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| Terms and Conditions |
| From this point forth the words "we", "our", "us", and "group" shall refer to the "Licensee". The term Camp Istrouma will be substituted for the legal name Istrouma United Methodist Camp, LLC., the “Licensor." |
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| B. GUARANTEE AND FINANCES | | | | | | | |
| 1. Guaranteed Minimum Fee – The Guaranteed Minimum Fee is based on the number of persons guaranteed by us. It will be charged to us even if fewer persons use the Facility than we guaranteed, or if we terminate this Agreement without using the Facility, according to the terms also stated in section C of this agreement. |
| 2. TO RESERVE THE REQUESTED DATES this contract must be signed and returned to Camp Istrouma. We understand a non-refundable deposit stated on page one (1) of this contract needs to accompany this contract. |
| 3. Additional Use Fees - If more persons use the Facility than we guaranteed, we shall pay to Camp Istrouma an additional fee. This fee will represent the use of the Facility by the additional persons, and will be calculated by totaling the individual charges for each additional person's lodging or day use fee, meal charges, other per person fees where applicable and sales tax. |
| 4. Breakage and Damage - We agree to pay Camp Istrouma the amount reasonably necessary to repair or replace property or equipment damaged or destroyed during our use. Repair or replacement cost also includes labor costs incurred to repair or replace the damaged item. |
| 5. We understand that in extreme cost increase situations Camp Istrouma may adjust the stated rates on this contract up to 90 days prior to the retreat. Should this occur, Camp Istrouma will notify the contact person named on page one (1) of this contract. |
| 6. We agree to make final payment of any balance due to Camp Istrouma before leaving Camp Istrouma premises - unless prior arrangements are made. If we cannot or do not make final payment before leaving Camp Istrouma, we agree to pay a 10% service charge on the outstanding balance. |
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| C. CANCELLATION AND REDUCTION POLICY | | | | | | |
| 1. We understand we may cancel this agreement at any time up to 90 calendar days prior to the beginning date of our retreat. In doing so, we agree to forfeit our deposit. All cancellations (including postponements) must be made in writing. |
| 2. If we cancel this agreement at any time within the 90 calendar day period prior to the beginning date of our retreat, regardless of the date of the contract signing, we understand we will be responsible for only 80% of the guaranteed minimum as stated on page one (1) of this contract if we notify Camp Istrouma BEFORE meals are ordered. However, if Camp Istrouma can arrange a full or partial replacement group, then we may be eligible for a cancellation discount. Our cancellation discount would amount to the guaranteed minimum of the replacement group. |
| 3. If the actual number of guests should fall below our guaranteed minimum as shown on page one (1) of this contract, then Camp Istrouma will extend to us a 20% cancellation discount for each person not attending the retreat up to our guaranteed minimum if we notify Camp Istrouma BEFORE meals are ordered. This discount is given in lieu of food and utility costs not incurred. |
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| D. FOOD SERVICE | | | | | | | | | |
| 1. Camp Istrouma shall provide meals as specified in the Contract in accordance with an estimate of the number of diners furnished to Camp Istrouma at least five days in advance of the service of the first meal. We agree to assist with food service as requested by Camp Istrouma and to assist with supervision over the use of the dining facilities. This includes clearing tables, wiping tables, and sweeping. If we obtain permission from Camp Istrouma to prepare our own food, we assume all responsibility for any foods prepared, and for all activities incident to our preparations, and shall hold Camp Istrouma and the Facility owner harmless from any and all liability therein. |
| 2. We also understand that if our group arrives more than 30 minutes after the scheduled mealtime, we will be invoiced for a surcharge to cover kitchen operating and staff costs. We also understand that if we are more than 45 minutes late, we will be charged in 15-minutes increments. |
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| E. USE OF PREMISES AND SCHEDULE | | | | | | | |
| 1. During the term of this Agreement, we shall use the facility for conducting a program of our own design and shall comply with all applicable laws, codes, and regulations. We will notify Camp Istrouma of the nature of our program, and will promptly supply Camp Istrouma with information concerning the program upon request by Camp Istrouma. |
| 2. Camp Istrouma prohibits hunting, fireworks, firearms, ammunition, and explosives at the Facility. The use of gasoline, flammables, poisonous substances, and hand and power tools are restricted. Prior authorization from the Camp Director must be obtained. |
| 3. We understand that Camp Istrouma's OUTDOOR ELEMENTS, including climbing wall, low ropes elements, blob, zip line, water slide, water slide platform, blob/zip line platform, swimming pool, and water park/lake area are not available for use without a contract, scheduled time, and Camp Istrouma's instructors. Swimming pools are generally available from Memorial Day weekend through Labor Day weekend, weather and maintenance permitting. Availability at other times is at the discretion of the Camp Director, and is subject to change. |
| 4. If other specialized OUTDOOR ELEMENTS or equipment are selected as part of this Contract, Camp Istrouma will provide appropriately trained staff to instruct and supervise. |
| 5. We understand if we "use", "enter", "swing on", "jump in", "jump on", "climb on", "climb in", or "swim in" any of Camp Istrouma's OUTDOOR ELEMENTS, including climbing wall, low rope elements, blob, zip line, water slide platform, blob platform, swimming pool, and water park/lake, outside the allotted time schedule for our group, we may be asked to leave the premises immediately and are responsible for full payment of this contract. |
| 6. Our group will provide our own bedding, pillows and towels and personal effects. |
| 7. No domestic animals or pets of any kind are permitted on the property. |
| 8. No unlicensed motorbikes or other ATV's are allowed to operate on Camp Istrouma property. |
| 9. No alcoholic beverages, tobacco products and non-prescription drugs are allowed on Camp Istrouma property. |
| 10. We will have no candles or open flames in buildings. Prior authorization from the Camp Director must be obtained. |
| 11. Camp Istrouma total ban on noisy activities is from 11:00 PM to 7:00 AM every day. |
| 12. Grounds, facilities, equipment and buildings will be left in good working order. Cabins and cabin porches will be swept out and left as they were upon arrival. Equipment, chairs and tables will be returned to their original location and our group leader will ensure that all is in order prior to his/her departure. If there is any breakage or malfunction of Camp Istrouma property, it will be brought to the attention of the Camp Director at the earliest opportunity and definitely prior to our departure from Camp Istrouma. The provided cleaning checklist will be completed and presented to a staff member or where directed by the Camp Director prior to departure. |
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| F. HEALTH AND SAFETY | | | | | | | | |
| 1. We understand Camp Istrouma does not provide medical supervision, treatment, maintenance, or dispensing of medications for our group. These are our responsibilities. |
| 2. We agree to furnish a qualified adult to provide basic health supervision. A qualified adult is at least 18 years of age and possesses at least a current certificate of training in the principles of first aid and age-appropriate CPR from a nationally recognized provider. We understand we must bring own first aid supplies and equipment. |
| 3. It is also recommended that each group bring health information, including names and addresses of all participants, emergency contacts, known allergies or health conditions, and signed permission-to-treat forms for all minors. |
| 4. Emergency transportation is available through local emergency response groups by dialing 911. We agree to furnish nonemergency transportation. |
| 5. Use of vehicles at the Facility is restricted to roads and parking areas designated by the Camp Director. Posted speed limits shall be obeyed. |
| 6. Once at Camp Istrouma, we are required to participate in a brief orientation to Camp Istrouma’s safety regulations and emergency procedures, led by the Camp Director or designee. |
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| G. LIABILITY FOR INJURY TO PERSONS OR PROPERTY | | | | |
| 1. We agree to fully and adequately supervise, and to assume full control and responsibility for, all persons, entities or things other than Camp Istrouma personnel or property who/which are, for any reason, on Camp Istrouma property and facilities by reason of our program or use of Camp Istrouma property and facilities. |
| 2. To the fullest extent allowable and permissible under Louisiana and any other applicable law, we agree to defend, indemnify, and hold harmless Camp Istrouma and it past, present and future members, directors, officers, employees, agents, independent contractors and its and their heirs, successors and assigns from and against any and all harm, loss, damages, and any suit and/or claim filed by anyone, arising out of or in any way connected with our actions and/or our failure(s) to act in respect to our use of Camp Istrouma property and facilities pursuant to this agreement. |
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| H. MISCELLANEOUS | | | | | | | | |
| 1. We warrant that the person signing this Contract has the authority to execute the Agreement on our behalf. |
| 2. This Agreement may be altered or amended only by written agreement of both parties. |
| 3. Camp Istrouma reserves the right to require that we remove from the Facility any person in, or in any way connected with, our group who, in the sole opinion of Camp Istrouma, is creating a disturbance or who is otherwise disrupting activities on said Facility. We agree to permit only authorized persons to enter the Facility and shall take all necessary steps to remove unauthorized persons from said Facility. |
4. We agree that the total number of participants on the premises will not exceed the Facility Building Maximum capacity at any time.
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| I. CAMP ISTROUMA RELEASE FORMS | | | | | | | |
1. Camp Istrouma release forms are required for each guest. We understand that it is our responsibility to insure the proper completion of these forms prior to our group's arrival. We understand that if the Release Forms are not completed then certain activities will be forfeited.
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| J. SAFE SANCTUARIES/ RISK REDUCTION POLICIES | | | | |
1. We agree to comply faithfully with the policies listed in Camp Istrouma's SAFE SANCTUARY POLICY that was provided to us and we have signed and returned the HOLD HARMLESS AND INDEMINITY AGREEMENT.
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