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Reservation Policies and Rental Agreement

Reservation Policy: A 10% down payment is required to secure a reservation. You must be 21 or older to rent a cabin. Rental agent reserves the right to refuse rental to any individual or group. It is a crime to obtain this rental property under false pretenses. Rental agent reserves the right to move your reservation to a comparable property if necessary due to a problem with the original property. Rental rates and specials may change, but you agree to be bound by the rates in effect at the time of reserving the cabin. Communication about a reservation, even after departure, must only be with the guest named on the reservation.

Confirmation: Confirmation of the reservation will be emailed to address provided by you upon receipt of deposit. Guest(s) should review the confirmation for accuracy of dates, mailing address, and accommodations. Guest(s) must notify or Matt at 307-703-0131 of any discrepancies in the reservation immediately upon receiving the confirmation.

Occupancy: Cabin occupancy is limited to the maximum number of guests that your cabin sleeps. Allowing others to occupy the cabin above its stated occupancy limit will be subject to additional fees.

Cancellations: Deposits and fees for reservations cancelled prior to your arrival date are non-refundable. Only the guest named on the Rental Agreement may cancel a reservation, and cancellations must be made by phone or Email and must be confirmed by our office.

Check-In: Check-in is after 3:00 pm. Due to the necessity of cleaning and inspecting your cabin, you will receive a text or phone call on the day of check in if you room is ready early. The guest named on the reservation must check in, unless prior arrangements have been made with us. The remaining balance must be paid before the cabin may be occupied by any guest in the party.  All returned checks are subject to a $25 fee.

Check-Out: Check-out is no later than 10:00 am unless prior arrangements have been made. You do not need to return to the office to check-out. Guest agrees to clean and put away all dishes, remove all garbage, close and lock all windows and door as part of the check- out procedure.  A packet will be in your cabin upon arrival to reiterate this policy.  Please respect check-out time, as we need time to prepare the cabin for the next guest.

Accepted Forms of Payment: Guests are responsible for payment in full upon arrival. This includes rental rates and taxes. We accept Visa and MasterCard, as well as checks, and money orders. Returned checks will result in a $25 fee.

Damages and Excessive Cleaning: Guest agrees to leave the cabin in an undamaged condition.  Guest understands they are solely responsible for, and assume all liability for any damages to the cabin during their stay. In the event of damage, theft, or the need for excessive cleaning including washing dishes, guest authorizes rental agent to charge the credit card on file. Should the guest dispute the charges or the credit limit on the credit/debit card on file is not sufficient to cover the damages/theft/cleaning, rental agent reserves the right to charge the guest with vandalism and pursue collection from the guest with venue being in the county of Crook, State of Wyoming. All reasonable attorney fees will be at the expense of the guest if collection becomes necessary. Please be respectful of all cabin property during your stay.

Group Responsibilities: Noise is to be kept at a reasonable level, since other guests may be staying in nearby cabins. In the event any complaints are received about the group as a whole, or about any individual within the group, you could face possible eviction from the cabin without refund. The group is responsible for all damage to the cabin incurred by any member or guest. If damage occurs, you will be charged not only for the repairs/replacements, but also for any refunds or adjustments that our company is forced to make to other guests due to the behavior of your group. The amount involved is totally separate from the master account, and you give full authorization to charge the credit card on file, or agree to provide us with payment via other means should this card decline.

Pets and Smoking: SMOKING/VAPING OF AND KIND IS NOT PERMITTED IN ANY OF OUR CABINS!  Smoking is permitted outside on the deck only. Do not flick cigarettes or toss any other items off the cabin decks. Our cabins allow dogs over 1 year of age. If allowed, no more than two dogs may be brought. There is a $10/night fee for pets. Any unauthorized pets or smoking in a cabin are subject to a $300.00 fee and you may be asked to leave the cabin immediately with no refund.

Fire, Fire Pits, and Fireplaces: Fireplaces that are electric are usable year-round. This part of Wyoming is very dry and windy, and as such, is usually under a burn ban.  Open fires are prohibited on the premises.  Gas grills are perfectly acceptable.

Maintenance: Rental agent performs regular maintenance on all cabins and makes every effort to keep all amenities in good working order. As in any home, appliances, A/C and heating units, cable TV, internet, fireplaces, etc. may malfunction on occasion and while we cannot offer refunds or discounts for such malfunctions, we will make every effort to correct any deficiencies as soon as possible during regular business hours. Please report all maintenance issues immediately. We provide after-hour service for emergencies only, such as lack of power, heat, air, water, leaks, accidents, and cabin lock-outs.

Housekeeping: Housekeepers clean each cabin thoroughly prior to guest arrival. We offer daily maid service upon request for a specified fee. A starter set of linens, towels, soap supplies, toilet paper, and paper towels are provided. Upon arrival, please report any damage or housekeeping issues.

Refund Policy: We will do everything we can to make sure your cabin is ready for you. As in any home, malfunctions occasionally happen. No refunds will be issued for non-working amenities, malfunctions in equipment (i.e. televisions, internet, etc.), early departures, or for any weather conditions.
Weather: We’re glad you’ve decided to visit Bearlodge Mountain Resort in Sundance WY. Keep in mind that our road is winding and steep. During winter months, four-wheel drive vehicles should be considered. We will assist you in any way we can.

Miscellaneous: Due to high fire hazard in this area open fires or Fireworks are not permitted on, in, or around any cabin. Rental agent reserves the right to enter and inspect any cabin without notice or the guest being present. Guest hereby agrees to indemnify and hold rentor harmless from any and all claims including those of third parties arising out of or in any way related to guest use of premises or the items of personal property provided therein. Guest assumes the risk of injury or other losses relating to any recreational activities and will hold owner and its agents harmless with respect thereto. Rental agent does not divulge guest personal information to any third party without expressed consent.


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