Policies
Deposit:
The deposit is due with the signed contract by the date of the CONTRACT DEADLINE. If not received in that time a reminder letter will be sent. If the Group Event deposit is not sent in time specified in reminder letter, space will be released unless other arrangements have been made and approved by the Operations Manager of Spirit in the Desert.
Terms of Agreement:
1. Events are considered booked and confirmed when the deposit and signed contract are received by Spirit in the Desert.
2. Notification of cancellation must be submitted in writing to Spirit in the Desert.
3. All pricing is current through December 31, 2011. All pricing is subject to increase in the year 2012 and beyond.
Spirit in the Desert Program Events: Payment in full is due at the time of Registration. If Lodging is not included in the Program price it is also to be paid in full at the time of registration.
Group Events Requiring Individual Lodging Reservation and/or Registration: Payment in full is due at the time of booking.
Contract Cancellation Policy/Group Events:
91 or more days prior to event: 50% deposit refund
30-90 days prior to event: 25% deposit refund
30 days or less prior to event: No refund
*A Deposit of a cancelled contract may be used for a deposit on a new event providing that the new event occurs within 6 months of the cancelled event.
Cancellation Policy for Programs (Those paying/making reservations individually)
Cancellation Policy for Guests that are part of a Group or Program but who are paying and/or making reservations individually: Same Cancellation policy for Group Events applies; see above.
Cancellation Policy for Private Retreats (one room reserved):
A credit card is required to make this reservation. Cancellation is allowed 72 hours prior to arrival without penalty. Cancellation within 72 hours prior to arrival will result in a one night room charge
Room Release Policy:
A preliminary room count is due 30 days prior to your event so that we may release any rooms you will not be using. The final room count is due at least 14 days prior to the event. Your invoice will reflect the number you call in 14 days or more prior to your event, unless your numbers are higher.
Check-In Time is 3 p.m.
Check-Out Time is 10:00 a.m.
Payment
Payment for all charges are due before your event or by no later than your check in date unless prior arrangements have been made and are approved by the Operations Manager of Spirit in the Desert.
Pets
There are no pets allowed (with exception to service dogs) but we can refer you to the Santa Fe Dog Retreat Center at 623-869-0992, located less than 15 minutes from Spirit in the Desert; dogs need to retreat too.
Smoking
There is no smoking allowed in any of our Guest rooms, patios, balconies, or buildings on campus. A $25.00 fee per incident will be added to your contract if this is not adhered to.
Conveniences
Hair Dryers, Irons, Ironing Boards and Umbrellas are available at the Front Desk.
Worship Materials Available
Free for your worship use are:
- Communion Ware-Chalice(2), Pourer & Plate-no individual cup sets (We do NOT provide the elements of bread, juice or wine. You must bring your own.)
- 2 fully adjustable music stands
- A variety of hymnals, songbooks and Bibles. (Please call for description and quantity.)
Group Leader Covenant
Every staff member at Spirit in the Desert will be focused on helping make your event a positive and successful experience. To that end, it is important that all parties involved have a clear understanding of expectations and capabilities. We are able to operate efficiently and thereby keep the costs low and guest satisfaction high because of a few basic policies.
1. Pre-event:
Clear communication is very important so that we can be certain that you have what you need during your event. Therefore, the following information from you is required at least 14 days prior to your event: The numbers for meals and lodging supplied at this time are a guarantee and your organization’s invoice will be based on that information and will not be subject to refund or reduction after that point. If we do not receive final numbers by your deadline date; your final numbers will be based on the numbers on your contract. Those numbers will be reflected on your invoice and will not be subject to reduction after the 14 day deadline. There will be no exceptions.
2. 14 days before the event
a. Final Meal Count-This is VERY Important!
b. Rooming List with names of participants including roommates
c. A Roster with your entire participant’s information. This will expedite your check in.
d. Meeting Room Set-Up
e. A final list of amenities such as audio/visual support, white boards, etc. (There is an additional charge for A/V & Music equipment or materials)
3. As a courtesy you will receive a letter approximately 45 days from your event reminding you to contact the Registrar 30 days before your event and let her know if you need to release rooms and where your numbers are at. You will also receive a call 21 days prior to your event reminding you that your final numbers are due in one week, and that your invoice will reflect the number received from you at that time. If we do not hear from you 14 days or more prior to your event, your invoice will reflect what your contract states unless your numbers are higher.
4. Upon arrival on the day of the event, the Group Leader is to identify herself/himself to the Retreat Center Front Desk staff. If you are having meals with us please also introduce yourself to the Kitchen Staff at your first meal. The contact person should be the first person to arrive. The front desk is available from 7:00 AM-9:00 PM during your stay with us. The Group Leader is the only person from the group who should ask questions or make changes to the contract during the event.
5. If there are no other Groups at Spirit in the Desert with contracted meals, your group minimum to purchase meals is 10 people. If you have less than 10 people and still want meals you will be charged for 10 people.
6. The Group Leader will communicate to all participants that Check-In time is 3:00 PM and Check-Out time is 10:00 AM. This is the group leader’s responsibility and anyone not checked out by 10:00 AM will be charged an extra day.
7. Lodging keys are given out to our Guests and are to be returned to us at Check-out. If any keys are lost a $10.00 replacement fee per key will be added to the final invoice.
8. The Group Leader will encourage participants to arrive for meals at the appointed time; Breakfast is at 8 a.m., Lunch at Noon and Dinner at 6:00 p.m. Tardiness can impact the quality of the food. Please make sure that all participants bus their own tables in the dining room; do not leave dirty dishes or trash on the tables, the patio or other buildings and benches on our campus.
9. No meals are allowed to be brought in by any group. Snacks and beverages may be brought in by groups but meals are required to be purchased through Spirit in the Desert.
10. Conference rooms are available from 7:00 am to 11:00 pm.
11. If your group requires the use of tape on windows, walls or the carpet, please use painter’s tape. We have this available for you or you may bring your own. A cleaning charge may be incurred if painters tape is not used. Candles may be used in specific meeting rooms, please take special care with fire and wax. Carpet –cleaning and other damage and/or cleaning related fees will be billed when carpets and other surfaces are soiled due to spilled food, beverage, candle wax or other stain producing materials.
12. Electronic equipment must be checked out from the Center’s contact person and returned when the Group Leader leaves the campus. Our standard rental fees will apply and an additional charge will be incurred if the equipment is damaged or missing. The fees will be based on the cost of repair or replacement. Equipment and furniture should be moved between rooms and buildings by Spirit in the Desert staff only.
13. Any extra charges incurred during your stay should be paid at check-out or we will bill you after your Event and payment will be due within 15 days of receipt of the invoice.
14. Final Payment: Final payment is due prior to your event or at check in