Facility Rental

 TitleModified DateSize 
CBC Guest Group Policy3/12/201844.00 KBDownload

Guest Group Policy

Cooperstown Bible Camp

Revised August 14, 2012


I. Purpose

As an arm of the local church, Cooperstown Bible Camp (CBC) exists to serve, minister to, and partner with churches and parachurch organizations of like faith and conviction with the camp statement of faith (see below).  CBC’s primary responsibilities are 1) to provide a Christ-centered program; 2) to ensure a safe environment for all guests; 3) and to assist pastors and ministry leaders through providing planning and support to our partners.  As a result, the camp seeks to provide a setting conducive to achieving short and long-term ministry goals for each group (i.e. teambuilding, training, strengthening, etc.); such a setting will include adequate lodging, meeting area, meals, and facilitated activities.


II. Retreat Center

CBC will partner with guest groups throughout the entire calendar year as scheduling permits, whereas CBC sponsored events take precedence over rental groups in the usage of the facilities. 

Exceptions will be made at the discretion of the Executive Director on an individual basis.  A CBC representative will speak to each group upon arrival to share the opportunities and responsibilities the group assumes as the guests of the camp.


III. Statement of Faith (of the Evangelical Free Church of America)

1.      We believe the Scriptures, both Old and New Testaments, to be the inspired Word of God, without error in the original writings, the complete revelation of His will for the salvation of man, and the Divine and final authority for all Christian faith and life.

2.      We believe in one God, Creator of all things, infinitely perfect and eternally existing in three persons: Father, Son and Holy Spirit.

3.      We believe that Jesus Christ is true God and true man, having been conceived of the Holy Ghost and born of the Virgin Mary.  He died on the cross a sacrifice for our sins according to the Scriptures.  Further, He arose bodily from the dead, ascended into heaven, where at the right hand of the Majesty on High, He now is our High Priest and Advocate.

4.      We believe that the ministry of the Holy Spirit is to glorify the Lord Jesus Christ, and during this age to convict men, regenerate the believing sinner, indwell, guide, instruct, and empower the believer for godly living and service.

5.      We believe that man was created in the image of God but fell into sin and is, therefore, lost, and only through regeneration by the Holy Spirit can salvation and spiritual life be obtained.

6.      We believe that the shed blood of Jesus Christ and His resurrection provide the only ground for justification and salvation for all who believe, and only such as receive Jesus Christ are born of the Holy Spirit, and thus become the children of God.

7.      We believe the Lord’s Supper and water baptism are ordinances to be observed by the church during this present age.  They are, however, not to be regarded as means of salvation.

8.      We believe that the true Church is composed of all such persons who through saving faith in Jesus Christ have been regenerated by the Holy Spirit and are united together in the Body of Christ of which he is the Head.

9.      We believe that only those who are thus members of the true Church are eligible for membership in the local church.

10.  We believe that Jesus Christ is the Lord and Head of the Church and that every local church has the right, under Christ, to decide and govern its own affairs.

11.  We believe in the personal, and pre-millennial and imminent coming of our Lord Jesus Christ and that this “Blessed Hope” has a vital bearing on the personal life and service of the believer.

12.  We believe in the bodily resurrection of the dead; of the believer to everlasting blessedness and joy with the Lord, of the unbeliever to judgment and everlasting conscious punishment.

IV. Financial and Guarantee

CBC will establish a total per person retreat cost for all guest groups; this fee is subject to annual evaluation. Costs will include lodging, one meeting area, and activities. An additional per meal fee will be charged. A minimum number of guests will be established for the contract; groups agree to cover the cost of the established minimum number based upon the per person cost.  Should unforeseen circumstances drastically decrease leaving the guaranteed minimum number of guests unmet, the difference may be split (50/50) between CBC and the rental group at the discretion of the Executive Director.  A ten percent (10%) deposit is required to reserve the dates, unless otherwise arranged. Guest groups agree to meet full financial obligations to CBC as agreed upon in contract. 


Once this contact has been signed and returned with a deposit to CBC, we are obligated to its terms and no alteration can be made within the 60 calendar days prior to the beginning date of our retreat other than adding additional numbers of campers based upon housing availability and prior approval by CBC.  Reservations are based upon a first-come first-served basis, dependent upon delivery of deposit and signed documentation to CBC.


         A separate, appropriate cost will be established for corporations or non-church partners, if a weekend is not booked by a church or parachurch organization.  


V. Adult Sponsors

You are required to provide one adult (19 years of age or older) sponsor for every 10 guests under the age of 18.  One sponsor per every ten guests under the age of 18 will be permitted free of charge. 

VI. Deposit Policy

Guest groups are required to submit a non-refundable deposit equaling ten percent (10%) of the total cost based upon the guaranteed minimum and per person charge agreed upon in the contract within 60 days of arrival for the desired date.  The deposit is applicable to total fees.  In case of cancellation, it may be transferred to future rescheduled dates based upon availability, if cancellation occurs before the 30 days before arrival, cancellation without full financial accountability is offered.


It is understood that until this Guest Group Policy along with a signed contract and indicated deposit are not returned to CBC, CBC is free to negotiate with another group for the retreat dates indicated.  We agree to make final payment of any outstanding balance due to CBC either upon arrival of the campgrounds or via invoice after the retreat, unless arranged specifically with the Executive Director.   

VII. Cancellation Policy

We understand that we may cancel this contractual agreement at any time up to 30 calendar days prior to the beginning date or our retreat.  We understand that we will be 100% responsible for the entire agreed upon minimum amount if we cancel within the 30 days prior to our scheduled arrival date.


VIII. Facilities, Equipment, & General Guidelines 

CBC reserves the right to book guest groups simultaneously if facility capacity allows.  CBC will assign lodging and meeting areas at their discretion; staff will inform guests of assignments within 7 days of arrival.  In that event that multiple groups are onsite we request that group leaders encourage those in their charge to show due consideration to other guests.  With respect for other guests, a noise curfew of 11:30 pm will be enforced in and near all lodges and cabins.  




VIII. Facilities, Equipment, & General Guidelines (Continued)

Groups should request use of equipment (such as recreational equipment, video projection, etc.) in the negotiation process or when submitting proposed schedule (Section IX). A trained camp staff member will operate all sound equipment unless a qualified guest is agreed upon.  Use of recreational facilities and other desired equipment such as VCR, color monitor, overhead projector, CD player, and sound systems will be subject to schedule determined by staff in the reservation process.


We recognize our responsibility in assisting in putting occupied facilities back into order before our departure. We understand that CBC prohibits the moving of furniture without permission granted by a year-round staff member.  We understand that CBC prohibits food and drinks in the sleeping quarters.  We know that CBC prohibits pets on the campgrounds without specific permission of the Executive Director.   


CBC strictly prohibits the use of alcohol, non-prescription drugs, fireworks, and firearms.  Smoking is NOT permitted on the grounds. 


Guests must submit to CBC staff supervision in the use of any potentially hazardous equipment.

Leaders should maintain order at all times to prevent damage to camp property.  CBC will charge groups accordingly for damages incurred, including unnecessarily discharged fire extinguishers, stains in carpets, holes in walls, broken equipment or furniture, etc. 


We agree to respect the beliefs of Cooperstown Bible Camp as set forth in their ministry policy and Statement of Faith, and to do nothing by word or act that will in any way detract from same.


We agree to abide by the guidelines described in this contract and those posted on the grounds or communicated by CBC personnel. The signer accepts the responsibility of communicating these guidelines to the participants and will follow through to ensure compliance.


CBC reserves the right to provide your group with a 15-minute orientation to our mission and facilities, this time is typically scheduled during a meal to not disrupt the groups’ activities.


This contract is not binding until CBC receives a copy bearing the signature of the renting party by the person shown on this contract as being responsible for the business of the retreat.


Male and female guests shall not share individual rooms or cabins with the exception of families. 


All Concessions and merchandise will only be sold by the camp store, canteen or vending machines, except for items related to a guest group’s retreat/camp theme.


 IX. Schedule 

Group leaders should submit a list of proposed activities to CBC fourteen (14) days before arrival.  Once submitted, the camp staff will coordinate the activities, use of facilities, and general schedule outline for all groups. Use of facilities for games and session times will be determined based on all proposed schedules for a date.  Smaller groups should expect to share use of facilities. A final retreat schedule will be approved by guest groups and staff within seven (7) days of arrival.


As an arm of the local church, CBC staff members are committed to attending local church services.  Therefore, activities will be limited on Sunday morning and afternoon, particularly activities requiring facilitation by camp staff.  This commitment to the spiritual growth and development of our staff is the primary reason Sunday brunch is no longer offered.  However, a full breakfast will continue to be offered on Sunday morning.  


X. Activities (Adventure Program, High Ropes, Low Ropes, Archery, Rifle Range)

A trained camp facilitator will supervise all activities.  Only a CBC staff member will lead guests in challenge course activities and ropes courses.  Group leaders will provide adequate supervision for guest group during scheduled activities and free time.  The number of high rope initiatives will be scheduled in relation to group’s stay at camp and the specific guest group package agreed upon in the contract. 


The minimum age to participate in the Climbing Wall, Low Ropes, Archery, and at the Rifle Range is five (5) years of age.  The minimum age to participate in Paintball (additional fees), High Ropes Challenge Course, and the Zip Line is twelve (12) years of age.  Safety is the primary responsibility of all CBC staff facilitating these activities.  As these activities require an abnormal amount of trained staff, one activity at a time will be opened.  Individuals that fail to comply with instructions given by CBC staff may be removed without refund from these activities.


Unaccompanied minors between the ages of 5-17 must provide a completed waiver completed by their parents or guardians before participating in The Climbing Wall, Zip Line, High Ropes, or Paintball.


XI. Meals and Kitchen

Leaders will inform CBC, no later than four (4) days prior to arrival, the number of guests who will be attending. Meals will be ordered and prepared accordingly. Groups should inform camp staff no later than four (4) days prior to arrival of special dietary needs for all guests; substitutions and accommodations will be made for these guests whenever reasonable.  Meals times will be established by the staff unless groups have exclusive use of the facilities. Groups will share use of the dining hall with other guests. Promptness to meals is essential to maintain the quality of food. 


Snacks may be purchased at the Camp Store during scheduled times. Additional food will not be available between meal times.  CBC’s lodge and meeting facilities are reserved for guest groups.  Trained staff only will operate kitchen equipment, unless agreed upon between CBC as per the Executive Director and the contact person of the Guest Group.  Churches may book these facilities for afternoons or church picnics when not occupied by guest groups. A separate fee will be charged for the use of each facility. 


 XII. Staff

One CBC staff member will serve as a “host” for the duration of the guest group’s stay at camp. This individual will be available during all activities for supervision, clarification, and facilitation. All camp staff are available to assist and serve groups. Staff members are trained and used in the ministry according to their giftedness. Some limitations in scheduling may occur when an adequate number of staff is not available, primarily during activities or high ropes initiatives. Unfortunately, the camp cannot provide childcare.

XIII. Health and Accident Insurance

The following insurance statement is now in effect: Our camper insurance begins where yours terminates. It is only valid when your policy has been extended to its limits. In the event that you have no personal or organizational policy, our policy will provide you with complete coverage within its limits subject to policy provisions.  This means that any claim resulting from any injury at CBC must first be submitted to both the individual’s insurance carrier AND the sponsoring organization’s carrier. When documentation is provided showing that both of these avenues have been utilized and the injury or illness is not the result of a pre-existing condition and there is still an outstanding claim, then it can be submitted to our carrier for consideration. Groups are expected to provide their own first aid kit for minor injuries. CBC is not able to dispense medication or first aid supplies

 XIV. Accountability

I have read and understood the guest group policy. I agree to be responsible for our group abiding by these guidelines, which are considered part of the rental contract.  This is a legal business contract and binds the signer and his/her group or organization to the terms stated herein.  



Signature:   _______________________________

Title:           _______________________________

Date:          _______________________________


Please make a copy of this policy for your records. Submit signed policy, guest group contract, and deposit to Cooperstown Bible Camp, 11776 3rd St. SE Cooperstown, ND 58425