Policies

Policies

Food & Beverage Requirements

Banquet food and beverage prices cannot be guaranteed for more than three (3) months prior to scheduled event. 

All food must be supplied and prepared by the camp and conference center unless other arrangements are made prior to the camp or retreat.  Menu selections, dining room set-up requirements, and all A/V arrangements must be received no later than 15 days prior to the event.

Best estimated attendance and a final guarantee, which may not drop more than 10%, should be reported to the Office Manager fifteen (15) days prior to the event.    

Regarding Cancellation

If cancellation of this agreement occurs less than 30 days prior to the beginning conference/retreat date shown, the user group will be responsible for payment of 75% of the guaranteed minimum payment stated within the agreement, with deposit amount applied toward the amount due.

Damages

The group renting the facility is responsible for damages above normal wear and tear.  Should the damage exceed the deposit, the excess will be added to the final bill. A Group Representative is invited to be present at the check-out inspection. All damage charges will be assessed during the first 48 hours after the renting party has departed. 

Insurance & Liability

The using group will not hold Hat Creek Camps & Conferences responsible for any injuries, claims, demands, actions, suits or causes of action for loss, damage or personal injury (including death) arising from their use of  Hat Creek Camps & Conferences. This includes all members, guests or invites of the user group. In addition to this indemnity, the user group accepts the property ‘as is’.  Use of the property is entirely at the risk of the user group. The camp and conference center shall not be responsible for any disappearance, loss or damage of guest's articles, items, electronics, computers, audiovisual equipment, personal sports equipment, vehicles or merchandise on camp and retreat center grounds. 

General

No tentative bookings are accepted.  Bookings become official when the signed agreement and deposit are received by Hat Creek Camps & Conferences. Bookings are made on a first come-first served basis only. Exclusive use of our facilities by your group is attempted, but cannot be guaranteed for groups of 100 or more.

Vehicles are to be parked in the upper parking and lower parking lot areas. This is a “drive-in, park and walk” facility.  Speed limit is 10 mph.  You may go to your lodging areas to unload, but then please return your vehicles to the designated parking areas.  Please stay on gravel roads; do not drive on grass or field areas. No alcoholic beverages, fireworks, firearms, or personal pets allowed on Hat Creek Camps & Conferences grounds. Smoking is prohibited in the buildings.  Please smoke in designated areas only. Please keep the grounds clean by putting litter in its proper place. All trash must be left in plastic bags on the front porch of each cabin upon departure. Hat Creek does not provide linens (i.e. towels, sheets, blankets or pillows) within the cabins, unless previous arrangements have been made. 

Swimming at Lake Shalom Only

No food or beverages are allowed in the enclosed swimming area.

Life guards with Waterfront Certifications ONLY are to be provided by the user group with a swimmer ARC ratio of 1/25.

Complete Rules and Regulations for the Lake are available.  Rules must be understood and adhered to prior to use.

Safety Rules for Canoeing / Paddle Boating

Wear a properly secured PFD life-vest.

User group will provide proper supervision for canoeing/paddle boat activities with an ACA ratio of 1/10.

No ramming or tipping of canoes or paddle boats.

A lifeguard is to be provided by the user group when using the lake or river area. Please see complete Rules and Regulations. 

Safety Rules for Ropes Course

You will need to provide an instructor who must be approved by Hat Creek or we will provide you with an instructor at an additional charge.

You must wear all safety equipment including helmets at all times while on the course.  

Golf Carts

Golf carts are available for an additional fee. A Golf Cart Rules and Regulations Form must be signed and agreed upon before a cart is made available.

Additional Information: