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Booking Manual

Guest group booking details

Guest Group Manual

Program Participants:

  • Due to the amount of equipment required the size limit on any group is 60 students.
  • The minimum number of participants is 10 students
  • Homeschool groups are subject to the same minimum (10) and maximum (60) size limits as any other group. To ensure the maximum learning potential of each group we also expect that homeschool students will be about the same grade level (for example:
    grade K/1, 1/2, 5/6 etc).
  • Childcare is not provided on site and ideally alternate arrangements should be made for younger siblings during your visit. Siblings are welcome to come and play on site provided that they are supervised by an adult. Consistent with our standard rental group policy & fees.
  • We welcome all students to our Program. We do however kindly request that you contact the Outdoor Education Director (outdoored@stillwood.ca) to discuss any and all specific behavioural or educational special need situations. Stillwood does not have additional staffing to give dedicated support to students who require dedicated resources.

Addons & Extras

  • Lunch is available for purchase on site, lunch cannot be brought from outside and so purchasing on-site lunch is a requirement for the full day program.
  • A Snack is available for purchase on site.
  • Additional activities can be added onto your Outdoor Education Experience. Activity availability is limited and not guaranteed.
  • Is the Program suitable for students with special behavioural or educational needs?

Sound & AV Equipment:

  • Stillwood only offers sound equipment in meeting rooms that have a capacity of over 100 persons
  • Medium/Large meeting rooms have the following sound equipment. Any additional equipment must be supplied by the guest group
    • 4 XLR Cables
    • 2 Mic Stands
    • 2 Mics
    • 2 DI Boxes
    • 1 Music Stand
  • The Chapel sound system uses a digital sound board. Digital sound board routing systems are very complex and require an experienced sound tech. Stillwood can not supply a sound tech, and may not have any staff onsite that are familiar with the chapel system.
  • Guest groups must provide their own sound tech personnel.
  • All meeting rooms have TV’s with an HDMI connection. With the exception of maple room Stillwood does not have projectors or screens for guest use.

Base Fees:

  • The base fee include your meals, 1 meeting space (based on your group size), and all participants grounds fees. These are calculated on a per meal basis. If you stayed at Stillwood for 2 nights and had 7 meals the base cost would be the number of participants times 7 meals.Weekday (Mon-Fri) Rates (weekend rates add $2/meal)
    • Adult Participants (19+)
      • 0-15 = $36/meal
      • 16-34 = $32/meal
      • 35-74 = $30/meal
      • 75+ = $28/meal
    • Youth Participants (13-18)
      • 0-15  = $34/meal
      • 16-34 = $30/meal
      • 35-74 = $26/meal
      • 75+ = $24/meal
    • Child Participants (4-12)
      • 0-15 = $26/meal
      • 16-34 = $20/meal
      • 35-74 = $18/meal
      • 75+ = $16/meal

Foodservice Fees

  • Individual Meals
    If an individual comes just for one meal, the cost per meal is as follows. This does not include meeting or grounds fees.

    • Adult/Youth breakfast = $9/meal
    • Adult/Youth Lunch = $12/meal
    • Adult/Youth Supper = $17/meal
    • Child breakfast = $5/meal
    • Child Lunch = $8/meal
    • Child Supper = $10/meal

    Miscellaneous Foodservice Fees

    • Simple banquet: This is to use the entire dining hall as your meeting room and a meal. For example, decorate the dining hall as for a birthday = $27/meal
    • Coffee/Snack Break: If you are staying overnight this is included. For day use or extra breaks = $5/snack
    • Food Inflation Adjustment: We reserve the right to add our inflation costs on your final bill. As a non profit charity we do not profit from hosting your group. However we still need to cover our costs, therefore as we experience food inflation we pass it to our guests.

Activity Fees

    • Grounds Fee, includes all unsupervised activities onsite. Included in base fee = $5/day
    • Swimming Pool = 100/hr, 500/day
    • Laser Tag* = 100/hr
    • Sky High & Zip Line* = 300/hr, 1000/day
    • Archery* = $50/hr
    • Canoe* = $350/day
    • Outdoor Climbing = $30/hr, $120/day
    • Climbing Tower = $100/hr, $500/day
    • Outdoor Education Module* = $10/student, $18/student (2 modules)
    • Games Room = $50/hr, $250/day
    • Supervisor/Instructor = $40/hr/instructor

    *Inclues Instructor fee

Accommodations and Meeting Rooms

  • Accommodations
    • Linen Package = $40/each
    • Cottages = $100/each/night
    • Motel = $65/room/night
    • Dorm = $250/floor/night
    • Cedar/Hickory = $180/night
    • Balsam = $500/night

    Meeting Rooms 1 meeting room is included in base fees:

    • Small Additional Meeting Room = $50/hr, $250/day
    • Medium Additional Meeting Room = $75/hr, $350/day
    • Large Additional Meeting Room = $100/hr, $500/day
    • Meeting Room Day Use = $20/person
    • Outdoor Large Tent Rental = $1200
    • Meeting Room Sound Tech = $50/hr
    • Additional Tables = $10/table

Activity Policies:

  • We suggest that you break your participants into groups of 15 or less. Many of our activities can not handle more than 15 people per hour.
  • Put transition time into your schedule. We suggest allowing for 15 minutes of time between each activity block.
  • If you are booking an activity for a day it will consist of a maximum of 6 hours. Logistically it is not possible for us to do a single activity for more than 6 hours in one day.
  • The maximum number of participants for a day is 6 hours times the max number per hour the activity can accommodate. For example the zip line has a max of 25/hour, so in 1 day the most we can put though our zip line is 150 people.
  • Please be aware that dependent on the time of year all the activities may not be available. There is never a guarantee that we can provide that activity based on factors outside of our control like weather or staffing issues.

Activity Specifics:

Sky High Adventure Ropes Course

  • Rates: $300/per hour, $1000 for a 6-hour day.
  • Numbers: Can accommodate 25 people in one hour
  • Instructors: All certified instructors included in the rate.
  • The Sky high course does not include the Zip Line. Due to logistics the zip line must be booked separately.

Zip Line

  • Rates: $300/per hour, $1000 for a 6-hour day.
  • Numbers: Can accommodate 25 people in one hour
  • Instructors: All certified instructors included in the rate.
  • The Sky high course does not include the Zip Line. Due to logistics the zip line must be booked separately.

Indoor Climbing Wall

  • Rates: $100/ hour or $500/day
  • Numbers: Can accommodate 10 people per hour, per instructor
  • Instructors: Instructor $40/per hour.

Canoeing & Kayaking

  • Rates: $350/day
  • Numbers: Can accommodate 20 people per hour.
  • This is a rental only no direction or supervision is provided. Groups must provide their own instructors & safety personnel
  • Transportation to the lake is not included. Stillwood will transport boats, lifejackets and paddles.

Archery

  • Rates: $50/ hour or $250/day
  • Numbers: Can accommodate 16 people per hour.
  • Instructors: Price includes a trained supervisor.

Outdoor Climbing Wall

  • Rates: $30/hour or $120/day
  • Numbers: Can accommodate 10 people per hour per instructor.
  • Instructors: $40/hour

Low Ropes Course

  • Rates: FREE
  • Numbers: Can accommodate 30 people per hour.
  • Instructors: $40/hour
  • Low Ropes is primarily a team building activity. Stillwood instructors use the course to facilitate team building exercises.

Swimming Pool

  • Rates: $100/hour or $500/day
  • Numbers: Can accommodate 50 people per Lifeguard
  • Instructors: $40/hour per lifeguard Groups are permitted to provide their own certified lifeguard(s)
  • The pool is only available to book for guest groups in June and September. Difficulties in hiring lifeguard staff can result in last minute pool activity cancelations.

Laser Tag

  • Rates: $100/hour or $500/day
  • Numbers: Can accommodate 15 people per hour
  • Instructors: A Stillwood instructor is included in the rate

Games Room

  • Rates: $50/hour or $250/day
  • Numbers: The room can handle about 10 persons playing games at one time.
  • Instructors: While a Stillwood supervisor is not required it is important that groups supervise activities in the space.
  • Our small games room (located in our barn building) has pingpong, pool, air hockey and Foosball tables to enjoy.

Gymnasium

  • Rates: $100/hour or $500/day
  • Numbers: Can accommodate over 500
  • Instructors: While a Stillwood supervisor is not required it is important that groups supervise activities in the Gym.

Disc Golf

  • Rates: The disc golf course is free to play. If you are reserving the entire course for a tournament the cost is $5/player
  • Numbers: Can accommodate 72 people per round. 1 round takes about 2 hours.
  • Instructors: Stillwood instructors are not necessary for this activity, however your group should still be supervised by your own staff/volunteers.
  • Stillwood has very few discs to borrow, guests must provide their own discs.

Outdoor Volleyball, Basketball, GagaBall, 9 square & field Games

  • Rates: FREE
  • Numbers: Depends on the activity. Our fields can accommodate thousands of individuals.
  • Instructors: Stillwood instructors are not necessary for this activity, however your group should still be supervised by your own staff/volunteers.
  • Stillwood has a limited number of balls that can be borrowed for these activities.

Playground

  • Rates: FREE
  • Numbers: No Limit
  • Instructors: Stillwood instructors are not necessary for this activity, however your group should have supervision while at this activity.

Hiking Trails

  • Rates: FREE
  • Numbers: No Limit
  • Instructors: Stillwood instructors are not necessary for this activity, however your group should have supervision while at this activity.

 

Program Participants:

  • Due to the amount of equipment required the size limit on any group is 60 students.
  • The minimum number of participants is 10 students
  • Homeschool groups are subject to the same minimum (10) and maximum (60) size limits as any other group. To ensure the maximum learning potential of each group we also expect that homeschool students will be about the same grade level (for example:
    grade K/1, 1/2, 5/6 etc).
  • Childcare is not provided on site and ideally alternate arrangements should be made for younger siblings during your visit. Siblings are welcome to come and play on site provided that they are supervised by an adult. Consistent with our standard rental group policy & fees.
  • We welcome all students to our Program. We do however kindly request that you contact the Outdoor Education Director (outdoored@stillwood.ca) to discuss any and all specific behavioural or educational special need situations. Stillwood does not have additional staffing to give dedicated support to students who require dedicated resources.

Addons & Extras

  • Lunch is available for purchase on site, lunch cannot be brought from outside and so purchasing on-site lunch is a requirement for the full day program.
  • A Snack is available for purchase on site.
  • Additional activities can be added onto your Outdoor Education Experience. Activity availability is limited and not guaranteed.
  • Is the Program suitable for students with special behavioural or educational needs?

Program Participants:

  • Due to the amount of equipment required the size limit on any group is 60 students.
  • The minimum number of participants is 10 students
  • Homeschool groups are subject to the same minimum (10) and maximum (60) size limits as any other group. To ensure the maximum learning potential of each group we also expect that homeschool students will be about the same grade level (for example:
    grade K/1, 1/2, 5/6 etc).
  • Childcare is not provided on site and ideally alternate arrangements should be made for younger siblings during your visit. Siblings are welcome to come and play on site provided that they are supervised by an adult. Consistent with our standard rental group policy & fees.
  • We welcome all students to our Program. We do however kindly request that you contact the Outdoor Education Director (outdoored@stillwood.ca) to discuss any and all specific behavioural or educational special need situations. Stillwood does not have additional staffing to give dedicated support to students who require dedicated resources.

Addons & Extras

  • Lunch is available for purchase on site, lunch cannot be brought from outside and so purchasing on-site lunch is a requirement for the full day program.
  • A Snack is available for purchase on site.
  • Additional activities can be added onto your Outdoor Education Experience. Activity availability is limited and not guaranteed.
  • Is the Program suitable for students with special behavioural or educational needs?

Activities

Activity Preparation

It is important that you plan a schedule for your time here at Stillwood. While we will provide the activity and instructors Stillwood is unable to map out a schedule for the unique needs of your retreat. Here are some details to keep in mind when planning your schedule here at Stillwood.

  • We suggest that you break your participants into groups of 15 or less. Many of our activities can not handle more than 15 people per hour.
  • Put transition time into your schedule. We suggest allowing for 15 minutes of time between each activity block.
  • If you are booking an activity for a day it will consist of a maximum of 6 hours. Logistically it is not possible for us to do a single activity for more than 6 hours in one day.
  • The maximum number of participants for a day is 6 hours times the max number per hour the activity can accommodate. For example the zip line has a max of 25/hour, so in 1 day the most we can put though our zip line is 150 people.
  • Please be aware that dependent on the time of year all the activities may not be available. There is never a guarantee that we can provide that activity based on factors outside of our control like weather or staffing issues.

Stillwood's High Ropes Course

Three levels. Thirty elements. Two side-by-side ziplines. It won’t take much to convince you that, when it comes to activities at Stillwood, our Sky High Adventure Park takes the cake. Maybe “raises the bar” suits it better.

  • Rates: $300/per hour, $1000 for a 6-hour day.
  • Numbers: Can accommodate 25 people in one hour
  • Instructors: All certified instructors included in the rate.

Yikes!!

If hights do not bother you, or maybe simply excite you this is the activity for you. Connected to our high ropes course are 2 zip lines. They need to be booked as seperate activities so we can ensure instructors with the proper certifications.

  • Rates: $300/per hour, $1000 for a 6-hour day.
  • Numbers: Can accommodate 25 people in one hour
  • Instructors: All certified instructors included in the rate.

Climb High

A  42-foot indoor climbing tower located in our Gym (the barn) building. It’s our ever-popular workout for the stout of heart.

  • Rates: $100/ hour or $500/day
  • Numbers: Can accommodate 10 people per hour, per instructor
  • Instructors: Instructor $40/per hour.

Paddle In Hand

From May through September, we offer canoeing and Kayaking down at cultus lake. Groups are required to transport all participants.

  • Rates: $350/day
  • Numbers: Can accommodate 20 people per hour.
  • Instructors: Price includes a trained supervisor. The group must provide at least 1 additional adult supervisor.

Test Your Accuracy

Take the opportunity to take part in one of the most time-tested activities that camps have ever had. Bend a bow and test your strength and accuracy.

  • Rates: $50/ hour or $250/day
  • Numbers: Can accommodate 16 people per hour.
  • Instructors: Price includes a trained supervisor.

Climb High

A rock wall climbing experience located in our back yard forest.

  • Rates: $30/hour or $120/day
  • Numbers: Can accommodate 10 people per hour per instructor.
  • Instructors: $40/hour

Team Building

Challenge your team’s dynamics with our low ropes challenge course. It’s surprisingly easy to laugh and be frustrated at the same time. This activity is FREE however the benefit of the activity comes alive when we have one of our trained team building instructors aid you through some of our team building activities on the low ropes course.

  • Rates: FREE
  • Numbers: Can accommodate 30 people per hour.
  • Instructors: $40/hour

Cool Off From The Heat

A huge Jr. Olympic Sized, outdoor swimming pool is available from June to September.

  • Rates: $100/hour or $500/day
  • Numbers: Can accommodate 50 people per Lifeguard
  • Instructors: $40/hour per lifeguard Groups are permitted to provide their own certified lifeguard(s)

Lasers Everywhere

A do-it anywhere type of activity, our grounds are a fantastic place to have a great game of laser tag.

  • Rates: $100/hour or $500/day
  • Numbers: Can accommodate 15 people per hour
  • Instructors: A Stillwood instructor is included in the rate

Our small games room (located in our barn building) has pingpong, pool, air hockey and Foosball tables to enjoy.

  • Rates: $50/hour or $250/day
  • Numbers: The room can handle about 10 persons playing games at one time.
  • Instructors: While a Stillwood supervisor is not required it is important that groups supervise activities in the space.

Indoor Adventures

Our large gymnasium (located in our barn building) can accommodate a group of any size. The space has balls, & equipment for all types of gym activities.

  • Rates: $100/hour or $500/day
  • Numbers: Can accommodate over 500
  • Instructors: While a Stillwood supervisor is not required it is important that groups supervise activities in the Gym.

Huck It

Stillwood has a 18 hole disc golf course over 6000ft long though 40 acres of property. Players need to bring their own discs/frisbees to play the course.

  • Rates: The disc golf course is free to play. If you are reserving the entire course for a tournament the cost is $5/player
  • Numbers: Can accommodate 72 people per round. 1 round takes about 2 hours.
  • Instructors: Stillwood instructors are not necessary for this activity, however your group should still be supervised by your own staff/volunteers.

So Much To Explore

There are separate courts/fields for your use – we supply the balls no charge just let us know you want to use them..

  • Rates: FREE
  • Numbers: Depends on the activity. Our fields can accommodate thousands of individuals.
  • Instructors: Stillwood instructors are not necessary for this activity, however your group should still be supervised by your own staff/volunteers.

Play All Day

Stillwood has a natural playground with elements to Brin out everyones inner child.

  • Rates: FREE
  • Numbers: No Limit
  • Instructors: Stillwood instructors are not necessary for this activity, however your group should have supervision while at this activity.

Trail Masters

Using Stillwood as a base, there are days worth of hiking trails through the BC parks system. We have trail maps of common hiking routs. As the trails are subject to weather events the status of the trail could change at any moment making a section impassable.

  • Rates: FREE
  • Numbers: No Limit
  • Instructors: Stillwood instructors are not necessary for this activity, however your group should have an experienced hiking guide and emergency supplies.

Fees
__________

The base fee include your meals, 1 meeting space (based on your group size), and all participants grounds fees. These are calculated on a per meal basis. If you stayed at Stillwood for 2 nights and had 7 meals the base cost would be the number of participants times 7 meals.

Weekday (Mon-Fri) Rates (weekend rates add $2/meal)

  • Adult Participants (19+)
    • 0-15 = $36/meal
    • 16-34 = $32/meal
    • 35-74 = $30/meal
    • 75+ = $28/meal
  • Youth Participants (13-18)
    • 0-15  = $34/meal
    • 16-34 = $30/meal
    • 35-74 = $26/meal
    • 75+ = $24/meal
  • Child Participants (4-12)
    • 0-15 = $26/meal
    • 16-34 = $20/meal
    • 35-74 = $18/meal
    • 75+ = $16/meal

Individual Meals
If an individual comes just for one meal, the cost per meal is as follows. This does not include meeting or grounds fees.

  • Adult/Youth breakfast = $9/meal
  • Adult/Youth Lunch = $12/meal
  • Adult/Youth Supper = $17/meal
  • Child breakfast = $5/meal
  • Child Lunch = $8/meal
  • Child Supper = $10/meal

Miscellaneous Foodservice Fees

  • Simple banquet: This is to use the entire dining hall as your meeting room and a meal. For example, decorate the dining hall as for a birthday = $27/meal
  • Coffee/Snack Break: If you are staying overnight this is included. For day use or extra breaks = $5/snack
  • Food Inflation Adjustment: We reserve the right to add our inflation costs on your final bill. As a non profit charity we do not profit from hosting your group. However we still need to cover our costs, therefore as we experience food inflation we pass it to our guests.
  • Grounds Fee, includes all unsupervised activities onsite. Included in base fee = $5/day
  • Swimming Pool = 100/hr, 500/day
  • Laser Tag* = 100/hr
  • Sky High & Zip Line* = 300/hr, 1000/day
  • Archery* = $50/hr
  • Canoe* = $350/day
  • Outdoor Climbing = $30/hr, $120/day
  • Climbing Tower = $100/hr, $500/day
  • Outdoor Education Module* = $14/student
  • Games Room = $50/hr, $250/day
  • Supervisor/Instructor = $40/hr/instructor

*Inclues Instructor fee

Accommodations

  • Linen Package = $40/each
  • Cottages = $100/each/night
  • Motel = $65/room/night
  • Dorm = $250/floor/night
  • Cedar/Hickory = $180/night
  • Balsam = $500/night

Meeting Rooms 1 meeting room is included in base fees:

  • Small Additional Meeting Room = $50/hr, $250/day
  • Medium Additional Meeting Room = $75/hr, $350/day
  • Large Additional Meeting Room = $100/hr, $500/day
  • Meeting Room Day Use = $20/person
  • Outdoor Large Tent Rental = $1200
  • Meeting Room Sound Tech = $50/hr
  • Additional Tables = $10/table