Guest License Agreement
Please ensure the total number of guests does not exceed the maximum occupancy indicated for the property. Children of all ages, including infants, are considered as occupants.. Each cabin is permitted through the Village of Ruidoso for a maximum number of occupants AT ALL TIMES. Should the number of occupants increase prior to arrival, you must contact our office to determine if the cabin will allow for the changes, or if other accommodations need to be arranged. Should you arrive with more guests than the maximum occupancy allows, a larger cabin or an additional cabin will need to be rented at the established rate. If no other accommodations are available at Ponderosa Cabins, guests will not be permitted to stay and the initial payment amount will be forfeited. If any guest is found to be over-occupying the cabin at any time during your stay, you will be asked to depart immediately and forfeit all monies paid. Day visitors must be approved by the office.
Parking, Motor Vehicles, and Trailers
Each property is permitted for a maximum number of vehicles AT ALL TIMES. Parking is very limited.. Vehicles shall be parked only in designated parking areas. Additional parking may be available with the office, but arrangements must be made prior to arrival. All commercial vehicles and RV's of any kind are prohibited from parking on any portion of the property.
Rates and Payments
Rates are quoted on a nightly basis and are subject to New Mexico Gross Receipts Tax, Lodger's Tax, and a Guest Services Fee. Rates, taxes, and fees are subject to change until reservation is made. All payments must be made by credit card. We accept all major credit cards. Cash and checks are not accepted. We require a non-refundable deposit of $75.00 to reserve a cabin, (deposit rate is subject to change). The remaining balance must be paid upon arrival.
1 night reservation is paid in full and non-refundable.
Cancellations and Refunds
Any cancellations up to 14 days of reservation will result in an additional cancellation fee of $75.00. Ponderosa Cabins strongly recommends obtaining travel insurance for holiday reservations and longer stays. There are no refunds for early departures. No-shows will be charged the full cost of the reservation. It is the guest’s responsibility to check weather conditions and fire restrictions for our area. Refunds will not be given for adverse weather, illness, random acts of nature, or any other reasons.
Check-in time begins at 3:00 PM Mountain Time. We are unable to allow early arrivals. Please do not plan on an early arrival, as we may not be able to accommodate due to housekeeping and maintenance schedules. If you will be arriving after 6:00 PM, please call our office to discuss late check-in procedures. Please notify the office right away of any maintenance or housekeeping concerns so that we may tend to those promptly without disruption to your stay. Guest will be charged a minimum of $25 for lost keys.
Guests must check-out and return keys to the office no later than 11:00 AM Mountain Time on your day of departure. A later check-out time MAY be arranged with the office for an additional fee ONLY IF there is no guest scheduled to check in to the property on the same day. Late check out must be arranged in advance with our office. Unapproved late check outs may be subject to fees up to one night’s rent and potential removal of belongings from the property after reasonable attempts have been made to notify you of unapproved late check-out. There are no refunds for early departures.
Nightly room rates include standard cleaning upon departure and accounts for normal use of the property. The property shall be in the same condition upon departure as at check-in. All dishes must be washed and put away and all trash must be put in designated dumpster facilities upon leaving the cabin. There will be a minimum $50 fee for unwashed dishes, trash left in or around cabin, furniture moved or rearranged, stained carpets/furniture, or excessive staining/soiling of towels or bed linens.
Guest(s) must immediately notify Ponderosa Cabins of fire, pet,damages or other damages to the property. Rates are for normal wear and additional charges will be applied for abuse, damage, or theft to the property or personal property.
All of our cabins are NON-SMOKING properties. Smoking is prohibited inside the cabins. Smoking may be permitted on the decks or porches outside with the use of ashtray. There are times when the Village of Ruidoso Ordinance prohibits smoking outdoors due to fire danger. Please check with the office or The Village of Ruidoso for current conditions and ordinances. A fee up to $500 will be charged for smoking inside the cabin.
All of our cabins are pet friendly, with prior approval and fee. Guests are responsible for cleaning up after their pet. If you have any concerns about any pets on property, guests must immediately contact the office. No more than 2 pets per cabin. Pet fee of $10.00 per pet, per night must be paid before entering the cabin.Guest are responsible for all cost of repairs from damages caused by the pet.
No alteration or additions to the property shall be made by any guest. This includes rearranging furniture in the cabin or displacing items assigned to that specific cabin. Bouncy houses, tents, volleyball nets, etc. are not permitted in or around the property. If housekeeping staff must move furniture back to its proper place, you will be charged a minimum $50 additional fee.
Some of our properties have housekeeping areas locked off to guest access. If any of these locks or access points are tampered with, guests will be charged an additional fee.
All refuse/trash must be put in secured plastic bags and placed in the near-by dumpster facilities. If refuse is left in the unit, you will be charged a minimum $50 additional cleaning fee.
Ponderosa Cabins strives to provide each Guest with quiet enjoyment of their respective CABIN(S) and all facilities on the premises. You are responsible to observe and respect the quiet enjoyment of neighboring property. Per Village of Ruidoso Ordinance, Guests are required to observe quiet hours from 10:00 pm - 8:00 am. If noise or disturbances are addressed and continue to be a problem, you may be asked to vacate the property and forfeit the balance of your reservation. Ponderosa Cabins reserves the right to cancel or rescind any Guest License Agreement if it is found that the guests are conducting unlawful activities, disturbing others by playing loud music, percussion, audio, or instruments, or cause any loud or offensive noises, have made misrepresentations about the nature or size of the group or the use of the property, or if in any other way breach the Guest License Agreement.
Conduct of Children
Parents are responsible for the general conduct of their children at all times. Please be mindful of neighboring guests and keep children in the area around the cabin you have reserved. Damage to the real property or personal property at the cabin is the responsibility of the parent. Children must respect quiet enjoyment of neighbors.
Charcoal grills are provided at all of our properties. Do NOT move fire grills onto the porch. If firewood is used in our charcoal grills, guest will be charged a minimum of $150 for replacement of the grill. There are times when the Village of Ruidoso may prohibit use of any outdoor grilling of any kind. You may check with our office or the Village of Ruidoso for any restrictions.
All of our cabins have wood-burning fireplaces. Fireplaces are NOT to be cleaned by guests, we will clean them upon your departure. Do not start a fire on your day of check-out and do not throw hot coals outside.
All cabins are equipped with full kitchens with dishes, cookware, utensils, and kitchen towels. Linens such as bath towels, sheets, and blankets are provided. All cabins have Wi-Fi .
***It is the guest’s responsibility to check weather conditions and fire restrictions for our area. Refunds will not be given for adverse weather, changes in fire restriction levels, or services unavailable during your stay that are out of our control (such as temporary widespread power outages, internet outages, etc.). We will make all best efforts to provide alternative accommodations if able. Ponderosa Cabins always recommends that visitors to Ruidoso be prepared when traveling to our area in the winter. Road conditions can be difficult when we experience winter weather. Consider buying chains before traveling to our area as they tend to sell out of tire chains quickly in the Ruidoso area during winter weather events (keep your receipt to return them if not needed). If a catastrophe (forest fire, tornado, flood, blizzard, or other act of nature) or any situation simply beyond our control impairs the vacation rental, Ponderosa Cabins is not responsible for finding alternate lodging for the renter or for the renter's financial losses related to transportation or alternate lodging. THERE WILL BE NO REFUNDS OR CREDITS FOR EMERGENCY EVACUATIONS. Weather conditions in Ruidoso New Mexico can change dramatically, especially during winter months, high risk fire season, and monsoon season. We suggest you consider Travel Protection Insurance to secure your vacation investment and eliminate your financial risk.
LIMITATION OF LIABILITY:
Under no circumstances shall Ponderosa Cabins, LLC be responsible for any loss, expense, damages, claims or injury direct, indirect, consequential or otherwise whatsoever, howsoever caused or incurred whether arising in contract or otherwise in law or equity as a result of rendering of the services or accommodations as described or substituted and including, without restricting the generality of the foregoing as a result of any delay(s), substitution(s), rescheduling(s) or change(s) in the provision of services or land accommodations by Ponderosa Cabins, LLC or by reason of military actions, revolution or acts of God, government agencies, or unforeseen circumstances or events, by any agents, owners, employees, subcontractors, servants or services as substituted; Ponderosa Cabins, LLC, at all times will act in good faith and use its best efforts to substitute with accommodations or services of a type as comparable as possible to those contracted. Ponderosa Cabins, LLC will not be liable under any circumstances, including substitutions, to refund any unused portion of booked accommodations or services. Guests may also encounter the following risks: slippery walkways and stairs, especially when wet or icy, stairs or decks with spaces between rails (dangerous for little children), unfenced or unlocked hot tubs, gas BBQ grills, clean/clear sliding glass doors, uneven ground, and dangerous stairs or pathways, Therefore, each guest agrees that he/she is voluntarily participating in any and all activities, risks, and use of the accommodations, and hereby assumes all risk of injury, illness, damage or loss to person and property that might result, including, without limitation, any loss or theft of personal property. By booking this property, you agree to indemnify and hold harmless, Ponderosa Cabins and Ponderosa Cabins, LLC, its officers, agents, and employees from and against any liability of personal injury, or property damage sustained by Guest(s) and their invitees or occupants as a result of any cause, unless caused by the negligent or willful act of Ponderosa Cabins or Ponderosa Cabins, LLC, its officers, agents, and employees.