Reservation Policy Agreement
By making a booking, you accept to be bound by these terms and confirm that you are able to enter into a legally binding contract and that you are at least 21 years of age, for the non-pool lodges and cabins.
You are not permitted to ignore or change any part of this policy. If you don't find it agreeable, we welcome you to reserve elsewhere, as these are our minimum requirements. Our goal is to keep the lodges and properties in good shape for years to come, and enjoyable for everyone who reserves with us.
COVID Statement
We have all been affected by Covid and have no idea what to expect. There are NO REFUND EXCEPTIONS for cancellations due to Covid. Please consider purchasing additional Traveler's Insurance in case you unexpectedly have to cancel — explore your options at squaremouth.com.
Damage Deposits
If your reservation is noted as requiring a Damage Deposit, that amount will be preauthorized to the credit card on file according to the schedule provided in your confirmation email. A pre-authorization is NOT a charge and no monies are taken from your account, but your bank may temporarily reduce the credit limit available on your card by the pre-authorized amount. After your stay (normally within 2 weeks of check-out) we will make sure any outstanding pre-authorization is either charged or cancelled, depending on whether there are damages or specific charges outlined below.
Quiet Hours & Parties
Our lodges and cabins were designed for peace and quiet — no loud parties or loud music. Please observe Quiet Hours from 10:30 p.m. until 8 a.m., out of respect for our neighbors. College parties, prom parties, and similar events are NOT welcome at any of our properties. We reserve the right to check the lodge or cabin during your stay and, if these types of events are discovered, guests will be required to leave without a refund.
Pets
Pets are NOT permitted, unless otherwise noted, out of respect for guests with allergic reactions. Service animals are allowed only with specific, emailed permission after the service-animal questions are correctly answered. Only Double Pine Lodge, Southern Belle Lodge, and Whispering Pine are pet-friendly (no other exceptions); for those properties there is a 2-pet maximum and a $50 non-refundable pet fee per pet. Pets must be kept off the furniture and cleaned up after by the guests. Any additional damage or cleaning fees associated with a pet will be billed to the reserving guest's credit card.
Smoking or Vaping
Smoking and/or vaping is PROHIBITED in all of our cabins and lodges. Any evidence of smoking, vaping, or cigarette butts inside a lodge or cabin will result in a minimum $300 fee charged to the credit card on file. Please do not litter our property with cigarette butts or vaping products.
Moved Furniture
Furniture moved by guests must be returned to its original spot, and care must be taken when moving it — scratches or damage will result in additional charges. Failure to return furniture to its designated spot will result in a $200 Moving Fee, billed to the reserving party's credit card or the damage deposit. For properties noted as equipped with a pool table: pool tables are not to be moved, for any reason. Moving them can make them unsafe, damage the legs and flooring, and mess up the leveling, which is expensive to reset. Any evidence of a moved pool table will result in a $1,000 fee.
Equipment & Furnishings
It is our goal to keep all advertised equipment operational for each guest's stay, but equipment and furniture can occasionally malfunction. In that event, please call the maintenance phone number noted at the property; repairs will be made as quickly as management deems reasonable. There will not be any rental concession for time without these items. Likewise, loss of electricity, water, or other "Acts of Nature" outside of our control will not result in a refund of any monies paid.
Linens & Supplies
A reasonable amount of bed linens and bath towels are provided, along with kitchenware and utensils — please hang up and re-use hot tub towels. We supply a reasonable starter amount of trash bags, paper towels, toilet tissue, and dish and hand soap; you are welcome to bring extra if you feel more may be needed.
Grills
All properties have charcoal grills. Guests will need to bring lighters, charcoal, lighter fluid, etc.
Fireplaces
Indoor fireplaces are not to be used from April through September without permission of management. No cutting wood on-premises. Firewood is normally available at local roadside stands and convenience stores, or you may bring your own.
Occupancy & Housekeeping
Only the number of guests that have been paid for are allowed on the property. If additional people are discovered, there will be a minimum $40 fee per extra person. Outside guests are not allowed to visit unless previously arranged by email and paid for. All trash must be placed in the outdoor containers provided at check-out; please do not leave loose trash in the outdoor receptacles or a $70 clean-up fee will be charged. Leave the property clean, and make sure all doors and windows are locked. We reserve the right to charge your credit card for any damages or excessive cleaning required after your stay.
Hot Tubs
Hot tubs should not be used at temperatures greater than 104 degrees. Switches used to increase or decrease jet speed may be adjusted, but please don't adjust temperature controls, as this will likely result in the tub cooling down and staying in economy mode. Our hot tubs are routinely changed and continually sanitized; due to cleaning and servicing, they are not always up to full temperature at check-in and may require additional time to heat.
- Please enter the hot tub clean and without lotions or oils on your person, and do not add any oils, lotions, bubble bath, glassware, bottle caps, etc., to the water.
- Hot tubs left dirty may be subject to a $100 clean-up fee.
- Do not sit or stand on hot tub covers — this may result in personal injury and/or damage to the cover.
- Any damage to the hot tub covers will result in a $400 replacement fee.
- Iron and minerals in the well water may occasionally discolor the hot tub water.
- Please don't use the hot tub for more than 15 minutes at a time, then allow a cool-down period.
- If you notice any issues related to hot tub use, we recommend ceasing that activity immediately.
- We are not responsible for any allergic reaction or physical issues from guests' use of the hot tub.
Water Hoses & Spigots
Water hoses and spigots are to be used ONLY to bring the water level back up in the hot tubs if the level drops. They are NOT to be used for totally changing the water in the tub, or for water fights, sprinklers, slip-'n'-slides, etc. Any evidence of misuse will result in charges.
Skates, Riding Toys, Hoverboards, etc.
Skates, riding toys (unless approved by management), hoverboards, skateboards, etc., are not to be used inside the cabin or lodge. Any evidence of use inside the building will result in charges. Please do not damage our decks and property with these types of items.
Campers, Tents, etc.
Campers are not permitted to be brought onto the property. Tents are not to be used without the prior consent of management.
Damage by Guests
The renter agrees to take full responsibility for any accidents, injuries, or damages to persons or property that may result in or around our properties, and assumes all charges incurred and/or damages to the premises, structures, and/or contents during the stay, caused by the reserving party or its guests. If you notice problems upon arrival, please inform us immediately to avoid any damages being charged to your card.
Wildlife & Pests
While we routinely treat our lodges and cabins, we are in the woods and it is likely that you may encounter insects or spiders during your stay. We cannot refund your reservation due to insects, mice, or woodland creatures you may encounter. Do not approach or feed wildlife, and do not leave food on decks or porches, as it may invite unwanted guests.
Left-Behind Items
Personal items left in the cabin are not automatically returned, so please check drawers, under beds, in closets, etc., for your things — the management company is not responsible to alert guests of left-behind items. If found and deemed reasonable, we will remove them from the lodge and store them for a short time. We do not guarantee that we will ship left-behind items to you; you will need to provide shipping info and are responsible for any shipping and/or handling charges deemed appropriate (normally the cost of shipping plus a minimum of $25 handling; larger items may cost more). We will not be responsible for any damage that may occur during handling or shipping.
Legal
Guests agree to hold Woodland Ridge Cabins harmless for any personal injury that may occur in the cabins or on the surrounding property, as well as loss or damage to personal property of guests during occupancy or visit.
Refunds
No refunds will be given due to weather or for early departure. No refunds in the event of mechanical failure, absence of any item, or for any public utility problems. We advise guests to purchase traveler's insurance — information can be found at squaremouth.com.
Accessibility & Vehicles
4-wheel-drive vehicles are required in the winter months. We are not responsible for any towing or damages resulting from vehicles getting stuck, regardless of whether they are 4WD or not — but we can't stress enough the need for 4WD vehicles in winter. We do NOT recommend arriving by motorcycle, low-rider vehicle, sprinter van, or any other specialized, low-clearance vehicle without previously-emailed permission, due to the hilly area and gravel drives. No refunds or adjustments will be made for these types of arrivals, even if permission is given, or for damages.
Cell, Internet & Landline
Cell phone, internet, and/or landline service is not guaranteed at every property. Some cell-service providers are more accessible than others depending on the location, but service is not guaranteed.
* Policies and rates are subject to change without notice.
Booking Terms
These booking terms are between the person or legal entity making the booking ("You/Your") and the accommodation provider who delivers temporary accommodation services for the accommodation you have selected ("We/Us/Our"). By making a booking you accept to be bound by these terms and confirm that you are able to enter into a legally binding contract and that you are at least 21 years of age.
Bookings
Bookings are made and a contract between you and us comes into effect when we accept a reservation from you. A reservation is deemed accepted when we have confirmed it and received either: (i) full payment of the total price; (ii) payment of any other deposit amount specified at the time of booking as stipulated in your Booking Confirmation; or (iii) a valid payment card successfully pre-authorized for an amount no less than the value of any cancellation fee stipulated on your Booking Confirmation, as we deem appropriate. Where your online payment is less than the total value of the stay, the balance will be collected prior to arrival according to the payment schedule in your Booking Confirmation, or paid on check-in or check-out, or at another agreed time. When your booking is confirmed, a reservation number is issued in your Booking Confirmation; this number must be retained and quoted in all communications should any cancellation or amendment be necessary.
Prices
Prices quoted are correct (unless a pricing error occurs) only for the specific number of guests, dates, nights, and rooms shown in your Booking Confirmation, and are quoted in the currency shown. The total reservation price includes the taxes applicable at the time of booking. If you have selected booking extras, the cost of these and any applicable taxes may be added to the reservation total. The reservation total does not include the cost of goods, services, or taxes that you may choose to incur later during your stay, unless otherwise stated.
Pricing Error
On the rare occasion that an error in pricing occurs and we cannot accept your reservation — even after we have issued a Booking Confirmation — we will notify you as soon as we reasonably can and refund the amount paid in full without any liability for the error or omission. You agree that we will not be liable for any additional expenses you may incur as a result.
Availability
In the rare case that we are unable to accommodate you as per your booking, you will be offered alternate accommodation, and if there is a difference in price we will be liable for the price differential. If the differential is less than the original value of your booking, a refund of the difference will be made to you. If it is more, and provided your alternative accommodation is of a similar or higher standard, the differential cost will be borne by us.
Arrival & Departure
The latest arrival (check-in) and departure (check-out) times are specified on your Booking Confirmation — no exceptions. If you attempt to check in later than the stated times, you will be billed for an extra night without notice. If you fail to check in at all, we may cancel the entire booking and retain any amounts we are entitled to retain as stated in the Cancellation Policy of your Booking Confirmation. Failing to arrive before the latest check-in time shall be deemed a full cancellation, and the accommodation may no longer be held for you.
Cancellations & Amendments
If you change the number of guests, dates, room nights, or room type (an "Amendment"), our prices are subject to change. Cancellation terms are displayed on our website at the time of booking, specified on your online confirmation, and set out under the Cancellation Policy of your Booking Confirmation. You may cancel your booking using the link provided in your Booking Confirmation; to modify the terms of your booking, you must contact us. If you cancel on or before the cancellation deadline specified in your Booking Confirmation, a partial refund will be given according to the terms agreed at the time of booking. If you cancel after the deadline, you will be charged the applicable late-cancellation fees and, where applicable, any pre-ordered booking extras, and we shall be under no obligation to hold the accommodation for you.
Payments
Bookings must be guaranteed using a valid payment card or any other accepted payment method offered at the time of booking. The total amount payable to confirm your booking is quoted in your Booking Confirmation and will be charged to your card or account at the time of booking; your booking may be cancelled automatically if your card is declined or there are insufficient funds. At the end of your stay, any remaining balance and any additional goods and services purchased must be paid in full; should you leave without settling, we reserve the right to charge the payment card you provided. We may use your payment-card details to guarantee your reservation according to PCI-DSS security standards, to collect any deposit due, or to pre-authorize or charge your card for any cancellation fee or further deposit, according to the terms and schedule in your Booking Confirmation.
Liability
Although we take great care in how we present our accommodation online, we do not make any particular representation as to its suitability for your specific requirements. If you have specific concerns relating to hygiene, health and safety, or the quality of our services, please contact us directly before the cancellation deadline and we will do our best to address them. Our total liability to you is limited to the price of the booking, and in no circumstances will we be responsible for any indirect or special damages. We will not be liable for failure to perform to the extent caused by factors beyond our reasonable control. You are responsible for any damage or loss caused by you during your stay, and you agree to indemnify us and to pay on demand the amount reasonably required to make good any such damage or loss. We reserve the right to terminate your booking immediately, without refund or compensation, where you engage in unacceptable behavior that causes a significant disturbance or nuisance to our staff or other guests.
Data Protection
We take the protection of personal data very seriously. We may process the information you provide for the sole purposes of completing our duties under this agreement, or for communications we deem appropriate and lawful. Your data may also be processed by third-party suppliers who operate our website, reservation system, or payment system, or by the booking channels or travel agencies through which your booking originated, where necessary for the successful completion of your booking. We may also be required to communicate certain information to competent financial, judicial, administrative, law-enforcement, or legal authorities where required under applicable law. One such third party is our software provider eviivo Limited (Registered Office 154 Pentonville Road, London, N1 9JE; Company Number 5002392), including where necessary its subsidiaries such as eviivo Inc., a Delaware-based company with offices in Austin, Texas — eviivo's privacy policy is available at eviivo.com/privacy-policy. By making a booking, you consent to the processing of information as described above, including the transfer of your information to the aforementioned third parties.