Group Coordinator FAQ’s
Below are some helpful, frequently asked questions as you plan your retreat.
- To start, look over Lake Retreat's website for general info.
- Next, fill out our Inquiry Form which will ask questions such as your church's name, desired dates, desired time-frame, etc.
- Lake Retreat will work with you from there on your specific needs, and provide a quote.
- Once you're ready to book, Lake Retreat will create a contract and send it to you for your review.
- You have 14 days to review, sign and return the contract along with the 25% non-refundable deposit (this deposit is applied toward your final bill).
- Once we have the deposit and signed contract, you are set. As the retreat approaches, you will be asked for a Certificate of Insurance, activity requests, head counts, etc. Our system will email prompt you for these items.
- Head counts are due 2 weeks and 1 week prior to event and should not change more than 10% from the 1 week count.
- Payment is due upon arrival at check-in (please bring payment in the form of a check).
Finally, come and have a great stay with us!
- Book Retreat with Guest Services (Paperwork/Deposit)
- Submit Certificate of Insurance
- Retrieve and send your guests/campers your unique link to Lake Retreat's Online Waiver.
- See Lake Retreat's Retreat Planning Tool Kit for ideas, sample schedule, etc.
- 1 month prior: Submit schedule
- We check your schedule to make sure you have the correct:
- Arrival/Departure Times
- Meal Times (please make every effort to be on time)
- 10 PM Noise Curfew – Activities Moved Inside
- Activity Times (Summer groups, see Pod Schedule)
- This is last call to add activities/make schedule adjustments
- We check your schedule to make sure you have the correct:
- 2 Weeks Prior: Submit Current Head Count
- Include Gluten Free, Diary Free, Gluten + Dairy Free and # of guests needing fridge space
- Food Service/Special Diets Policy: https://www.lakeretreat.org/food-service/
- Make sure all guests have submitted an online waiver
- Remind guests/campers to bring their own bedding, toiletries, and towels
- 1 Week Prior: Submit Final Head Count
- Actual count should not exceed this count by more than 10% so that we can ensure we have proper amount of food and staff
- Don’t forget to include all campers, guests, speakers, volunteers, etc.
- Check-In/Arrival:
- Check contract for check-in time
- Head to office with:
- Final head count
- A check made out to “Lake Retreat Camp” for your contractual minimum. Overages can be billed after the retreat.
- Check Out/Departure:
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- Check your contract for your check-out time
- Please leave campus as found
- Contact info@lakeretreat.org about rebooking
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If you are NEW to retreat planning:
- Arrival time/departure time
- Packing List:
- Bedding/Pillow
- Toiletries (toothpaste, shampoo, etc)
- Towel
- Bug spray/sunscreen
- Other items you determine based on needs and season
- Which building they should go to when they arrive
- 10 PM noise curfew. In order to be considerate to our neighbors on the lake, all sound after 10 PM should be contained to inside of a building.
- Not Permitted On Campus:
- weapons, alcohol, marijuana, non-prescription drugs, cigarettes, vapes, candles, fireworks, pets, immoral conduct and illegal substances
Other Camp Rules:
- Please follow all posted signs
- Please do not move or remove any mattresses
- Please stay off the dock unless a Lake Retreat lifeguard is on duty. Waterfront is open ONLY during scheduled waterfront times when a Lake Retreat Lifeguard is present.
- Follow Waterfront Rules and Lifeguard Instructions
- 10 PM Noise/Sound Curfew (all noise must be contained to inside of a building at this point)
- No glue, glitter or paint is permitted inside of Lake Retreat buildings or on permanent surfaces.
- No food is permitted in the Chapel
- Buildings and grounds should be left in same state as found.
- Please park in designated parking only. Parking is NOT permitted on top of the hill by the lake.
- Other rules and directions given by your retreat leader.
- Special Notes to Adult Leaders/Volunteers:
- Tarps/inflatibles cannot be left on fields except when in active use.
- Doors to the Chapel and other meeting spaces should be closed at all times for sound and temperature control. Bass should be turned down/off at 10 PM to abide by the noise curfew.
- No outdoor music is permitted anywhere on campus except the Chapel field or the Lower Rec. Field (at moderate levels, no Bass outside, cut off before sundown).
- Payment (of at least your minimum specified in your contract) should be brought to check-in upon your arrival. The balance over the minimum may be billed after.
- Please make out your check to "Lake Retreat Camp"
- Credit/debit cards may be used (subject to a 3% fee) if the amount is below $200. For amounts over $200 please plan to bring a check.
Tentative Count: TWO WEEKS before event (Gluten Free/Dairy Free Count Due Here per Food Service Policy)
Final Count: ONE WEEK before event. Actual attendance should not exceed 10% of this count. We purchase food based on these numbers so sudden increases affect the meals.
The count should include:
- Campers/Guests
- Staff
- Volunteers
- Speakers
- Please share with all participants Lake Retreat's Food Service Policy and then let us know if they will need gluten free options, dairy free options or if they will be bringing supplemental food and will need fridge space. (Two weeks notice required)
- Please give the total number of guests needing gluten free options, diary free options or those needing fridge space TWO WEEKS BEFORE YOUR RETREAT.
- A second count will be due one week before your retreat.
- Activities can be scheduled with a minimum of 4 weeks notice.
- Depending on the activity, you may need to instruct your participants to bring additional money.
- For options, details and pricing, visit our Activities Page.
- Go immediately to the office for check-in. Your host's name and number will be posted on the door.
- At check-in, you will go through our check-in process with the host and you will be asked for:
- Payment for at least the minimum (in check form)
- Head Count
- Signed Waiver for each participant
- See Food Service page for updated meal times and other info.
- Please make every effort to have your group to meals on time.
Yes, all participants are required to fill out a Lake Retreat Online Waiver. Visit here for more Waiver Info
- No. As specified in the contract, each group must provide its own designated, first aid person/nurse and first aid supplies.
- Please instruct your participants on procedures for medication etc.
- If there is an emergency at the waterfront while it is open, Lake Retreat lifeguards will be the first responders.
- There is password protected wifi (although not guaranteed) in most of Lake Retreat's buildings.
- You will get the wifi password at check-in. It is up to you if you want to give that out to your participants.
- We recommend downloading anything that you would need in order to avoid any inconvenience.
- Day Use guests can be added if you have met your minimum guest count (Day Use guests do not count toward your minimum).
- The Day Use Fee is $60/person/day
- This fee includes 0-3 meals on the same day regardless of the number of meals served or eaten.
- Please give the Day Use guest count along with regular counts.
- Anyone who comes to campus is subject to this or the regular fee except for drop off and pick up.
- If a guest stays half or more of the nights, then they would be considered full use and the full rate is due.
- Lake Retreat Camp does not charge a technology fee and, thereby, does not guarantee any sound equipment or technology, and do not supply sound/tech support. We are happy to loan out our equipment, but if there is something that you know you will need, please plan to bring it along with you to avoid any inconvenience.
- You can see your specific meeting space tech set up by going to its page here: Facilities Overview
- Each meeting space is different but most have either a projector/screen or large screen TV. Please bring your own adaptors and device.
- If your meeting space has a sound system then it will be set up with one microphone and mic. cord. All other equipment should be brought with you (i.e. extra mics, cords, instruments, laptop, connectors, adaptors, etc.)
The “minimum” on your contract is the number of guests that you agree to pay for:
- For instance, if your minimum is 40 guests and your rate is $100 per person, then your minimum charge is 40 x $100 = $4,000.
- This means that if you came with only 35 guests, you would still pay $4,000 (or 40 x $100). If you came with 50 guests, then you would pay $5,000 (50 x $100).
- All guests, campers, volunteers, leaders and staff should be included in the count.
- Payment for at least the minimum is due at check-in when you arrive (please have payment in check form).
Activities do not count toward your minimum charges.
The Cleaning/Building Fees do not count toward minimum charges.
Day Use Guests do not count toward your minimum charges and can only be added once you have met your minimum.
- If you suspect you have left something at Lake Retreat, Fill Out Lost & Found Inquiry Form and describe your item(s), what room you stayed in, which group you attended with, the dates you stayed with us and your contact information.
- If we find it, we will contact you. You can arrange a time to pick it up at our office or we can ship it to you for a $25 fee (plus postage if over $5).
- We do not keep lost & found items beyond two weeks.
- Lake Retreat Camp is not responsible for lost & found or stolen items.
- We recommend leaving items of value (sentimental or monetary) at home.
Lake Retreat employs a variety of preventative and treatment measures as well as professional help to assist with pest control. For more detail see Pest Control Info.
- Yes, Lake Retreat Camp supplies the lifeguards at the waterfront during the summer season.
- Lifejackets are provided for boating and other activities.
- The dock and waterfront is closed when Lake Retreat lifeguards are not on duty.
- A swim test is given to all guests under 18. If a swimmer cannot pass the test, they can still use the boats, slide and shallow end.
- Here is a list of our swim test and Waterfront Rules
- All guests, campers and staff should be symptom-free (from flu-like symptoms) for 48 hours before coming to camp.
- Guests with COVID Symptoms or a positive test may not come to camp until the appropriate amount of time has passed. See COVID documents for guidance.
- Please let your camp host know if you have a guest displaying flu-like symptoms (diarrhea, vomiting, etc.).
- Your campers may receive mail at Lake Retreat, but we recommend having parents send it along with the campers in order to avoid postage cost, delays, or damage.
- Please instruct senders to clearly label the mail with your camp's name AND dates of the camp.
- Example:
C/O Susie Camper - 8/1-8/5 (Faith Church)
Lake Retreat Camp
27850 Retreat Kanaskat Rd SE,
Ravensdale, WA 98051
- Example:
- Lake Retreat typically gets the mail one time each day Monday-Friday.
- Lake Retreat is not responsible for lost, stolen, or late mail.
- Do not send items of value (sentimental or monetary) through the mail.
The Certificate of Liability Insurance (COI) is due to Lake Retreat at the time of booking. The name and address of your booking organization must match the certificate.
You can find more info on your contract.
Contract Excerpt:
- "A certificate of insurance with Lake Retreat Camp listed as additional insured (Required: Per Occurrence Limit: $1M, Aggregate Limit: $3M) must be provided to Lake Retreat before arrival."
Please contact your insurance provider and ask for a "Certificate of Insurance with Lake Retreat Camp listed as additional insured". Give them the dates of your retreat, the per occurrence and aggregate limit.
They will usually email it to you and it is typically a 1-2 page document. Forward that to info@lakeretreat.org
*Note: If your insurance is set to renew between booking and the event date (and therefore, cannot be provided at booking), please let us know and send renewed COI before event.
Yes. You can view the options HERE