Booking & Cancellation Policies + Terms & Conditions

 

Booking & Cancellation Policies

General Booking Policies

  • A 50% deposit is required at time of booking, with the remaining balance charged 30 days prior to arrival dates from June 15 to September 15, and 15 days prior to arrival dates from September 16 to June 14.

  • Staying at ROAM Beyond is an experience, and as such, all of our destinations require a minimum 2 night stay.

  • We understand that flexibility in times of uncertainty is incredibly important, that's why we've adapted our policy to be as flexible as possible. If you have extenuating circumstances or you or members of your party have COVID-19 symptoms leading up to the dates of your arrival, please reach out to us so we can provide an opportunity to accommodate disruptions to your travel plans by rescheduling your stay or providing a credit toward a future stay.

  • We do not offer refunds for cancellations due to health-related or weather-related issues (including, but not limited to, rainfall, snow, heat, wildfires, and smoke). However, we would be happy to make changes to your reservation, per our Booking Policies (see below). If extreme weather-related issues prevent us from hosting you at one of our properties, our goal is to reschedule you to a different date or property. We highly encourage you to purchase travel insurance for your trip. Don’t know where to start? Try Wanderwell for trip insurance!

Booking Policies: Arrival dates from June 15 to September 15

  • Full refund, minus a 3% transaction fee, for canceling or changing your reservation within 48 hours of booking

  • Changes made to your reservation up to 30 days PRIOR to arrival will be charged a 15% change fee (of total booking amount + taxes)

  • Cancellations made 30 days PRIOR to arrival will receive a full refund, minus a 15% change fee (of total booking amount + taxes)

  • WITHIN 30 days of arrival we do not allow changes to your reservation and cancellations are not refundable

  • If rescheduling your stay, a difference in price may be added to your new reservation, as our prices fluctuate throughout the year. Rescheduled stays are subject to the nightly rates of the new dates.

Booking Policies: Arrival dates from September 16 to June 14

  • Full refund, minus a 3% transaction fee, for canceling or changing your reservation within 48 hours of booking

  • Changes made to your reservation up to 15 days PRIOR to arrival will be charged a 15% change fee (of total booking amount + taxes)

  • Cancellations made 15 days PRIOR to arrival will receive a full refund, minus a 15% change fee (of total booking amount + taxes)

  • WITHIN 15 days of arrival we do not allow changes to your reservation and cancellations are not refundable

  • If rescheduling your stay, a difference in price may be added to your new reservation, as our prices fluctuate throughout the year. Rescheduled stays are subject to the nightly rates of the new dates.

Events & Retreats Cancellation Policy

  • Cancellations made 30 days PRIOR to the event will receive a full refund, minus our event-specific cancellation fee (+ taxes)

  • For cancellations made WITHIN 30 days of the event, the full amount of your booking is non-refundable

Terms & Conditions

House Rules

  • The team at ROAM Beyond has gone to great lengths to provide an opportunity to step into nature in the most reverential and responsible way possible. Please always consider how your actions impact your personal safety, your neighbors’ enjoyment of a site, and our environment.

  • No tents are allowed on property. Please use cabins per booked configuration of bunk/dinette.

  • Quiet hours are between 10:00pm - 7:00am daily. Please keep music to a personal listening volume and respect site quiet hours for others staying in proximity to you.

  • ROAM Beyond sites are strictly smoke-free, and we appreciate you respecting other guests’ desire to enjoy nature in a smoke and drug-free environment.

  • Firearms and weapons are prohibited on ROAM Beyond properties.

  • To help with the longevity of our natural sourced cork flooring, we encourage our guests to remove their shoes inside their cabin and to keep wet items in the shower or outside.

  • ROAM Beyond does not stand for any intolerance on our properties. Our sites are open to everyone, and we strive to provide all of our guests with a safe, comfortable, and respectful environment.

Guests

Each cabin’s amenities and features are designed to accommodate the number of individuals in your booking information. Please check with the ROAM Beyond team if you would like to have guests join you beyond the number that can be accommodated by the cabin(s) you reserved for your stay. Day-guests must register with the guest experience manager and are not permitted to stay overnight.

Cooking & Dining Areas

Grills and outdoor cooking equipment will be provided, along with covered seating and fire pits. Please remember to turn off cooking equipment after use, and leave the area as you found it and free of food. Bring and return cooking utensils from your cabin. For COVID-19 concerns, please see below for our COVID-19 policy.

Gatherings or Parties

Quiet hours are between 10:00pm - 7:00am daily. Please no parties, and if you do plan to consume alcoholic beverages, please do so responsibly and while observing the legal drinking age (21). If you plan to have a large gathering and book multiple cabins, please let our team know at least two weeks in advance so we can plan accordingly and group you in cabins near one another. We do offer the opportunity for a full site buy-out when space is available.

Check-in & Check-out Procedure

Check-in is between 3:00pm - 7:00pm on the day of your arrival. Late arrivals will be charged up to $50 per hour after 7:00pm. Arriving at ROAM Beyond is an experience, and orienting you on the operation of your off-grid cabin is a critical part of your stay.

You will receive a door code for your cabin a few days prior to your check-in date, and your guest experience manager will provide a tour of the property and amenities upon arrival.

Check-out is by 11:00am on the day of your departure. When you check out, please

  • Turn off the power in the cabin

  • Close all windows (note: your ceiling vents can be left on or cracked open in hot weather)

  • Take out the trash and recycling

  • Wash and put away dishes

  • Place wet items and towels in the shower

  • Leave the linens and pillows on the bed(s)

  • Lock the door

Your Guest Experience Manager

Your ROAM Beyond experience manager is onsite each day to ensure you have a delightful and unforgettable stay with us. They will support every step of your visit, from questions about your cabin functionality and maintenance requests, to providing recommendations for nearby activities and restaurants. Please do not hesitate to reach out to your guest experience manager with any questions you may have while onsite. They will be available between 8:00am - 7:00pm daily. The best way to contact your guest experience manager is by texting 406.253.5828.

Cleaning Procedures

  • Please be respectful of communal spaces and keep your personal items in your cabin whenever possible. Cleaning up after yourself and keeping communal areas accessible to all guests is greatly appreciated.

  • Dishes should be thoroughly washed, dried, and put away upon departure. All dishes in the cabin upon arrival must be put away in the cabin upon departure.

  • At the end of your stay, please gather all towels and place them in the shower area of the cabin. Linens and pillows can stay on the beds.

  • In an effort to minimize our environmental impact, laundry is done only upon the completion of your stay at ROAM Beyond. This means our guest experience manager will not replace towels or linens unless necessary or otherwise requested. We appreciate your understanding (as does Mother Earth).

COVID-19 Pandemic Traveler Pledge/Health Protocols & Guidelines

ROAM Beyond was established to provide immersive, transformational, and off-grid travel experiences. During the COVID-19 pandemic, we have enhanced our program offerings to provide a haven for you to disconnect and unplug to recharge. The health and well-being of all our guests and staff members is our top priority. We have instituted a zero-tolerance policy for actions that go against established health protocols at our destinations. We ask that you make a pledge and join us in this commitment by complying with the following guidelines when you ROAM with us:

  • I pledge to be intentional and committed to keeping myself and others healthy while traveling

  • I pledge to stay informed, seek information from reputable sources, and take preventative measures to keep myself and those around me healthy

  • I pledge to plan my travel and activities in a manner that limits my chances of contracting or spreading COVID-19

  • I pledge to maintain physical distance when interacting with the local community and other guests or staff members at ROAM Beyond

  • I pledge to wash my hands regularly and avoid touching my eyes, nose, and mouth when outside of my roaming cabin or vehicle

  • I pledge to update my travel plans and request to reschedule, or members of my party, experience COVID-19 symptoms or have a fever above 100.4F

  • I pledge, if I am not yet fully vaccinated, to wear a mask at all times when out in public, inside ROAM Beyond communal areas, or around guests and staff members

  • I pledge to wear a mask, whether I’m vaccinated or not, at all times within a shared vehicle with guests and/or employees who are not part of my group

  • I pledge to provide any concerns or feedback to the ROAM Beyond team as they strive to continually enhance guidelines and protocols

  • I pledge to schedule my travel for a future date if I am not 100% committed to these guidelines

COVID-19 Policy

ROAM Beyond knows that health and safety are of paramount importance this season. We are hyper-sensitive to protecting local communities and addressing our traveler's concerns about COVID-19. Of course, we always thoroughly clean our cabins and amenities between stays, but we are taking extra precautions in light of COVID-19. We proactively and thoroughly review our existing cleanliness processes to ensure that we’re exceeding government cleanliness guidelines and even our own high standards. Learn more by visiting http://roambeyond.travel/covid

What We’re Doing Differently

  • Cleaning Procedures -- Between each stay, our professional team deep-cleans inside each cabin and any shared surfaces with sustainable cleaning products provided by Seventh Generation, along with sanitization of all laundry.

  • Hand Sanitizer -- We’ve installed locally sourced hand sanitizer from Heritage Distillery at appropriate locations throughout our site and encourage each of our guests to take a moment to clean their hands before touching any surface that another guest may touch.

  • Seclusion -- We have positioned our cabins to ensure maximum distancing within our sites, giving guests the freedom to enjoy their natural surroundings while exceeding social distancing recommendations. Our cabins are spaced with proper social distancing from each other, ensuring seclusion and safe isolation from other guests.

While we have communal spaces for guests to share with others who are also staying at our site, we are practicing social distancing. However, if booking one of our Haven Camps, you will have exclusive access to the amenities between the cabins, which include a fire pit, tented seating and dining area, and cooking equipment. This booking option ensures no one outside of your party will have access to or share your site and amenities.

ROAM Beyond is operating within the current guidelines of Montana's COVID-19 directives. More information can be found on the Montana Office of Tourism official website.

Pet Policy

We love pets, so bring your adventure pals to enjoy and explore a dog’s paradise! Please be good stewards of the area and habitat by cleaning up after your pets and being mindful of barking. Upon arrival, you will be provided with our pet policies, as well as some poop bags. Note: Pets cannot be left unattended in the cabins.

Our pet policy is a unique part of what we offer. We allow pets to be off leash if owners are completely confident in their dog's temperament around other dogs, people, children, and wildlife that frequent the property. If any of these stimuli create the potential for unpredictable behavior, then we kindly ask that owners keep their pets on leash at all times. The last thing we want is for someone to feel uncomfortable about their own safety, or the safety of their family which includes their own animals. We believe everyone should be able to enjoy the wide open spaces on ROAM's property, and will always do everything we can to ensure people and animals can explore safely.

Note, many of our onsite staff have pets who will be adhering to the same pet policy as guests. Fortunately, staff dogs are comfortable on the property and always well-behaved around other people, children, animals, and wildlife. If they weren't, we would not allow them to be off leash.

Pet Cleaning Fee

Most of our cabins are pet-friendly, so please let us know if you would like to bring a pet to our site. Our pet cleaning fee is $50 per pet. If you have severe pet allergies, please let us know.

When Leaving Your Cabin Unattended

We want you and your belongings safe at all times. Even though we’re in nature, when you’re away from your cabin, we encourage you to close and lock the door and windows, and close all rooftop vents while you’re out.

In the Event of an Emergency or Accident

Remember, you are in a remote area, emergency services may take longer to respond, but always call 911 if needed. For any damage or issues, please contact your guest experience manager at 406.253.5828 or email us at bookings@roambeyond.travel.

Finally, please enjoy the space responsibly and most importantly, HAVE FUN!