RESERVATIONS Reservations shall be on a first come basis, up to one year in advance.
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 include actual per person usage (above the minimum) and any additional services agreed upon.
FINAL BILL It will be the group’s responsibility to complete the CHECK IN/OUT form (sent with your contract) after the event and send to the camp office. 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).
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 necessary bedding and any equipment you might need (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 without kitchens. 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.
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. Use only blue painter’s tape on the walls, no scotch tape or staples. No confetti please. Feel free to post directional signs for your group to locate their assigned area. PLEASE remove them when you leave.
PLUMBING Turn off faucets when not in use. Do NOT overfill toilets with paper. Wait until water stops running to flush between bathroom visits. Contact camp personnel if further action is needed.
MEAL SERVICE The camp will arrange for catering through local caterers 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 from the NHCCC office.
UNIT KITCHENS If your group is doing its own cooking, the kitchen you have rented is supplied with a standard size refrigerator, oven, microwave 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.
ALCOHOLIC BEVERAGES / DRUGS Champagne and Wine are allowed inside Dogwood Lodge, Fleming Lodge and the Dining Hall only when groups have completed the alcohol agreement and paid an additional $200 refundable alcohol deposit. Alcohol is not allowed in any other building or at any other part of the camp. Drugs are not part of the NHCCC experience and it is up to the group leaders to enforce this policy. Groups using alcohol without permission or drugs may be asked to leave the premises immediately with no refund of deposits. Smoking is prohibited in all buildings on the camp grounds. The primary designated outdoor smoking areas are the front and back fire circles.
PUBLIC DISPLAYS OF AFFECTION Public displays of affection by members of user groups are discouraged while on the premises. We ask that all groups be respectful of one another while using the facilities. Public displays of affection can distract from the group process and impede the activities planned by all group leaders.
VEHICLES It is expected that participant’s 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.
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 office phones are staffed during normal business hours 9am- 5pm Monday through Friday. We recommend that your group have a cell phone available.
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. A public phone is located 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 persons 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 attendees, to determine that all persons 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, please call 911. Provide first aid as you are able; and contact NHCCC staff.
SEVERE WEATHER In the event of life-threatening weather, evacuation to the back hall of 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 attendees, to determine that all persons 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 HopeCamp 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.
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 their group of all safety procedures. All persons must wear shoes while on the premises. The workshop, tractor shed/maintenance areas are off-limits. The camp is blessed with abundant wildlife; please enjoy them from a distance. Please do not attempt to feed, approach, or touch any wildlife. Poisonous and non poisonous snakes are indigenous to this area. Poison oak and poison ivy grows around the camp and users should stay clear. Various bees, wasps, spiders, ticks and mosquitoes are active during warm months. Report any wildlife not exhibiting normal behavior to the Camp staff.
AQUATIC AREAS There is NO SWIMMING allowed except in the NHCCC swimming pool during the pool season, Memorial to Labor Day (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.
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 & 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. Please share the pool rules with your group.
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. 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 certified Lifeguard during the off-season (September through April), or contact the Camp office to determine availability and cost for camp Lifeguards. A current copy of Lifeguard certification will be required.
POND (Located North of the front Fire Circle) The pond trail is available for hiking but no waterfront activities are to be conducted at the front pond.
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, kick balls, volleyballs, horseshoes, and soccer balls.
PLAYGROUND AND BASKETBALL COURT These are shared-use areas. Children must be supervised by a responsible adult at all times.
LABYRINTH (Path located near back side of the pool) The outdoor labyrinth is a shared use area. At the time of your reservation please notify the office if your group would like to use the labyrinth.
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.
CABIN & LODGE CLEAN-UP Each group is expected to leave the facilities cleaned up after their event. Brooms and other cleaning equipment are provided in each building. Clean-up instructions are posted in each building and are listed on the checkout sheet. Please have 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. We reserve the right to assess a $25 cleaning fee if necessary.
DAMAGES If damages occur to facilities or NHCCC property as a result of a group’s use (including but not limited to broken windows, broken tables, wall or paint damage, etc…) a charge equal to the cost of repair/replacement will be added to the group’s final bill.
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.