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Payments: A 50% deposit is required at the time a reservation is booked. (Reservations over Holidays and Special Events are non-refundable please see information below). Timber Lodge Retreats accepts Visa, Master Card, Discover, Money Order or Personal Checks. (all Reservations require a credit card on file and the credit must not expire prior to arrival). The remaining balance is due 60 days prior to arrival and a reminder is sent to the guest 15 days prior to due date. Guest will be charged the balance due on the due date if no prior payment arrangements are made. Guests will be contacted in the event of a declined credit card. If no response is received within 48 hours this will result in forfeiture of any previously held deposits and cancellation of the reservation. Cancellations are assessed a $50 fee.
Please make checks payable to Timber Lodge Retreats
Mailing Address is PO Box 905 Hill City, SD 57745
Holidays and Special Events: Martin Luther King, Memorial Day, Independence Day, Sturgis Motorcycle Rally, Labor Day, Annual Buffalo Round Up, Thanksgiving, Christmas week through New Years.
Travel Insurance: Travel Guard’s All Seasons Travel Plan is recommend for all reservations. The cost is 7% of the reservation total. In the event a reservation must be cancelled after the cancellation deadline no refunds will be given.
Security Deposits: Security Deposits are not required unless stated; Timber Lodge Retreats recommends the purchase of a Protection Plan to cover any damage or theft. This may be purchased at the time the reservation is made or any time up to and including the date of check in. The cost is $45 for a $1500 protection plan and $69 for a $3000 protection plan. Some home owners require this with all rentals and the fees are built into the reservation booking fee. Those properties that allow pets a $69 policy is required by the owner. If the guest chooses not to purchase the policy any damage or theft will be billed to the credit card on file.
Tax and Booking Fees: Sales tax rates are 5.5% to 8.5%. Booking fees are charged on most properties and do vary by property.
Occupancy Policy: Timber Lodge Retreats requires a 2 night minimum for all reservations. Holidays require a minimum 3 night stay and Rally reservations require a minimum 4 night stay. Rates are based on the maximum number of guests with the exception of Mountain Meadow Cabins and The Derby Elk Resort. Occupancy is limited to the number of maximum guests advertised per property, and guest must be 21 years of age to rent units. Please notify Timber Lodge Retreats of any changes. Guests will be asked to leave and no refunds will be given in the event the occupancy level is exceeded.
Smoking and Pets: No Smoking is allowed at any Timber Lodge Retreats rental property. Smoking is allowed outside when fire conditions allow, please use receptacle provided. Guests found smoking inside the rental property will be asked to leave and no refunds given, there is an additional charge of $500 for professional cleaning. No pets are allowed in the rental property or on the rental property unless stated with the exception of service animals. Guests found with pets will be asked to leave and no refunds will be given, there is an additional charge of $500 for professional cleaning.
Tents, Fires, and Camping: Timber Lodge Retreats rental properties are licensed for lodging only, No Tents or Campers are allowed at the properties. Timber Lodge Retreats rental properties are located within the Black Hills National Forest Fire Protection District. Fireworks and bonfires are prohibited. Guest will be held responsible for any damages, asked to leave and no refunds will be given.
Check in Time: 4:00 pm Mountain Time. Early check in may be arranged with prior approval subject to availability. Rental properties are guaranteed to be ready at 4 pm.
Check out Time: 10:00 am Mountain Time. Late check outs require prior approval and are subject to a fee of $100.
Maid Services: Please help to conserve our natural resources. When towels are used more than once we conserve energy and water resources. Timber Lodge Retreats rental properties are not serviced by a maid daily. These services may be provided for an additional fee and prior arrangements must be made.
Hot Tubs, Electronic Equipment, and Appliances: Timber Lodge Retreats, LLC cannot control the mechanical performance of hot tubs, electronic equipment or appliances. If there is mechanical failures please contact our office, do not try to correct the problem yourself. No refunds or discounts will be given in these instances.
Vacation Home Disclosure: Timber Lodge Retreats, LLC is solely acting as the rental agent for the property owner. Guest is gaining usage of the property through a license to use and is not gaining any interest in the property.
Disclaimer: Timber Lodge Retreats, LLC will not be held liable for damage, loss or injury resulting from negligence of guests or friends of guests. Further, we will not assume responsibility for loss, delay, or expense caused by weather or other circumstances beyond the control of Timber Lodge Retreats, LLC. Timber Lodge Retreats, LLC reserves the right to change accommodations without notice, up to and including the date of arrival, due to maintenance issues or sale of home. Timber Lodge Retreats, LLC will attempt to provide similar accommodations or upgrade at no additional charge. Rates are subject to change without notice, and are subject to availability.
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