Pricing & Policies

Though early in the COVID-19 pandemic St. Columba made exceptions to its cancellation policies, at this point COVID-19 is a known risk so we are no longer offering groups the ability to cancel due to COVID-19.

GENERAL POLICIES:

• The grounds of St. Columba Center are considered to be hallowed and are to be treated accordingly.

• Smoking is never allowed inside any building or porch and smoking is only permitted outside 5 feet away from any building. We urge extreme caution when smoking outdoors.

• Pets, with the exception of certified service animals that are specifically trained to carry out tasks for people with disabilities, are NOT allowed in any of St. Columba buildings.

• When multiple groups are on the grounds, respect for each other’s programs is the norm.

• It is critically important that you notify us of any equipment not functioning properly.

RATES/MINIMUM BILLING/FINAL DETERMINATION:

You agree to pay the facility and per person rates associated with this reservation. In addition, along with your reservation rates you agree to pay a Minimum Billing Agreement associated with your billable services and booked facilities if your final number of guests is less than the minimum agreed utilization. For a one-night event, you agree to pay a minimum bill based on 50% of the capacity of the building(s) you booked times the rate. For a two or more-night event, you agree to pay a minimum bill based on 33.33% of the capacity of the building(s) you booked. For a day-only event, you agree to pay for a minimum of 15 guests per day if you reserve Scheibler, Coleman, or Johnson Lodges. If you reserve Gates Pavilion, Sander’s Lodge, or Vanderhorst Pavilion for a day-only event, you agree to pay for a minimum of 10 guests per day.

The capacities of each facility are as follows for computing your Minimum Billing Agreement for overnight events: Scheibler Lodge 40, Johnson Lodge 18, Coleman Lodge 18, Sander’s Lodge 20.

In the week prior to your event, we will ask you to provide a “Final Determination” of the number of participants coming to each meal. For meals and hospitalities, this is considered the revised minimum you will pay for food service, as meals prepared but not eaten are wasted. Day-only/commuter guest charges are assessed for all bookings. Established minimum billing is subject to increase based on client requests for additional services including, but not limited to, additional and/or special meals, additional participants, accommodations, length of stay, challenge course & facilitation,

special request, and other billable services. Rates and/or minimum billing for agreed services can only be revised 120 days or more before the start date of your event.

DEPOSIT AND PAYMENT:

The reservation form (signed) and the deposit must be returned by the date shown, or your reservation may be cancelled and is only eligible for reinstatement as facilities are available. The deposit will be credited against the total cost of your event and will be reflected on your invoice. An invoice will be sent within two weeks following your departure. The balance is due and payable within 10 days of receipt. A finance charge of 1.5% per month will be added to all invoices not paid within 30 days. If your account must be placed for collection, you agree to pay all collection fees, including a reasonable attorney’s fee.

CANCELLATIONS: Cancellations must be made in writing. If your event is cancelled 120 days or more before the start date of your event, the deposit will be returned. If you cancel within four months of the event, regardless of when you booked the event, you agree to forfeit your deposit. Cancellations made 10 days or less of the event start date will be responsible for the agreed minimum billing amount.

YOUTH GROUPS: All youth groups must be always accompanied by responsible adult chaperones. For every six (6) minors, there must be one (1) adult chaperone, with an absolute minimum of two chaperones of each sex of which youth are present. You understand that many activities in which youth or minors may participate involve inherent risks of injury. You agree to assume full responsibility for any injuries or damages sustained by any youth or minor, or caused by any youth or minor, and agree to indemnify and hold harmless St. Columba and the Diocese of West Tennessee and their agents and employees from any and all liability associated therewith, including all costs, judgments and attorney's fees.

PHYSICAL DAMAGE OR EXCESSIVE CLEAN-UP:

In the event of any physical damage or loss to the facilities, you agree to pay the costs of repair or replacement. You agree to additional fees associated with the clean-up of leftover items, trash or decorations that your group leaves in facilities or on the grounds. These amounts will be added to your invoice. If requested, you will be given an opportunity to conduct a walk-through inspection of the premises with a representative of the center on arrival and/or prior to departure.

POLICIES AND PROCEDURES: You acknowledge receipt of these policies and procedures, and you will familiarize and inform all persons who will be participating in your event with the contents of these policies and procedures. All persons participating in your event agree to fully abide by those policies and procedures and all rules or regulations contained therein. You agree that the violation of any policy, procedure, rule or regulation may result in the immediate expulsion of the group or any individual member thereof at the sole discretion of the director of the conference center and you further agree to indemnify and hold harmless St. Columba and the Episcopal Diocese of West Tennessee from any and all claims or demands related thereto.

Wedding Guide

Download the waiver here.

St. Columba is a ministry of THE EPISCOPAL DIOCESE OF WEST TENNESSEE and follows its ALCOHOL USE POLICY

1. The Church must provide a safe and welcoming environment for all people, including people in recovery.

2. All applicable federal, state and local laws should be obeyed, including those governing the serving of alcoholic beverages to minors.

3. Some dioceses and congregations may decide not to serve alcohol at events or gatherings. Others may decide to permit a limited use of alcoholic beverages at church-sponsored events. Both can be appropriate if approached mindfully.

4. When alcohol is served at church-sponsored events, it must be monitored and those showing signs of intoxication must not be served, and the Church must provide access to alternative transportation for anyone whose capacity to drive may be impaired. Also, when alcohol is served, the rector, vicar, or priest-in-charge must appoint an adult to oversee its serving. That adult must not drink alcoholic beverages during the time of his or her execution of his or her responsibilities.

5. Serving alcoholic beverages at church-sponsored events where minors are present is strongly discouraged. If minors are present, alcohol must be served at a separate station that is monitored at all times to prevent underage drinking.

6. Alcoholic and non-alcoholic beverages must be clearly labeled as such. Food prepared with alcohol does not need to be labeled provided the alcohol is completely evaporated by the cooking process; however, it is recommended that even in this case the use of alcohol in cooking be noted on a label.

7. Whenever alcohol is served, appealing non-alcoholic alternatives must always be offered with equal prominence and accessibility.

8. The serving of alcoholic beverages at church-sponsored events will not be publicized as the main attraction of the event, e.g. "wine and cheese reception," "cocktail party," and "beer and wine tasting."

9. Ministries inside or outside of congregations will make certain that alcohol consumption is not the focus of the ministry and that drinking alcohol is not an exclusively normative activity.

10. Food must be served when alcohol is present.

11. Outside groups or organizations sponsoring an activity or event on Church property at which alcoholic beverages are served must have permission from the clergy or the vestry. Such groups or organizations must also assume responsibility for those persons who might become intoxicated and must provide access to alternative transportation for anyone whose capacity to drive may be impaired. Consulting with liability insurance carriers is advised.

12. Recognizing the effects of alcohol as a mood-altering drug, alcoholic beverages shall not be served when the business of the Church is being conducted.

13. Clergy shall consecrate an appropriate amount of wine when celebrating the Eucharist and perform ablutions in a way that does not foster or model misuse.

14. We encourage clergy to acknowledge the efficacy of receiving the sacrament in one kind and consider providing non-alcoholic wine.

Adopted by Bishop and Council effective May 1, 2016