Terms and Conditions

Payment Information
  • Reservations are guaranteed ONLY with a valid credit card. MasterCard, Visa, American Express and Discover accepted. The name on the card must match the name on the reservation.  Photo ID will be required
  • Stays within 30 days from the check in date will be billed in full at the time of booking
  • 20% deposit due at the time of booking 30+ days from check in
  • Final Billing for reservations will be due 30 days prior to arrival and your credit card will be charged the remaining balance on the reservation
  •  You must be 21+ to reserve a cabin
  • 3 days before arrival we will put a $250 hold on your CC- the funds will be released 7 days after check out pending no damages
  • We reserve the right to hold funds from the CC hold to pay for any damages during your stay

CANCELLATION POLICY (Booking direct and on VRBO)
  • Guest receives full refund (less cancellation fee) if cancellation occurs more than 30 days before arrival; No refunds within 30 days of arrival.
  • We do not offer refunds for early departure or unused nights
  • If there is a change in your reservation 30+ days out – there is a change fee of  $100 (no refunds will be made if your reservation was moved/pushed to future dates)
  • Pricing is subject to change daily and any reservation change will be subject to the extra cost of new dates selected. NO refunds on date changes from previously booked price.
  • We offer Trip Insurance as Protection against last minute, unavoidable cancellation (family emergency, death, weather, etc). Declining coverage voids any and all possibility of refunds during cancellation period. We recommend you protect your vacation investment with Trip Insurance. We are not responsible for third party outages, bad weather, or acts of God.
  • No show forfeits 100% of your payment
  • No exceptions to be made
  • 3 days before arrival we will put a $250 hold on your CC- the funds will be released 7 days after check out pending no damages


  • Guests can cancel at least 30 days before check in and get a 50% refund of the nightly rate and the cleaning fee 
  • 3 days before arrival we will put a $250 hold on your CC- the funds will be released 7 days after check out pending no damages
  • We MUST have an ID on file, CC on file, and rental agreement signed

Check-In Time is any time after 4:00 pm. PLEASE do not arrive early without permission. Extra fees may be assessed for early arrivals without our knowledge. Check-Out Time is 4PM.  PLEASE do not stay late without permission. Extra fees will be applied for staying past check out time without our knowledge.  Early/Late Check ins/outs are approved on a case by case basis.

Check Out Instructions:
Load all dishes into the dishwasher and press START- if the property does not have a dishwasher please hand wash all dishes and put away, Empty and dispose of ALL food items in the fridge, Gather ALL garbage from kitchen and bathrooms and place it in garbage bags. You will drop these in the trash bins. If any furniture was removed for any reason- please replace it to its original position.Outdoor furniture must be placed back as it was on arrival. DOUBLE check all drawers and under beds for personal items.Leave all used beds unmade BONUS points if you start a load of towels, our cleaners would be SO APPRECIATIVE

 No Show, Early Departure: We regret that we cannot refund for failure to arrive or for leaving early.

 Please Don’t Chop Trees We really like our trees! Please do not whack, chop or cut down trees on the property. You will be liable for any damaged trees. The amount will be assessed according to the value of the tree and could range from $100 to $800 depending on the tree. In extreme cases, the damaged property will be reported to the sheriff’s office.

Hot Tubs/Covers Please do not allow anyone in your group to walk on, jump on or play on the hot tub covers, they will break. The condition of your hot tub cover was documented prior to your arrival. The cost to replace a hot tub cover can be from $450 to $650. DO NOT get in the HOT TUB with ANY OILS, LOTIONS, SUNSCREENS, SOAPS. DO NOT put any dirt, rocks or leaves in the hot tub. We can not drain and re-fill tubs after guest use and arrival. If the hot tub is dirty on arrival please let us know within 1 hours of checking in

AMENITIES We work hard to keep all amenities in great working order, however damages occur and we have to wait on items to be serviced as quickly as possible. With that said, no compensation will be offered if an amenity is not available.

ADD ONS: For add on services like early check in/out or guest services we reserve the right to call and take credit card information for any due balance. If you are not comfortable giving your CC info over the phone we can send an invoice to be paid.

Firewood for Fireplaces and Fire Pits: Please do not leave a fire unattended in the fire pit. Please make sure you extinguish the fire prior to leaving the property, at bedtime, and upon departure.

 Indoor Gas-Log Fireplaces:If the property is equipped with a fireplace DO NOT BURN ANYTHING IN THE INDOOR FIREPLACE. IT IS A GAS LOG FIREPLACE. DO NOT tamper with the gas valve on the exterior propane tank

Grills: Grills are provided on site. If a gas propane grill is provided for you- Please do not place any charcoal or wood chips in the grill. For your safety, please do not leave the grill unattended during use. Also, please make sure all the burners are turned off after use.

No Smoking Inside: No properties allow smoking inside. Please be a courteous smoker and don’t flip your butts. Pick up used butts off the grounds before departure Exterior beer can and cigarette butt clean up fees may apply

Peace and Quiet Time is Promoted: We hope that you will have a relaxing stay at our properties. To that end, quiet hours begin at 10 pm nightly and continue until 7 am in the morning. You are welcome to be outside after 11 pm. Just don’t play any loud music and please be respectful of other nearby guests. Properties are not to be used for loud, uncontrolled parties. 

 RV Hook Ups and Tent Camping: RV HOOK-UPS & TENT CAMPING are prohibited on properties. If you need to park an RV or have a specific situation please talk with the manager before arrival.

Shooting Guns or Fireworks is Prohibited: Shooting Guns or Fireworks is prohibited. Our suggestion is to leave your guns and fireworks at home. If you break these rules you will be canceled with no refund and asked to leave. 

Wildlife Encounters: When vacationing in the woods there is a heightened probability that you will encounter some type of wildlife, ducks, geese, snakes or stray animals.Your cabin is surrounded by hundreds of acres where animals roam.  Because of the natural habitation of the woods no refunds or compensation will be given for any pests inside the property. We are not responsible for any wildlife or animal encounters of any kind. Keep in mind wildlife and strays do NOT have vaccinations. We will not be responsible for any medical bills resulting from wildlife.

Wifi Service and Television Programming Packages: Properties are equipped with high-speed wifi. We cannot alter television providers or subscription packages and cannot guarantee any program or event. Our Wifi service is dependable; but, we are not able to provide any service guarantee. Please let us know if you are experiencing issues with either wifi or television service. Please understand that no refunds or other compensation will be given for internet failure or computer incompatibility. Cell phone service from certain providers may also be limited in the area and inside the properties.

Televisions and Other Electronic Equipment: Please do not unhook, disconnect or alter in any fashion the television or other electronic equipment. If we find that you have altered any equipment or devices, you’ll be responsible for the cost of restoring the equipment to its proper settings. If you do find some device not working properly upon your arrival, please contact us immediately so we may correct the issue.

 SECURITY CAMERAS: We reserve the right to place exterior security cameras to monitor the property for safety reasons. There are NO cameras inside the property. Tampering with exterior security cameras results in a $100 fine. If you have a question or concern about the cameras please reach out.

Furniture – Indoor and Outdoor: Please do not move indoor or outdoor furniture other than moving a chair or two from one table to another. Please do not take any indoor furniture outside. If you have a specific need for our furniture to be rearranged, please contact us ahead of time to discuss your needs. Relocating furniture that has been moved will result in an additional cleaning fee.

Quality Control and Customer Service: We reserve the right to enter the rental property at any time during your stay to respond to a service call for repairs or alterations, to investigate disturbances, to confirm guest totals, or to check for damage.

Maintenance Issues and Service Calls: Our properties are maintained at a high standard and are all privately owned. Please understand that we cannot guarantee against encountering problems. If possible, please report all non-emergency maintenance requests to (TEXT ONLY LINE)  (580) 300-0532 between 9 am and 8 pm for a same-day response (exception holidays). We will make every reasonable effort to resolve the issue. If you have an issue after 8 pm, we’re still available by phone to report the issue and we’ll make every effort to resolve it. But, the service person needed may not be available until the next day. Please call us anytime with an emergency- 580-368-0808 or 911

What To Do On Your Check-Out Day: You will be responsible for cleaning during your stay and for leaving the property in good condition at checkout. Please remember that you are staying in a privately-owned property. Please treat it as you would want someone to treat your home. If the property is left damaged or unusually messy (such as unwashed dishes or stains on the furniture or carpet), an additional cleaning fee will be assessed.

Lost and Found: Please check the property prior to leaving to make sure you haven’t left anything behind. We’re proud to return items left behind , we just ask that you reimburse the shipping and handling cost + a $30 service fee. We do not have storage space for lost and found and reserve the right to trash all items within a few days if we have not heard from you. Return shipment can take 30-60 days.

 Pet Addendum:
Please make sure you are staying in a pet friendly property prior to bringing pets. If you bring a pet to a cabin that is NOT pet friendly, the pet fee will be $300 fine and you may be asked to leave with no refund for unused nights. If your property is NOT pet friendly- you will receive an email reminding you. If you are staying in a property that allows pets, please remember that the pet fee is $75/pet/stay . Please let us know if you will be bringing a pet or more than one pet. Your pet MUST be crated when you are away from the cabin. Leaving the pet locked in a bedroom or bathroom will only lead to unnecessary damages. NO PETS ON THE BEDS, OR ON FURNITURE!. You will be responsible for any damage caused by pets and any additional cleaning needed if pet hair, pet food or waste is left either inside or outside the cabin.

If pet hair is found on sheets/linens we will bill an extra $75/cleaning fee

 Liability Notice: This rental property is privately owned. All activities involve certain inherent risks of injury up to and including death. 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 a guest, the guest’s guests or their family/ies or to any of their property from whatever cause arising from the occupancy or use of the premises by said occupants. It is also understood that the owner and manager are not responsible for any wildlife or stray animal(s) that may enter the property. If anyone neglects to follow the rules, policies and suggestions of any The Bear Cabins In BB property, they cannot hold us responsible for their actions, accidents or neglect. The rental agreement is considered a legal and binding contract.

The Bear Cabins management company promises to assist as best we can on any issues or situations that arise. Properties are living and breathing and we can not promise nothing will go wrong. The guest and PM will come to an agreement on how to best handle the situation.