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Ponderosa Pines Resort

Property Policies

Please take a few minutes to read through our policies before your stay at Ponderosa Pines.

Ponderosa Pines Resort is a private forest retreat set among 17 wooded acres, offering cabins, vintage trailers, and seasonal glamping tents for members and guests seeking rest and a slower pace. The following policies exist for one reason: to keep the resort safe, comfortable, and calm for everyone beneath the pines. We ask that you read them thoroughly and reach out with any questions before you arrive so that once you're here, there's nothing left to do but settle in.

Check-In & Check-Out

  • Check-in: from 3:00 PM

  • Check-out: by 11:00 AM

  • Early check-in and late check-out may be available upon request, subject to availability and an additional fee.

  • Check-in is contactless via keypad self check-in. Your unit access code is sent once your Guest Agreement is signed and balance is paid in full.

  • Access codes are confidential — please don't share them with anyone outside your registered party. Registered guests only may stay overnight; day visitors must be approved by management in advance.

  • The property uses Dark Sky–compliant lighting, so pathways are dimly lit by design. A lantern is provided in your unit for walking at night, or bring a flashlight.

Reservations & Payment

  • Full payment is collected at the time of booking, along with any payment options presented during checkout.

  • Rates are dynamic and may vary by date and season, and are subject to applicable taxes which covers access to the sauna, cold plunge, disc golf course, outdoor gym, dog park, and clubhouse.

  • Each unit has a firm maximum occupancy, including children. Exceeding the posted limit is grounds for immediate removal without refund.

Cancellation Policy

  • Cancellations made [7] days before arrival receive a full refund.

  • Cancellations made within [7] days of arrival forfeit the first night's stay.

  • No-shows and early departures are non-refundable.

  • Reservations made through third-party platforms (Airbnb, Expedia, etc.) follow the cancellation policy shown on that platform at the time of booking.

  • We recommend travel insurance for added peace of mind, particularly given seasonal weather in the high country.

Pet Policy

  • Ponderosa Pines is proudly pet-friendly. Well-behaved dogs are welcome in select cabins with advance notice.

  • Maximum of 2 pets per unit, at $25/night per stay. Pets must be declared at booking.

  • Pets must be leashed everywhere outside our dedicated off-leash dog parks, and are never to be left unattended outdoors or in a unit for extended periods.

  • Guests are responsible for cleaning up after their pets immediately, and are fully liable for any injury or damage caused by a pet.

  • Aggressive or persistently disruptive animals may be removed from the property at management's request.

  • Service animals are always welcome and are exempt from the pet fee, in accordance with the ADA.

Occupancy & Age Requirement

  • Each unit has a maximum occupancy listed on its accommodation page; additional guests beyond this limit are not permitted.

  • The primary guest on the reservation must be at least [21] years old and present for the duration of the stay. 

  • Ponderosa Pines is designed as a retreat for couples, remote workers, and outdoor-minded travelers.

Smoking & Fire Safety

  • Ponderosa Pines is a non-smoking property, including all cabins, vintage trailers, tents, and indoor common areas. Smoking is permitted only in designated outdoor smoking areas, and cigarettes must be fully extinguished in the receptacles provided.

  • The resort sits in a high-risk wildfire area of the Coconino National Forest region. Open flames of any kind are strictly prohibited everywhere on the property — this includes campfires, fire pits, charcoal grills, candles, tiki torches, fireworks, sky lanterns, and camp stoves. Only resort-provided propane appliances in designated amenity areas are permitted.

  • A remediation charge of at least $[500] applies for violations of this policy, plus full liability for any resulting damage, including fire suppression costs and damage to surrounding forest land.

Quiet Hours & Conduct

  • Quiet hours are observed from 10:00 PM to 8:00 AM to preserve the calm of the forest for all guests. Amplified music audible outside your unit is not permitted at any time.

  • The resort may refuse service or remove any guest who violates these policies or endangers people, property, or the surrounding forest. Guests removed for cause are not entitled to a refund.

Damages & Incidentals

  • Guests are responsible for any damage, excessive mess, or missing items during their stay, ordinary wear and tear excepted.

  • By booking your stay, you authorize Ponderosa Pines Resort to charge the payment method on file for the repair or replacement of damaged or missing items, excessive cleaning (including smoke odor remediation and hot tub draining due to misuse), unreturned property, and any unpaid charges.

  • An itemized statement will be provided for any charge exceeding $100.

Parking & Vehicles

  • One vehicle per unit is included; additional vehicles may be accommodated with advance notice. Park only in designated spaces for your unit.

  • Off-road or unauthorized vehicle use on trails and grounds is not permitted.

  • Vehicles, RVs, and personal property are brought onto and left at the property at your own risk. The resort is not responsible for theft, vandalism, weather damage, or damage from natural causes, including falling limbs and wildlife.

Amenities Use

  • The sauna, cold plunge, pool table/clubhouse, disc golf course, outdoor gym, climbing wall, and walking trails are available to registered guests during posted hours, and are used entirely at your own risk without on-site supervision.

  • Private hot tubs are for the exclusive use of the cabin's registered guests.

  • Minors must be actively supervised by an adult at all times when using any amenity. Children under 12 may not use hot tubs, the sauna, or the cold plunge.

  • No glass of any kind in or around hot tubs, the sauna, or the cold plunge. Please don't adjust equipment, chemicals, or temperature settings, and keep hot tub covers secured when not in use.

  • Health notice: hot tubs, saunas, and cold plunges can pose serious risks to individuals who are pregnant, have heart conditions, high or low blood pressure, or other medical conditions, or who are under the influence of alcohol, cannabis, or medications. Please consult a physician before use, and limit sessions to 15 minutes.

  • The resort may close any amenity at any time for safety, weather, or maintenance without compensation.

Weather & Natural Surroundings

  • Ponderosa Pines sits within a working alpine forest at approximately 7,000 ft elevation. A stay here involves inherent risks that can't be eliminated — uneven natural terrain, exposed roots and rocks, falling branches, wildlife (including elk, deer, coyotes, rodents, and insects), and extreme or rapidly changing weather, including snow, ice, monsoon storms, and lightning. Guests should come prepared accordingly.

  • The resort is located near Interstate 40 and an active historic rail line. Intermittent train and highway noise, wildlife activity, seasonal weather events, and ongoing forest management are part of the natural character of the property.

  • The resort is not responsible for delays, discomfort, or cancellations caused by weather events outside our control.

Questions about any of these policies? Reach out to us at info@ponderosapinesresort.com before booking.

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