Conference Reservation Policy
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.
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.