Retreats and Groups

Timeline for Reservations

• 2 night+ stays may be booked up to 1 year in advance.
• 1 night stays may be booked up to 6 months in advance.
• Day visits may be booked up to 3 months in advance.

Deposits

• Return signed contract and deposit within 30 days of the contract date. Deposits may be made by check or credit card.
• For events booked more than 3 months in advance, the initial deposit will be 1/3 of the contracted amount. A second deposit is due at least 30 days before the event.
• If an event is booked less than 3 months in advance, a single deposit equal to 2/3 the contract amount is due with the signed contract.
• All deposits are credited to the final bill. No portion of the deposit will be returned if the final amount due drops below 2/3 of the original contracted amount.
• An invoice will be provided upon arrival. Payment is due 15 days after the completion of the event. Payments not made within 30 days may incur penalty charges.

Cancellation Policy

• Cancellations made 6+ months prior to the scheduled date will result in the return of deposit, minus a $100 service fee.
• Cancellations 3-6 months prior to the scheduled date will result in a loss of 50% of the deposit or a service charge of $250, whichever is greater.
• Cancellations less than 3 months prior to the event will result in a loss of 100% of the deposit.
• Cancellations less than 1 week prior to the event will be responsible for 100% of the contracted amount.
• Meadowkirk will refund the deposit, or transfer it to another event, if a retreat has to be cancelled due to facility problems.

Final Count

• The minimum size for a group is 10 people. If the number of participants falls below the minimum, the group will be charged for the equivalent of 10 guests for both lodging and meals.
• The final count of participants in the group must be received no later than 10 business days prior to the event.
• The number of guests on record 10 days prior to the event will represent the minimum number for billing purposes.

Check In / Check Out

• The group leader is requested to check in by 7pm. All guests must be onsite before the 10pm quiet time begins.
• Check out time for overnight guests is 2 hrs after start of the final meal. Check out time for day groups is 5pm.
• Visits may be extended at a cost of $25 per hour if the extension is requested at least 10 days prior to the event.

Ropes Course

• Low Ropes Course participants must be rising 5th grade or older.
• High Ropes Course participants must be rising 7th grade or older.
• There is a 10 person minimum group size for both ropes courses.
• Groups of more than 16+ participants may be divided into smaller groups.
• Groups over 20 are not recommended for the High Ropes Course.
• All High and Low Ropes Course Participants must have fully completed the "Meadowkirk Challenge Course Waiver" before participating in any Ropes/Challenge Course activity. There will be no exceptions to this requirement. Waivers for all participants should be sent to Meadowkirk at least 1 week before the scheduled date—mailed as one packet from the retreat leader.
• The retreat leader should also complete and submit a Pre-Event Questionnaire at least 1 week before the scheduled date to allow staff to properly prepare for the group.
• Participants are encouraged to bring a refillable water bottle.

Meal Times

• Tasty, home-style meals are available for your group.
• Meals are served cafeteria-style in the dining room of The Center.
• Meals may be delivered to other areas for an additional fee.
• Cookies, coffee, tea & water may be provided in your meeting space throughout your stay (if we are providing meal service).
• Meals are typically served at 8:30 a.m., 12:30 p.m. and 5:30 p.m. Adjustments may be made with advance notice. 
• Notify Meadowkirk of special dietary needs (food allergies, vegetarians, etc.) no less than 10 days prior to arrival.
• We will do our best to accommodate guests with special food conditions whenever possible with adequate notification.

Linen Service

• Linens are not provided for beds in The Cottages, but may be rented at a cost of $10 per person. All members of the group must either use or decline the linen service option.
• Linens are provided for all bedrooms in The House.
• Linens consist of one each of the following: fitted sheet, flat sheet, pillow case, pillow, bedspread, bath towel, hand towel, and washcloth.
• Only 1 set of linens per person is provided for the length of the stay, unless other arrangements are requested prior to the group's arrival. Extra sets of linens may be rented for longer stays, at an additional charge.

Chaperone Policy

• All youths/children (18 yrs. of age or younger or anyone not yet graduated from high school) must always be within sight or sound of an adult (defined as any guest 19 yrs. or older).
• Youth groups with members of both genders must have adult chaperones of both genders. All groups must have at least 2 adults and a minimum 1:8 adult to youth/child ratio.
• Meadowkirk staff will maintain a "rule of 3" with all youth/child guests so that they will never be in a one-on-one situation unless they are within sight or sound of a third person.
• Meadowkirk strongly encourages each group to have a written child protection policy.

Tent Camping

• Meadowkirk allows tent camping with the understanding that there will be "no trace of campers left behind."
• There will be no open fires - groups are permitted to bring cook stoves and/or grills.
• Camping must take place out of site of other groups staying in other facilities.
• Tent campers must rent an appropriate number of port-a-johns for their group.
• Trash must be disposed of (placed in the dumpster on site) using trash bags provided by the group.
• If Meadowkirk needs to mow an area for the campers, there will be an extra charge of $25 for every 10 tents.

Responsibility Covenant

• The renting group agrees to provide leadership and first aid for their program and to be responsible for the facilities they use, leaving them in good condition.
• Liability insurance will be carried by the renting group. Proof of insurance may be requested by Meadowkirk .
• Group will inspect all areas used for trash or damage prior to leaving. There is NO SMOKING inside any building.
• Pets are not allowed on site.
• Guests should not feed or pet the farm animals.
• Quiet hours are 10pm-7am. All guests are asked to observe courtesy hours while outdoors and moving around buildings.
• Use of the camp fire is not permitted after 10pm. Please be sure that the fire has been completely extinguished before leaving the camp fire area.
• Fires are permitted only in designed fireplaces and fire circles. Firewood may be collected from the grounds. Cutting trees is prohibited.
• Alcoholic beverages may be used, in moderation, inside the rented facility by those of legal age. Intoxication will not be tolerated. Alcohol will not be permitted in The Center unless group has rented the facility for their exclusive use.
• Illegal drugs, weapons, and fireworks are prohibited.

What do I need to do as a group leader?

A Quick Check List:

• Designate one person to be sole point of contact to manage event details with Meadowkirk
• Return signed contract and initial deposit within 30 days of receipt of contract
• Advise group of policies (included with this brochure)
• Direct group where to go on site (The House, The Cottages, etc.) Give directions, if necessary
• Inform event facilitator (if not the same as the group leader) of the meal schedule to ensure that meals are not delayed.
• Bring first aid kit and designate first aid provider
• Have adequate chaperones for youth groups (recommend a minimum of 1 adult for every 8 youth)
• Request linens in cottage(s), if desired
• Inform Meadowkirk of special food needs at least 10 days before event
• Ensure Ropes Course Waivers and Pre Event Questionnaire are provided to Meadowkirk at least 1 week before retreat
• Provide final count of attendees to Meadowkirk at least 10 days before event
• Advise if AV Equipment needed (LCD projector, DVD or VHS player, TV, screen, etc.)
• Discuss set up of meeting/eating spaces with Guest Services Coordinator
• Confirm specific meal times with Guest Services Coordinator
• Be sure to reserve any optional spaces (fire circle, observatory, etc.)
• Inform Meadowkirk Host of when you would prefer your welcome information to be shared with the group (at start of meeting, just before first meal, etc.)