Event Planning Guide

Transcription

1 Welcome to the Barbara C. Harris Center! We look forward to having your group with us. In order to serve you best, we ask that you please complete, sign and return this form to BCH at least 3 weeks prior to your event. Be sure to include your rooming list(s) and schedule of your event. Please do not hesitate to contact us with any questions relating to your event. Retreat Name/Organization Group Leader: Cell Phone Number: Address: Arrival Check-in is no earlier than 3pm on the day of arrival. The Group Leader or designee should check in at Shaw Lodge upon arrival to receive cabin and/or room assignments and keys. Arrival Date: Arrival Time: Departure Check-out for all sleeping areas is by 10am on day of departure. Meeting spaces will be available until 2pm. Upon departure, the Group Leader will need to stop at Shaw Lodge to return all keys and complete departure paperwork. Departure Date: Departure Time: Parking Guests may drive vehicles to the lodges and cabins to unload belongings. After unloading, all vehicles must be moved to the main parking lot adjacent to Shaw Lodge. Lodge guests may park in the designated parking spaces in front of St. John's and St. Mark's on a first-come, first-served basis. Parking is not allowed outside of these spaces, on grass areas, along roadways or at cabins. Lodging Assignments Attached you will find blank rooming list(s) based on the accommodations previously reserved for your group. Your rooming list(s) indicate accessible spaces and should have the attendees first & last name, and roommate(s) if applicable. Please complete and return the rooming list(s) along with this form and event schedule. We provide linens/pillows/towels in all lodge rooms and adult friendly cabins. Guests staying in standard cabins and/or the bunkhouse need to provide their own linens/pillows/towels. Each guest staying in a lodge room will receive a room key. We charge a $100 fee for each key not returned upon departure. A master key for each lodge can be found in the single, upper right-hand cabinet of the upstairs kitchenette. Cabin capacities are noted under each cabin name. Cabins do not have keys; a master key can be found in the top left drawer of the reception desk in Shaw Lodge. Guests must return key promptly after each use. Quiet Hours Because we often serve several groups of varying needs and ages at the same time, we maintain quiet hours from 11pm to 6am to respect the needs of all our guests.

2 Meeting Room Use Your reservation includes the use of one meeting space for exclusive use by your group. Additional meeting spaces may be available at an additional cost. We ask that your group use only the meeting and lodging space(s) reserved for your group as we often serve multiple groups. Reserved Meeting Space: Meeting sessions will involve (circle all that apply): Speakers Music Physical Activity Meditation Crafts Internet Free WiFi is available in Shaw Lodge, St. Mark s, St. John s, the Gym and Doran Center. To connect, use the router and password posted by the phone in each location. Meeting Room Set-up We offer the following furniture layout and A/V options. Please list your selections on the lines provided below: Furniture Layout Options Auditorium Style - chairs only with an aisle Classroom Seating - seminar tables with 3 chairs at each table Boardroom Seating seminar tables in a rectangular shape with 3 chairs at each table Horseshoe Seating seminar tables in a U shape with 3 chairs at each table Circle of Chairs Tables & Chairs left stacked for your own use (specify seminar tables or standard 6-foot folding tables) Audio/Visual Equipment Options: TV/DVD LCD Projector & Screen Microphone (Gym & Doran Center only) Easel with 1 pad ($25 per additional pad) Podium Music Stand Meeting Space: Furniture Layout: Number of People: AV Needs: Additional Tables for Supplies: Extra Chairs: Meeting Space: Furniture Layout: Number of people: AV Needs: Additional Tables for supplies: Extra Chairs: Meeting Space: Furniture Layout: Number of people: AV Needs: Additional Tables for supplies: Extra Chairs:

3 Chapel Usage All guests are welcome to use our indoor chapel for worship. In order to accommodate all of our guests, we ask that you please schedule your worship service below: Prayer Service Date: Time: Holy Eucharist Bread & Wine Required Yes No Bread & Wine Required Yes No Bread & Wine Required Yes No Bread & Wine Required Yes No Compline

4 Dietary Allergies We pride ourselves on our ability to feed everyone, including those with dietary restrictions due to religious beliefs, allergies or food intolerance. If you've been a vegetarian or on a low-carb diet and are experienced with making it work elsewhere, you will be able to work quite well with the food we prepare. On the other hand, BCH is not a good place to begin a new dietary practice as we do not devise individual meal plans based on food preferences. To allow the kitchen to prepare the best meals for all guests, we ask for your cooperation in the following ways: Please relay only those food restrictions that are based on medical conditions, established dietary allergies or religious practice (examples include vegetarian, vegan, gluten-free and nut-free). All dietary allergies should be reported at least 3 weeks in advance. Guests who have reported a dietary allergy or restriction in advance should meet with a Chef at their first meal. Complex diets requiring special order items and/or meal prep may incur additional charges. Please complete the grid below for all guests in your group who have specific dietary needs: Name Gluten- Free Vegetarian Vegan Lactose- Intolerant Specific Allergy Meals Meals are served buffet style promptly at 8am, 12pm and 6pm. Coffee & Tea are provided during meal times. Please list your meal counts below including all overnight and/or day guests. Monday Tuesday Wednesday Thursday Friday Saturday Sunday Breakfast Count Lunch Count Dinner Count

5 SNACKS & COFFEE SERVICE BCH has a number of choices to choose from for meeting snacks and evening socials held in your meeting space. Using the menu selections on the following page, complete the form below and include any additional items from the a la carte menu.

6 SNACK SELECTIONS 1. Assorted Breads OR Muffins (pick 2) $3/per person Banana Chocolate Zucchini Applesauce Spice Cranberry Orange 2. Assorted Danishes $3/per person 3. Homemade Granola & Yogurt (vanilla and strawberry) $3/per person 4. Homemade Cookies (pick 1) $1/per person Sugar Chocolate Chip Oatmeal Raisin Orange and White Chocolate 5. Fresh Fruit Tray $3/per person 6. Homemade Dips (pick 1) with Pita Chips or Vegetable Crudite (pick 1) Spinach and Artichoke French Onion Hummus 7. Assorted Cheese & Cracker Platter 8. Dried Fruit & Mixed Nuts $4/per person $4/per person $4/per person 9. Tortilla Chips with Salsa & Guacamole $4/per person EVENING SOCIAL SELECTIONS - $5/per person 1. Bruschetta Grilled French Baguette with Goat Cheese, Cherries and Honey OR Tomato and Olive Oil Tapenade 2. Mini Pizza Bites 3. Chicken Wings (pick 1) Bone-in, Honey BBQ or Buffalo 4. Chocolate Dipped Strawberries & Chocolate Covered Pretzels 5. Mini Cheesecakes (pick 2) Cherry Blueberry Plain Bottled Water Sparkling Water/Seltzer Soft Drinks Coffee/Tea Service - One Time Coffee/Tea Service - Refreshed 4x Daily A LA CARTE ITEMS $8/Case of oz bottles $10/Case of 24 assorted cans $8/Case of 24 assorted cans $5/per person $8/per person info@bchcenter.org

7 Waterfront Activities The waterfront is a shared space for all guests. A certified lifeguard with lake experience is required for swimming. We recommend that each group have an adult age 18+ with CPR, First Aid (including blood borne pathogens) and AED training present at the waterfront while swimming and boating (at least 1 adult at each location). All waterfront activities must be booked at least 6 weeks in advance by the Group Leader and are weather dependent. Complete Guidelines can be found in the Guest Services Handbook. $35/hour for each lifeguard (1 guard per 20 people/3 hour minimum) Swimming & Boating with a BCH Certified Lifeguard - 3 hour minimum Date: Swimming Yes No Time: Boating Yes No Number of people: Self-supervised Boating - permitted only for adult guests age 18+ with canoe and/or kayak experience $25 one-time fee for use of boats, paddles & life jackets. All participants must adhere to the following boating rules: 1. All persons must wear a securely fastened P.F.D. (life vest) at all times. 2. Each boater must sign in upon entering the water and sign out upon exiting. 3. All children age 18 and under must be supervised by their own parents at all times and are not permitted to boat alone. 4. All participants must immediately exit the water upon hearing thunder or seeing lightning. Date: Time: Number of people: Campfires A campfire can be a fun, inspiring and memorable part of any retreat program. However campfires also increase the risk of wildfires, particularly in a heavily forested area such as the Center. To help protect the safety of your group and others using the Center we ask that you follow these campfire guidelines: Campfires are permitted only in a designated fire pit and must be reserved at least 3 weeks in advance. Fires of any type are not permitted when the New Hampshire Fire Protection Bureau determines the fire danger in the area is very high or extreme. All campfires must be supervised by an adult at least 18 years of age. A readily accessible source of water must be available at all times at any campfire. A bucket is provided at each circle and must be filled prior to lighting a fire. Gasoline, kerosene, citronella or other accelerants are prohibeted. Campfires should be built so that they are completely contained within the fire pit. Campfires should never be left unattended. Before leaving a campfire it must be completely extinguished (no smoke, cold to the touch). Date: Date: Time: Time: Number of people: Number of people: info@bchcenter.org

8 Group Policies & Procedures Supervision of Youth Your group is responsible for supervising any youth in the group during your stay. A minimum of two adults supervising children is required at all times. Youth under the age of 18 must have at least two adult chaperones rooming with them. We recommend a ratio of no more than 5 youth per 1 adult at all times. The adult must be at least 18 years of age and at least 2 years older than the minors with whom they are working. We strongly recommend that groups provide training to all staff/chaperones so that no child is in a one-on-one situation with a non-parent when out of sight of other group members. Personal Sports Equipment/Bicycles Guests are welcome to bring their own sports equipment and pedal bicycles. Sports equipment may be used at the outdoor sports fields and Gym area as schedules allow. Bicycles may be ridden with helmets on roadways and hiking trails only (bikes are prohibited from walkways and grass areas). Guests are responsible for the use, storage and retrieval of all personal items. The Barbara C. Harris Camp & Conference Center is not liable for lost or stolen items. Emergency Messages If someone needs to get an emergency message to a guest they should call (603) After normal business hours the person calling will receive recorded instructions. Health Care Your group is responsible for providing any first aid or health care services. We recommend that you obtain names & addresses, emergency contact information, a health history and consent for treatment for all of your group members including children with/without parents in attendance. We also recommend your group bring a small first aid kit and have someone in the group who is certified in first aid and CPR. While we will assist in any emergency, it is your group s responsibility to provide emergency transportation and care if needed. Telephones with instructions are available at all times for groups to contact emergency and center personnel. Smoking For the health of our guests we do not allow smoking of any kind inside any of our facilities. Smoking is permitted in designated, outdoor smoking areas only. To help keep the camp clean and reduce the risk of accidental fire, we ask guests to not dispose of tobacco products on the ground. Alcohol/Drugs/Weapons Possession or use of illegal drugs, firearms or other weapons is prohibited while on the property. Adults age 21+ are permitted to consume alcoholic beverages responsibly while a guest at the Barbara C. Harris Camp & Conference Center. Our complete alcohol policy can be found in the Guest Services Handbook. Pets/Animals We do not allow pets of any kind other than service animals. Advance notice is required for all service animal(s) and documentation of service status with current vaccinations are required. Off Limits Areas For the safety of our guests some areas of the facility are off limits to everyone but our Center staff. These areas include the maintenance shop, housekeeping rooms/closets, mechanical and maintenance rooms, kitchen and summer program buildings. Access to Otter Lake is prohibited during winter months. Telephones There are public telephones located in the lobby of Shaw Lodge, St. Mark s, St. John s, Gym Side Room and Doran Lakeview Center. Guests can make emergency, local, toll free and calling card calls from these phones. The on-call staff person can also be reached from any of these phones. Instructions for use are located at each phone. I have read and understand all of the policies and procedures outlined above. I understand it is my responsibility as the Group Leader to share this information with all guests participating in my event. Signature of Group Leader: Date: