Policies and Procedures

1. Reservations & Confirmations: Procter will confirm reservations up to two years in advance for groups wishing to utilize our facilities. Reservations are not confirmed and binding until the Reservation Agreement is executed by both parties. Please make sure you have confirmation before publishing time and location of your event.

2. Three-Month Count: Ninety (90) days prior to the date of your reservation, please provide Procter with a status report on your upcoming retreat.

3. One-Month Count: Thirty (30) days prior to the date of your reservation, please provide Procter with a status report on your upcoming retreat.

4. Final Count: Two (2) weeks prior to your arrival, please call us with the number of guests who will attend your event. If we do not receive a final count, we will assume the number of guests listed on the Reservation Agreement to be correct and you will be billed for those guests. If your attendance should drop or increase, we reserve the right to reassign facilities more appropriate.

5. Cancellations: Groups canceling their event inside sixty (60) days will be billed at the minimum contract charge, plus any additional costs. Should your group cancel your reservation less than sixty (60) days prior to the start of your event, the deposit will be forfeited. Exceptions include circumstances such as extreme conditions. In the case of such circumstances, the Executive Director of the Procter Conference Center will make a determination as to the event.

6. Guarantee Fee: In the event of a cancellation less than sixty (60) days before the reservation date, a guarantee fee of 50% of the projected fee from the reservation will be assessed.

7. Responsible Supervision: All groups must have a responsible adult in charge and with the group at all times.

8. Right To Remove Persons: Procter Conference Center reserves the right to remove any person or persons from the facilities or premises who, in sole discretion of Procter, are unauthorized, or who are creating a disturbance, or who are jeopardizing the health, safety, or general welfare of our guests.

9. Clean Up and Damage: You agree to assist in keeping the facilities and premises clean and free from damage and abuse. You will be charged for damage, extra cleanup, or unnecessary use of a fire extinguisher.

10. Meeting Space: A meeting space will be assigned to your group based on the size and needs for your particular situation.

11. Chapel: The Chapel is available for use by our guests. There will be times when the Chapel may be rented by outside groups. This will be arranged so that it does not interfere with groups and guests already visiting Procter. Please make arrangements with Procter Conference Center on times your group will be using the Chapel. This will ensure that all guests who wish to use the Chapel will be accommodated.

12. Meals: Standard meal times are 8:00 am, 12:00 pm, and 6:00 pm. Any changes to the standard meal plann must be made in advance. We will accommodate special dietary requests if notified in advance. (ex. Vegetarian, Food Allergies, Adkins Diet Meals)

13. Smoking Policy: Smoking is not allowed inside any of the Procter Facilities. We ask that if you need to smoke, please do it outdoors. When you are done smoking, we ask that you please put your filter in the designated place, which is located on the outside of every main entrance (Hobson Hall, upstairs and down, Chapel, Blanchard Commons).

14. Alcohol: Procter Conference Center does not carry an alcohol permit, therefore, we do not serve alcohol on these premises.

15. Pets: Pets are not allowed at Procter Conference Center.

16. Fishing: Fishing in on a catch and release basis. If you would like to fish, you must be issued a fishing permit. These permits are distributed by the Executive Director.

17. Lost and Found: The Center will hold items left behind by our guests for 21 days. If not claimed within this time frame, items will be donated to charity.
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Reservation Policy
Preface
The Procter Camp and Conference Center is pleased that you have chosen to bring your group’s event to our facility. The Center is an important ministry of the Episcopal Diocese of Southern Ohio and we will do everything possible to make your stay with us enjoyable and productive.

We have found it necessary to implement the following guidelines for groups making reservations at in order to prepare adequately for you and to avoid serious overbooking of the facilities, which limits the opportunity for others to use the Center.

Overnight Group Events

When making a reservation for your group at the Procter Camp and Conference Center, there is an initial non-refundable deposit of $50.00 required for each individual for whom a reservation is being made. The deposit is due upon the receipt of the contract to confirm the reservation. The final count for your group is due 2 weeks prior to your event. The balance of the estimated charges is due upon arrival at the scheduled event. Any additional charges will be billed at the conclusion of the event.

Should your group choose to cancel your reservation less than sixty (60) days prior to the start of your event, the deposit will forfeited since it is nearly impossible to replace the booking in that short of a time period. Exceptions to this include extreme conditions, for which the Executive Director of the Center will make a determination.

Group Day Meetings

A non-refundable deposit of the estimated charge for your event is due upon the receipt of the Reservation Agreement Contract in order to confirm your date and event. A final count must be given 2 weeks in advance of the event. Payment of the balance of the charges, plus any additional charges, will be due the day of the event

NOTE: Groups meeting at Procter on a regular and frequent basis are required to make a deposit for the meeting room.

WHEN MAKING A RESERVATION

A Deposit Check is required to be sent, along with the Reservation Agreement Contract, upon receipt. A second check for the balance of the estimated charges is required at the start of the event. Any additional charges will be billed at the conclusion of your event.

You will be obligated to pay for the number of persons on your confirmed Reservation Agreement Contract and for any additional participants if final counts are not received 2 weeks before your event.

When making a reservation, please have the date you want to reserve for your retreat/meeting. Please have 2 alternative dates pre-selected, as the Center books approximately 1 year in advance for weekends.

IMPORTANT INFORMATION NEEDED:

CHAPEL USE: We have several groups utilizing Procter at the same time, therefore, it is often necessary to schedule times for each group to use the Chapel. Please make arrangements for Chapel use prior to your arrival.

After booking your event, you will be sent a contract, which shows a deposit. The deposit is based on the minimum number of persons attending your event ($50.00 per person).

The signed contract and deposit is due 1 month from the “Reservation Approved” date on your contract. You will received a signed confirmation from the Conference Coordinator when your contract and deposit are received.

By following these simple steps, we can make your retreat or meeting become a reality.

Diocesan Rates

The organizer of a Diocesan group may sign an invoice as “Approved for Payment”. This invoice will be forwarded to the Diocesan Finance Office, which pays invoices for your group.
*Adopted by the Board of Managers of the Procter Camp and Conference Center on August 15, 2001.
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Meal Rates for ALL Groups