Rental Group Information and Camp Policies

New Hope Camp and Conference Center, Inc.
Rental Group Information and Camp Policies

Questions? Call 919–942–4716 or Email: info@newhopeccc.org

RESERVATIONS Reservations shall be on a first come basis.

DEPOSITS are required and must accompany the signed contract within ten days of receipt to confirm. Deposits shall be 50% of the minimum guarantee. The deposit will be credited against the amount you owe.

THE MINIMUM GUARANTEE is the minimum amount a group agrees to pay for the buildings and facilities reserved. Your final cost will also include actual per person usage (above the minimum), meals provided, and any additional services agreed upon.

FINAL BILL It will be the group's responsibility to complete the CHECK IN/OUT form (attached to your contract) and deliver to the camp office (outside box at front door) upon departure. This form must include an actual daily accounting of your event's attendance. Your final bill will be due and payable upon receipt. Payment may be made by cash, check, or credit card (Visa, Mastercard, Discover, American Express).

CANCELLATIONS If your group's event must be canceled, please notify us at once. Deposits are refundable up to 60 days prior to the reserved date. (If your reservation must be canceled due to unforeseen camp closures, such as inclement weather, a full refund will be available.) Your minimum guarantee can be adjusted up to 60 days prior to arrival if your group should need to reduce facility usage. Thereafter you are bound to your minimum guarantee originally negotiated.

STAYING OVERNIGHT If you are staying overnight in a building you should bring all the bedding and equipment you would bring on a camping trip (i.e., sheets, blankets, pillows, towels, or sleeping bag). The camp furnishes only the mattress and bed. Children under 15 can only sleep in top bunks that have bed rails. No food in Cabins. Group leaders are responsible for making sure no candy, food, or drinks are brought into the cabins. Ants, bugs and bees find these items in just a few hours and make cabin life unpleasant.

PLUMBING Turn off faucets when not in use. Do NOT overfill toilets with paper. Wait until water stops running to flush between bathroom visits. If toilets do stop up or overflow, please use plunger located in bathroom. Contact camp personnel if further action is needed.

BUILDING USE Please keep facility doors closed during your stay. This keeps our heating/cooling costs down as well as keeps wildlife in their own habitat. Please do not stick scotch tape to painted walls. Please feel free to post directional signs for your group to locate their assigned area; PLEASE remove them when you leave.

UNIT KITCHENS If your group is doing its own cooking, the kitchen you have rented is supplied with a standard size refrigerator, oven, basic kitchenware and utensils. We suggest you bring any additional items or specialty cookware that you will need to meet your cooking needs. We also suggest that you bring paper goods and dish detergent. The camp is not liable for any illness or injury arising from the group's preparation of its own meals. Please follow the sanitation procedures posted in each unit's kitchen.

VEHICLES It is expected that participants' vehicles will remain parked while on the premises. Vehicles must stay on established gravel roads. Do not drive in front of or around cabins. Use cabin driveways for loading and unloading only. Park only in the designated areas; do not block the gravel roads, these are fire lanes. The camp-wide speed limit is 10 MPH.

QUIET HOURS Quiet hours are from 10 pm–8 am. Please be sure that your group abides by these quiet hours and that all persons stay in the area of their lodge and cabins.

MEAL SERVICE The camp will arrange for catering through local caterers based on the number of meals requested on the group's contract. Meal service arranged through the New Hope Camp and Conference Center (NHCCC) office is available for a minimum of 35 people. Groups may choose to prepare their own food or arrange for their own catering. A list of recommended caterers is available in the NHCCC office. You must notify us with the total number of people to prepare for at least two weeks prior to your event. Menus will be sent along with your contract. Please select your menu choice for your group and mail or fax to the camp office as soon as possible. In the event we have not received your menu within two weeks prior to your visit we will assume you have no preference and our staff will make selections for you. All meals will be served as follows: Breakfast 8:00 am, Lunch 12:00 noon, Supper 5:30 pm. Other times may be available with advance notice. Meals are served buffet style and may be served in the dining hall or other buildings. We request that you clear your tables.

ALCOHOLIC BEVERAGES / DRUGS Alcoholic beverages and drugs are not part of the camp and retreat experience at New Hope Camp and Conference Center. Group leaders are responsible for participants' knowledge of this policy. Evidence of use by individuals or groups will result in the entire group being asked to leave the grounds immediately.

SMOKING Smoking is prohibited in all buildings on the camp grounds. The primary designated outdoor smoking areas are the front and back fire circles. LITTERING IS STRICTLY PROHIBITED (inside and outside of the fire circles).

PROHIBITED ITEMS Guns and fireworks are prohibited on New Hope Camp and Conference Center property. Pets are not allowed at the camp. Use of chain saws and other power tools is prohibited.

TELEPHONES There is a public telephone located in the foyer of the Bathhouse. The office telephones are for camp business and emergency calls. The camp staff cannot act as an answering service for camp users; we recommend that your group have a cell phone available. It is requested that user groups only give the camp phone number as a number where they can be reached in an emergency. The camp office phones are staffed during normal business hours Monday through Friday. On weekends the camp office is closed and messages may be left, with no guarantee of being received before Monday.

EMERGENCIES Should an emergency arise on the grounds you should immediately call 911 for proper assistance. After you have communicated your needs to the 911 Emergency Dispatch, you may also contact New Hope Camp and Conference Center staff for assistance. When the camp staff is present during an emergency they will have final authority with regard to appropriate emergency response. Public phones are located at the front Pavilion and at the Bathhouse. All incidents must be reported in writing to the camp office by the group leader at the earliest practical time.

FIRE In the event of a fire, evacuation of all buildings and user areas is required. Make certain that 911 has been contacted. All souls on the premises should gather in the front or back playing fields. Group leaders MUST conduct a roll call from a written list of names of the group, to determine that all souls are accounted for; this is YOUR RESPONSIBILITY. New Hope Camp and Conference Center's fire signal is continual short horn blasts (one second sound, one second delay). If the camp's horns have not been activated you may accomplish the signal using a car horn in a safe location.

MEDICAL EMERGENCY In the event of a medical emergency, make certain that 911 has been contacted. Provide first aid as you are able; and contact NEW HOPE CAMP AND CONFERENCE CENTER staff as available.

SEVERE WEATHER In the event of life-threatening weather, evacuation to the DINING HALL is recommended. Seek the nearest shelter if you cannot safely reach the Dining Hall. Group leaders MUST conduct a roll call from a written list of names of the group, to determine that all souls are accounted for; this is YOUR RESPONSIBILITY. Stay away from windows, gather near interior walls, and stay low and protect vital parts. Contact 911, or New Hope Camp and Conference Center staff as appropriate to the situation. The evacuation signal for the camp is continual long horn blasts (three second sound, two second delay). If the camp's horns have not been activated you may accomplish the signal using a car horn in a safe location.

LAW ENFORCEMENT In the event of a crime, or suspicious activity, please contact 911 immediately. Camp staff should also be notified as soon as is practical. The Orange County Sheriff's Department is ready to respond; please do not hesitate to contact them if you feel the need.

ACCIDENTS / INJURIES / INSURANCE New Hope Camp and Conference Center does not provide medical staff for rental groups. Although some of the camp staff are trained in first aid and would assist as available, groups using NHCCC must have a group member on site currently certified in First Aid & CPR while you are here. The camp provides secondary accident insurance coverage only. If a user becomes ill at camp, his/her own insurance will apply.

SAFETY & PROHIBITED AREAS The group leader is responsible for informing group's of the camp's safety advisement and prohibited areas contained herein. Users must wear shoes while on the premises. The workshop, tractor shed/maintenance areas are off-limits. There are steep drop-offs around the lake shoreline. The lake area is restricted (see LAKE below). Poisonous and non-poisonous snakes are indigenous to the area. Notify the camp staff but DO NOT kill any snakes. The camp is blessed with abundant wildlife; please enjoy them from a distance. Please do not attempt to feed, approach, or touch any wildlife. Report any wildlife not exhibiting normal behavior to the Camp staff. Poison oak and poison ivy grows around the camp and users should stay clear. Various bees, wasps, spiders, and mosquitoes are active during warm months. Notify the camp staff if bees or dangerous spiders are found in or around buildings.

AQUATIC AREAS There is NO SWIMMING allowed except in the NHCCC swimming pool (see below). Specific NHCCC waterfront and pool rules must be followed at all times and these rules are sent to you with your reservation information. Fishing is by permission only; should your group want to fish, please contact the office.

SWIMMING POOL Groups may swim at times specified on their contract. The NHCCC Lifeguard staff has absolute authority in the pool and waterfront areas. By requesting to use the facility and signing the rental agreement, the group leader releases the camp from all liability associated with swimming and waterfront use. For the purpose of supervision the group leader or a responsible adult must be in the pool area during your group's pool activities.

LAKE (Located South of the Swimming Pool) Boating activities must be scheduled in advance of your event with the camp office and groups must arrange for boat rental check-in and check-out from the office. Row boats and canoes may be rented for $10.00 each. Life jackets must be worn at all times by all boaters regardless of age or skill, and safe boating practices must be followed. ALL waterfront activities must be supervised by a certified lifeguard. NHCCC Lifeguards supervise all aquatic activities during the Summer; and are scheduled “as-available.” You may bring your own Lifeguard during the off-season (September through April), or contact the Camp office to determine availability and cost for camp Lifeguards.

POND (Located North of the front Fire Circle ) The pond is currently off-limits to all users.

ATHLETIC EQUIPMENT Some equipment can be obtained at the camp office by group leaders with prior notice. Equipment available includes softballs, bats (no gloves), basketballs, kickballs, volleyballs, horseshoes, and soccer balls.

PLAYGROUND (Located across from the bathhouse) The playground is a shared-use area. Children must be supervised by a responsible adult at all times.

CAMPFIRES All open fires must be contained in existing campfire circles. Campfires must be scheduled in your reservation contract and CONFIRMED at the time of arrival. Do not cut branches or trees for firewood. You may gather only fallen, dead wood. The camp makes firewood available at no charge subject to availability. Make SURE your fire is put out with water before you leave.

CONCESSIONS A vending machine is located on the breezeway at the front pavilion year round. During summer months, a second vending machine is located at the entrance of the bathhouse.

CABIN & LODGE CLEAN-UP Each group using the camp is expected to leave the facilities cleaned up and ready for the next group to enjoy. Brooms and other cleaning gear are provided in each building. Clean-up instructions are posted in each cabin and lodge. If clean-up procedures are not followed, a $25 cleaning fee will be charged. It is especially important that your group pick up bits of trash, candy wrappers, and other litter on the ground in your area. If you have posted signs or other decorations, please remove them and the masking tape or adhesive.

PERSONAL PROPERTY All camp users bring personal property onto the premises at their own risk. NHCCC is not liable for loss, damage or theft of personal property. All lost and found items should be turned in to the camp office.

Contact information:

New Hope Camp and Conference Center, Inc.
4805 Highway 86
Chapel Hill, North Carolina 27514

Phone: 919–942–4716
Fax: 919–942–3266
Email: info@newhopeccc.org