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Reservation Packet Intro RESERVATION PACKET INTRO Dear Group Leader, Thank you for your interest in RMC. We look forward to working with you as we create an event that will be a “refreshing” experience for everyone that attends. We, at RMC, want your event to be a success and will work with you to ensure that this occurs. Enclosed with this letter are a number of pieces of Reference Material that are meant to help with the planning for the details of your event. You will find the following: Page # Introduction 1 Reservation Process Checklist 2 Pricelist for Scheduling Activities 3, 4 Pricelist for Rental Equipment 5 RMC Guidelines 6 Menu Request Sheet 7 Release Form for Activities 8, 9 Sample Schedule 10 Sample Packing List 11 Transportation Options (Charter buses) 12 There are no required forms to fill out (except possibly the Release Forms if you are planning on activities like the High Ropes, climbing tower, etc), just helpful info as you plan the event. You are welcome to submit the Menu Request form if you wish, but you are not required to do so. You are bound to have questions as you proceed with the planning, so please feel free to call/email us as often as you need to. Again, we are here to help you have a successful retreat, and “success is in the details”, so let us know how we can help with the details of your retreat. We look forward to working with you on this event. Sincerely, Justin M. Harnish Sunny Redcay Suzanne Harnish Office Manager Sales Coordinator Guest Services Coordinator [email protected] [email protected] [email protected] Page 1 Phone 1-888-353-1490 FAX (717)733-6929 Web www.refreshingmountain.com Checklist for Reservation Process GETTING STARTED: Place a Temporary Hold on specific retreat dates at RMC. Review and sign the contract we send to you. Write a check to “Refreshing Mt Camp” for Deposit (Important Note: If tax exemption will be claimed, the deposit must come from the PA Sales Tax Exempt Organization, i.e. No Personal Checks) Mail all of the following to Refreshing Mountain Camp o 1st page of the Contract (completed with signatures) o Deposit Check o PA Sales Tax Exemption Certificate (if Applicable) o Submit a copy of your Insurance Certificate to RMC. INITIAL STEPS: Finalize a Schedule, complete the Retreat Planning Worksheet, and submit it to RMC for comments/approval. (due 6 weeks before event) Evaluate the Promotion of the retreat to make sure that your target attendance numbers are still accurate. AND THEN: Make sure that you included the Standard Release Form (provided by RMC in this packet) in your registration materials for each guest (this is the Release Form for activities that each participant needs to sign). OPTIONAL: Submit your Menu Request Form. FINALLY: Evaluate the number of Lodge/Private Rooms that you have reserved to see if you need to talk to RMC about adjusting those details (you can change the number of rooms you want without penalty up to 30 days before the retreat). Submit your Final Numbers Worksheet. (Due 2 weeks before your event) TWO WEEKS BEFORE EVENT: Confirm final count with RMC, along with any last minute details. Once these are all checked off, you are all set to go. Page 2 Activities Pricing Vaid April 1st, 2015 through March 31st, 2016 Activities Details Cost for Overnight Retreats* Cost for Day Groups Archery Max of 16 persons per hour $55 per hour $70 per hour Camp Fire Includes wood, matches, paper, and set up $35 set up $35.00 setup (option #1) (group lights fire) Camp Fire $5.00 per bundle of wood $5.00 per bundle of wood You buy the wood and do set up (option #2) (one bundle lasts for about one hour) (one bundle lasts for about one hour) Climbing Wall (indoors) Approx 15-20 persons per hour $87.00 per hour $115.00 per hour Climbing Tower (outdoors) Approx 15-20 persons per hour $102.00 hour $130.00 per hour Climbing Tower at night (outdoors) Approx 15-20 persons per hour $120.00 per hour $175.00 per hour Approx 20 persons per hour $105 per hour for groups of 13-20, Geocaching $89.00 per hour maximum of 3 per group $29 per unit for groups of 1-12(4 people/unit) Approx 16-20 persons per hour Giant's Ladder $87.00 per hour $115.00 per hour 30' Ladder. Teams of 2 climb to the top 35' swinging pendulum Giant Swing $102.00 hour $130.00 per hour Approx 15 per hour High Ropes Only $245 per hour Full Course (15 persons per hour) $180.00 per hour (Includes 2 zip lines and 9 Challenge Minimum 2 hours required (not available Half Course (20 persons per hour) (Minimum of 1.5 hours required. (= $270.00) Elements) Saturday or Sunday) Learn to use a map and compass. Orienteering Find coordinate "markers" around camp. $55.00 per hour $70.00 hour 8th grade and older 10-20 persons. Paint Ball 15-20 persons per hour. Appropriate for ages 12+. $118.00 per hour $175 per hour (Target Shooting) (Under 12 yr. must be accompanied by an adult) Team cooperation involving endurance and strength Physical Challenge Course $55.00 hour $70.00 hour Max of 20 people $55 20-29 persons per hour $125 <30 persons per hour 9:00-11:00 AM $75 30-60 persons per hour $160 31-50 persons per hour Private Pool use (Min. of 2 hrs req'd) 7:00-9:00 PM $99 61-120 persons per hour $205 51-90 persons per hour 9:00-11:00 PM $120 121+ persons per hour $250 91-130 persons per hour Explore the woods to identify and collect leaves, fruits, etc. Scavenger Hunt $55.00 hour $70.00 hour A great hands-on nature activity. 20 people per group. Sling Shot Max of 16 children per hour $55 per hour $70 per hour Teambuilding activities for groups of 10-20 persons. $70 per hour $90 per hour Teambuilding - 6th grade & up (Multiple groups can run simultaneously) $105 per 2 hours $155 per 2 hours Active Group games appropriate for all ages. Teambuilding - Field Games Group of 10-20 $55.00 hour $70.00 hour (Multiple groups can run simultaneously) Activities Details Cost for Overnight Retreats* Cost for Day Groups Team games & Group problem solving Group size 10-20 $120 per hour $145 per hour Teambuilding - Corporate Can run multiple groups at the same time. $170 per 2 hours $225 per 2 hours Includes a pre-event conference & custom programming creation. 15-20 persons per hour Wobbly Log Two persons try to pass each other $102.00 per hour $120 per hour on a swinging log, 20' in the air 7 zip lines, 3 sky bridges, Over 3,500 ft. long! 1-8 persons = $67 pp. Min: 100 lbs. and 48 in. tall. max: 280 lbs. $79 per adult Zip Line Aerial Excursion 9-16 persons = $63 pp. Groups of 8 people at a time. $67 per child (ages 13 and under) 17-24 persons = $59 pp. Aprox. 2-2.5 hr per group (depending on group size) 5 zip lines (1,400 ft. long), and 9 Challenge Elements. 1-8 persons = $44 pp. (min: 60 lbs. and 48 in tall. max: 280 lbs.) 9-14 persons = $39 pp. $59 per adult Zip Line Challenge Adventure Groups of 1-19 persons 15-19 persons = $34pp. $49 per child (ages 13 and under) Aprox. 1-2 hr (depending on group size) 20+ persons = a RUN (see below) For groups sizes of 20+ people or more to do the full Zip Line Challenge Adventure RUN Adventure Challenge. Participants will go through the course $370 per hour $475 per hour (on the Challenge Adventure only) individually and not as a group. (Minimum of 1.5 hours required. (= $555.00) Minimum of 2 hours Approx 20 persons per hour $165 per hour Approx 12-15 persons per hour $125 per hour Zip Line (Single Zip Line ) (Minimum 2 hours required) Avaliable 7AM to 8PM (Not available Saturday/Sunday) (Not available Saturday/Sunday) $145 per hour $175.00 per hour Zip Line (Single Zip Line, at night) Same as above but between 8PM and 11PM (Minimum 2 hours required) (Minimum 2 hours required) Conditions for Overnight Retreats Discounts for Day Events -Preliminary schedule due 6 weeks before event. Schedule must be finalized at least 4 wks prior to Mid-week DAY EVENT will qualify for the retreat to qualify for discounted rates. following discounts, based upon their Notice: total costs. '-All activities require participant to sign a Relase Form. If under 18, a parent/guardian must sign the Release Form Cost Discount '-For your safety, Refreshing Mountain Camp reserves the right to cancel any/all activities at anytime for any reason. $1-$499 0% '-If we determine conditions to be unsafe, the costs for the canceled activities will be fully refunded. $500-$999 5% $1000-$1499 10% Activities Ratios $1500-$1999 12% For student groups , the Adult-Child Ratios shall be as follows: $2000+ 15% K-3rd grade 1:3 recommended 1:5 minimum 4th - 6th grade 1:8 recommended 1:10 minimum 7th and up 1 adult per activity group Page 2 Equipment Pricing Vaid April 1st, 2015 through March 31, 2016 Equipment Rentals Details Cost for Over Night Retreats* Cost for Day Groups 88 keys, weighted Digital Piano Rental $30.00 flat fee $30.00 flat fee used in conjunction with Sound Equipment $99.00 per weekend $135.00 per 3 days Golf Carts For Transportation Assistance $60 per day $155.00 per 4 days $180.00 per 5 days Available to any meeting room Portable Sound System $85.00 flat fee $85.00 flat fee Fender P250 with 2 speakers, mics, 4 channels Propane Grill For use at the pavilion $25.00 per grill $25.00 per grill Available in Gym #2 Sound System (Gym #2) Includes 12 channel board, 3 mics, 2 Direct Boxes, $102.00 flat fee $102.00 flat fee 2 monitors, 4 speakers, etc.
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