RESERVATION PROGRAM MANUAL. Division of State Parks, Historic Sites & Trails. January 2011

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1 RESERVATION PROGRAM MANUAL Division of State Parks, Historic Sites & Trails January 2011 If questions or comments please call Tasha at

2 TABLE OF CONTENTS Reservation Season vs. Camping Season Page 3 Making a Reservation Page 3 Hours of Operation Page 3 Payments/Fees Page 3-4 Camping Cabins Page 4 Amenities Page 4 Fee Structure Page 4-5 Confirmation Letter Page 5 Discounts Page 6 Modification/Refund/Cancellation Policy Page 6-7 No-Show Policy Page 7 Park Hold Page 7 Maximum Day Window Page 7 Two-Day Window Page 7 Maps Page 8 Length of Stay Page 8 Check In/Check Out Times Page 8 Switching Campsites Page 9 Vehicles Page 9 Wyoming State Parks & Historic Sites Rules & Regulations Attachment A For Site Superintendents The following web address is used to obtain reports: (*Changes to the manual will be updated if current rules and regulations change.) 2

3 RESERVATION SEASON VS. CAMPING SEASON Customers may reserve campsites at one of our eight parks in the reservation program only during the designated reservation season and in the designated campsite(s). If a customer would like to camp at the park outside of the reservation season or in a non-reservable campsite during the camping season the camper would stay in a first-come first-serve campsite. The camping season could be all year whereas the reservation season is May 15 through September 15. If a customer would like to camp at a Wyoming park not during the normal reservation season, the reservation representative will notify the customer they may still camp but it would be on a first-come first-serve basis and they would pay at the park when they arrive. MAKING A RESERVATION Who to Call: Leisure Interactive, LLC toll free at Web Page: What locations accept reservations? Boysen, Buffalo Bill, Curt Gowdy (Granite & Crystal Reservoirs), Glendo, Guernsey, Keyhole, and Seminoe State Parks along with Medicine Lodge State Archaeological Site. HOURS OF OPERATION The Reservation Call Center hours are 8 am - 5 pm Mountain Time, Monday through Friday, year-round except major holidays. Online reservations can be made 24 hours a day for arrival dates of May 15 through September 15. Reservations are taken starting February 14 to arrive on May 15 and no reservations are allowed after September 15. Before and after this period, sites revert back to first-come first-serve. Reservations may be made ninety-days (90), not three (3) months, in advance of the arrival date. PAYMENTS/FEES Reservation fees must be paid when reservations are made. The reservation center accepts credit or debit Visa, MasterCard and Discover cards. On-line reservations/permit requests may be paid by credit card or debit card. Through the reservation center customers may use two (2) different cards to pay for the same reservation. There is a non-refundable reservation fee, per site, which includes group camping areas. The fee is $10.00 per reservation when booked through the call center. The fee is $8.00 per reservation when booked through the self-service website. If camping in one (1) of the sites managed by Wyoming State Parks, Historic Sites & Trails, both a daily use fee and a camping fee for each vehicle driven into the park must be paid. These fees are payable at the location visited or at the time the reservation is made. A camping unit means a portable structure, shelter, or motor vehicle designed and intended for occupancy by persons engaged in camping. The basic camping units include, but are not limited, to travel trailers, motor homes, tents, tepees, yurts and motor vehicles that will be occupied overnight. One additional tent 3

4 for a family (parents or grandparents and unmarried minor children) is considered a part of a single camping unit. A $5.00 per site, non-refundable fee will be charged for each campsite reserved if any part of a reservation is modified or if the reservation is cancelled. Modifications and cancellations can only be made through the call center. Each park within the reservation program has numerous camping sites, with either first-come first-served or by reservation only sites. All sites that are on the reservation system will be reservation only, no firstcome first-served. The reservation season is from May 15 through September 15; before and after these dates the sites become first-come first-served. CAMPING CABINS Four (4) camping cabins will be available for rent at Keyhole State Park beginning in July. The fee will be $40 per night including day use fees. Camping fees will not apply. A damage and cleaning deposit of $50 per usage will be charged for use of a camping structure. Usage is the entire length of an individual or group s stay which may be one night or longer. Payment of day use fees will still be required. Cabins will be available for reservation for arrival dates May 15-September 15. After September 15, reservations will be made at Keyhole State Park directly, weather permitting. Maximum occupancy is six (6) people with a four (4) adult maximum. An adult must make a reservation for a cabin and be present at the cabin during the entire duration of the reservation. An adult is defined as anyone who is 18 years of age or older. A maximum of two (2) licensed vehicles are allowed at each cabin. All additional vehicles must park in the overflow parking lots. Check in for cabins is 3:00 p.m. and check out is 11:00 a.m. Cabins come equipped with a set of bunk beds and a double bed with a covered mattress only (no bedding will be provided), an end table, and a table and bench. No tents allowed. No cooking inside cabins. No smoking or pets allowed. All State Parks, Historic Sites & Trails rules and regulations still apply. AMENITIES Amenities will be offered beginning in June at individual campsites at Tatanka campground in Keyhole State Park, and at Sandy Beach campground in Guernsey State Park. Amenities may include electrical hookups and water hookups at each site. Water hookups may not be available until July. An additional fee of $5 per night, per site will be charged for an amenities campsite. All amenities campsites will be part of the reservation inventory during the reservation season. FEE STRUCTURE January 1, 2011 through December 31, 2011 (Daily Use and Camping fees are paid for each vehicle driven into the park.) Resident fees Daily Use Fee (parks) $4.00 Daily Use Fee (historic sites) $2.00 Overnight Camping Permit (single night, includes daily use fee) $10.00 Annual Daily Use Permit $33.00 Annual Overnight Camping Permit $40.00 Cabins $40.00 plus $50.00 deposit and day use fees Amenities $5.00 per night in addition to day use and camping fees 4

5 A resident with an annual daily use permit pays only $6.00 for each single night camping fee. A resident with an annual camping permit pays only $4.00 for each single day use fee. Permits are validated by law enforcement and park staff. Non-resident fees Daily Use Fee (parks) $6.00 Daily Use Fee (historic site) $4.00 Overnight Camping (single night, includes daily use fee) $17.00 Annual Daily Use Permit $53.00 Cabins $40.00 plus $50.00 deposit and day use fees Amenities $5.00 per night in addition to day use and camping fees A non-resident with an annual daily use permit pays only $11.00 for each single night camping fee. Permits are validated by law enforcement and park staff. No 2 nd vehicle permits may be purchased via the call center or the web. The 2 nd permits must be purchased in person with owner s registration, at a park, or at one of the selling agents. 2nd Vehicle Annual Permit $7.00 each A 2 nd Vehicle Permit is not available for non-resident camping. Guided Bus Tours $3/person Early Bird discount for annual daily use permit (Available Jan. 1st to Feb. 15th of each year) Residents $27.00 Non-residents $46.00 Wyoming Territorial Prison fee information 18 and above $5.00/person years $2.50/person Under 12 years Free Donations collected at Bear River and Hot Springs State Parks. Daily use fees required at Buffalo Bill, Boysen, Curt Gowdy, Edness K. Wilkins, Glendo, Guernsey, Keyhole, and Seminoe State Parks; Ft. Bridger, Ft. Fetterman, Ft. Phil Kearny, South Pass City, Trail End, and Wyoming Territorial Prison State Historic Sites; and Hawk Springs Recreation Area. No fee for persons 17 years and under at listed Historic Sites. No daily use fee charged at Connor Battlefield Historic Site, Medicine Lodge Archaeological Site, and Sinks Canyon State Park; donations collected. Overnight camping fees required at Boysen, Buffalo Bill, Curt Gowdy, Glendo, Guernsey, Keyhole, Seminoe, and Sinks Canyon State Parks; Connor Battlefield Historic Site and Fort Fetterman Historic Site, Medicine Lodge Archaeological Site; and Hawk Springs Recreation Area. Overnight camping fees are required after 10 P.M. CONFIRMATION LETTER All reservations will receive a confirmation letter automatically. If the customer has an address listed, the confirmation will be sent automatically by , if there is not an address then a 5

6 confirmation letter will be mailed out in a timely manner by the reservation center staff. Reservation numbers are available for park staff to verify reservations online. DISCOUNTS Early Bird: A discount for anyone purchasing an Annual Day Use permit from January 1 through February 15 of each year. Early Bird discount for annual daily use permit (Available Jan. 1st to Feb. 15th of each year) Residents $27.00 Non-residents $46.00 Resident Disabled Veteran: Wyoming resident disabled veterans who receive fifty percent (50%) or more service-connected disability, may apply for a lifetime Disabled Veterans Pass. If interested in obtaining more information, please contact the Division of Wyoming State Parks, Historic Sites and Trails, Concession and Revenue Manager, 2301 Central Avenue 4 th Floor Barrett Building, Cheyenne, WY, 82002, or call No day use or camping fees are required for the first vehicle, but reservation fees will need to be paid. If a second vehicle is coming in with this party, the second vehicle must pay all applicable fees. MODIFICATION/REFUND/CANCELLATION POLICY As stated earlier, a $5.00 non-refundable fee will be charged for each reserved campsite if any part of a reservation is modified or cancelled. Reservations may only be modified or cancelled through the call center, and only during normal operating hours. The per campsite reservation fee ($10.00 when booked through the call center; $8.00 when booked through the self-service website) is non-refundable. The reservation center staff will notify the customer of the cancellation and/or modification fees and refund policy while a reservation is being made. For customers making their reservation(s) on-line, this information is located in the Rules section of the web site. The customer has the option to not make their reservation at that time if they disagree with the policies and/or fees. Reservation center representatives will always work with a customer to change their reservation to a different park and/or dates depending on the reason the customer is requesting the modification. Modifying an existing reservation at the same park will incur the modification fee of $5.00. Moving a reservation from one park to another is considered a cancellation and a new reservation, and appropriate fees will be charged. ($8.00/$10.00 new reservation fee; $5.00 cancellation/modification fee; and day use and/or camping fees.) Refunds will be given to customers if a cancellation is made up to 48 hours in advance of the arrival date. After this period, refunds will no longer be given. A customer may only receive refunds for cancellations up to two times (separate reservation periods). After this, they can still cancel a reservation, but will no longer receive a refund. 6

7 If a customer has made a reservation for a specific period and does not stay for the full length of the reservation, they will not receive a refund. (Example: If a reservation is made for three (3) nights and the customer only stays for one (1) night and then decides to leave, the customer will not receive a refund for the two (2) nights the customer did not stay.) Refunds will not be given for reasons including but not limited to incorrect item, natural disasters, inclement weather, drought, or high or low water levels in area lakes or reservoirs. A $5.00 fee will be assessed for all cancellations and/or modifications. If a cancellation has not been received the reservation will be considered a no-show if the visitor has not arrived by 10:00 a.m. the day after their scheduled arrival unless the visitor has called to explain the reason they will be late. If a visitor is going to be arriving late, they must call the park 12 hours prior to their date of arrival. NO SHOW POLICY A no-show will be determined if the visitor has not arrived or called by 10 a.m. the day after their scheduled arrival. If it is determined to be a no-show the site staff will cancel the reservation, and have that site returned to the reservation inventory. A $5.00 fee will be assessed for all no-shows. PARK HOLD Park hold is an option the park Superintendents may use when a campsite needs to be temporarily taken out of inventory. Any authorized park representative may activate, through the online system, a park hold on as many campsites as needed for any length of time and for any reason. This will no longer be handled through the call center. Please send an to support@reservationfriend.com listing the site numbers that were placed on hold and the reason for the hold so the call center is aware of the hold. You can also send an to Support by clicking on Support in the grey menu bar at the top of the page, and then clicking Support in the drop down menu that appears. An box should pop up for you to send your . MAXIMUM DAY WINDOW Reservations may be made ninety days (90), not three (3) months, in advance of the arrival date. A useful chart providing dates is located in the campsite reservation brochure. TWO-DAY WINDOW Reservations are accepted or may be modified as few as two (2) days prior to arrival, so long as payment for the reservation and any modification fee has been paid and processed. Wednesday is the last day to reserve a site for the upcoming Friday. Thursday is the last day to reserve for Saturday. The two (2) day advance window allows the parks plenty of time to verify what campsite(s) will be occupied and gives the reservation system time to clear credit card payments. The parks do have the option to use any reservation campsite not already reserved as a first-come first-serve campsite or utilize the park hold option as necessary. 7

8 MAPS Maps showing which campsites are reservable are available online at There are many additional campsites within each park that are first-come first-serve. LENGTH OF STAY Camping is permitted for a maximum of fourteen (14) days at any one park that allows overnight camping during any thirty-days (30). The installation of permanent camping facilities is prohibited. CHECK-IN/CHECK-OUT TIMES FOR CAMPING Each visitor will be instructed to check-in at a designated area at each of our eight (8) locations that currently have reservations. The check-in areas and phone numbers are as follows: Boysen Park Headquarters Office This site also uses boards marked when a site is reserved due to lack of phone coverage in the Lower and Upper Wind River Campgrounds. Buffalo Bill North Shore Fee Booth North Fork Fee Booth Curt Gowdy Main Fee Booth Glendo Main Fee Booth Guernsey Main Fee Booth Keyhole Headquarters Fee Booth Medicine Lodge Park Headquarters Office Seminoe Check in with Rangers as they make their rounds. Each site will be provided a supply of three-part check-in forms. These forms need to be completed when a visitor checks-in. If the check-in station is closed, the customer will be instructed to check-in the following morning at the above-mentioned check-in areas. Once the customer checks-in and the form has been completed, the white copy will remain at the check-in station; the yellow copy will be given to the customer to have them place it on their dashboard. The white copy will be placed in the rack so the site staff will know the status of reservable sites. The pink copy goes on the sign post at the reservation site. The check-in time is 3:00 p.m. and the check-out time is 11:00 a.m. Mountain Time. If a customer is leaving one (1) or more days before their departure date, the customer should notify the park, which will make the change in the online system. If a customer is leaving early on the same day they are due to checkout, they do not need to notify the park or reservation center. 8

9 SWITCHING CAMPSITES If the campsite the customer prefers is not reserved and there is another unoccupied reservable site, they may be able to switch to the new site after checking with the park Superintendent, or designated park representative, who will check availability of the site in the online system. If the customer chooses a site that is on a first-come first-serve basis, they will be allowed to relocate without receiving a refund for the reservation fees paid. As a courtesy, guests are encouraged to notify the park superintendent or park representative of the relocation. VEHICLES VEHICLES IN TOW Any vehicle, in tow by another vehicle owned by the same person, shall be considered a single vehicle; only a single annual daily use and/or single annual camping permit shall be required for overnight camping at state parks. If a towed vehicle leaves the park and re-enters, additional fees will apply. 9