Stonewind Policies

Occupancy Policy

Cancellation Policy

We value your comfort, privacy, and peace of mind. The policies below are designed to make your time with us as well as the stay of other guests as pleasant as possible.

Arrival & Departure: Check-in is anytime between 3 pm and 6 pm. We regret we are unable to accommodate early check-ins as we have very little time between check-out and check-in to prepare cabins for the next guests. If you need to check in after 6:00 pm please let us know in advance so we can make suitable arrangements.

Late Check-in Procedures are included in the confirmation email sent when you register. Check-out is by 11:00 am.

Children: The ruggedness of our mountains and the open design of our high decks prohibit us from accepting children. Accordingly, we can not accommodate guests or visitors under the age of twelve. For safety reasons, there can be no exceptions.

Smoking: Our cabins are strictly smoke-free out of consideration for all those who have sensitivities to cigarette smoke. Please do not smoke inside your cabin or suite. Ashtrays are provided for the convenience of smokers on the decks and grounds.

Pets: Since some guests are allergic to pets, we do not allow pets to be brought on the property or in the yurt cabins.

Visitors: Registered guests may invite up to two additional visitors per unit rented to visit during the day. Your visitors must be 12 years old or older, and they may not stay overnight. Rates are based on double occupancy; there is a $35/night additional person charge, with no more than three people in a cabin.

Weddings: StoneWind has several sites for wedding ceremonies, including stone gardens, decks overlooking the mountains, and the decks of the cabins. Registered guests who are being married on their deck may invite up to 4 people for the ceremony.

Motorcycles, ATV's and other "toys": Sound carries forever in the mountains; therefore, in order to preserve the peaceful atmosphere at StoneWind, we do not permit motorcyles, ATV's, dirt bikes, guns, or drones at StoneWind. In addition to the noise problem, parts of the gravel road leading to the Retreat are unsuited to motorcyles.

Hiking & Swimming: Hiking at StoneWind Retreat and in the adjacent National Forest and the use of our facilities in general is at your own risk. No swimming is allowed in the lagoon or in any of the ponds. There is no life guard on duty. There is a combination gravel/brushhogged walking trail on the property but no prepared hiking trails in the adjacent National Forest. There are miles of prepared hiking trails at Lake Fort Smith, seven miles away, and at Devil's Den State Park, 15 minutes North on I-49.

Hunting: StoneWind Retreat is blessed with an abundance of wildlife — deer, turkey, fox, hawks, eagles, road-runners, quail, and a wide assortment of other birds and critters. We protect and feed the wildlife for the enjoyment of everyone. We do not allow hunting on StoneWind property nor in the National Forest using StoneWind Retreat as a base.

 

Cancellation Policy

Occupancy Policy

Our quiet, remote location is an advantage while you are here, but it also makes it difficult for us to re-book cabins on short notice. Please note our Cancellation and Rescheduling Policies are based on the timing of your decisions and the options you choose, so please read the policies below as they could be important to you.

 

Twenty-one (21) Days or MORE before arrival: If you cancel more than 21 days prior to your arrival date, your deposit will be refunded by check less a $45.00 cancellation fee — or you may leave your deposit on file and apply it to another reservation once without incurring the fee.

Three-for-Two Reservations are non-cancellable and non-refundable, but may be eligible for rescheduling under our Ability to Postpone Options below.

Within Twenty-one (21) Days of arrival: Within 21 days of arrival, all room sales are final, non-cancellable, and non-refundable. Postponing to a later arrival date will be considered a cancellation of the existing reservation with the room deposit being forfeited to pay for it followed by a completely new reservation unless you have purchased our Ability to Postpone Option as described below. There are no refunds for early departure. See our Reschedule Options below.

Rescheduling Options

Twenty-one Days or MORE before arrival: You may reschedule ONE TIME, free of charge, on or before the 21st day prior to your arrival. There will be a $45 fee for any additional change requested prior to 21 days before arrival.

Within 21 Days of arrival: Rescheduling within 21 days of arrival requires us to resell the original nights on short notice and is therefore considered a cancellation subject to the no-refund policy unless you have purchased the Ability to Postpone Option (ATP) described below. If you are rescheduling within the 21 days of arrival and have not purchased the Ability to Postpone Option, the deposit for your first reservation will be forfeit and you will have to pay for a new reservation for the new date you are booking.

Ability to Postpone Option

For those of you whose plans may change or are concerned about potential bad weather, family or personal illness, or other unforeseen problems, we offer the Ability to Postpone Option (ATP) for a non-refundable fee of 10% of the total room cost. The ATP allows you to postpone to a later arrival date one time, for any reason, as long as you notify us by phone by 3:00pm the day before you are scheduled to arrive, that is, 24 hours in advance-- or 12 hours before arrival in the event of widespread, severe weather (ice, snow, floods, tornadoes, hurricanes, etc). If you have not decided on your new arrival date, your room deposit will be placed on file for later use when you can make that decision.

The Ability to Postpone Option must be purchased when the reservation is made or up until the 21st day prior to your arrival--it cannot be added within 21 days of arrival. If you use your Ability to Postpone Option to change your dates of stay, you must purchase an additional ATP to cover the new dates. The second ATP will also be 10% of the room cost and will be valid for twelve months. Each ATP fee covers one rescheduling, and the ATP may only be purchased twice.

Deposits placed on file under the ATP Option will be forfeited if not used within 24 months from the original arrival date.

THE FINE PRINT

 

To Cancel or Reschedule

To cancel or reschedule, you must contact us by phone during normal business hours and receive a cancellation number. If you attempt to cancel or postpone by e-mail, do not assume your reservation has been acted upon unless we return your e-mail with a cancellation number or other information because your request may not have been received. We are not responsible for delays in cancellations or postponements caused by e-mail problems and e-mails received after hours will be counted as received on the next business day.

All rescheduling is subject to availability and potential price adjustments for the day of the week, seasonal rates and special events. There are no refunds for rescheduling to a period with lower rates; however, any credit generated may be used to purchase additional nights. All refunds will be made by check payable to name on the credit card or checking account. All deposits placed on file will be forfeited if not used within 12 months of the original arrival date.

If you reserve more than 21 days in advance, we require 50% of your total stay to confirm the reservation, and the remaining 50% will be automatically charged to your card or checking account on the 21st day prior to your arrival.

If you use your Ability to Postpone Option once, you may purchase the ATP one additional time to cover your new dates. The second ATP will also be 10% of the room cost and will be valid for twelve months. Each ATP fee covers one rescheduling, and the ATP may only be purchased twice.

Payment for Services

We require full payment for all reservations made within 21 days of your arrival date by credit card, debit card, cash card, or by USPS Money Order. If paying by debit or regular credit card, and you reserve more than 21 days in advance, we require 50% of your total stay to confirm the reservation, and the remaining 50% will be automatically charged to your card on the 22nd day prior to your arrival, which is the last day before the sale becomes final. Other payment policies may apply to season specials.

Season Specials and Extended Stay Restrictions: Specials with time limits or for specific days may not be doubled or combined with other special rates unless specifically permitted.

Extended Stay Reservations: Reservations eligible for an Extended Stay Discount are handled as a Standard Reservation and billed under our "50% now, 50% at 21 days prior" policy.

One Night Reservations: One night stays, when allowed, are Pre-Paid and Non-refundable. There are no discounts available for one night stays, and there is a $20 cleaning surcharge unless otherwise noted.

Paying by Cash: We do not accept cash at time of check-in, although those wishing to pay cash may pay by USPS money-order (must be received at least 15 days prior to arrival) or by a Cash Card. We require full payment for all reservations made using money order or Cash Card.