F.A.Q.

Aside from meals and accommodations, what is included in a standard retreat package?

For standard retreats, we include a meeting space, audio/visual equipment, access to all activity spaces, the rock wall, seasonal activities, and program equipment (dodgeballs, pennies, basketballs, etc.). We also have and on-site cafe for specialty drinks and snacks, called Knutes Cafe. Food and drink here must be purchased, but we will make Knutes available at no extra charge.

How do you handle food allergies and dietary restrictions?

Our Food Service team does an excellent job at preparing menus with allergens in mind. We are not an allergy-free kitchen; however, we always offer multiple alternative options, like: a fruit/yogurt bar in the mornings, salad bar at lunch and dinner, a bread and cereal station, and different types of hot food served at most meals. We label each item on the buffet line, indicating if they are gluten free or dairy free, and we typically have the ability to provide an alternate protein on request (like a grilled chicken breast rather than fried chicken breast). We feel most guests with allergies can find something great to eat from these options at every meal, and we encourage guests to ask any allergy questions they may have to a kitchen staff member during meal service, who will always be out near the buffet line. For guests with more severe allergies and restrictions, we offer a fridge in our main dining area. Guests may store their own food in this fridge for the duration of their stay, and use the microwave in the buffet area to reheat whatever they’d like to.

What is your cancellation policy?

Booking Agreements signed and returned to us at Camp serve as a binding contract. In the event that a retreat reservation must be canceled, Camp Spofford must be notified no less than 90 days prior to the arrival date, in which case we will respond with a written confirmation of cancellation. We will refund any payment made in excess of the deposit; however, all deposits are non-refundable and non-transferable.

Should a retreat be cancelled between 90 and 30 days before arrival, groups will be required to pay 50% of the initial estimated total that was deposited for. Groups who cancel within 30 days of their arrival will be required to pay 100% of the estimated total as found on the Booking Agreement.

Can I change my numbers after I sign the agreement?

Yes! Many of our groups book a year in advance, so we understand numbers may change by the time your event rolls around.

Final numbers may fluctuate by 30% of the total number of people deposited for, up until 90 days prior to the arrival date. Within 90 days, numbers may only adjust by 20% of the most recent count on file (but still not more than the initial 30%). Within 30 days of arrival, final numbers may not drop by more than 10%.

I've signed the agreement and have paid the deposit...what now!?

You’re in! Now, we start planning. Your next task is due one month in advance of your arrival:

• 90 Days Out:
  • Updated numbers due (wiggle room drops to 20%)
• One Month Out:
  • Retreat Planning Form. This form, tells us specifics about your retreat…when do you want to eat breakfast, how many folding tables do you want in the chapel, do you need a white card, etc,
• Two Weeks Out:
  • Final Numbers due
  • Certificate of Insurance due
  • Master Schedule due…send us a copy of your retreat’s general schedule
  • Final chance to make changes to your planning form
• Arrival Day
  • Full payment due

Can I book a retreat during the summer?

No, sorry! We run a full slate of Youth Camp and Family Camp programs from mid-June through the end of August. We welcome guest groups from Labor Day through the first two weeks of June.

What information do I need to book a retreat?

Here is a good place to start:

• Dates you are hoping for
• Number of guests
• Group/organization type
• Number of nights and meals
• Meeting space requirements
• Pushing requires
• Special requests

How does rebooking work?

After visiting with us, you’ll have the option to keep your spot for next year. You can reserve the same weekend of your current year’s retreat (ex. third weekend in March); however, you may not rebook to a different weekend.

Groups are given 30 days to rebook, which looks identical to new bookings: Booking Agreement and Deposit.

Is my deposit refundable?

No, deposits are non-refundable and non-transferable. They are, however, applied to the final cost of the reservation.

Are any items prohibited on-site?

Yes. We do not allow the following on camp property:

• Pets (certified service animals are welcome)
• Tobacco products, and non-prescription drugs
• Alchohol
• Pornographic materials

 

Do you require a certain amount of staff for youth retreats?

Nope…we leave these decisions up to each group’s leaders. We are not responsible in any way for supervision of youth on-site during guest retreats, and we encourage organizations to put policies in place that they believe will work best for your their group.