Policies & Procedures

Reservations

In order to rent properties, you must be 21 or older.

The deposit is 50% of the total reservation amount and will be applied to your credit card at the time your reservation is made. The remaining balance is due 30 days prior to the check-in date. Failure to make payment in the allotted time may result in cancellation. Once the final payment has been processed no monies will be refunded.

We accept all major credit cards. The person whose credit card was used for the initial deposit MUST sign the "Rental Agreement" and is the person who will be responsible for the rental unit. We WILL NOT accept payment from more than one person.

After the reservation has been submitted, confirmation and written instructions will be sent to you by email. PLEASE BRING THIS WITH YOU as it contains the security gate code to open the gate into the development and directions to your cabin.

Reservation Changes

All reservation changes: $25

Rates & Maximum Occupancy

You must provide the exact number of guests, including children, when making your reservation. See each cabin’s individual rental page for specific rates and maximum occupancy.

Pricing for additional guests for cabins that allow more than 4 guests:

• Guests 12 & older: $20 night per person

• Guests under 12: $10 night per child

Additional guests MUST be declared and paid for prior to check-in.

Management reserves the right to perform head counts. If you are found to have more guests than paid for you will be asked to vacate the premises and no monies will be refunded. All rates/prices are subject to change. However, the price quoted at the time a reservation is made is what will apply.

Cancellation

To cancel a reservation, please contact the office immediately. Cancellations, switching of properties, or date changes all invoke this cancellation policy. All cancellation notifications must be received in writing.

After the reservation is processed there will be a $80 fee to cancel. In addition, the refund policy is as follows:

• 0-14 days from check-in: No refund

• 15-30 days from check-in: One-time reschedule with new check-in date within 60 days of notification. If not rescheduled, no refund.

• 31-90 days from check-in: One-time reschedule with new check-in date within 90 days of notification. If not rescheduled, no refund.

• 90+ days from check-in: Deposit refunded (minus $80 cancellation fee)

The Cancellation Policy is enforced. Travel Insurance through a 3rd party company is recommended.

Damage Deposit

All reservations require authorization to charge for damages beyond normal wear and tear that occur during your stay up to $500.00. Damage amounts above this will involve notification of the individual cabin owner so they may pursue additional actions.

Check-in Procedures

Check-in time is 3:00 PM Central Standard Time (CST).

In the rare event that additional cleaning is required from the previous guest; the maids reserve the right to occupy the unit until it is cleaned and ready for your check-in.

It is the responsibility of the person making the reservation to pass the gate code and directions to gain access to your cabin on to all those who will be occupying the unit with you. THE OFFICE IS NOT ALWAYS STAFFED SO THERE MAY NOT BE ANYONE AVAILABLE TO HELP YOU OR YOUR GUEST GAIN ACCESS.

Checkout Procedures

Checkout time is 11:00 AM Central Standard Time (CST).

When checking out, it is the guest's responsibility to remove trash from the premises. A dumpster is provided just outside the entrance gate. Guest must clean all dishes and wash & dry one load of towels. Place all wet linens in the bathtub, leave all used beds unmade, and leave the property key in the lockbox. Guests are required to report the loss of any key to the office immediately. Failure to report lost keys will result in a $100 fine.

Essentials

All cabins include a starter amount of essentials including: bed sheets, paper towels, soap, trash bags, and toilet paper.

Feel free to bring your own washing detergent (not included) and any additional essential items for your needs.

Pets

All properties are pet-friendly!

• Pets: $25 per pet, non-refundable

• Limit: up to 2 pets per cabin

All pets MUST be declared and paid for prior to check-in.

Pets are required to be on a leash and accompanied by the owner when outside the cabin. Pets are required to be in a crate if left alone. Pets are not allowed on furniture or bedspreads. If any evidence of such is found, a minimum $100+ extra cleaning fee will be automatically charged to the card on file.

Horses & Stalls

Proof of negative Coggins is required. Stallions (stud horses) are NOT allowed.

• Horse Stalls: $15 night per stall, per horse

• Corrals for over-flow horses: $6 night per horse

All horses MUST be declared and paid for prior to check-in.

Stall(s) are required to be cleaned upon departure. Failure to clean stall(s) upon departure will result in a $15 fee per stall in order to keep the facility clean, well-maintained, and low-priced.

Horseback Riding

You may ride your horses within the retreat on the gravel roads only (Retreat Road ends at the National Park boundary and becomes an official park horse trail). Please keep all horses off the grass.

Please be mindful of other guests’ privacy and do not ride into their cabin’s driveways or make your own trails through the woods.

ATV Riding

ATVs may be trailered but riding ATVs within the retreat is prohibited.

Hot Tub Care and Use

If your property includes a hot tub, special instructions for its use apply. Failure to abide by these rules will result in charges to your damage deposit.

Please enjoy hot tubs with care. Use hot tub(s) at your own risk.

Before entering the hot tub, please shower to remove all oils and lotions. Ensure the cover is secure before leaving the hot tub as high winds can blow the cover off. Hot tub covers are not to be climbed on or laid on to sunbathe as they are made of foam and will break. Any broken hot tub covers are subject to extra charges.

Please do not turn off or unplug the hot tub. Unless specified by management, please do not add anything to the water including soaps, bath oils, etc. unless specified by management.

Grill Care and Use

If your property includes an outdoor BBQ grill and you use it, then you are responsible for cleaning the cooking grates and exterior surfaces, emptying the grease trap, and turning OFF the gas at the tank.

We ask that you do this for your safety, the property's safety, and the safety of the wildlife.

Inclement Weather Policy

Please ensure you are prepared for possible weather and road conditions as there are no refunds, allowances, or date changes resulting from these matters.

Indoor/Outdoor Fireplace

Enjoyment of indoor fireplace(s) is permitted as follows:

• Allowed: October through April

• Prohibited: May through September

Firewood

Locally cut firewood is available for you and your guests and is for sale on-site adjacent to the retreat entrance.

Per Big South Fork National River & Recreation Area guidelines, firewood from outside of these five counties surrounding the park (McCreary, Scott, Morgan, Fentress, and Pickett) is strictly prohibited.

Cabin Equipment Repairs

In the event of an equipment malfunction, we commit to resolving the issue as much as possible. It may be necessary for us to enter the property during reasonable hours to make repairs. At this time, there is no compensation for equipment malfunctions.

Lost Items

The Agent and the Owner are not responsible for ANY items left behind in a rental property.

Non-Smoking

Laurel Fork Rustic Retreat, and all the properties we manage, are NON-SMOKING properties. Smoking is strictly prohibited inside ANY cabin, barn, or stable. If evidence shows smoking inside a cabin, a minimum $100+ fine for extra cleaning will be automatically charged to the card on file.

Camping/Hookups

We do not provide camping spaces or hookups for any recreation vehicle. While RVs can be parked in driveways, sleeping/staying in them is prohibited.

Gatherings

All gatherings for family cookouts, birthday parties, etc. must be pre-approved by management at the time of booking and can not exceed the property’s maximum occupancy (additional fees may apply).

Management reserves the right to perform head counts at any time. If you are found to have more guests than you have paid for or arranged to have to visit, you will be asked to vacate the premises and no monies will be refunded.

Quiet Hours

Quiet hours are 10 pm - 6 am, daily. Please respect other guests and adhere to the quiet hours.

Wildlife

Feeding ANY wildlife animal is strictly prohibited. Do not leave any trash or food unattended outside the cabin as this will attract wild animals and may result in damage, personal injury, harm to wildlife, or fines. An on-site dumpster is provided for your use at the office.