BOOKING MANUAL

• Facility Contract – Before we can complete your booking reservation, we need to have a completed facility contract.

• Deposit – Please find attached a deposit invoice. The deposit must be pay within the next 30 days to confirm your booking. The deposit is 100% refundable if booking is cancelled more than 3 months before the booking dates. The deposit is non-refundable if cancelled within 3 months of booking dates. There are several ways that you can choose to pay your deposit:

• Send an e-transfer to info@stillwood.ca

• Send us a cheque to Stillwood Camp and Conference Centre 44005 Watt Rd, Lindell Beach BC V2R4X9

• Pay via credit card – call us to get that finalized.

Bookings without a completed contract and deposit sent will be automatically deleted after 30 days.

• Information Manual – Read through this entire manual to ensure that you have the information you need to plan a successful retreat.

• General Waiver – The group leader only needs to sign our General Risk Waiver

• Schedule – We want your experience at Stillwood to be a special one. To ensure that we are meeting your needs and expectations, we require a full detailed schedule of activities during your stay. Getting prepared can take several weeks as some of our staff/volunteers are part time and need notice to be slated. Submitting your schedule confirms your activity time slots, which are booked on a first come first serve basis. Please send us your schedule as soon as you can. If we do not receive your schedule at least 4 weeks prior to your arrival, we can not guarantee that we can accommodate your needs.

Sample Schedule Link- https://drive.google.com/file/d/16mvZhod4XeAcjZCvQw3cZnpvpL3u0l2F/view?usp=sharing

• Insurance – Proof of your insurance policy must be sent in to Stillwood Office before your event. It is imperative that all guests of Stillwood obtain liability coverage. The commercial insurance policy needs to consist of: a minimum of 2 million dollar liability, includes coverage for all your participants, and specifies “BCMB Bible Camp Society and or Stillwood Camp and Conference Centre” as an additional insured to the policy.

Numbers – Please ensure that you give us an accurate number well in advance. We try to ensure that we are using our facilities to their greatest potential and, for that reason, there is a high likelihood that you will share our facilities with another group. In order to guarantee food, accommodation and amenities, we need accurate numbers. Please ensure that we have these when booking. If your numbers change, be sure to inquire with us to see if we can accommodate the new numbers as soon as you can.

Meals – In the past, we did our best to accommodate many meal requests. With our current funding and staffing shortages, we can not make custom meals for food preferences and unique allergy requirements. With that said, we work hard to have gluten-free, dairy-free and vegan food options for every meal. It is important that you let us know how many people will require gluten-free, dairy-free and vegan meals at least 4 weeks before your arrival. Individuals with specific food preferences/allergies will be given a separate place to store food, but our food staff can not be involved in preparing outside food because of health regulations. (Please see Meal Tab for Homecooking policies).

Onsite Leader # – It is common for Stillwood staff to have the need to contact the group leader that is onsite. For that reason it is important that we have a phone number for the leader that will be onsite during the event.

Activity Waiver – If your group is taking part in some of our structured activities, we need EVERY participant to sign our activity waiver. Your group’s specific activity waiver link can be sent to each person/parent/guardian to be filled.

Furthermore, we kindly request any additional updates required for your stay, such as an updated schedule and final headcount be sent to us. Please note that we cannot guarantee or promise if we can accommodate your group’s needs, if this information is not provided at least two weeks prior to your booking.

We would love to host your Wedding here at Stillwood Camp! Please fill out the form below! Please email groups@stillwood.ca for inquires.

Wedding Application: https://forms.gle/2aEsesFc7Ffo3Kmr6

Invoice information:

We would charge the following for a Day Wedding:

Grounds fee, Meeting space for day use and meals if we are gatering.

Please see the Fees tab under “Wedding Fee’s” for more information.

Summer Weekends- We cannot cater your event. You have access to the property for set up after 6 p.m