2003 Rates
Reservations (a registration form for GROUPS is provided below)
Conference rates are quoted below and facilities usage includes use of meeting room, kitchen, dining hall, grounds and parking. It does not include meals and linens. You may provide your own bed linens or these items (sheets & pillow case) can be rented for a one-time fee of $6/bed. No sleeping bags, please; we get very cranky if this health/sanitation rule is broken. To help us keep rates reasonable, we ask that you bring your own towel and toiletries.
|
Group Size |
Conference Space |
Dorm Accommodations |
Semi-Private Rooms |
|
1-24 people |
$250/8-hr day |
@$15 |
@$20 |
|
25-39 people |
$12/person without meal |
@ 15 |
@ 20 |
|
40-70 people |
included in accommodations rate |
@ 28 |
@ 28 |
|
|
|
|
|
CONFERENCE ORGANIZERS: please check out the Guest Rooms and Telephones page which provides information on making room assignments, and telephone/fax services for your participants. If you choose to do your own cleaning, see also the page for cleaning assignments. Finally, there is a page on house rules for your safety and comfort which you may wish to share with participants.
(date & time)________________________________to (date & time) __________________________
for (purpose of meeting) _____________________________________________________________
a. For groups of up to 39 people staying Overnight: We expect ____________ persons to attend.
No. of males _______in dormitory at daily rate of $ 15 X number of nights _____
No. of females_______in semi/private rooms at daily rate of $ 20 X number of nights _____
No. of males_______in semi/private rooms at daily rate of $ 20 X number of nights _____
PLUS day rate of $250/day x number of days ___________ (this covers facilities usage from 9 am to 5 pm) for conference groups
b. For groups of 40 or more people, number of people attending ________ @ $28 x number of 24 hour periods: _____ (this rate includes accomodations AND meeting space).
c. For groups of UP TO 40 people who have rented the facility for exclusive use @ $1120/24 hours x number of 24-hour periods:_______ (this rate includes accommodations AND meeting space).
a. Minimum rate is $250/8 hour day for up to 24 people, spring, summer and fall. In winter the minimum rate is $300/8 hour day. For groups of 25-39 people, the rate is $12/person/day, or, if you purchase lunch or dinner from us, the meeting space rate is discounted to $10/person/day. If you wish to rent meeting space in the evening, but NOT use our accommodations, please contact the manager for the appropriate rate.
b. We expect ______________ persons to attend for _______ days during these hours: ____ am to _____ pm
[ ] none [ ]breakfast(s) for ________ people [ ] lunch(es) for __________ people
[ ] dinner(s) for __________ people [ ] coffee/tea service for morning and afternoon breaks
Last meal served at: _________________________ (date and time)
Is your organization a registered 501(c)(3)? If so, please provide a copy of the IRS letter with this registration form, which will make you exempt from the Massachusetts 5% sales tax on meals.
6. Linen rental at $5.00/person for ____ people. Remember, you may bring your own sheets (top and bottom and pillow case), but SLEEPING BAGS are NOT ALLOWED in the hostel. To help us keep costs down, we ask that guests bring their own towels and toiletries.
7. We can keep our rates low because groups cooperate in leaving the facility at least as neat and clean as when they arrived. While we expect every group to tidy the common areas and put things back the way they were, we realize that due to the physical and mental intensity of some workshops, washing bathrooms and vacuuming bedrooms before leaving is the last thing participants want to do. The minimum cleaning fee is $100 (for overnight groups of up to 20 people). Larger groups may opt for a $5/person charge in lieu of cleaning the facility.
OR
Friendly Crossways staff will do the cleaning__________(initial here)
8. In order to reserve the space, TWO CHECKS must accompany this application:
a.) One check is a registration fee toward the estimated facilities usage fee (accommodations AND conference space fees). This fee will be deducted from the total bill.
Best Guestimate of attendance _____________ X $15 X number of 24-hour periods_____ = registration fee of $____________
OR
For those renting EXCLUSIVE USE of Friendly Crossways with less than 40 people attending:
$500 X number of 24-hour periods______ = registration fee of $________
b.) The other check is a damage/cleaning deposit of $200. This check will be returned to the sender 14 days after your retreat unless there was property damage or the facility was not cleaned per agreement. If the latter case, we will deduct an appropriate amount and send you the balance along with an explanation of expenses.
9. Cancellation Policy: If you have to cancel and can notify us 61 days or more before the event, your registration fee will be returned LESS $200. Cancellations made 22-60 days or less before the event will mean forfeiture of the entire deposit. Groups which cancel 21 days or less before the event will be responsible for paying 100% of the total estimated facilities usage (Lodging/Conference Room), less the registration fee that has been paid. Groups which cancel 5 days or less before the event will be responsible for paying 100% of the total estimated facilities usage (Lodging/Conference Room) AND any estimated meal charges, less the registration fee that has been paid.
In the event that the conference center is able to book other groups into the space cancelled by your group, we may be able to reimburse a portion of the cancellation fee to you.
10. Billing Basis: the Balance of the total bill is due upon arrival, unless other arrangements have been made with the manager. VERY IMPORTANT: Please call with a count of participants FIVE BUSINESS DAYS before your event date. This count will be the minimum number used for the Meal portion of your billing if we are cooking for you. This number will also be used as the basis for the Lodging/Conference Room portion of the bill whether or not everyone shows up.
HOWEVER, if your participant count looks like it will be at least 25% smaller than you expected on this form, you will be billed 100% of your Best Guestimate X the number of event days UNLESS you gave us three weeks notice of the change in the numbers.
11. Registration fees are transferable to another date at the discretion of the manager.
12. Our license does not allow alcohol in the facility, and, unfortunately we are unable to accommodate pets.
13. It helps us to get to know your group better if you will send us a copy of the information/schedule/ directions etc. that you send to your participants. If you fax us a copy before you go to press we may have clarifications regarding the Friendly Crossways portion of the information that you may wish to incorporate in your final copy.
printed name________________________________ signature__________________________________
Please print your:
address______________________________________________________________
town, state & zip_______________________________________________________
telephone _____________________________ fax ____________________________
e-mail _______________________________________________________________
Mail: 247 Littleton County Road, Harvard MA 01451
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