Below are policies and procedures that apply to groups using its facilities.  Please read them carefully.  If you have any questions, please contact us by email or by phone at (219) 374-5941

RETREAT/CONFERENCE POLICIES & PROCEDURES
(Revised 02/2008)

A truly successful retreat takes a lot of work. We believe that the Lord, the retreat group leadership and the conference center staff all play substantial parts in the successful retreat experience. If you are reading this, it’s quite likely that you are in the process of booking a retreat or conference at Cedar Lake Ministries. It is our desire as the staff at CLM that your upcoming event has every opportunity for success. Our mission is to provide a life-changing environment for evangelism and spiritual growth.

This document explains important policies and expectations regarding your retreat/conference reservation at CLM. Please be aware that these expectations will be binding once the contract is signed. So please read it carefully. As you read you will see that CLM will be asking for certain information and deposits by certain dates. We recommend that you establish a time schedule when each preparation step is to be completed. If you are ready with those items, it will enable CLM to serve you better.
 

Reserving Retreat Dates
Contact us as early as possible. Weekend reservations are in high demand. (Weekday reservations may be easier to book at CLM). Groups that have a current reservation with us have the first option to rebook those same dates for the following year, and many groups choose to do this.

When you choose to make a reservation, we will send you a contract. Your reservation for that date is not final until we receive back both the signed contract and the initial reservation deposit (see below).
 

Contract Guaranteed Minimum
CLM requires a minimum number of full-time guests per lodge. (The costs of opening and preparing facilities, of bringing in staff, etc. are at a level that can only be covered by a minimum number of guests.) These minimum numbers are:

Your group will need to be prepared to reserve for the minimum listed above. If your number should fall below the minimum, you will still need to pay for the minimum number. Example: If you reserve Rest-A-While Lodge for 90 guests and only 70 attend the retreat, you would still need to pay for the contract minimum of 90 guests.

Signing and Returning the Contract
At the time of booking, information will be taken by our office and typed into the contract. Please look over your contract to verify that all of the initially-agreed-to information is noted correctly (lodging and meeting facilities, AV equipment, meals, contact address and phone number, etc.).

Once you have reviewed the contract, if you find it correct in detail, an official of your church or organization (such as: pastor, treasurer, or director) must sign it. Both the Contract and the Contract Addenda page must be signed. Keep the original for yourself and return a photocopy with the initial reservation deposit (see below) within 14 days (the contract due date is highlighted at the bottom of the contract).
 

Cancellation
Once both parties have signed the contract and it is returned to CLM with the deposit, your reservation is secured, and both parties have entered into a binding agreement. The facilities and meals your group has reserved will be kept for you and will be prepared as agreed. This contract reservation may be cancelled only in writing with at least 5 months advance notice before the reservation date. With less than 5 months advance notice, cancellation of this reservation agreement is not possible unless a suitable replacement group for the same date and facility can be found. Example: Suppose two months in advance of their reserved date a group decides that they won’t be able meet attendance requirements and they desire to cancel. If they call our office immediately, our staff would begin searching for a replacement group. The initial group is welcome to assist in this process by providing leads to potential replacement client groups. But the initial group is not released from their contract obligation to that reservation until a replacement reservation from another group is secured. If no replacement group is found, the initial group is still obligated to the contracted event. They may come with as many guests as possible or they may choose to stay home, but in either case they would need to pay the contract minimum guaranteed.
 

Mediation
Based on 1 Corinthians 6, both contract parties (the rental group and CLM) will agree to submit to mediation any controversy or claim between them caused by or related to any alleged act, error, or omission. 
 

Acts of God / Force Majeure
No party shall be liable for any failure to perform its obligations in connection with any action described in this agreement, if such failure results from any act of God, riot, war, civil unrest, flood, earthquake, or other cause beyond such party's reasonable control (including mechanical, electronic, or communications failure, but excluding failure caused by a party's financial condition or negligence).

Deposits
An initial reservation deposit is required to reserve a specific date and is based upon the facility reserved. It is non-refundable and non-transferable. You can make your deposit with a Visa, MasterCard, American Express, Discover or check. The dates will not be reserved until we receive the deposit. This deposit is due at the latest 14 days after booking.

A second confirmation deposit is required 2 months in advance of your retreat date. The amount of that deposit should equal 25% of your contract amount. Example: If you reserved Cedars Lodge for 30 people for a fee of $140.00 per person, your confirmation deposit amount would be 30 x $140.00 x 0.25 = $1050.00.

Final Count
We need a final count your of guests 14 days before your arrival. Your bill will be calculated based on your final count or the contract minimum, whichever is greater. So be as accurate as possible. Make sure you know the number of adults, children and the number of drive-ins that will attend. NOTE: any drive-in day guests must notify the retreat leader and the office upon their arrival so that their grounds fee and/or meals may be computed into the bill.

Payment
Your final bill is due upon your arrival. Payment can be made with Visa, MasterCard, Discover or one check—made out to ‘CLM’ or ‘Cedar Lake Ministries’. (Your retreat participants should pay your church or organization and you should in turn bring one check). The amount of your bill may be obtained in advance when you call in your final count (see above). Any additional costs incurred for unannounced guests or damages will be billed and due payable within 10 days of receipt of notice. Reminder: should your group attendance fall below the guaranteed minimum number required for your lodge, or below the final call in count you gave us, you will be charged for the greater of the two.

Returned checks will be assessed a fee of $25.00 per occurrence. Overdue balances will be assessed an interest charge of 1.5% per month.

Energy Surcharges
Due to rapidly rising energy costs, CLM reserves the right to add additional energy surcharges should our costs require it. This includes climate-control decisions; CLM reserves the right to assess extra charges if a group requests winter heating temperatures above 72 F, or summer cooling temperatures below 70° F.

Housing Assignments
Our office reserves your lodging facility for you. We will also send you a room chart and assignment sheet for your convenience. You then have the option of making individual room assignments for your guests.

Room Check-in and Check-out
Unless otherwise arranged, our normal check-in time is 4 PM, and our normal check-out time is 11 AM. If you need a meeting space after room checkout time, please arrange this in advance with our retreat office.

Keys
Keys are available for the lodging assigned to your group. The group leader may check these out from the office upon arrival. There is a $15.00 charge for each key not returned.

Linens
Unless otherwise specified on the contract, your retreat package includes towels, washcloths and bed linens in the rooms. Also unless otherwise specified, there is no maid service—each guest is provided with one towel and linen set for the duration of the weekend. Extra towels can be ordered for a modest charge.

Meals
Meals are served buffet-style in the Dining Hall. Since all guests are welcome to come back to the buffet line for second helpings, it is a good idea to make sure your group arrives on time for meals. Otherwise we can not guarantee a good selection or quantity of food items. No food may be taken from the Dining Room; No take out containers are available.

Meals are usually served at the following times, though we reserve the right to adjust times in advance in order to accommodate the majority:
 

Our Food Service Director designs the menu for each meal. If members of your group have any special dietary needs, we will do what we can to meet those needs if the group leader informs us 14 days in advance.

Some groups desire to fast for part of their retreat stay. This is possible provided that the meal schedule is arranged in advance. There is also a $2.50 surcharge per person for the meal that ends a fast. Example: if the group plans to skip breakfast and lunch, there will be a $2.50 surcharge per person for dinner.

Snacks 
Snacks may be purchased individually in Branches, our snack shop, which is open periodically during the weekends (you can arrange a special time for this to be open if you wish). You may also arrange with us to serve snacks for the entire group. See our "Snack Price List" for selection. Snacks are served in the Dining Hall unless otherwise arranged. Snack times are negotiable.

Bringing your own snacks is permitted. However a clean-up charge will be assessed if the group leaves a big mess.
 

Meeting Rooms 
Each overnight lodge has a meeting room included. This room is yours to use between check-in and check-out. If you think that your group will require more space, or additional rooms for breakout sessions, please call right away. (These are limited, as is the overall capacity).

We normally set up a meeting room with chairs and a podium. Please submit any special set-up requests at least 14 days in advance, including audio-visual equipment.

Audio-visual equipment is available for rent at CLM. Fees for most items are specified on the rate sheet.
 

Retreat Agenda
We need to have a copy of your retreat schedule in order to serve your group well. It helps us to know break times, seminars, activities…in case we need to reach someone in your group for an emergency. Please send or fax a copy to our office at least 14 days in advance of your retreat.
 

Weekend Group Host & Group Orientation
CLM provides a full-time guest host for the retreat groups each weekend. Upon arrival, the group leader should go directly to the office for check-in. (The office is open until 9:00 PM on Friday nights.) If you arrive after this time go to your lodging. Your host will be around to check on your needs shortly after your arrival and will inform you on how to reach him during the evening for emergency help. The host will be available to help your group throughout the weekend, and will be present at all mealtimes.

The host will also be available to give a brief (5 minutes or less) word of welcome and orientation to your group at its first meeting. This can be arranged on your arrival.
 

Emergency Medical Services
Should a member of your group experience a medical emergency during office hours, send someone to our office right away and we will contact the ambulance for you. Should a member of your group experience a medical emergency during night hours, use one of the pay phones or a personal phone within your group to call 911. The Cedar Lake and Lake County Services are familiar with our property; you will need to provide them with information about which building the emergency is in. After you have called 911, please also contact your host, so that our staff can help direct the emergency vehicles.

There are no medical personnel on the CLM staff (except during our own summer youth camps). As per the retreat contract, the retreat group is responsible to provide its own first aid supplies for routine medical attention.

Disclaimer
Cedar Lake Conference Center in its own behalf and its employees do not accept liability for loss of property or damage or personal injury arising from the use of the facilities. CLM can refer you to an insurance agent if your group wishes to purchase its own liability insurance for the planned event.

Property Damage 
Guest groups will be held responsible for any damages they cause to CLM property.

Items to Communicate to your Group Members
You are probably aware of the importance of the following items, but some groups have had members come to Cedar Lake not knowing where to go, how to get here, when to arrive, or the retreat schedule… Therefore, this helpful information should be supplied to each member of your group ahead of time. (Some of these items are also noted on the Contract Addenda page, which you will be signing.) Note the following list:

• Dates of the retreat
• Retreat Schedule (include arrival and departure times)
• Directions to Conference Center (One map is enclosed with your contract, which you are welcome to photocopy.)
• Contact from Home: Emergency phone number for family or friends at home to call: 219-374-5941 (This is our office phone, there are no phones in the rooms. If there is such an emergency call, we will bring a written message to your group).
• Pay Phones are available for calling out.
• Cars should be parked in designated parking areas, and not in the pedestrian mall (except for unloading buses). Vehicles parked on the grounds should be locked.
• Illegal drugs, alcohol, smoking, and fireworks (including candles and incense) are prohibited.
• Community quiet time is 11:00 PM to 7:00 AM. This does not mean lights out. It means no disturbance to your neighbors, everyone should be in their building.
• Furniture and other furnishings are to remain in the room, not moved to another room, lodge, or taken outside.
• CLM does not accept liability for loss of property or damage or personal injury arising from the use of the facilities. CLM can refer you to an insurance agent if your group wishes to purchase its own liability insurance for the planned event.
• Damages and/or needed repair work should be reported to the guest host as quickly as noted by the guest. The group will be expected to pay for damages incurred by them.
• Beach: The group must inform office of when they will use the beach and they are responsible to have their own lifeguards/adult supervision.
• Use of motor bikes is prohibited on the Conference Grounds.
• Bikes must be under control at all times. Instruct children to be careful.
• Conduct and dress are to reflect modesty, good taste and moral standards. Cover-ups are to be worn to and from the beach.
• Group leaders are responsible for the conduct of their group and must provide adequate supervision (1 adult per every 8 children).
• Parents are responsible for the conduct of their children and must enforce the rules.
• Pets are not permitted on our grounds.
• Before Leaving: check drawers, dressers, closets, bathrooms and under beds for any personal articles. Please turn out lights. Keys should be left in the room or given to your host at checkout time.