Camp Bethel Rental Agreement (revised 9.6.07)
Rules for acceptance and participation in Camp Bethel events are the same for everyone regardless of age, race, color, national origin, gender or disability.
This agreement contains requirements and suggestions to enable your group to have a safe and enjoyable stay while visiting Camp Bethel. These guidelines are in accordance with the American Camp Association’s standards for camps and conference centers and the policies set forth by the camp’s governing Outdoor Ministries Committee. Your signature on the Event Reservation Form indicates that you have read this agreement, that you accept the terms of this agreement, and that you agree to abide by and enforce the rules and guidelines in this agreement.
1. INTRODUCTION:
Camp Bethel is the outdoor ministry (Camp & Conference Center) of the Virlina District Church of the Brethren. This ministry is realized through our Christian camping programs, our services, and availability of our facilities to all people of all denominations and backgrounds. Founded in 1927, Camp Bethel has been “sacred ground” for thousands of persons who found sanctuary in these 470 beautiful, peaceful acres. Our primary mission is as a Christian Summer Camp, so our lodging and bathing facilities are rustic and simple. Take comfort in simplicity and bring a spirit of self-sufficiency for your stay. With this in mind, we welcome your use of our site and facilities for your event. You and your group are expected to abide by this agreement and the camp’s policies and guidelines. We hope your time here will provide you with “holy communion of clean hearts and minds.”
2. CAMP BETHEL RULES AND POLICIES:
Camp Bethel has the following basic rules and policies to ensure the comfort and safety of all our guests and to ensure the proper peaceful environment for our guests’ events. Camp Bethel reserves the right to notify law enforcement or to dismiss any individual or group found to be non-compliant.
a. No obscene language.
b. No alcohol or drugs.
c. No smoking. Camp Bethel is a non-smoking facility.
d. No pets or animals unless expressly permitted by the Director.
e. No weapons, hunting, ammunition, fireworks or explosives of any kind. No paint-ball, BB or pellet shooting of any kind. Anyone archery must get prior approval from the Director and provide leadership certification.
f. Vehicles: Maximum speed limit is 5 mph. Park in designated areas; avoid parking in grass. Once on site, park your car and walk to and from your areas of use, unless providing mobility for the disabled. Pedestrians and cyclists have the right of way everywhere on camp. Turn off your car radio/stereo when on camp. Do not transport your participants anywhere on or off camp property in non-passenger vehicles or in truck-beds. Wear seat-belts in moving vehicles.
g. No motorized bikes, scooters, ATVs, go-carts, etc. Motorcyclists driving to camp must follow vehicle rules.
h. For insurance purposes, horses are not allowed on camp without the prior approval of the Director.
i. Noise & quiet Hours: Keep your noise level low. Music (unless live or group singing) should be inaudible to other users. Quiet hours are from 9:00pm through 8:00am.
j. To avoid foot injury, wear shoes at all times (except in bed, in shower, in pool).
k. To avoid injury or damage to camp property and facilities, do not throw or kick anything, except during outdoor games. Do not play throwing/kicking games near or inside buildings (other than the gym).
l. To avoid injury or damage to camp property and facilities, no rough or dangerous play or activities.
m. Only the buildings, equipment and areas you have reserved are available and accessible to you.
n. Leave facilities, furniture, equipment and areas of use orderly, clean, and free of food-waste. Please transport your trash to our dumpsters above the Ark parking lot.
o. Follow the Camp Bethel “Environmental Guidelines and Practices” as detailed in this packet.
p. Follow the Camp Bethel “Common Sense Courtesies” as detailed in this packet.
q. See rules and guidelines for Pool use and Waterfront activities as detailed in this packet.
3. RESERVATION, DEPOSIT & BILLING:
a. Reservation: Your reservation is not complete without a minimum deposit, your signed Event Reservation Form, and your completed Special Requests Form, all returned within 30 days (or the date shown). The minimum deposit is applied toward your total bill. We will hold your tentative reservation for 30 days. If your signed agreement and minimum deposit are not returned within 30 days, or the date specified on your Event Reservation Form, your reservation will be cancelled.
b. Minimum Deposits: (See our Rates Sheet for details.) For lodging, your minimum deposit is the minimum fee per night per facility. For conference rooms, your minimum deposit is the fee per room per day. For picnic shelters, your minimum deposit is the fee per shelter per day under 20 persons. For rented equipment, your minimum deposit is the fee per event. For Pool and Programming, your minimum deposit is the fee per hour. For meals, your minimum deposit is 50% of the fees for your reserved meals. See our Rates Sheet for deposits on other services and equipment rentals. No deposit necessary for individual RV and Tent camping.
c. Billing: Settlement for remaining fees will be completed after your event is complete. Our Registrar will call you within one or two days of the conclusion of your event to collect information on the number of persons who attended your event. Except for meals, if your attendance is less than you projected, we allow for no-shows of up to 10% of your final count above the minimum fee. We will bill you via post-mail for any remaining fees due. You are responsible for damage done to camp property or facilities. For payments by VISA or MasterCard we must add a 3% processing fee per transaction to cover our merchant fees.
d. Provide us with updates to your projected attendance as soon as possible and no later than fourteen (14) days prior to your arrival, especially if camp is providing your meal service. Your reservation is not complete without your minimum deposit and your signed Event Reservation Form.
e. Cancellation: If you cancel less than 90 days prior to your scheduled event, the minimum deposit is non-refundable because you have reserved the facility up to that time, and it is likely that we will not be able to rent the facility to another group after that time. We must charge a small processing fee for any cancellations before 90 days prior to your event.
4. WHAT TO BRING:
Remember: Camp Bethel is a not-for-profit church camp and conference center; not a luxury hotel. We recommend packing lightly and minimally so that you are not bogged-down or distracted from the goals of your event. Find comfort in simplicity.
· Extension cords you may need for your event equipment.
· Flashlight for overnight guests: Camp Bethel is a supporter of the Dark-Sky Alliance. Our site is not over-lit by street lights, so if your event involves night walking you will need a flashlight. Bring a star-chart and enjoy our view of the heavens!
· Sleeping bag or blankets/sheets appropriate for bunk use.
· Clothing/shoes appropriate for the weather: Please enjoy the camp’s natural setting. If you are able, please walk (not drive) to and from your areas of use. Check the upcoming weather report for Buchanan, VA, and don’t forget rain gear.
· One or more well-supplied First-Aid Kits for your group.
· Supplies for your event, including tape, markers, signs, etc. Use tape/tacks only in designated areas; do not deface walls or doors.
· Wheelchair for anyone for whom walking is difficult.
· Bicycles are welcome on our roads and paths. Riders should wear helmets.
· Recreational equipment: If your event is depending on good, reliable equipment, you should bring your own.
· All your personal items including soap, shampoo, etc.
· Linens including towel, washcloth and sheets.
· Cell phone if you are expecting calls, and for emergency use. Camp phones are not available for receiving calls.
5. HEALTH AND SAFETY:
a. You are responsible for your own first-aid. Camp Bethel does not provide on-site medical care. Provide one or more adequately supplied first-aid kits for your group.
b. Provide at least one adult (age 21+) who is currently certified in CPR and First-Aid.
c. Provide an operational vehicle with enough fuel to reach Roanoke (25 miles) in case of emergency.
d. Provide a cell phone for receiving or making emergency calls. Local emergency services know our location.
e. Collect from your group, bring and have available a list of participants that includes their names and addresses, emergency contact names and numbers, all known allergies or health conditions, and any restrictions or special needs requiring accommodation during your event.
f. For each participant under the age of 18 and not accompanied by their parent or guardian, bring a signed form (or religious waver) granting permission to participate and to seek emergency treatment if necessary.
g. In case of accidents or injuries occurring at Camp Bethel, you must notify the host or on-site camp staff if: an injury directly resulted from camp property or facilities; camp property or facilities were damaged in the incident; or when local emergency services were called to Camp Bethel.
6. LEADERSHIP AND SUPERVISION:
a. You must provide adequate adult supervision of children for your event. You are responsible for the safety and behavior of all your participants. Your adult leadership will supervise the group at all times and in all areas.
b. Provide the following adult to child ratios by age group: children 4-5 years old = 1:5; 6-8 years old = 1:6; 9-14 years old = 1:8; 15-18 years old = 1:10. An adult is a responsible person at least 21 years old.
c. An adult should bunk in rooms/cabins with persons 17 and under unless special permission is given otherwise.
d. The person in charge, as indicated on the Event Reservation Form, will be responsible for informing the group of camp rules, ensuring that facilities and equipment are cared for, and that all rules & policies are enforced.
7. GROUPS USING CAMP BETHEL’S FOOD SERVICES:
a. Provide final count for your meals as soon as possible and no later than fourteen (14) days prior to your arrival. Minimum deposit for meals is 50% of the fees for your reserved meals. We can not provide meals for groups less than 20 persons, unless we are serving meals to other guests or unless you are willing to pay for 20 persons. Often, this minimum of 20 persons can be met by other guests requesting meals. Call us for details.
b. Meal times are 8am, 12:30pm, and 5:30pm unless otherwise arranged with our Food Services Director.
c. Expect other guest groups to be present at meals. Enjoy the shared fellowship at Camp Bethel!
d. For more on Food Services, you may request our “Banquet Reservation Form” or see the enclosed “Special Requests” form, “Food Services”, and “Rates” information pages.
8. GROUPS PROVIDING THEIR OWN FOOD SERVICES:
a. You must provide your own food, seasonings, paper products, utensils, dishware, cups, cookware and cleaning/sanitizing supplies. Facilities on camp with kitchens or kitchenettes have limited cooking/eating supplies. Bring enough plates, cups, utensils and supplies for your group. We encourage you to avoid using disposable products; all facilities with kitchens have sinks for washing dishes.
b. All potentially hazardous foods (i.e. dairy, eggs, meat, poultry, fish, seafood, some veggies) should be stored at temperatures of 40°F or below. Camp Bethel provides thermometers for all refrigerator units. For rental groups, we suggest you check the temperature of the refrigerator unit regularly during your stay and contact your on-call staff or host immediately should the temperature exceed 40°F.
c. Minimize the time potentially hazardous foods remain in the danger zone (40°-140°F). Hold hot foods to a minimum of 140°F by keeping them in a warmer and/or monitoring the temperature.
d. Use only clean, sanitized utensils and equipment for cooking and serving of food. All food contact surfaces (including countertops, cutting boards and knives that contact raw food) should be cleaned and sanitized with a bleach solution before and after each use.
e. After each use, dishes and food service utensils should be washed, rinsed and sanitized. (Look under sink for the rinse and sanitizing tubs.) Dishes and utensils must be air dried and put away in their designated places so they are protected from dust and contamination between uses.
f. Garbage containers are available in each kitchen and dining facility. Keep containers covered when not in use to prevent the spread of disease. When eating meals outdoors groups are responsible for bagging their trash and placing it in dumpsters above the Ark parking lot. Garbage bags can be found with cleaning supplies in closets or cabinets of each facility.
9. WHAT TO EXPECT FROM US
a. Please make all arrangements and special requests prior to your arrival. Be as self-sufficient as possible. We trust that you chose to have your event at camp because you are self-reliant, you enjoy the outdoors, and you tend to be a “do-it-yourself” group. Even so, let us know how we can help to make your event successful.
b. When you arrive, check in at our office. If it is before 5:00pm, come into the office and meet us. If it is after 5:00pm, check the office door or the bulletin board on the office porch for important information, including how/where to contact our on-site host or staff.
c. Each facility you rent will be unlocked. If you are unsure how to locate your facility, refer to the enclosed site map of Camp Bethel or check the map at our entrance kiosk. We will probably have a sign board at our entrance kiosk pointing your way. You are welcome to post other signs for your group throughout camp.
d. During cold weather, our facilities have heat. Thermostats are easily operable; (please do not over-heat your facilities). In facilities with a fireplace, you are welcome to have a fire, (be sure the flue is open; collect your own kindling outside; do not burn anything except wood and paper). Our firewood supply is located behind the Maintenance Shop/Yard (refer to map).
e. During hot weather, only the Heritage Lodge and Ark Dining Hall are air-conditioned. In other facilities, open the windows as you please. You may bring fans; we have attic fans in most facilities. During summer in the mountains, we have hot days and cool nights.
f. Unless otherwise noted, our bedding is bunk-beds with mattresses. Bring your linens unless you rent a set from us. If you rent linens from us, indicate where we should place them.
g. We supply toilet paper. Bring your own toiletries and personal items (soap, shampoo, etc.).
h. You will find your requested furniture in your facility, (indicate furniture needs on your Special Request Form). Arrange your furniture however you like without damaging carpet or interior. Replace all furniture to the location in which you found it.
i. You will find any audio-visual equipment you have rented in the location you have indicated on your Special Request Form.
j. We recommend that you arrive early to arrange your room(s) and furniture prior to your group’s arrival.
k. Facilities with kitchenettes have a small refrigerator, a microwave, a two-burner stove-top, a sink and some counter space.
l. Unless another user-group has paid for exclusive use of the Deer Field Gym, you are welcome to request shared gym use. We recommend bringing your own basketball/volleyball.
m. Our Registrar will call you within one or two days of the conclusion of your event to collect information on the number of persons who attended your event. Except for meals, if your attendance is less than you projected, we allow for no-shows of up to 10% of your final count above the minimum fee. We will bill you via post-mail for any remaining fees due. You are responsible for damage done to camp property or facilities.
n. Camp Bethel is accredited by the American Camp Association. We adhere to over 300 health, safety and operational standards. We hope you enjoy your time here!
10. WHAT WE EXPECT FROM YOU
a. We expect that you have read this agreement, that you accept the terms of this agreement, and that you agree to abide by and enforce the rules and guidelines in this agreement, including: the Camp Bethel Rules and Policies (#2); the Camp Bethel Environmental Guidelines and Practices (#14); and the Camp Bethel Common Sense Courtesies (#15).
b. We expect that you will inform us of your equipment and furniture requests through your Special Requests Form, and that you will be arrange your room’s furniture the way you want it upon your group’s arrival.
c. INSURANCE: Each person in your group should have their own personal/family insurance coverage OR your group should provide group/institutional coverage. If your group provides group/institutional coverage, send evidence of the insurance company and policy number with your signed Event Reservation Form. A photocopy of your policy will suffice. If we do not receive evidence of your group/institutional insurance, we expect each person in your group to have personal/family coverage. Camp Bethel only provides limited liability coverage for guests, and we do not provide liability coverage for your personal equipment.
d. PHONES: Do not plan to receive incoming calls during your event UNLESS YOU HAVE PERSONAL CELL PHONES. If persons in you group expect emergency calls during your event, please provide all persons in your group with your cell phone number. Phones in camp facilities are available for local calls (dial 9 for an outside line) and calls from building to building. Long distance calls are only possible with operator assistance or your personal long distance access codes. When the camp office is open (Monday through Friday from 8:00 a.m. to 5:00 p.m.) incoming calls can be transferred to your building from the camp number, (540) 992-2940. Weekend hosts or on-site staff will check the office answering machine daily for emergency messages. Again, we recommend that you bring a cell phone if you expect incoming calls.
e. FIRST AID: Provide a first aid kit and at least one adult who is currently certified in CPR and First-Aid.
f. CLEAN-UP: Upon leaving, your facilities should be swept/vacuumed and left clean and orderly. If food waste is in trash containers, please tie the bag. Help us by taking your trash to our dumpsters, located above the Ark parking lot (beside the Retreat Center). Return camp equipment to designated areas. Report any emergencies or breakage to on-site camp staff or hosts. You are responsible for damage done to camp property or facilities, including stains or special/extreme cleaning needed after you leave camp.
g. LINENS: Linens are available on a very limited basis for a $20/set fee. Please leave wet linens in shower stall or bathroom floor. Leave used dry linens in a pile by your room door. Please fold blankets separately and stack with un-cased pillow. For multiple linens, you should contract with a local professional linen service.
h. LOST AND FOUND: You should check all your facilities thoroughly before leaving and take any lost and found items with you. Persons leaving items must return to get them during camp office hours (M-F, 8-5) or pay for COD charges plus a $5 service charge to have them mailed. We don’t keep lost items in perpetuity.
11. POOL RULES: Our pool is available for group use from Memorial Day to Labor Day. Rules are posted at the pool gate. In addition:
a. No entry without a Camp Bethel lifeguard on duty. Our lifeguards are certified by the American Red Cross.
b. No children under 12 admitted without an adult.
c. Keep wheelchairs/strollers back from water, lock brakes, monitor to prevent accidental rolling into the water.
d. Please rinse off in the Pool Bathhouse before entering the pool.
e. Camp Bethel lifeguards will instruct each user group on the pool rules.
12. WATERFRONT RULES
a. No swimming or wading in the ponds. Our ponds, streams and creeks are maintained specifically for natural and aquatic life.
b. Fishing is permitted only in the Ark Pond and Quarry Pond, and only on a catch-and-release basis using barb-less hooks. Return all fish into the pond.
c. Keep wheelchairs/strollers back from water, lock brakes, monitor to prevent accidental rolling into the water.
d. Use care and caution near our ponds, streams and creeks. Remember, do not throw or kick anything anywhere on camp. Be aware of the sensitive pond, stream and creek wildlife habitat. Also be aware of the likely presence of snakes and bees.
13. WHAT YOU CAN DO WHILE YOU ARE HERE
a. SPORTS: Unless being exclusively rented by another user group, the Deer Field Gym is open for your use for basketball, volleyball, four-square, or indoor group games. A volleyball net is also available on the grounds. Pick any field for soccer, ultimate Frisbee or softball. If your event is depending on reliable recreation equipment, you should bring your own.
b. CAMP’S TRADING POST sells Camp Bethel shirts, hats, bottles, bags, cookbooks and more. Contact us in advance (540-992-2940 or camp.bethel@juno.com) to schedule your group’s visit to our Trading Post.
c. HORSESHOES beside the Cave Trail Picnic Shelter and the Shelter-by-the-Spring.
d. FISHING: Catch-and-release fishing in the Ark Pond and Quarry Pond; no fishing in the Spring Pond.
e. HIKING: See our trail map for our network of trails and destinations. Also, continue up Bethel Road, along the forest service road, into the National Forest, up along and through Horseshoe Bend, to Black Horse Gap and access to the Appalachian Trail and the Blue Ridge Parkway, (Camp is a 3 mile hike to the Appalachian Trail).
f. BIKING: Bikes (with helmets) are welcome along our roads and paths (pedestrians have the right-of-way). The forest service roads above our property are good for mountain biking. For excellent road biking, Camp Bethel rests along route 76, the TransAmerica Bike Trail, which runs from Yorktown, VA to the Oregon.
g. SWIMMING: When our pool is open to the general public, guests are welcome at $3/person (under age 4 free; children under 12 not admitted without adult supervision).
h. PLAYGROUND is available to children; please provide adult supervision.
i. NATURE: Our 470 acres are rich with indigenous plants and animals, and we border your Jefferson National Forest. Bring your binoculars and camera and plan to enjoy peaceful interaction with the natural world.
j. HIGH ROPES COURSE, GROUP INITIATIVES, GROUP GAMES, WAGON RIDE, ETC: Check our Rates Sheet and Special Request Form for prices on programming options led by our staff.
k. SERVICE PROJECTS: Call ahead to discuss and arrange a service project. Projects are available for all ages and skill levels. We are open to bartering: lower fees in exchange for completed work projects.
14. ENVIRONMENTAL/GLOBAL GUIDELINES AND PRACTICES
Camp Bethel consciously practices and models stewardship of God’s creative Earth. As we better understand environmental issues, sustainable living, and renewable energies, so too will our guidelines and practices adapt.
Environmental/Global Guidelines:
a. HELP CONSERVE ENERGY: Turn off lights, turn down heat, and turn off faucets, fans and electrical appliances when not in use and when you leave. Do not prop doors open in winter and keep thermostats as low as is comfortable. Do not overheat rooms. Upon leaving, close and lock all windows and doors.
b. HELP CONSERVE RESOURCES: Please plan to bring and use washable cookware, plates, cups, tableware, and clean-up supplies. Most facilities have sinks. Use paper or disposable plastic products minimally, and try to buy only those made with recycled materials. Be sure water faucets are off when not in use. Our dumpsters are only for camp operations and our guests.
c. HELP TO “LEAVE NO TRACE:” Please do not litter, and help pick up after others who are not as responsible. Small campfires are allowed in established fire circles only. Firewood is available at the wood shed behind the New Shop. Do not cut standing trees, and do not cut/break limbs off standing trees, even if believed to be dead. Collect kindling in the woods off of downed branches. Camp (RV/tent) in designated areas unless you get approval from the Managing Director. Park/drive in designated areas only. Hike/walk on trails only; tread gently. Leave wildlife alone except for photos. Do not pick wildflowers. Please “take only photos and memories; leave only footprints; kill nothing but time.”
Environmental/Global Practices:
a. WE WORK TO CONSERVE ENERGY: We do not over-light our grounds or over-heat our facilities, especially unoccupied facilities. In the coming months and years, Camp Bethel will incorporate more use of sustainable energies. You may notice compact fluorescent bulbs, water-wheels, hydro-electric turbines, solar panels, and other energy innovations. As we reduce our energy expenses we can pass these savings on to our guests with low prices and better services.
b. WE WORK TO CONSERVE RESOURCES: We recycle aluminum, metals, glass, cardboard, mixed paper and plastics. Our recycling station is located behind our dumpsters. Please rinse, clean and sort all recyclables. We appreciate your help in transporting our recyclables into town. We compost food waste (everything except animal product). Our compost bin is located behind our dumpsters. We purchase paper products (office, kitchen and bath) which contain recycled materials. We avoid using styrofoam and disposable plastics. We most often use our washable plates, cups, tableware and cleaning cloths.
c. WE WORK TO PRESERVE AND ENHANCE WILDLIFE HABITAT and WE WORK TO “LEAVE NO TRACE:” Some fields, areas and pond banks are purposely not mowed so as to enhance wildlife habitat. We currently do not harvest any trees except dead, hazard and fallen trees. We do not use outdoor poisons for weed or insect control. There is no hunting at Camp Bethel. Our programs (summer camp, adventure outfitting, and outdoor education) practice and teach “Leave No Trace” guidelines.
15. COMMON SENSE COURTESIES
a. Extra paper supplies, trashcan liners, cleaning supplies, plungers and brooms can be found in closets and cabinets. Please be as self-sufficient as possible during your stay; thank you for helping us by helping yourselves.
b. A limited amount of ice is available for you at $2/bag from the Ark Kitchen when our cooks are present.
c. For their safety, supervise children at all times. Children must wear helmets while biking; we encourage adults to use helmets.
d. Limit your vehicle traffic and use. Speed limit is 5 mph. Pedestrians and cyclists always have the right-of-way.
e. Only the buildings, equipment and areas you have reserved are available and accessible to you.
Remember: Camp Bethel is “sacred ground,” and we are a Christian camp and conference center open to all persons and groups. It has been said, “God walks these hills and valleys.” We invite you to come and walk with God at Camp Bethel
since
9.6.07