Policies

Cabin Rental Policies

Payment:
All reservations must be secured by an adult, age 25 or over, with a valid credit card (Visa, MasterCard, Discover, or American Express).(No pre-paid cards, Cash App, Venmo, PayPal, etc.) The name on the card must match the name on the reservation.  Photo ID will be required.
A non-refundable deposit of 50% will be processed on all reservations requested, and applied towards the total balance. The remaining balance for your reservation will be processed 14 days prior to arrival. All guests must be 25 unless occupied by parent or guardian. The person listed on the reservation is required to stay for the duration of the booking and may NOT transfer to another person/party. Discounts cannot be combined. Once reservations are paid-in-full, discounts may not be applied to your reservation. If your reservation is cancelled after it is paid in full you forfeit any payment(s) that have been made toward your stay. 

Age Requirement:
All Beavers Bend Quality Cabins are limited to families, couples, or adults 25 years of age or older. You must be at least 25 years of age to reserve a cabin with BBQC. We will not rent to students or singles under 25 years of age, or unchaperoned groups. Upon check-in, we reserve the right to refuse service with monies forfeited if any discrepancies in our policies are suspected. Exceptions are made for couples, i.e., honeymoon, anniversary, etc. Please call our office to reserve couple cabins if you are under our age requirement.

Minimum Stays:
A two-night minimum stay is required on all reservations. A three-night minimum stay is required during holidays and breaks such as Spring/Fall Break. One-night stays will be considered on a case-by-case basis only. No check-ins on THANKSGIVING DAY, CHRISTMAS DAY, and New Years’ Day. Sometimes our system will accidentally allow bookings below the minimum number of nights required.  If this happens you will be notified, and we can correct dates to fit minimum or issue a full refund. 

Same Day Arrival:
Same day arrivals MUST be confirmed by telephone for approval. Access to cabins is NOT guaranteed on same day arrival without TELEPHONE APPROVAL.

Rates/Occupancy:
The rates listed on the website are based on the number of people that the cabin sleeps comfortably. A $25 per person, per night charge MAY be added for up to two additional people with permission. This includes children. All guests must be registered. Overcrowding is not allowed. Exceeding maximum occupancy is overcrowding and results in a $100/night charge.

Confirmation:
Confirmation for your reservation will be emailed to the email address you provided at the time of reservation. Please review the confirmation for accuracy of dates and accommodations. Please notify Beavers Bend Quality Cabins of any discrepancies in the reservation immediately upon receiving the confirmation. We will not compensate for error – your confirmation is sent for you to check. When making your reservation by calling us directly, a confirmation will be sent immediately after the completion of the call.
If you do not receive your confirmation, please return to the website and use the Contact Us tab to send us a message. Sometimes confirmations fall into your spam/junk mail folder. Add us to your address book to ensure you receive all the correspondence regarding your stay.

Cancellations:
All cancellations must be made personally by telephone, and then followed up with a cancellation confirmation by email. The non-refundable deposit will apply on all reservations requested. Weather conditions do not constitute an exception to the cancellations policies. If you cancel prior to your cabin being paid in full you will forfeit your deposit. If you cancel after your cabin has been paid in full you will forfeit any payment(s) that have been made toward your reservation.

Changes:
When you change your reservation by switching cabins or dates, 1st change is no charge, 2nd and 3rd change is a $25 fee. No changes permitted after the 3rd change. Changes must be made prior to your cabin being paid in full. Changing cabins or dates cannot be honored once it’s paid in full. Each of our cabins are privately owned; therefore, it is considered a cancellation for one owner’s cabin and a new reservation for another cabin owner.

Sale of Unit:
Managed property(s) may be listed for sale. The transfer and sale of a managed property does not guarantee that the new owner/owners will be obligated to honor your scheduled vacation dates. Guests understand that if the selected vacation property sales prior to scheduled arrival date, Beavers Bend Quality Cabins will make effort to reschedule your vacation stay. If Beavers Bend Quality Cabins is not able to reschedule the stay, guest will be entitled to a full refund of any payments collected.

Driving Directions:
Detailed driving directions will be included in your Pre-Stay email and will also be available in the guest portal. Please screenshot/print these before departing on your vacation. 911 has mapped the area but GPS is not reliable for the addresses of the cabins. Cellular service is not always reliable to access data once you are in the area. TRUST US! PRINT or SCREEENSHOT your directions!

Check In/Out Times:
Check in is anytime after 4:00 P.M.. Check out is 11:00 A.M. An additional charge may be processed on your credit card for every hour past the stated 11:00 A.M. check out time.We apologize but EARLY CHECK IN or LATE CHECK OUT are not allowed during PEAK OR HOLIDAY SEASONS.

STARTER SUPPLY FOR YOUR STAY:
Beavers Bend Quality Cabins does provide a starter supply of paper towels, toilet paper, laundry pods, dishwasher pods, dish soap, salt & pepper, coffee, creamer and hospitality bath bar. If you think you will need more, please feel free to bring extra.
Starter supply of a small bundle of firewood will be provided. You can contact us to add more bundles to your stay.

Check In Procedures:
Prior to your arrival, an email will be sent which will provide detailed driving directions and a key code that you can use to unlock the cabin door. Please consult the cabin manual prior to calling. Wifi, satellite, and hot tub instructions are all provided in the cabin manual. Please notify us immediately upon discovery of missing/damaged items.

Check out Procedures:
Please do not leave trash in your cabin, and remove all food from the refrigerator. Shut and lock all windows and doors. An additional fee up to $500 will be processed on your credit card after your departure if the accommodations are left damaged or excessively untidy (trash, pet urine, stains, or excessive hair on the furniture or carpet, cigarette butts found on property, stained linens or furniture, furniture rearranged, etc.). An automatic, additional $200 fee will be charged for vomit. Items broken or missing from the cabin will be charged to your credit card accordingly.

Pet Policy:
Some of our cabins are considered pet-friendly. A non-refundable $50 pet fee/per stay will apply on all reservations which allow pets. The maximum number of pets allowed per cabin is two. Please bathe, brush, and treat for fleas before your stay. Pets are not allowed to be on the beds or furniture, and you must crate them when you are away from your cabin. Remember, this will be a new place for your pets and they may not behave the way they usually do at home. Excessive pet hair, urine or stains will result in an additional $250 cleaning charge to be processed on your credit card upon your departure. Scratch marks or any other pet damage will be repaired and the cost will be processed on your credit card. Failure to comply with a cabin’s “No Pets” policy will result in a charge of an additional $500 per rental night and eviction without refund.

Smoking Policy:
All cabins are non-smoking cabins.This includes vaping and marijuana. If the cabin smells of smoke, or there is any evidence of smoking inside the cabin, an additional cleaning fee of $200 per rental night will be processed on your credit card. An additional fee up to $200 will be charged for littering the grounds with cigarette butts. Please dispose of them properly.

Hot Tubs:
Please supervise children at all times around the hot tub. No diapers, glass, soaps, creams, oils, bubbles, lotions, bodily fluids, vomit, or food is allowed in the hot tub. Please shower before and after using the hot tub. Please leave the hot tub cover in place when not in use. An additional $250 charge will be processed on your credit card after your departure if the accommodations are left damaged, any diapers, glass, soaps, creams, oils, bubbles, lotions, vomit, bodily fluids, or food in the hot tub. The replacement cost for hot tub covers are $500- $1000. Please do not allow anyone to sit or stand on the hot tub covers.

Trash:
Place all trash inside the outside receptacle and make sure to secure the lid tightly. Remember, you will be staying in a wooded area full of animals that would love to play in the trash and make quite a mess with it! County Trash Service will be provided M, W, F. Larger items may be taken to the local trash center located on Highway 259A.

Firewood & Campfires:
Firewood and s’mores bundles (one box of graham crackers, one package of marshmallows, one box of Hershey candy bars, and sticks) may be purchased at the time of booking. Additions made during your stay may not be guaranteed for same-day delivery. Refunds cannot be given for unused firewood. There is no way for us to know if firewood will burn well or not; therefore, we will not reimburse for wood you feel is unsatisfactory. We suggest you bring fire starter and matches as they are not provided.
Please note that it is against the law to leave campfires unattended. During times high fire danger we will notify guests by signage inside of the cabin of outside fire bans imposed by the State of Oklahoma. Pre-purchased Firewood/S’mores bundles will be refunded during state-ordered burn ban. DO NOT cut down or damage ANY tree regardless of size. Minimum $500 fee for tree damage.

Fireworks & Discharging Firearms:
Fireworks and discharging firearms on or near cabin properties is strictly prohibited for the safety and consideration of all owners and guests. Since most all land is privately or government owned, there is not a place for fireworks that we are aware of. In dry seasons, fireworks compromise the safety of our entire area. Please be considerate and respect the area and rules, owners and other guests.
Target practice and hunting may be allowed on National Forest property, but you must be licensed to do so. BBQC is in no way granting access or permission to hunting or discharging a firearm on the National Forest; we are simply making a suggestion. Guests will be responsible for investigating proper licensing and permissions.

Fireplaces:
Fireplaces are seasonal amenities and are not operational from April through September. Gas logs are not to be rearranged for any reason. A $200 minimum charge will be added for those who damage the logs by rearranging them. Occasionally fireplaces need repairs. We do not offer any refunds or relocations for them being out of order. We will certainly make every effort to repair and/or restore the use of fireplace. DO NOT use real firewood, make s'mores, or cook in the gas fireplaces. 

Quiet Hours:
Quiet hours are 11:00 P.M. -7:00 A.M. Shooting guns, fireworks, or other explosives are not allowed on any of the cabin properties. Loud music is prohibited at all times. Noise complaints will be handled by local law enforcement. Penalties/fines/eviction without refund may occur.

Overcrowding/Noise/Parties:
Overcrowding, violating quiet hour, and disruptive parties are not allowed. Violation of these policies subject property guest to immediate eviction from property without refund.

Area Development:
The area of Hochatown is experiencing a construction boom. Due to land development, you may encounter construction or noise of construction.
Beavers Bend Quality Cabins cannot offer refunds or change of cabin due to construction noise.

Internet/Satellite Service:
Although our properties do have internet/WiFi and Satellite/Cable service, BBQC is not responsible for internet or satellite/cable service at any cabin. Services are provided as a convenience only & is not integral to the lease. No refund of rents shall be given for outages, content, lack of content, speed, access problems, lack of knowledge of use, or personal preferences with regard to services.

Damages/Missing Items:
Damaged or missing items bill be charged to your credit card upon your departure. All cabins are inspected and inventoried prior to your arrival and immediately following departure. Please do not rearrange the furniture in your cabin. Doing so may result in damages. An additional fee up to $500 will be processed on your credit card after your departure if the accommodations are left damaged or excessively untidy (trash, pet urine, stains, or excessive hair on the furniture or carpet, cigarette butts found on property, stained linens or furniture, furniture rearranged, etc.). Items broken or missing from the cabin will be charged to your credit card accordingly. Notify the office immediately upon discovery of damaged/missing items. 

Electronics:
There is a fee of $100 fee for tampering with the electronics, ie: television, receivers, etc. equipment in the cabins. Please do not unhook or disconnect the equipment for video games or for any other reason. Housekeeping will check the TV’s, DVD’s, stereo, surround sound, etc. to ensure they are in working order. Fines will be strictly enforced to cover the cost of correcting any tampering of equipment. Don’t remove the HDMI cable from the cabin.

DAMAGE WAIVER:
The Damage Waiver Fee covers any unintentional damages up to $500. Any damages that are caused by policy violations or irresponsible and negligent behavior will not be waived. Guest are 100% liable for damages that are intentional. Guest will also be liable for unintentional damages that exceed $500.

Maintenance Repairs/Service Calls:
Guests understand that BBQC cannot guarantee against encountering problems at cabins. Please report all non-emergency maintenance request to the office between 9AM and 4PM. BBQC will make every reasonable effort to address the issue. Guests understand we are rural and don’t have a lot of options when it comes to repairmen. We work closely with all providers to help ensure continued service, however, due to the rural nature of the area, outages may happen and no refunds or discounts will be given for such service outages. Examples of such services and amenities include, but are not limited to: water, electric, internet/satellite, appliances, HVAC System and hot tubs.
Should a repair person make a call to a cabin and find that the equipment is in working order and the problem was due to the guest’s over-site or neglect, the charge for service will be at the guest’s expense. MINIMUM SERVICE CALL FEES START AT $45.00 and could take several hours to respond. This includes locking yourself out of your cabin.
Please call us anytime with an emergency. If your non-emergency can wait till business hours, it would greatly be appreciated.

BUNK BED SAFETY WARNINGS:
There are certain risks associated with using a bunk bed and bunk bed ladder, and guests agree that use is at your own risk. Property owner assumes no responsibility for personal loss, injury, or illness of any kind which may result from use of the bunk bed and ladder.
The owners are not liable for any accidents occurring. Parents with children should be especially cautioned regarding ladder use and agree to accept all responsibility for minors.
While not an exhaustive list of precautions, quests agree to follow these industry standards:

• Use of top bunk is limited to occupants 6 years or older.
• Use of top bunk is limited to 1 occupant and a maximum 175 lbs weight.
• No jumping or other horseplay on or around the bed.
• Always use ladder for entering and leaving the upper bunk.

Lost Items:
A $25 shipping/handling fee, or actual shipping charges if higher, will apply if you request us to pack and ship your items that are left behind. Beavers Bend Quality Cabins shall not be responsible for items left or lost in any cabin by guest.

ATV Riding:
ATV, 4-wheelers, as well as any unlicensed off-road vehicles, are not legally permitted on cabin property or on the county roads that lead to and from the cabins. This is enforced by local law enforcement officers with a minimum fine of $250 for violating this law. Information regarding permitted areas may be found on our website.

RV Parking & Tent Camping:
RV and family tent camping are not allowed on the cabin properties. If we see that you have a tent/RV on the property we will ask that you take the tent down and move the rv/camper off the property.

Privacy/Security:
We respect and are committed to protecting your privacy. We may collect identifiable information when you visit our site. We will not sell your personally identifiable information to anyone. We are committed to protecting the privacy and security of our guests, as well as our cabin owner’s investment. Therefore, we allow reasonable monitoring of the OUTSIDE of the property. Devices are located outside of the cabin exterior facing outward.

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. BBQC is not responsible for medical bills resulting from injuries resulting from encounters with wildlife or stray animals.

SSL Security:
Your payment and personal information is always safe with BBQC. Our Secure Sockets Layer (SSL) software is the industry standard and among the best software available today. All of your personal and sensitive information is encrypted so that it cannot be read over the internet.

LIABILITY:
All indoor/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 their property from whatever cause arising from the occupancy or use of the premises by guest and their family and guests.
It is our desire that these policies will help insure all of your expectations are met during your stay and that all reservations are handled properly, and that our quality of service remains above reproach.

THANK YOU for choosing Beavers Bend Quality Cabins and please enjoy your stay!

**Violation of these policies may subject property guest to immediate eviction from property without refund of reservation fees.**