Procedures for Scheduling Retreats/Events

1. Call the camp at 304-743-4332 for available dates for your event & describe your event activities.
2. Agreed upon dates will tentatively be placed on the calendar for 2 weeks.
3. HMCA will send a packet of required documents to finalize the event. Included are:
   1. Contract reflecting minimum number of rooms contracted for plus the rate.
   2. Contract Addendum, which must be initialed and returned with contract.
   3. Insurance Coverage, usually covered by your own organizations insurance policy. We need a copy faxed or mailed to us.
   4. Deposit requirements (non-refundable)
      • $50 for day events + 25% of resources requested
      • $250 for retreats + 25% of resources requested
4. Finalization of contract.
   1. Signed contract, contract addendum, deposit, *meal menus, snack menus, and insurance form must be returned within14 days of the reservation date. If contract and deposit are late, your date may be forfeited to another group.
   2. Final count and scheduled agenda are due 14 days before the event.

Other Important Information

1. *Meals – a part-time cook may be available to provide meals for your event. If you would like this service, please make a request when you complete your contract.
2. Resource Needs – There are a variety of activities available and there is a small fee for some of these. These must be scheduled ahead of time to assure they are not double booked. See Resource Request Form. A set-up fee may be charged for last minute changes.
3. Audio/Visual/Sound Equipment – arrangements must be made in advance for use of audio/visual equipment. Availability is on a first come, first serve basis.
4. Arrival Time – guests are asked to choose an arrival time for their group not longer than a one-hour window. HMCA will assist all guests during this arrival time (ex: 6:30 – 7:30 p.m.).
5. We recommend the group brings an adult with the following qualifications:
   1. CPR Certification from a nationally recognized provider, and
   2. First Aid Certificate from a nationally recognized provider.
   3. Lifeguard certified

The Dorms

1. If staying in the dorms, guests must provide their own bedding and towels.
2. Vehicles are asked to unload and then park in the parking lot as space is available.
3. Food & Drinks are not permitted in the dorms for any reason.  They attract rodents and pests from the woods.

Supporting Church & VIP Discount

20% discount for Supporting Church’s & VIP’s on facility rentals!!