Once you tell us you are ready for a contract to be sent, you will have two weeks to get us a signed contract and a deposit. Contracts not signed and received by the date indicated will default to other parties wishing to book for the specified time period.
When you receive the contract, the deposit schedule for your event will be clearly laid out. The deposit schedule is based on your event date and size of the event. Deposits totalling 50% of the contract must be paid at least 30 days prior to the event. The final amount due will be invoiced in the week following the retreat.
Contract Minimum and Maximum Policy
The guest count that appears on the contract is the minimum guaranteed number of guests. The maximum number of guests you are allowed to bring is a 25% increase of this minimum count. Manitoqua will plan to accommodate this maximum number. This maximum number may only increase if space is available and it has been approved, prior to the event, by Manitoqua management. Manitoqua will invoice following the event, which will reflect the final amount due based on actual numbers including additional guests, meals, and other services or fees incurred.
Guaranteed Attendance Number Policy
Ten (10) business days prior to the event, the contact person will contact Camp Manitoqua & Retreat Center with the final count of people attending the event. This number will be your final attendance number and must be greater than the minimum number guarantee stated on the contract, but not greater than a 25% increase of that minimum per the policy above. It is very important that this number be accurate so that Manitoqua can properly prepare for your event. Failure to contact Manitoqua with the actual number will mean that your group will assume financial responsibility for the guaranteed minimum number on this contract or the actual number attending, whichever is greater. Manitoqua is not responsible for supplying food or lodging to people who were not reported in a final count.
When it is necessary for a group to cancel and it is done at least 120 days before the scheduled event, deposits will be returned less a $75 cancellation fee. If a group cancels within 120 days or less, all contract fees and deposits are non-refundable. When it is necessary for Camp Manitoqua to cancel a retreat, a full refund of your contract fee and deposit will be given.
Health Insurance Statement
The retreat guests will be responsible for providing for their own medical personnel, first aid, first aid supplies, and emergency transportation.
Accident insurance as provided by your sponsoring body or accident insurance carried by individual retreat guests is the primary coverage. We require the group to provide proof of this insurnace. Contact your insurance company to ask for a Certificate of insurance.
Adventure Zone Participants
It is recommended that the guest group obtain medical insurance information for each participant. All guests participating in the Adventure Zone activities MUST sign the Camp Manitoqua Medical Statement Form. These forms must be given to the course facilitator prior to participating in the activities. No guests may participate in the activities without the proper signatures on the form. If the guest is under the age of 18, a parent signature is required. For preventative reasons, no guests may be in the Adventure Zone area without a Camp Manitoqua staff instructor.
The Adventure Zone activities are team building activities. If the facilitator determines that the group is not working as a team, he/she will not progress the group to the next activity. Guests must follow the directions of the facilitator at all times. If an organization has more than 12 participating in the activities, participants are divided into groups with a maximum of 12 people. If your attending number is more than your final number, which must be communicated 10 days in advance, or the number on this contract, Camp Manitoqua will do its best to obtain the additional staff required. If we are unable to secure this staffing, these additional people will be unable to participate in the Adventure Zone activities, and you will not be billed for those additional people not participating.
Checkout times | Retreats
Check-out time for retreat groups is within 1 hour of the contracted end time. If your group is still on grounds after the given 1 hour grace period, your group will be subject to a $50 late fee for each additional hour. Camp Manitoqua reserves the right to request sleeping rooms/cabins be vacated at breakfast to accommodate housekeeping staff.
Each group must have a valid credit card on file with us that will only be charged if your balance is over 90 days delinquent. Discover, Visa, MasterCard and American Express are accepted. All credit card charges will have a required 2% processing fee.
Due to the increase cost of food and services, Camp Manitoqua and Retreat Center will no longer be serving meals to our retreat guests as of Fall 2022. Groups can bring in their own catering or food.
Cars and Parking
When planning and packing, keep in mind that driving on grounds is prohibited. Parking is allowed only in Camp Manitoqua designated areas.
All of our buildings have paved sidewalks leading to them at level entryways or slight ramps. Each building has wheelchair accessible bathrooms. However, our ARC, Chapel, and Dining Hall buildings only have access to upper and lower levels through outside sidewalks and ramps.
Manitoqua does provide all bedding and towels in the Adult Retreat Center. The Acorn, Oaks, and Cabins are not equipped with any linens.
The following items can be requested for your meeting room for no additional charge by using your set-up form prior to your event:
- 50" LED TV | Blu-Ray Player | HDMI Cable
- flipchart with markers
Items that incur a charge are the LCD projectors and the keyboard ($25/$50 day/weekend each). Other items may be available upon request.
We offer Wi-Fi in the Adult Retreat Center, Oaks Cabins, Chapel, and Dining Hall.
The hosts can provide you a fire starter and matches by request. Firewood will be provided at your assigned fire pit. It is the group leader's responsibility to start, maintain, and put out your fire.
Pets are not allowed on our grounds. The only exceptions to this policy are service dogs.