GUEST AGREEMENT

General Agreement
 

Rental groups are responsible for the actions, supervision, safety, well-being and behavior of their staff and participants at all times while at Comeca. Any damage done to the camp by a group’s staff or participant will be repaired by the camp and the group will be billed directly for the supplies and labor necessary to repair the damage.
 

Reservations
 

1. Reservations will be binding upon receipt and approval of your agreement forms and deposit. Deposits are calculated at 25% of the total rental agreement for all facility rentals and services.
 

2. Reservations will be recorded at the camp office in the order they are received. Rental groups will be given priority to use their same time in the following year, providing they reserve these dates during their staff at camp with the Office Manager.
 

Cancellation and Refund Policy
 

If a group must cancel sixty (60) or more days before agreed use, the rental deposit will be returned. If a cancellation is made less than (60) days before a scheduled use, the rental deposit will not be refunded. If the event can be rescheduled for a later date, the existing deposit may be applied.
 

Double Booking
 

Depending on your group size, Comeca does not guarantee exclusive use of the site, and other groups may potentially occupy other areas of the site during your stay. Please contact the Office Manager if you have questions regarding other groups on site during your stay.
 

Emergency Situations and Participant Information
 

1. Comeca strongly suggests that user groups gather, in writing, all participant and staff names, addresses, and emergency contact names and numbers. A list of participants with known allergies or health conditions that may require treatment, restriction, or other accommodations should also be collected. It is suggested that user groups obtain signed permission to seek emergency treatment (or a signed waiver) for all minors (under 18) when parents are not part of the group.
 

2. User groups are responsible for their own first aid, first aid supplies, emergency care, and emergency transportation. Comeca highly recommends that user groups include adults who are First Aid and CPR certified by a national-recognized provider and that they be available to provide emergency care. Additionally, an emergency vehicle should be available to transport injured participants at all times. Comeca will not provide emergency transportation, however, phones are available 24 hours a day to reach emergency medical response.
 

3. The camp requests that any serious injuries, incidents, or accidents be reported to the Director.
 

4. Key emergency numbers include: Medical/Ambulance/Fire Assistance – 911
Sheriff – (308) 324-3011
Poison Control – (800) 732-6985
Cozad Community Hospital – (308) 784-2261
Church Mutual – (800) 554-3642
 

5. Comeca recommends that all retreat rental volunteer staff working with minors complete at the minimum a Nebraska State Patrol background check through the rental organization.
 

Insurance
 

All rental groups must have and provide proof of insurance that covers all participants before using Comeca facilities. Homeowner’s insurance usually suffices for liability.
 

Food Service
 

Food service by the Comeca staff is provided for all overnight guests at three meals per day. We serve “buffet style” meals and are capable of catering groups from 15-150 people. Breakfast, lunch, and dinner are available, depending on the group’s needs. Unless special arrangements are made, the Comeca staff will plan the menu. Please inform us, at least one week prior to arrival, of any dietary needs you may have. Meals will be at the following times: Breakfast – 8:00 am Lunch – 12:00 noon Dinner – 5:30 pm

It is your group’s responsibility to be on time for meals. We cannot hold meals beyond a reasonable time. In order to reduce food waste, please inform the kitchen if for some reason part of your group will not be eating a meal. Meals are included in the pricing and will not be discounted on an individual basis.

In order to keep retreat costs down, each guest is responsible for clearing their own dishes at mealtime. Groups are asked to wipe their tables after meals.

Telephone

Each building and each room in the Overlook Lodge has a telephone available for local, collect, calling card and/or “1-800” calls.

Departure

Groups are asked to check-out with a member of the Comeca staff. Cabin/Dorm guests are asked to empty their trash in the dumpsters adjacent to the Dining Hall and vacuum the floors of the dorms (if applicable). Furniture must be put back in original position.

Billing

Prior to departure, group leaders must provide the Director or Office Manager with a final count of participants. Balance is due prior to group’s departure.
 

Comeca Rules

These rules must be shared with all group staff and participants upon arrival.

1. Groups must clean up their areas before leaving. Written instructions are posted in each building. A final
inspection can be made between the group leader and a staff member before leaving. If a group fails to cleanup prior to leaving, a cleaning fee will be charged to the group.

2. Vehicles may only be parked in the main lot and not adjacent or behind the Dining Hall or the Wilson Center. Golf cart shuttles may be available for those with difficulty getting around the camp.

3. Users are responsible for any camp property that is lost or damaged.

4. Comeca is not responsible for care or storage of personal or rental group equipment brought on site.

5. No firearms or weapons of any kind are allowed at Comeca.

6. No pets are allowed at Comeca, with the exception of a walking animal – guide or police/K-9 dog. Prior permission must be obtained by staff.
 

7. No fireworks are allowed at Comeca.
 

8. No smoking is allowed at Comeca. Any fines against the site on behalf of guests will be billed to the group.
 

9. Approved campfires are allowed in designated sites and must be supervised at all times.
 

10. Alcoholic beverages and drug use are not permitted at Comeca.
 

11. Please leave flowers and plants where they are, so all can enjoy them.
 

12. Participants should remain off the ice that covers the lake in winter months.
 

13. Any reference to Comeca or the Nebraska Annual Conference of the United Methodist Church may not be used in any written materials without the express written consent of Comeca.
 

14. All posted pool, waterfront, and other activity sites must be observed.
 

15. Rental groups are responsible for direct supervision and conduct of all participants at all times.
 

16. Groups must stay off of the climbing wall and zip line, unless under the direction of a staff member.
 

17. User groups are advised to maintain the following child (camper)/adult (staff) ratios:
Camper Age # of Staff Overnight campers Day-Only Campers
4-5 years 1 5 6
6-8 years 1 6 8
9-14 years 1 8 10
15-18 years 1 10 12

User groups are also advised to have at least two adults present during all out-of-camp activities, and to never have an adult in a one-on-one situation with a child.

Rental Group Conduct

Rental Groups should conduct themselves in a manner that promotes opportunities to help individuals develop healthy lifestyles, self-confidence, self-respect and an appreciation of their own worth as individuals. It is the focus of Comeca to provide individuals of all ages, ethnic groups, and religious affiliations quality services that seek to improve the lives of youth, strengthen families, and build a stronger community. Comeca has a rich heritage in providing countless children with enriching, wholesome summer camping experiences. We ask that the actions of our rental groups protect and uphold our heritage. We do not condone any activities that promote illegal, sexual, or harmful behaviors.

Activities at Comeca, and any references (verbal, written, or through any media) to Comeca, the Nebraska Annual Conference of the United Methodist Church, or the activities held or to be held during any rental or event, must be in keeping with the philosophy and principles with which Comeca operates and provides its services. If, in the opinion of the professional staff of Comeca, this requirement is not met, this agreement will be null and void.