GUIDELINES FOR OVERNIGHT GROUPS
The following are guidelines that you are asked to follow when you bring your group to the Center. Please be sure to review our Group Booking Policy, as well.
REGISTRATION: Fill out and submit a “Group Registration Form” each time your group is coming to the Center.
DEPOSIT: Submit a NON-REFUNDABLE deposit required for your group. Since your deposit is based on the number of rooms you’re requesting, we can only reserve that number of rooms for your group. Please note that your dates are not confirmed until your deposit is received and are available for others to reserve. In addition, a minimum of 29 individual rooms or 36 guests using shared rooms is required to reserve all the meeting spaces in the Main House, and 8 individual rooms or 9 guests using shared rooms to reserve the entire House of Hope. Thank you for your understanding.
REFUNDABLE HOUSEKEEPING DEPOSIT: We ask that all overnight groups pay a refundable $500 housekeeping deposit. As we share our home with you, we hope that you’ll care for it as your own. Our hospitality staff works very hard to prepare our home for guests, and we appreciate your collaboration in respecting their work and time. If we find that the spaces used by your group have not been taken care of (respecting rules about food, returning furniture to where you initially found it, excessive water or trash on the floors), we will need to keep the $500 deposit in order to cover the additional services. On the other hand, upon review of the facility after your group’s departure, if we find the house in good order, we will refund your $500 deposit or transfer it to your next retreat. If the payment of this deposit is not possible prior to your group’s arrival due to the structuring of the funding of your retreat, we require a valid credit card to be on file that we can charge if the deposit needs to be collected after your departure. Thank you for your understanding and cooperation.
PAYMENT: We ask that groups pay by check or direct deposit. If your institution needs information to process a direct deposit, please email info@straphaelacenter.org to request it. If a group needs to pay by credit card, we ask that the 3% service fee also be paid by the group. We ask that final payment be received one week prior to your group’s arrival at the Center.
CANCELLATIONS: Any cancellations made within 2 weeks of your group’s retreat are not subject to refund, and payment must be made in full.
SCHEDULE: Along with your deposit, please email a copy of your retreat schedule for review so that we may reserve a meeting space for your needs. Meal times are as follows for the Main House: breakfast 8-9am, lunch 12pm, dinner 5:30pm. Meal times are as follows for the House of Hope: breakfast 8-9am, lunch 12:30pm, dinner 6pm. If possible, please do not schedule use of the chapel during daily Masses (M-F at 7am or 7:30am in the summer, and Saturdays at 8am) or daily Adoration (click here). If this is not possible for your group or you have questions or concerns about the use of the chapel, please let us know as soon as possible so that we may work together to create space for everyone.
LINENS & TOILETRIES: The Center provides retreatants with sheets, towels, and washcloths (pool towels are not provided). We do not provide personal toiletries, though they may be available for purchase in our gift shop.
ATTENDEES: You will be charged based on the number given to us 2 weeks prior to your group’s arrival. This final number is the number that we will use for billing purposes as we will prepare rooms and purchase food based on this number. Please do not ask us to change this number on your invoice less than 14 days prior to your retreat. Understand that if your group is larger than the specified number, your invoice will reflect that number, though we may not be able to accommodate a larger number without 2 weeks’ notice.
DIETARY ACCOMMODATIONS: All of our meals are prepared here in our kitchen in a manner that comports with sustainability and waste reduction. We do our best to provide wholesome, balanced meals for our guests. Coffee, tea, hot chocolate, water, and fresh fruit are available between meals. We regret that we are unable to create special menus for individuals and groups. Thank you for your understanding. In order to support our sustainability efforts, we ask for two weeks’ notice for any of the following accommodations:
We are not a peanut/nut-free facility. Upon notification 2 weeks prior to your stay, we can avoid cooking menu items that contain nuts. However, many of our breads and other commercial foods we purchase may contain or may come into contact with common allergens, including wheat, peanuts, soy, tree nuts, milk, eggs, fish and shellfish. In addition, the manufacturers of the foods we purchase could change their formulations at any time without notice. Please also note the foods we prepare without gluten ingredients are not certified gluten free. Most of our baked goods and breakfast items contain eggs, dairy and wheat, unless specifically marked otherwise.
We are unable to accommodate food preferences while maintaining our commitment to sustainability and care for the environment. Please understand that if you request a special diet from our possible accommodations listed above, we will prepare quantities (including for the regular meal) according to your requests. For example, if you request a gluten-free diet, we will prepare gluten-free options for you according to our possibilities. We are also unable to accommodate severe food allergies. There is refrigerator space available to accommodate all severe allergies and food preferences not listed above.
Please be sure to inform the Center of any dietary needs (type and number) 2 weeks prior to your retreat. If we are not notified of dietary accommodations 2 weeks before your group’s arrival, we cannot guarantee that we will be able to accommodate them.
QUIET HOURS: Quiet hours begin at 9pm and end at 8am. This applies to spaces shared with retreatants not belonging to your group, as well as outdoor spaces, including the pool and fire pit.
FURNITURE: During your stay at the Center, we ask that any furniture that is moved be returned to its original location and that the Center be used and treated with respect. Please do not move the outside benches as they have been placed with specific donors in mind. If you move the plastic chairs and/or tables to the fire pit, please return them to their original location.
POOL: Waivers need to be signed and turned in for everyone using the pool during their stay. Pool towels are not provided.
DAMAGE: Any damages incurred during your stay at the Center will be negotiated.
CANDLES: Real candles are not permitted in the Center at any time in any place other than the chapel, with previous approval from the director. Battery-operated may be used in other locations.
FOOD AND DRINK: No food or drink is permitted outside of the Dining Room and nothing is to be brought in the Chapel. Morning coffee may be taken to your bedroom in travel mugs.
SUPPLIES: Each group will bring their own supplies (i.e. newsprint, magic markers, etc). An easel is available for your use. To use our copier or request to print documents, there is a charge of ten cents per page.
TECHNOLOGY: WIFI is available throughout the Center. Some technology equipment is available for use. Please contact the Center for availability.
DEPARTURE: The final morning of your retreat, please put your used sheets, towels, and washcloths into the pillowcase and bring it to the first-floor laundry room by 9:00 am. Please note, if we have another group coming to stay, we will ask you to bring your personal belongings to the lobby by 9:00 am. Thank you for your understanding.
We would appreciate your cooperation in following these important guidelines!
Please contact the Center if you have any questions. Thank you!
GUIDELINES FOR STUDENT GROUPS
In addition to the guidelines for overnight groups, the following guidelines are to be carefully followed by student groups.
- Beds must be made with sheets. No one is to sleep on top of the comforter. If sleeping in a sleeping bag, pillowcases must be on the pillows. [This may sound silly, but you wouldn’t believe what we have seen. Other people need to sleep here after you.]
- Food is ONLY permitted in the dining room and snacks may be stored and eaten in the basement. Absolutely no food is permitted in the bedrooms. [Absolutely none.]
- No real candles are permitted outside of the chapel. If used in the chapel, prior approval must be given by the Director. [Wax spills, no matter where they are, are noticed.] To provide a prayerful environment for small group spaces, battery-operated candles are suggested.
- In order to maintain the sacred space of the chapel, beverages (water, tea, coffee) are not permitted in the chapel.
- Respectful attire is to be worn in the chapel. Casual wear normally worn for student retreats is acceptable (sweatpants, sweatshirt, slippers, etc.), but no short shorts, etc. [Guiding thought: would the nuns be shocked to see me wearing this in the chapel?]
- The chapel is a place of prayer. Please help to ensure that all can experience this as a sacred place. [That is, God wants you to be comfortable here, but it is not a living room to lounge in. Keep your feet off of the chairs.]
- The final morning of your retreat, please put your used sheets, towels, and washcloths into the pillowcase and bring it to the first floor laundry room. [Don’t bring the blanket or comforter; remember, you haven’t slept on those.] In addition, please bring your personal belongings down to the lobby by 9 am so that we may prepare rooms for our next guests.
Thank you for helping to make this a prayerful environment for your group
and a welcoming home for those who follow you!