we may collect personally identifiable information. Rest assured that we will not sell your personally identifiable information to any third parties.
Electronic Equipment: To ensure the proper functioning of electronic equipment, please refrain from unhooking or disconnecting any devices, including video games and thermostats. Video games should only be connected to available HDMI slots. Housekeeping checks electronic equipment before guest arrival to verify that it is in working order. A $100 fee will be imposed for tampering with electronic equipment that results in a service call.
Wildlife Encounters:
Nature's Presence: Given the forested settings of our cabins, it's not uncommon for guests to have encounters with wildlife, insects, or stray animals. While each property undergoes professional pest treatments on a regular schedule, it's important to understand that due to the natural habitat of the forest, no refunds or compensation will be provided for issues arising from pests inside or outside the cabin.
Caution with Animals: Please refrain from feeding any animals you may come across around the cabin, and avoid permitting them to enter the cabin. Additionally, do not allow children to play with, pet, or feed stray animals. We emphasize that Superior Cabin Solutions (LLC) is not liable for any wildlife or animal encounters of any kind. Any medical bills resulting from injuries incurred during wildlife or stray animal encounters are the responsibility of the guests.
Tree Preservation: We kindly request that you refrain from causing any damage to the standing trees or other vegetation on the property. Damages to the trees, if identified, may result in charges of up to $700.
Data Security: Our booking engine, Owner Rez, places a high priority on safeguarding your private data. They employ secure technology and rely on reputable vendors for all our SSL Certificate needs. These certificates provide the necessary security keys and certificates to protect your information. Booking your stay through our secure online reservation system is the safest and most reliable method to reserve one of our cabins.
Liability:
Acknowledgment of Risks: We want your stay to be safe and enjoyable, but it's important to understand that all activities inherently carry certain risks, including the risk of injury, up to and including fatal accidents. While we take every precaution to secure and maintain our facilities, neither the owner nor the management company of the premises can be held liable for any injuries, damages, or losses incurred by guests, their families, or their guests during their occupancy or use of the premises, regardless of the cause.
Indemnity & Hold Harmless: By using and occupying the Rental, you agree to indemnify and hold harmless Superior Cabin Solutions, LLC and the cabin owner from any liabilities, claims, damages, injuries, costs, or expenses arising from or related to your use and occupancy of the Rental. This includes, but is not limited to, personal injury, property damage, or any loss resulting from your actions, the actions of other occupants, or events during your stay.
Assumption of Risk: You, and anyone using the Rental during your stay, acknowledge and assume all risks associated with the use of the Rental and its surrounding property. This includes, but is not limited to, bunk beds and ladders, fireplaces, fire pits, grills, hot tubs, bodies of water (such as lakes or rivers), water-related activities, property features, activities on or off the property, amenities provided, and third-party transportation vendors, where applicable. This also extends to recreational equipment like beach or pool equipment, golf carts, bicycles, docks, boats, paddleboards, floating devices, game or sports equipment, and more. You are responsible for assessing your fitness for participating in any activities during your stay and for understanding and complying with any instructions, warnings, laws, or regulations provided.
Assumption of Unknown Risks: You knowingly, voluntarily, and freely assume all risks, both known and unknown, associated with the described activities and accept full responsibility for your participation in them.
We appreciate your understanding and adherence to these policies, which are in place to enhance the safety, comfort, and enjoyment of all our guests. If you have any questions or require further clarification, please do not hesitate to contact us. Your satisfaction is our top priority!