Group Reservation and Usage Policies
The following policies apply to groups reserving William Black Lodge. These policies are part of the contracted agreement between William Black Lodge and the group/organization making the reservation.
Group Reservation Priority, reservation fees for non-PCUSA groups
Deposit: $50 (PCUSA) or $100 (Partner/Other) per number of rooms requested is required. Contract is not complete or rooms reserved until signed contract and deposit are received. (see cancellation policy) Note: Only the number of rooms that have a deposit are guaranteed for your group. If you find the group is going to be larger or smaller than your initial request, please contact the Lodge for contract/deposit adjustment.
William Black Lodge will provide coffee and hot water for tea in the Lobby before breakfast and throughout the day. Ice chests with ice is available for your convenience. Each group must supply all necessary paper products for any snack foods your group may bring including cups, napkins, plates and utensils. The group is responsible for clean-up and should leave the area in the same condition prior to their use.
Exclusive/Open Use: (* or #) William Black Lodge is able to host 50+ guests in 25 guest rooms. Exclusive use limits the Lodge’s ability to provide rooms/facilities for additional guests (including professionals in ministry) which helps support or fulfill the Lodge’s mission. However, we do understand that there may be events/retreats where multiple groups and/or non-group presence might interfere with the desired intimate environment of a retreat. When exclusive use is requested, Rev. Tommy Brown, Director of William Black Lodge will contact the listed group leader to discuss and clarify the parameters/requirements of exclusive use requests.
During prime seasonal weekends an additional fee of up to $750/day may be assessed if an ‘exclusive use’ group is utilizing less than (20) of the available rooms in the lodge. This policy applies only to the primary building and does not impact cottage rental.
Lodge Guidelines: Group Leaders are responsible for sharing the following information with group members.
Group Cancellation Policy:
Supervision/Responsibility
Revised: February 2023
The following policies apply to groups reserving William Black Lodge. These policies are part of the contracted agreement between William Black Lodge and the group/organization making the reservation.
Group Reservation Priority, reservation fees for non-PCUSA groups
- William Black Lodge will hold prime weekends (May-October) for PCUSA related groups. If these dates have not been reserved 6 months in advance, we will open these weekends for non-PCUSA groups (i.e. - family reunions, other denominations, etc…).
- William Black Lodge will also require a $100 deposit to hold each room for such reservations made by entities or groups not affiliated with the PCUSA.
Deposit: $50 (PCUSA) or $100 (Partner/Other) per number of rooms requested is required. Contract is not complete or rooms reserved until signed contract and deposit are received. (see cancellation policy) Note: Only the number of rooms that have a deposit are guaranteed for your group. If you find the group is going to be larger or smaller than your initial request, please contact the Lodge for contract/deposit adjustment.
- Deposit/Payment Collection - William Black Lodge requires all groups PCUSA and non-PCUSA to cover fees (rooms and meals) for a minimum of 15 rooms and 15 meal packages at the contracted rate. The group is expected to collect payment for rooms and meals, paying deposit and full payment within contracted terms. William Black Lodge will no longer collect payments from individuals who come to the lodge as part of any group unless specifically pre-arranged and approved by the lodge director.
- Final Count/Balance Payment – We understand that group numbers do change. However, we do require a final count for rooms reserved and meal service count no later than 14 days prior to arrival date. Balance payment in full for the group reservation is due at this time.
- The group leader will arrange all room assignments in the reserved portion(s) of the lodge. Staff is available to assist and advise with this process. A room assignment list including individual names is required for the lodge office for guest location during the group stay. Room keys will be distributed by group leader/designate during group arrival. All keys are returned to the WBL office upon departure. A $5 fee will be assessed for lost keys.
- Chapel/Meeting room reservation (These fees may be waived at discretion of the WBL director for groups utilizing 20+ guest rooms) When not included, reservation of the chapel/meeting room requires a deposit of $75 due at time of deposit and is non-refundable. Fee for the Chapel/Meeting room are generally $75 per day with a maximum charge of $150 per weekend (Friday, Saturday, Sunday) and $200 per week. The group is responsible for set-up and take-down of chairs, table, and equipment used.
William Black Lodge will provide coffee and hot water for tea in the Lobby before breakfast and throughout the day. Ice chests with ice is available for your convenience. Each group must supply all necessary paper products for any snack foods your group may bring including cups, napkins, plates and utensils. The group is responsible for clean-up and should leave the area in the same condition prior to their use.
Exclusive/Open Use: (* or #) William Black Lodge is able to host 50+ guests in 25 guest rooms. Exclusive use limits the Lodge’s ability to provide rooms/facilities for additional guests (including professionals in ministry) which helps support or fulfill the Lodge’s mission. However, we do understand that there may be events/retreats where multiple groups and/or non-group presence might interfere with the desired intimate environment of a retreat. When exclusive use is requested, Rev. Tommy Brown, Director of William Black Lodge will contact the listed group leader to discuss and clarify the parameters/requirements of exclusive use requests.
During prime seasonal weekends an additional fee of up to $750/day may be assessed if an ‘exclusive use’ group is utilizing less than (20) of the available rooms in the lodge. This policy applies only to the primary building and does not impact cottage rental.
Lodge Guidelines: Group Leaders are responsible for sharing the following information with group members.
- Check-in time is from 3:00 p.m. until 5 p.m. (rooms may be ready earlier, please call).
- Check-out time is 10:30 a.m. (unless arranged/approved in advance).
- Food and Drink is preferred in the Dining Room, Chapel, Lobby, or Porch/Patio areas. If food/drink is taken to rooms, the group assumes responsibility for spills, stains and payment of additional cleaning fees.
- William Black Lodge is a Smoke-Free Building. Smoking is allowed in limited areas of Montreat. Please use appropriate receptacles for ashes and cigarette butts.
- Additional Charges May Be Assessed for spaces requiring additional cleaning due to food stains, candle wax residue, broken furnishings, smoking in the building, additional cleaning, or setting off fire alarms when fire/smoke is not present.
- Quiet time is between 11 pm and 7 am: Please be respectful of other persons staying in the lodge.
Group Cancellation Policy:
- Group deposits/payments are non-refundable within 14 days of reservation.
- Group Cancellations within 60-15 days in advance of reservation will forfeit full deposit.
- Group Cancellations up to 180-60 days in advance of reservation, will have the opportunity to reschedule at the time of their cancellation. The reservation must be within a 12 month period. Full deposit amount will be applied to the rescheduled reservation. If group is not able to reschedule, deposit payment is forfeited.
- Group Cancellations up to 180 days in advance of reservation, will receive a full refund of deposit and other payments made.
- No refunds for rooms or meals will be given if not cancelled 14 days prior to your arrival date.
- Invoice balances are due at least 14 days prior to check-in.
Supervision/Responsibility
- All rental groups agree that group/church/organization is solely responsible to implement appropriate screening and supervision to protect children, youth, and vulnerable adults attending the group's function at William Black Lodge. Supervision of youth/children/vulnerable adults is the group leader's responsibility. WBL staff is not responsible for supervision at any time during retreats/events.
- Group leaders will arrange all room assignments in the reserved portion(s) of the lodge (staff are available to assist with this process). A room assignment list including individual names is required for the lodge office for guest location during the group stay. Group leaders shall check rooms at time of departure and let WBK staff know if there is anything which needs attention.
Revised: February 2023