Policies

White Glove Luxury Cabins – Policies

All of our cabins are privately owned, the owners have graciously welcomed you into their home. They want you to be comfortable, enjoy yourselves and treat the cabin as if it were your own. These policies are necessary for your safety, the safety of other guests, as well as maintaining our beautiful cabin for others to enjoy. Thank you for choosing White Glove Luxury Cabins for your vacation getaway!

Check in time is 4:00pm, check out is 11:00am.  It takes several hours to properly clean a cabin for our next guests. Check out is firmly at 11:00am.

All cabins have a 2 night minimum stay or 3 night minimum stay during Holidays and Spring Break.

You must be 25 years old to reserve a cabin. All guests must be 25 years old unless accompanied by a parent or guardian.

Reservations are guaranteed with a credit card. We accept MasterCard, Visa, American Express and Discover.

14 days prior to your arrival, your credit card will be charged the remaining balance of your reservation. A $10 charge will incur each time your card is declined. 

Occupancy limits are set to comply with fire codes and insurance requirements. Overcrowding is not allowed. Violations of these limits or overcrowding will result in the guests being removed from the property without a refund.

All guests must be registered through the original reservation.

Cancellation Policy

Travelers who cancel at least 30 days before check-in will get back 100% of the amount they’ve paid. If they cancel between 14 and 30 days before check-in, they’ll get back 50%. Otherwise, they won’t get a refund.  All cancellations require direct confirmation. You will receive a cancellation email confirming the cancellation.

Inclement weather DOES NOT constitute a valid reason for cancellation.

A good way to reduce the financial risk associated with canceling your trip is to purchase travel insurance. One of the industry leaders is Insure My trip. Their website is http://www.insuremytrip.com. This (and other similar offerings) is a 3rd party affiliate and not associated with White Glove Luxury Cabins or our Cabin owners in any way.

Checkout Procedure:  Cabins are to be left tidy.  All dishes should be loaded into the dishwasher and turned on the normal cycle before you leave the cabin.
 Refrigerator is to be emptied of all remaining food items.  Take all trash to the trash receptacles located on the property. Double check that the lid is secure to keep any wildlife out.
 Shut and lock all windows and doors and lock the cabin door as you depart.

Pet Policy:  No Pets are allowed at our cabins. This policy is strictly enforced.
 There will be a fee of no less than $200 for bringing any pet to our cabins.

Please NO SMOKING:  Absolutely NO SMOKING is allowed at our cabins. Failure to comply will be a $100 per day charge to the credit card on the reservation.
 Additional cleaning fees of $100 will also be charged to the credit card on the reservation for cleaning the cabin grounds of cigarette butts and excessive trash.

Hot Tub:  The replacement cost for hot tub covers can vary and be up to $800 or more. Please do not allow anyone to sit or stand on the hot tub covers, including children. Please supervise children at all times while they are using the hot tub. No glass, soaps, creams, oils, bubbles, lotions, or food is allowed in the hot tub. Please shower before and after using the hot tub.
 Hot Tubs are cleaned and treated after each stay. Please allow 3 or 4 hours for the water to heat upon arrival. Be sure to pay close attention to the temperature to avoid injury.
 Do not eat or drink in the hot tub as this may cause injury or damages.
 Please leave the hot tub cover in place when not in use. This will help maintain temperature and minimize accidents or injury and keep leaves and trash out of the hot tub where damages could occur.

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.

RV and TENTS:  RV and Tent camping is strictly prohibited and are not allowed on the cabin properties.

Damages:  Things happen and we understand that. We ask that you please be careful and treat the cabin as if it was your own. Guests are responsible for any damage to the cabin or cabin furnishings, inside or outside of the property.
 Do not move or re-arrange the furniture. Moving the furniture may result in costly damages. If the furniture has been moved and related damages have occurred, there will be a minimum $250 charge, up to full replacement cost.
 Do not cut down or damage any trees regardless of size. There will be a minimum of $500 charged for damage or removal of any trees on the property.
 All of our cabins are checked thoroughly prior to your arrival and immediately upon your departure.  If items are discovered lost or damaged, we will charge the credit card on the reservation the full cost to repair or replace the item(s).
 An additional $100 cleaning fee will be charged to the credit card on the reservation if the accommodations are left damaged or excessively untidy (such as unwashed dishes, bodily fluids, stains, cigarette butts found on property, stained linens or furniture, furniture rearranged, etc.).

Firewood & Campfires:  Firewood is available locally at various locations within Hotchatown. If you purchased firewood in advance, it will be outside the cabin when you arrived. The firewood is for outdoor use only. Unfortunately, weather conditions are out of our control. We cannot guarantee the firewood will be dry when you arrive. We do not offer refunds on wet or unused firewood. If you do not use all of the firewood that you purchased, you may take it home with you. Please do not take firewood from another cabin. Each cabin it privately owned and the firewood on their property is for their use only.
 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. Pour plenty of water on it to make sure the coals are extinguished. Guests shall be held liable or responsible for any damages or injuries resulting from violating these fire safety rules.

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. White Glove Luxury Cabins is not responsible for any medical bills resulting from injuries from encounters with wildlife or stray animals.

Weddings & Parties:  We do not allow parties to be held at our cabins. These include, but are not limited to, weddings or wedding receptions, spring break parties, bachelor / bachelorette parties, and/or house parties of any kind. Violation of this policy will result in the guest being removed from the property without a refund.

Quiet Time:  Quiet hours begin at 11:00pm through 8:00am. Shooting guns, fireworks or other explosives, are strictly prohibited in, on or around the cabin property. Due to the heavily wooded environment, it is a fire hazard to allow these activities anywhere in the area. Loud music is prohibited at all times. Violation of this policy will result in the guest being removed from the property without a refund.

Personal Belongings:  It is understood and agreed that neither the cabin owner nor the management company shall be responsible for any personal property left by any guest in the premises after check-out.
 In the event property of the guest is left on the premises, guests may request owner or owner’s agent to mail or ship property back at the guest’s sole expense plus an additional $25 administration fee. Returning items will be sent at White Glove Luxury Cabins’ convenience. This could take up to a couple of weeks so we ask that you please patient. We will not mail weapons or firearms. In the event that a weapon or firearm is left at the cabin, we will secure the weapon or firearm until the guest can pick it up.

Liability:  This is the great Oklahoma outdoors with lots of bugs and critters out there! All outdoor activities involve certain inherent risk of injury, up to and including death. It is expressly understood and agreed that neither the cabin owner nor the management company of said premises shall be liable for any damages or injury to guests, or their guests or families, or to any of their property from whatever cause arising from the occupancy or use of the premises by guest, guest guest’s and their family.

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. Violation of these policies may result in the guest being removed from the property without a refund.

 

Privacy Policy:  We respect and are committed to protecting your privacy. White Glove Luxury Cabins does not share your information, phone number, address, or email with any 3rd party, including the owners of the rental property, marketing and advertising firms or email lists. Your reservation information is kept private between the guest and White Glove Property Management LLC.

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  1. Changes to this Privacy Policy
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