Payments, Accidental Damage Waiver, Cancellation Policy, Taxes, Fees and Other Policies
Payments: The reservation will be held for you with a credit card. A down-payment equal to one-night’s rent is required at the time you make your reservation. If paying by credit card, check or money order, payment will be due in full sixty (60) days in advance of the reservation. The renter will be charged for the stay by credit card automatically at the 60 day period. A declined credit card will result in forfeiture of the reservation. Rally deposits are 50% of the total rent, are required at the time of reservation and are non-refundable and non-transferrable. Rally payment for reservations are due in full by May 1. Rates vary between properties.
Guest charges for rent and other fees may be paid for by Visa, MasterCard, Discover or American Express.
Required Accidental Damage Waiver: The accidental damage waiver is limited to a maximum of $1500 per stay. Damage in excess of this maximum and negligent or intentional damage will be the sole responsibility of the guest(s). BHVH staff reserves the right to determine levels of damage and the presence of negligent versus accidental damage. Only damages reported at the time of incident will be covered. The accidental damage waiver will be void if the guest(s) fails to report the damage, and the guest(s) will be responsible for the cost of the repairs. Damages not covered by the accidental damage waiver will also be charged to the renter.
Examples of covered items include: beverage or food spills on carpet, broken glasses, stained linens.
Examples of non-covered items: intentional damage, damage caused by negligent acts, excessive cleaning needed, theft, over-crowding, pet damage (in pet-approved homes only).
Cancellations: There are no monetary refunds for cancellations. If, for some reason, you would have to cancel, you may rebook your stay at another date within a year, Sturgis Motorcycle Rally dates excluded. The re-booked reservation will depend on availability. ALL cancellations are charged a $75.00 cancellation fee. We strongly encourage our guests to purchase travel insurance.
VACATION RENTAL INSURANCE-CSA Vacation Rental Insurance has been made available with your reservation. Vacation Rental Insurance reimburses for pre-paid, non-refundable expenses due to certain unforeseeable circumstances that may jeopardize your vacation investment and force you to incur unplanned expenses. We strongly recommend you purchase this valuable protection. If you did not accept the plan offered, you acknowledge you have read and understand our cancellation policy and choose not to purchase Vacation Rental Insurance on behalf of all occupants.
Tax and Service Charges
All rentals (off season, regular rate, Holiday rate, special events, Sturgis Bike Rally), are subject to a 5.5-8.5% sales tax, depending on location. There will also be a Reservation Fee for each reservation, which will vary based on property.
By agreeing to these terms and conditions during reservation process, renter acknowledges that they are at least 25 of years of age.
All rental rates are based on maximum occupancy. The extra person charge over the maximum for each vacation home is $35 per person per day on regular rentals. Rally rentals are subject to $100 per person per day charge.
There is a two (2) night minimum stay – three (3) night minimum over Holidays and Special Events. Rally rentals vary between 4-10 days (please check each home individually). Inquire about the 10% discount for stays of 5+ nights.
There is absolutely NO SMOKING in all vacation homes. Smoking is allowed outside only if care is taken to dispose all trash in the proper place and not on the property grounds. If this is not done, you may be charged for clean-up. If there has been smoking in the home, you will be charged for professional cleaning. This charge will be a minimum of $250 up to the full reimbursement of professional cleaning charges.
There are no pets allowed in our vacation homes. If you plan on traveling with pets, please inquire about possible pet-friendly properties.
Where allowed, snowmobile and four-wheel riding must be kept at 15 MPH on all roads leading to and from the vacation home. All renters are prohibited from recreational riding on these roads. Access on these roads is permitted only if going to another trail or area specifically designed for recreational use. Cutting across private property is prohibited.
Please… NO TENTS, NO OUTDOOR FIRES, NO CAMPING. These activities are prohibited.
Check-in and Check-out Times
GUESTS WILL CHECK IN DIRECTLY AT THE VACATION HOME (if available) or/
CHECK IN AT THE OFFICE: 1145 N Main Street, Spearfish SD 57783 (Hours: 8:30am to 4:00pm M-F)
**Your reservationist will tell you prior to your arrival where to check in.Check-in is at 4:00 pm / Check-out is at 10:00 am
Early check-in or late check-out may be available for a $50 fee and is subject to availability. Please inquire with a reservationist.
Seasonal and Non-Seasonal / Holidays / Special Events / Rally Week Dates
Rates include, but are not exclusive to, the following dates: (These dates may be changed anytime or altered in regards to price negotiations)
Holidays: Martin Luther King, Presidents Day, 4th of July, Christmas/New Year’s (December 20 to
January 4) (**Holiday stays require a 3 night minimum)
Seasonal: All days surrounding Holidays, excluding the Sturgis Rally week.
Rally Week: 4-7 days in a block. Please inquire for availability and rental date structure on each individual home. (These will change annually)
Amenities, Disclosure, Disclaimer and Hot tubs
Amenities: All homes are equipped to provide enough towels, bedding, kitchen supplies, etc… for the maximum occupancy of that particular home. If you feel that more of these supplies are needed, you may bring your own. You may need to provide: phone, firewood, vcr movies, stereo, crock pot, towels for hot tub use, spices, oil, coffee and filters in case they are not already provided in the home. Please inquire for more information or view the amenities section on the web site for a particular home
Vacation Home Disclosure
Black Hills Vacation Homes, LLC, is a manager of vacation homes. These properties are independently owned. Although problems are rarely encountered, Black Hills Vacation Homes reserves the right to change accommodations up to, and including the day of arrival to best accommodate our guests.
Black Hills Vacation Homes, 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 Black Hills Vacation Homes, LLC. We strongly encourage our guests to purchase travel insurance. Black Hills Vacation Homes, LLC, reserves the right to change accommodations without notice, up to and including the date of arrival, due to maintenance emergencies or sale of home. An attempt will be made to provide equal accommodations or upgrade at no additional charge. Rates are subject to change without notice, and are subject to availability.
Black Hills Vacation Homes, LLC, does not have control over the mechanical performance of private hot tubs. If a hot tub becomes inoperable during your stay, and maintenance cannot be performed, you may contact our office for further instruction. Many times the homes are rented back to back, and the hot tubs will not have had a scheduled cleaning. Patience and guest help may be needed to ensure the hot tub will be usable during your stay. You may be asked to add more chemicals, spray the filter, add water or keep on a cleaning cycle. There will be no refunds for inoperable hot tubs. Black Hills Vacation Homes, LLC, is not responsible for any act of negligence in the use of a hot tub. The renter assumes all responsibility for self and guests in the care and use of any hot tub. Adults must accompany children in all hot tubs, and extreme care and caution must be followed. Black Hills Vacation Homes, LLC, is not responsible for any accidents. Hot tub use is at your own risk.
Black Hills Vacation Homes: 605-722-9950 office