Local lodging providers have varied rules with cancellations

Jun. 6—Summer travelers often flock to areas like Cherokee County, where they lodge in hotels, motels and B&Bs. But sometimes, cancellations must be made spontaneously — and that can be costly.

Mitzie Ritter, Holiday Inn Express and Suites Tahlequah front officer manager, said anyone who makes a reservation for a room and doesn't show up does not have to pay for the entire stay, if it's more than a night.

"If they're a no-show — they don't call and let us know — then we charge then for one night," Ritter said.

Ritter said lodgers should let the hotel know at least 24 hours before their check-in time if they must cancel.

The platforms for cancellation depend on where the individual booked the room. For example, if the reservation is made through a third-party program, the customer must cancel through that portal. But if the reservation is made through the hotel or its website, those representatives should be called.

Chelsea Hart, of Sparrowhawk Campgrounds, said the business is actually trying to iron out its cancellation policy.

"If someone cancels, we try to call the next person in line for the cabins. That's pretty much it," Hart said.

Since Sparrowhawk is still working out its website, Hart said she likes people to give her a four-day notice by calling 918-456-8371. A longer heads-up on a cancellation gives the campground more time to get in touch with those on a waitlist.

Since Sparrowhawk has around 50 acres for tent camping and about 50 RV spots, trying to fill that hole is not as difficult as it can be for cabins.

Barbara Kelley, of Diamondhead Resort, said the resort has a seven-day cancellation policy on the motel and electric sites.

"I sell out so far ahead of time," Kelley said. "I start booking in February. By May, when I open up, I'm 80% booked."

Weather is the most common reason for a cancellation, Kelley said, and those must be made by phone. Kelley said lodgers who find out they cannot make their reservations and who miss the seven-day window will have to pay for the site's entire stay, unless Kelley can rent it out to someone else.

"For the group lodging, [finding a renter] is very hard to do because nobody just has a big group that is going to come and take a spot," Kelley said. "That's usually planned weeks and weeks ahead of time."

RVs, motels, and full hookups follow this criteria, while the tent sites are first-come, first-served.

Bunks and cabins for group lodging at the resort require a $150 non-refundable deposit. The resort takes the money for the first night up front for the motels, with the electric sites just being held with a credit card number.

Representatives with Tru by Hilton Tahlequah were not available to speak about their hotel room cancellation by press time, but according to the company website, the policy for Hilton properties varies, depending on the rate or dates of the reservation. In areas where festivals or other events are scheduled, Hilton may require five days or more, but in general, guests must cancel 24 to 48 hours in advance.

Hilton sometimes assesses a night's fee up front, and in locations where major events are scheduled, certain hotels may require payment up front for the entire stay — and sometimes, that money is nonrefundable.

Those who make a reservation with Hilton online can refer to their reservation confirmation to check their cancellation policy.