Policies

OFFICIAL TERMS, CONDITIONS, AND POLICIES OF HILLSIDE COUNTRY CABINS Rev: 1-2019

~ PLEASE READ BEFORE YOU MAKE ANY RESERVATION(S)

~ We try to write it all down so, if you have any questions we want to be sure it is in writing for all. 

~ By making any reservation online or by phone you have agreed to comply with these contracted terms and conditions. 

~ PHONE RESERVATIONS: 

  • An e-mail will be sent to ensure you agree to the terms and conditions to the contracted dates for the reserved cabin(s)/home(s).  
    • Upon receiving this email, please respond back saying that you agree to the terms and conditions to further confirm your reservation.
    • If no email is received back, please contact us to confirm your confirmation.
  • This confirmation response is for required credit card compliance regulations.     

~ PAYMENT TERMS/FORMS OF PAYMENT:

  • Full Payment for the reservations is expected at check-in/or before entry.
  • Payment is accepted by any of the following methods:
    • Credit card: Visa, Mastercard, and Discover 
      • There will be an extra 2% reservation processing fee
      • Card fees will apply and will be shown as tax on invoice given at reservation.
    • Cashier’s Checks & checks are allowed only if confirmed by the owner.
  • Please let us know if it is an international reservation(s) before booking.
  • An additional $35.00 fee will apply if a manual entry of card must be done.  
    • We do get charged more if this is not done.  
  • A $40.00 late fee plus $5.00 per day till reservation is paid in full will be charged if not paid by the check-out date. 
  • Any discounts will be voided if you do not pay by the departure date/time and will go to the standard rate. 
  • If any Chargeback occur, all discounts are voided and will be charged the standard rate.

~ PAYMENT BEFORE ENTRY: 

  • All reservation(s) will be paid in full before entry with the card on file.  
    • Please notify us if paying with other payments like cashier’s check, different credit card(s), and/or cash.
    • If payment is not paid before checking out, a $35.00 manual fee may be applied to the card on file.
    • There will be NO refunds for any early departures.
    • If a late arrival occurs, please check in at the office before 10:00 AM MST to sign the paper work and pay for the cabin.
  • Person(s) who is renting the cabin(s) is liable for any payments and damages occurred during the stay and will be charged accordingly.

~ DEPOSITS POLICY:

  • You will be charged the first night stay on all regular cabin(s) booking(s). 
    • This excludes the Silver Mountain Lodge (Cabin #18), Pre-rally/Rally, Holiday dates, and large group booking(s).
  • Any money/deposits are non-refundable, NO EXCEPTIONS!
  • An e-mail will be sent to ensure you agree to the terms and conditions to the contracted dates for the reserved cabin(s)/home(s).  
    • Upon receiving this email, please respond back saying that you agree to the terms and conditions to further confirm your reservation.
    • If no email is received back, please contact us to confirm your confirmation.

~ CANCELLATION POLICY:

  • For ALL standard cabins, if you do not cancel within a 30 (thirty)-day period, you will be liable for all night(s) booked.
    • Cancellation(s) on regular cabin(s) excludes Holidays and Pre-Rally/Rally.
  • Any cancellations received less than 30-days prior to the arrival date on any cabin will lose the first-night stay (deposit). 
  • In the event of a “No Show,” you will be charged for the booked stay.  
    • NO EXCEPTIONS.  
  • Cancellations that are occur by 5:00 PM MST, the guests are still liable for ALL night(s) stay.
  • ALL CANCELLATIONS and/or Changes MUST BE in writing or e-mail ONLY. 
    • No telephone cancellations taken to assure that all cancellation processes are done.  
  • To avoid misunderstanding, please provide your Name, Cabin Number/Name, and Dates of the booked Reservation when cancelling your reservation(s). 
  • If any Chargebacks are issued to us, you are liable for any service/attorney/owner fees that occur until the issue is resolved.

~ INTERNATIONAL CUSTOMERS:  

  • Bookings are to be paid in full when booking. 
  • International credit card fee(s) may apply, only if more than the regular standard card rate applies.  
    • Please call if you have any questions on the fee charge.   

~MINIMUM STAY: 

  • Some cabins/log homes have a minimum stay, please call or email for any questions or details during office hours.   
    • A two-night minimum stay is required for cabins #1, #2, #3, #7, #8, #9, #10, and #11.
    • We do offer 1-night stays for only certain cabins, please see web page or call if you have any questions.  
  • Any opening(s) we will consider booking.

~ MINIMUM-STAY FEES: 

  • If not staying for the allotted minimum stay, an extra $50.00 fee plus sales tax fee may be applied for contracted cleaning
  • The larger log homes have a standard cleaning fee stated under contracted cleaning fees on cabin homes.

~ RENTAL OF MULTIPLE UNITS OR WHOLE ESTABLISHMENT POLICY: 

  • If multiple cabin(s) are rented for a large event, all deposits and payments are half due at the time of booking and second half due 30 days later unless prior arrangements have been made.
    • This is a non-refundable booking.   
    • An e-mail correspondence will be sent to ensure your agreement to the terms and conditions for the contracted times and cabin(s)/home(s).  

~ MAX CAPACITY TERMS:

  • Each cabin/log home has a certain limit to how many guest(s) can be accommodated.
    • We encourage you to not exceed this limit.
      • If there is a special circumstance that requires you to exceed the maximum capacity, there is an additional guest fee of $50.00 for each additional person.
        • Guest(s) under the age of two are exempt.
  • Please provide this information at booking or call to let the staff know.

~ HOLIDAY RESERVATIONS:  

  • A 3-night minimum stay and a half-down deposit is required for all Holidays
    • This is non-refundable. 
  • For the Silver Mountain Lodge (Cabin #18), it requires half-down and the other half due 60 days prior to your arrival.  
  • In certain cases, a legal contract may be issued if requesting the whole facility during this time.
  • If any opening(s) are available, we will rent accordingly.

~ STURGIS RALLY/ PRE-RALLY POLICY:

  • Five or more night minimum stay for Sturgis Bike Week 2019
    • All Sturgis Rally and Pre-Sturgis rally reservation(s) will require a 50% paid deposit of the total stay from dates 7/31-8/13/2019.
    • Full payment for the Rally will be due by April 15th, 2019. 
      • If you do not pay by this date, you will forfeit the deposit and lose your spot, unless prior arrangements have been made.
    • For any cancellations, you will forfeit all payment(s) collected for Sturgis 2019.  
    • If there are ANY available dates open, we will consider booking these dates.  
  • For Sturgis 2020, there will be a 7-night minimum stay with no refunds from 8/7-8/16/2020.
  • Please call if you have questions. 

~ OFF SEASON/WINTER/EARLY SPRING TIMES: 

  • Need 1-2-day notice for reservation(s) in the off-season for the homes, so the cabin can be ready/hot water heater can be turned on. 
  • Some of the small cabins are NOT open during winter, please call if you have any questions before booking.

~ PET POLICY: 

  • $50.00 pet fee for each animal.
  • No dogs over 50 pounds, NO EXCEPTIONS.
  • We have the right to refuse animals due to scheduling, allergies, damages, and liability factors.   
  • Pet owners will be financially responsible for any damages and extra cleaning caused by their pet(s). 
  • No animals on furniture or beds.
  • Bring carrier if you plan on leaving the animal for any time period.
  • Only certain cabins allow animals, not all cabins, please read through cabin descriptions to see if the cabin allows pets or not.
  • Any service animals must show proper ID before entry.
  • Please help keep this a pet friendly place.

~ CHECK IN/CHECK OUT TIMES: 

  • Check in time is from 3:00 PM to 5:00 PM MST
    • If arriving later than 5 PM, please call and make late arrival arrangements.
  • Check out time is 10:00 AM MST
  • If departing early, the guest is responsible for the full payment of the reservation.
    • NO EXCEPTIONS.
    • If departing late, the guest is responsible to make prior arrangements with a member of staff.
  • Our Summer Office Hours are from 8 AM-5 PM MST
  • Our Fall/Winter Office Hours are by appointment only.
    • If we are not at the office when you get there, please call

~ ITEMS IN THE CABINS: 

  • We are modern cabins and include other modern amenities.
    • The cabin(s) will be stocked with only the initial supplies: 
      • Two trash liners
      • Two/Three toilet paper rolls
      • One hand soap
      • One dish soap
      • Linens (Sheet(s) and quilt(s)) per bed in cabin(s)
      • Towels & washcloths (1 per person) per quantity in cabin(s)
      • One dish towel & dish cloth
      • One hand towel per bathroom 
      • Dishes, coffee cups, pot(s), pan(s), pot holder, silverware, spatula, wine glasses, toaster, microwave, coffee pot & filters.
        • Any other items that you want, you will need to bring for your stay.
        • We DO NOT supply any more than the stated for toilet paper and garbage sacs.
    • We DO NOT supply salt and pepper, sugar, coffee, bar soaps, shampoo/conditioner, paper towels, and/or napkins, due to some who may be allergic to certain items, liability reasons, and personal preferences. 

~ LIMITED HOUSEKEEPING: 

  • We have limited housekeeping and do not do daily housekeeping inside the cabins.
  • We only switch out towels if staying over three nights.

~ CONTRACTED CLEANING FEES ON CABIN HOMES: 

  • Cabins #7, 8. 9, and 11 cleaning fee is $50.00
  • Cabin #10 cleaning fee is $75.00
  • Cabin #18 cleaning fee is $150.00

~ CABIN #18 EXECUTIVE SILVER MOUNTAIN LODGE POLICIES: 

  • A 3-night(s) stay is required for the Silver Mountain Lodge. 
    • Rally and Holidays excluded
  • You will be charged for ALL nights.
      • A Half down NON-REFUNDABLE deposit is required due to the demand and size of the facility. 
    • You will be charged the rest of the deposit amount 30-day after booking unless other arrangements are made and confirmed by the owner.
    • For cancellations, if not cancelled within 90 days of arrival, you will be liable for the whole amount of the booked stay.
  • Walkthrough and Inspection will be done upon arrival and departure by the person whom rented the lodge and a member of staff.   
    • If there are any damages or an excessive mess left, you will be charged accordingly.  
  • No more than 12 people can stay in lodge at once. 
    • You will be charged $450.00(+) for any one that exceeds this limit due to septic reasons and extra cleaning.  
  • This lodge is NOT for large group gatherings. 
    • A pavilion area located on the property is for such events.

 ~ DISCLAIMERS: 

  • We are in the Black Hills National Forest, so there are critters, squirrels, chipmunks, bugs, spiders, and Mother Nature/weather that we have no control over. 
  • If something breaks and we cannot get it fixed immediately, we do not give refunds or a free night(s) stay.  
  • We are located right along the roadway of Highway 16, so we are not able to control any loud traffic during the day/night.
  • Certain cell phone service(s) in all the Black Hills may not work and/or be limited, so be sure to check with your provider. 
    • We do have a cell phone booster located at the office for weaker cell phone services.
  • No Netflix/Hulu streaming/downloading because it will shut down our WiFi services. 
    • We have no control over this. 
  • Insurance: We encourage all renters to purchase traveler’s insurance.
  • If you lock yourself out of your cabin(s), you are liable to any charges and fees.
    • NO EXCEPTIONS.
  • If you plug the toilet(s), you are liable to any charges and fees.
    • In short, if you plug it, you pay for it.
  • Please note that this is a cabin rental facility, not a 24-hour motel.
    • You are responsible for any services needed after 5:00 PM MST.

~ LOCATION: 13315 S Highway 16, Rapid City, SD 57702

  • 4 miles from Keystone
  • 6 miles to Mt. Rushmore
  • 12 miles to Hill City and Rapid City
  • 15 Miles to Needles Highway Bypass
  • 22 miles to Custer
  • 45 miles to Sturgis

No liability can be accepted for any errors in the processing or transmission of data.  

This is contracted time and you are liable and agree to comply with ALL the terms of these policies when booking. 

We strive hard to make this the best stay.

Beautiful day in the Hills…Vacation time!