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The purpose of this policy is to set
forth the terms and conditions by which Colombiere and
the responsible party have agreed to conduct the retreat,
conference, or non-profit event at Colombiere Center.
This revised policy takes effect January 1, 2002. Any
change or exceptions must be in writing and agreed upon
by both parties.
I. RESPONSIBLE PARTY: The person
who represents a group accepts financial responsibility
for conference charges and for any damage to the building
or property of Colombiere. The representative is responsible
for the registration of all members of the group on
the dates of the conference, and for making group members
aware of the information and rules of the Center, which
can be found on the Welcome sheet.
II. PARTICIPANTS: The facilities
of Colombiere Center are available solely to those who
are registered for a program being held at the Center.
Center facilities may not be used to further professional
or private services to the general public. Sleeping
room check-in time is a 4:00pm and checkout is at 10:30am.
ALL MINORS must be accompanied by adult chaperones -
at least one adult per six teens is recommended. No
infants or children are permitted to stay for adult
conferences or retreats.
III. CONFIRMATION OF DATES AND NUMBER
OF PARTICIPANTS: A 25% deposit (NTE $1000) is required
to confirm all reservations. After a reservation has
been set, the responsible party will receive an agreement
specifying the arrangements. This agreement is to be
signed, showing that the policies & due dates stated
herewith will be adhered to, and the white copy returned
with deposit to the Center. All contracts are issued
on a first-come, first -served basis until a deposit
is received. If the signed contract and deposit are
not returned within 30 days, the space will be released.
DEPOSITS ARE NON-REFUNDABLE IF THERE IS A CANCELLATION,
but may be transferred to another date, one time, if
the cancellation is made at least three months prior
to the program date. Please note your three-month penalty
date. THREE MONTHS BEFORE THE PROGRAM DATE: Confirmation
of a definite number of participants and sleeping rooms
is required. This confirmed number of rooms will be
held for the group and will not be released unless requested
by the group representative. Colombiere will allow for
a 10% reduction in the confirmed number of participants
using sleeping rooms without penalty. This is your committed
number and the minimum for which you will be invoiced.
If the committed number is increased prior to the program
date the 10% reduction will be taken from the highest
confirmed number that was provided to the Center. Participants
that are expected the day of the event, but do not show
will be invoiced to the group. ONE MONTH BEFORE THE
PROGRAM DATE: A participant count must be confirmed
for food service and a copy of the program schedule
must be submitted, along with meeting room set-up specifications.
Those attending only part of the conference must be
informed at this time in order to eliminate paying for
rooms the entire stay.
IV. CANCELLATIONS: ALL EVENT
CANCELLATIONS OR UNUSED SLEEPING ROOMS BEYOND THE THREE-MONTH
CUT-OFF ARE SUBJECT TO A CANCELLATION CHARGE: Cancellation
charges will be calculated based on the reduction in
the number of participants, multiplied by their applicable
room rates and food charges. Part time participants
will be billed for the entire contracted event unless
Colombiere is notified one month prior to the start
of the event. No adjustments will be made for meals
calculated in the contract under the American Plan,
except for part-timers confirmed at the one-month final
count. Additional food services will be billed for the
exact number ordered. All prices quoted more than one
year in advance of the conference are subject to change
due to market conditions.
V. COMMUTERS (DAY GUESTS) OR DAY
CONFERENCES: A 25% non-refundable deposit (not less
than $25) is required upon signing the agreement. ONE
MONTH BEFORE THE START OF THE CONFERENCE: Confirmation
of a definite number of participants is required. Colombiere
will allow a 10% reduction in the confirmed number of
participants without penalty. This is a committed number
and the minimum for which you will be invoiced. Food
services will be billed for the exact number ordered.
All prices quoted more than one year in advance are
subject to change due to market conditions.
VI. ALCOHOLIC BEVERAGES: Colombiere
is not licensed to serve alcoholic beverages; however
visiting groups may serve them within designated conference
areas with prior permission. Since Colombiere houses
Insight Recovery Center, a residential treatment center
for substance abuse, alcohol must be kept in a locked
conference room.
VII. EMPLOYEES: Conference group
needs should be communicated to the Conference Center
Manager or Coordinator (or, in their absence, to the
receptionist office) by the group's representative.
Group needs will then be channeled to the appropriate
department. Solicitation of Colombiere Center employees
is not permitted.
VIII. INDEMNITY: Colombiere
will not be responsible for loss of personal property
nor for injuries incurred by actions contrary to the
regulations of the Center. Sponsors of youth groups
using athletic facilities must submit a copy of adequate
group insurance policy or binder to Colombiere prior
to the youth group's arrival.
IX. PAYMENT: At the end of the
retreat or conference, the responsible party must report
the total number of participants to the Registration
Office with the room registration sheet. Commuters and
number of meals must also be listed. Failure to turn
in the registration sheet will result in the group being
billed for the entire committed amount with no adjustments.
An invoice will be mailed pending credit approval. A
charge of 5% per month is liable on the unpaid balance
after 30 days. Payments made with a credit card are
subject to a 3% administration charge.
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