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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 March 12, 2018. 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 on behalf of the group 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 Colombiere Center's information and rules. The rules can be found on the "Welcome" sheet distributed at check in.


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 at 4:00pm and checkout is at 10:30am. ALL minors must be accompanied by adult chaperones. At least one adult per sixteen ratio is required. No infants or children are permitted to stay for adult conferences or retreats unless approved by the Conference Manager. The group account will be billed $10.00 for each lost/missing key not returned.


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. The signed white copy of the agreement must be returned with deposit to the Colombiere Conference Center Manager. All agreements 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 may 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. Confirmation of a definite number of overnight 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 overnight participants without penalty if 24 hours' notice of cancellation has been provided to Colombiere. This is the "committed" number and it's 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 to include both commuter and overnight guests must be confirmed for food service. If booking occurs inside three months sleeping room confirmation, confirmed number is due with deposit.


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 event: Confirmation of a definite number of participants is required. Colombiere will allow a 10% reduction in the confirmed number of participants if 24 hour notice of cancellation was provided to Colombiere. without penalty. This is the 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. Participants that are expected the day of the event but do not show will be invoiced to the group.


VI. ALCOHOLIC BEVERAGES: Colombiere is not licensed to serve alcoholic beverages. 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.


X. POSSESSION OF WEAPONS: Colombiere strives to ensure a safe and peaceful environment. Weapons are a threat to the safety and security of our employees, residents and visitors and so are strictly prohibited on our premises. "Weapons" include pistols, handguns, rifles, explosives, knives with 3 inch blade or longer, fighting weapons (e.g.: nunchucks, daggers, brass knuckles), and any portable device that uses electro-muscular disruption technology. "Premises" include our property (including our vehicles), the buildings, grounds and parking lots.


XI. NO SMOKING: Colombiere is a smoke free facility. Smoking is not permitted anywhere in the building or within 25 feet of the outside of the building. A designated smoking area is available.


Please Note: Quite time is observed after 11:00pm in all areas for the benefit of everyone living or staying at Colombiere. Use of candles in any area is strictly prohibited. You may use "non-flame" battery operated candles.




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