This includes day events and activities for groups of 9+ people scheduled on Zipline, Ascent Package, Basecamp Package, High Ropes, Wildlife Experiences, Farm Experiences, Escape Rooms, Teambuilding, hourly activities, meeting room rentals, company outings, and any other large group day event of 9+ people.

1. These terms represent the agreement reached between Refreshing Mountain (hereafter RM) and the entity names as the Sponsoring Organization.

2. FINAL NUMBERS: The Sponsoring Organization understands these terms stipulate the numbers reserved at time of booking.

• • Final Numbers for Activities: A reduction in total numbers can be made up to 3 days prior to the event within 25% of original total number given at booking. Any reductions in numbers can be made within 3 days up to 10% of original total number given at booking. Additions can be made at anytime for an additional cost, as long as there is availability.
  • Final Numbers for Meals: If a meal plan is being provided by RM for this event, a final head count for the meal(s) is due at least 7 days before arrival.

3. DEPOSIT/FINAL PAYMENT: A deposit of at least 50% or $500, whichever is higher, is due at the time of reservation. Full payment is due 30 days out from the date of the event. If booking within 30 days of the event, the full amount is due at the time of booking. If the event total is under $500.00, the total balance will be billed as one payment. Funds paid in excess of the deposit would be refunded, per the cancellation policy below.

4. CANCELLATION:

• • 6+ weeks from event: If you cancel your event at least 6 weeks before your arrival, a cancellation fee of 25% will be assessed to your account. Any funds you may have paid in excess of  25% will be refunded.
  • 4-6 weeks from event: Cancellation between 4-6 weeks before your arrival will result in a cancellation fee of 50% of the total costs. Any funds you may have paid in excess of 50% will be refunded.
  • 3 days – 4 weeks from event: Cancellation between 3-30 days before arrival will result in a cancellation fee of 75% of the total costs. Any funds you may have paid in excess of 75% will be refunded.
  • Within 3 days of event: Cancellation within 3 days of arrival will result in billing for 100% of the total costs. Certain weather conditions provide for exemptions of this policy, per RM’s discretion.
  • BAD WEATHER. Certain weather conditions (i.e. thunder, lightning, high winds) may cause unsafe conditions for certain activities. In these cases, the Sponsoring Organization will be given the option to cancel without penalty or to reschedule. Please note the following:
    • Rain, by itself, is not necessarily considered a legitimate cancellation reason, depending which activities are part of the planned event.
    • Weather related cancellation decisions will be made within 24 hours of the scheduled arrival date, with the final determination made by RM.

5. FINAL SCHEDULE.  The schedule, as listed at the time of booking, is designed for the number of people originally booked.  Once a deposit is paid, the schedule is deemed “Final”.
6. ADJUSTING THE FINAL SCHEDULE: Adjustments to the “FINAL SCHEDULE” are subject to availability, will be considered (i.e. adding space for more people, changing from one activity to another, etc) as a request, and accommodated as possible.  If the adjustments amount to a $0 net reduction, no penalties will be enforced, however, adjustments that result in a cost reduction to the event will be handled as “partial cancellations” and subject to the following fees:
   • 6+ weeks before event date, 25% cancellation fee assessed to the value of the cancelled portion.
   • 4-6 weeks before event date, 50% cancellation fee assessed to the value of the cancelled portion.
   • 3 days – 4 weeks before event date, 75% cancellation fee assessed to the value of the cancelled portion.
   • Within 3 days, 100% cancellation fee assessed to the value of the cancelled portion.

7. GUEST CONDUCT:  The  Sponsoring  Organization  agrees  to  inform  its  group  of  the  GUIDELINES  of  RM  and  to  take responsibility to ensure that these rules are adhered to. Please make special note of the modest swim suit policy at the pool, if you are planning to swim as part of the event.  Additionally, all guests should be aware that the entire RM campus is ALCOHOL and TOBACCO Free (you may use tobacco products in your vehicle).
8. CHAPERONES:   RM  will  provide  the  trained  staff  needed  for  any scheduled  activities,  unless  otherwise  noted  on  the schedule.  It is expected that the Sponsoring Organization will provide chaperones/oversight for the guests.  For groups with guests under age 18, the following adult:child ratio is to be considered.
   • Age | Group | Recommended | Minimum
   • K-3rd | Grade | 1:3 | 1:5
   • 4th – 6th | Grades | 1:8 | 1:10
   • 7th + Grades | 1-2 adults | per activity group
9. INSURANCE COVERAGE: RM does not carry primary medical insurance for guests. Any insurance carried by guests and/or the Sponsoring Organization will be considered Primary Coverage.
   • If the event includes activities, RM will provide a specific RELEASE FORM which each guest will need to sign prior to participating in the event.  Guests under age 18 must have the permission of a parent/guardian to participate. RM does carry liability insurance for events that it facilitates.
10. STATEMENT OF FAITH: The Sponsoring Organization understands that, while it need not fully ascribe to the Statement of Faith that RM has  ascribed to, in accordance with its membership of Christian Camp and Conference Association, any religious/cultural/social activity conducted by the Sponsoring Organization on the property of RM must not conflict with the aforementioned Statement. A copy of this Statement is included with our Guidelines and is available upon request. Violation of this condition may constitute a breach of agreement by booking with RM, and is at the discretion of RM.

11. DISPUTE RESOLUTION: Any controversy or claim arising out of or relating to this contract or breach thereof shall be settled by arbitration in accordance with the BBB® Rules of Binding Arbitration for Disputes Subject to Pre-Dispute Binding Arbitration Clauses, and the judgment upon the award rendered by the arbitrator(s) may be entered in any court having jurisdiction thereof. Disputes alleging criminal or statutory violations are precluded from arbitration proceedings. Decisions reached by the arbitrator(s) will be based on standards of fairness and/or application of the law.