The following policies are meant as a planning guideline and are subject to change. Please read your contract thoroughly upon receipt. Please contact Ellen if you have any questions.
Deposits
A deposit of 30% or $300, whichever is
greater, is required of all groups to confirm reservation and must be returned
with a signed contract within 10 days of receipt. Groups whose total fees are less than $300
pay in full. Reservation deposits are
nonrefundable and will be applied to the total balance. Additional security deposits may be required
for use of some equipment and may be refunded when equipment is returned
undamaged.
Cancellations
If cancellation or postponement is made by the group less than fourteen (14)
days prior to the scheduled date(s), the Gravatt may charge one-half of the
minimum fees for all facilities and services requested. In the event of such a
cancellation, no deposit or other fees prepaid by the group will not be
returned.
Gravatt reserves the right to cancel
scheduled events due to weather and similar emergencies. In the event of a
weather-related cancellation, the deposit and other fees prepaid by the group
can be applied to rebooking on a mutually agreeable date.
Minimums
A minimum participant count of 10 has been
established for food service, meeting room, and program
groups. If your numbers fall below that minimum, your program will be assessed
a surcharge.
Guarantee
With all functions for which charges are
made on a per-person basis, Gravatt must have a specific attendance number. An
estimated guest count is due at the time the reservation is made, and the
contract will be based on that number. The contract number may be adjusted up
or down as long as space is available with no penalty up to 60 days prior to
the event.
Between 15-60 days prior to the event, the
number may be adjusted up as space permits and down up to a 25% attrition rate
with no penalty. Adjustments greater than 25% will be billed at 75% of the
contracted amount.
A final guarantee count is due by noon 14
days prior to the function. After that point, guaranteed numbers can be
increased as space permits, but not decreased. Billing will be based on the final guarantee
or actual number in attendance, whichever is greater.
Billing
Because Gravatt is not able to provide
individual accounting or billing, one contact person must be responsible for
making payment. An invoice will be
mailed to the group immediately after the event. Full payment is due fourteen
(14) days of date of the invoice. Payments not received within thirty (30) days
of the invoice date will be assessed a late fee of 1.5% of the total due per
month.
Check-in / Check-out
Room check-in is at 4 PM, and check-out is
at 10 AM. Checkout time for meeting
rooms and other facilities is 2 PM for groups not staying for dinner. Groups that plan to arrive after hours or
that require a late check-out should request such arrangements in advance. Group leaders may wish to arrive early to
assist group members with room assignments and check-in.
Meal Service and Meal Times
Gravatt serves a delicious, well-balanced menu that can best be described as
Southern comfort food with healthy alternatives. Because we frequently serve
more than one group at a time, Gravatt staff generally plans the menu for each
group. If you have special requests, please let us know and we will honor them
as we are able. Special dietary needs (vegetarian, allergy, etc.) will be
happily accommodated with advance notice.
Meals are served at the following times
unless prior arrangements have been made: Breakfast 8:30 AM, Lunch 12:30 PM,
and Supper 6:30 PM.
Snacks are available for an additional
charge. Groups are welcome to bring their own snacks and beverages. Gravatt has
a limited number of ice coolers available for guest use at no charge. Coolers
should be reserved in advance. A small refrigerator is available for guests
using the Lounge. Guests should not expect to use refrigerators in the kitchen
unless prior arrangements have been made.
Use of Gravatt’s kitchen by guests is
prohibited without prior arrangement, requiring a kitchen use fee and special
liability release.
Meeting Space
Unless the group
has requested and paid for sole use of the property, the group may assume one
dedicated meeting space for its use while on site. Additional meeting space
will be granted as space allows. Choice of meeting space is on a first come,
first served basis (i.e. signed, paid contract in hand), but Gravatt reserves
the right to adjust meeting space to best meet all guest needs. First priority
for Chapel use goes to groups needing it for worship. Additional fees apply for
the Chapel if it is used in addition to meeting space.
Set-Ups
Gravatt provides
set-up services for meeting spaces prior to the group’s arrival. A set-up sheet
is included with the contract packet. In order to provide the best service
possible, the set-up sheet must be received by Gravatt at least two weeks prior
to group arrival. Failure to return the set-up sheet in a timely manner may
result in the group having to complete their own space set-up.
Extensive set-up
or clean-up requirements over and above the norm will be billed on an hourly
basis at $12 per required staff member per hour (or portion thereof).
Ropes Course
The ropes course must be scheduled in
advance. Additional fees apply. Groups using the ropes course should wear
comfortable, season-appropriate clothing and tennis shoes or hiking boots. Because of its inherent risks, all groups or
persons using the ropes course must obtain appropriate proof of insurance for
the Bishop Gravatt Center or provide a release of liability form signed by each
participant. A signed release form must
be on record for every participant on the ropes course.
Water Activities
Groups wishing to swim in the lake or to use
the boats need to arrange these activities in advance so that a lifeguard –
required by our insurers – can be secured. Additional fees apply. Life jackets
are required for boating. Shore fishing is allowed by group members at all
times. Fishing is catch and release.
Campfires
Campfires are only allowed in specified campfire
circles. Lakeside campfires should be reserved in advance. Gravatt’s staff will
prepare wood, provide extra logs, and give lighting equipment to the group
leader. Groups are responsible for lighting and extinguishing their own
campfire. Additional fees apply for campfires. S’mores supplies are also
available by reservation.
Non-profit Rates
Non-profit rates are available to incorporated
non-profit 501(c)(3) entities that can show legal proof of status. It is the
group leader’s responsibility to request non-profit rates.
Liability
Groups are
required to provide their own liability insurance, naming Gravatt as a rider
for the extent of their visit.
The renting organization is responsible for
the behavior of its members and for conveying all policies and procedures to
each member of the group. A “Guest Use Information” sheet will be given to
group leaders to share with members of their group.
Damage done to Gravatt property as a result
of a group function will be at the host organization’s expense, and the
organization will be billed accordingly. Gravatt cannot assume responsibility
for the damages to, or loss of, any articles left prior to, during or following
an event.
Sole Use of Conference Center/Camp
Guests who do not fill at least 22 rooms
for overnight use and request sole use of conference center facilities may
receive a surcharge equal to 50% of the single housing rate per night for
unused rooms. Guests using the camp side
with fewer than 30 participants with overnight use and requesting sole use may
receive a surcharge equal to 50% of the single housing rate for the difference.
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Reservation Policies
