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Cancellation Policy

Camp Hebron
957 Camp Hebron Rd
Halifax, PA 17032
717.896.3441
800.864.7747
Email

How to Reserve Our Facilities

Call the Reservationist with the Following Information:

1. Date/s preferred
2. Type of lodging preferred
3. Number of rooms, cabins or shelters needed
4. Number of meals needed
5. Number of guests (adults, children 4 and under, 5-12, 13-18)
6. Any special requests that may be unique to your group

Be prepared to give the Reservationist a non-refundable deposit to start the reservation paperwork (credit card or check). The amount is dependent upon the number of rooms/facilities you wish to reserve and can be found on our website under each facility or in printed materials in the reservation packet. Once this has been paid, the Reservationist will send you a Covenant stating the terms of the reservation. You can call now (800-864-7747) or begin this process on line by using our Rental Inquiry form.

Sign and Return the Covenant:

1. Be sure to read your entire Covenant and if you have any questions, call the Reservationist
2. Sign the Covenant and return both copies and both pages by the due date printed on the covenant. Your copy will be returned to you after it is signed by Camp Hebron staff.

Return All Other Required Paperwork:

1. A Certificate of Liability Insurance may be required. A phone call to your Insurance Company requesting this is usually all it takes. They can mail it directly to Camp at your request.
2. If the group is exempt from paying sales tax, be sure to include a Tax Exemption Form with your Covenant. This will apply to your meals, but cannot be applied to lodging.
3. The Reservationist will send you a 1 Month or Final Report to be completed prior to your retreat. Be sure complete and return it by the due date. (See your covenant for information regarding billing procedures related to this report.)
4. A copy of your schedule is helpful and should be sent in with the Final Report.
5. As you collect people’s reservations, assign their lodging (room and/or cabin #, and roommate/s), obtain their names, addresses and phone numbers – Camp Hebron will require this information on a Guest Group Roster, that will be sent to you along with the 1 Month or Final Report.

Pre-Retreat Arrangement:

1. Make sure you provide travel directions for those who will be driving. A map and written directions are available at www.camphebron.org/directions.htm. There are alternate directions for buses, trucks and larger vehicles in order to avoid going over the mountain.
2. Be sure your participants know your group check in and check out times. Due to other groups coming and going, we need to adhere to these times as arranged
3. Let your group participants know what they will need to bring with them – ie; linens, pillows, flashlights, alarm clocks, Bibles, notebooks, pens, bug spray, etc.
4. Designate a registration site at Camp (usually in or near lodging area) and ask your group to report there upon arrival at Camp. Only your group leader will need to report to the office. A table can be supplied for you upon request for use in registration.

Retreat Day:

1. Your group’s on-site leader should report to the office to check in and meet your host and pick up your Welcome Packet and keys if needed. If the office is closed, call the Host number posted on outside bulletin board of office when you arrive.
2. Go over any paperwork questions at that time and make payment arrangements with the Reservationist.
3. Meet your group at the pre-arranged location and distribute keys, paperwork, etc.
4. If you did not submit the Guest Group Roster with your Final Report, then it must be completed and given to the office or to your host the evening of your arrival.
5. Inform Reservationist if you will be rebooking your retreat for the following year.

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