Still Meadow Policies and Procedures
Please do take the time to read as there are many important details. If you have a coordinator working with you please share with them as well. Thank you.
Check in times
Check in begins at noon the first day of your event. Check-out is at noon the last day of your event. On occasion, particularly in our peak seasons, we may need you to check out of rooms by 9 am. This will be communicated to you prior to your event. We appreciate your help in communicating this to your event participants and ask that they have all belongings out of the rooms so that housekeeping may begin. If your event runs past noon you may keep suitcases etc. in the lobby of the main building. These are general check in /out times. If your event begins at lunch for instance we will certainly let you check in before noon. In cases such as these we will customize your check in and out times on your individual contract.
Early arrivals
We no longer allow early arrivals. We have established an executive rate with the Comfort Suites. The Comfort Suites in Clackamas is located just over 6 miles from Still Meadow. Their phone number is (503) 723-3450. They can also be found on-line. In addition to the Comfort suites your participants may choose to stay at the near-by Clackamas River House bed and breakfast. They are located just under 3 miles from Still Meadow. Their phone number is 503-502-8478 and they can be found on the web at clackamasriverhouse.com. They are familiar with Still Meadow but we do not have special rates with them.
If we are able to accommodate late departures we will let you know. However your participants should not assume that this will be the case.
Office Hours
Our office hours are 9-5 Monday – Friday and during event break times on Saturday and Sunday. During the hours of 9-5 Michelle, Polly or Karen will be available. If for some reason you do not find someone in the office please connect with your contact at Still Meadow. Cell numbers will be given to you upon arrival.
After 5 pm the facilitator or point person from your group may call Michelle, Polly or Karen if it is of an urgent nature. If it is not urgent we kindly ask that you get in touch with us the following day. Please note however after 5 pm you may not get an immediate phone call back but they will return your call once they receive it.
Break out space
We have two break-out options for you to rent. Please see the 2017/18 rate sheet for information.
Credit Cards
We take Visa and Mastercard. There is a 2% surcharge if you pay by credit card, 3% if it is keyed on over the phone. Payment is still due, in this case, in one total swipe at the beginning of your event.
Inclement Weather: We have experienced some interesting and unusual weather in our region the past couple of years. It is not a typical practice of ours to cancel events. However if for some reason there is inclement weather hindering the ability to arrive at the center (such as: ice, snow or a regionally recognized heat advisory). We will notify the event organizer and will discuss date options to move the scheduled time. If there is not an alternate date that will work then the deposit monies will be refunded.
Our Neighborhood: We ask that you make your participants aware that they need to remain on Still Meadow property while they are here and do not venture off property into the neighborhood. Look for ground stakes that label our various trail heads for those who want exercise etc.
Residential Kitchens: The residential kitchens are not available for participant use. The dining and meal experience is part of the overall experience here at Still Meadow. If a participant has restrictive dietary needs our executive chef will work with them to address their needs.
Lunch: If your event offers a non-residential option we now require that the lunch meal be built into the seminar / retreat package.
Speed
Due to the abundant wildlife, our gravel driveway, as well as Still Meadow’s residential pets and children we have a very strict 5 mph speed. Yes, it’s very slow we understand but just consider it an opportunity to settle into the peaceful forest experience you will have here.
Camping
Due to our septic systems and other building logistics we only allow 10 campers total. This refers to the number of people, not tents, and also includes camping vehicles, people in cars etc. The camping rate is $20 per person per night. If you require electricity for your camping vehicle the rate is $25 per person per night.
Dorm Rooms
In order to utilize the dorm rooms at dorm pricing your must have a minimum of three people staying in the same dorm room.
Emergencies
In the binders in the residential rooms, on the main bulletin board in the office, and posted in each house there are emergency instructions. If someone in your group finds themselves in an emergency situation, medical or otherwise, please call 911. In the binders as well as posted in the office you will find our physical address, phone numbers, and maps to the nearest urgent care and emergency facilities. There are phones available in Retreat house, the office lobby, and the upper and lower levels of Garden house.
Assignments of residential rooms:
Although you may have reserved the main meeting space, if your numbers are not large enough to occupy the entire facility, we will keep Gaia Space off-line for a potential second booking. To reduce utility costs we ask that you assign residential rooms first to Garden, Osprey and Retreat. If your numbers are large enough then assign to Cedars and Gaia. If your numbers are not large enough, keep Gaia off-line so we can utilize for a potential second booking. We understand the desire to want to spread people out but we are no longer allowing two or three people per house. We ask that you condense your housing.
Deadlines
Our kitchen manager and Executive chef is Tom Weatherell. His email is
· Dietary spreadsheet needs to be sent to Tom no later than 7 days before the event. This allows appropriate time for Tom to menu plan and accommodate for dietary restrictions. It also allows time to staff the kitchen appropriately.
· Room lists need to be sent no later than 72 hours prior to your event. We do realize that there are often last minute sign-ups but please do send us the bulk of your assignments 72 hours prior.
· Along with the room list we ask for you to indicate your daily schedule so we know when your break times are taking place. This allows us appropriately schedule housekeeping. You will find this sheet along with your residential agreement.
Dietary Restrictions
Please familiarize yourself with the participant dietary request form found via the facilitator link on-line. Please make sure that you send out the dietary form to your participants well in advance of your event. The meal services are part of the overall experience here at Still Meadow. We do not allow people to prepare or bring their own food.
F.A.Q
It would be our suggestions that perhaps you include our FAQ link from our website in one of your emails to your participants so they can familiarize themselves with our environment. http://stillmeadowretreat.org/retreats-events/faq/ (particularly helpful is the “can you recommend any items that would be helpful to have”) We have received feedback from past participants who said they were surprised by our no shoes policy, no open containers in the sanctuary, how dark is was at night etc. Some people have felt they were unprepared.
Event Point Person
We require a coordinator or point person from your event to be on the property at all times. Optimally this would be someone other than the facilitator, particularly if it is a large event. This should be someone who is familiar with the group and its participants. This will be the person that is the liaison between individual participants and Still Meadow office and kitchen staff. This person must be on-site before the first participant from the event arrives. They must also be available for participants who arrive late due to flights etc. This person will be responsible for showing people to their rooms and answering any questions participants may have at landing and throughout the event. If there is something that is needed from a Still Meadow staff member this person will come to us directly. This person will have access to and be responsible for the box of keys for the residential rooms should a participant lock themselves out.
It is highly advised that this person come to Still Meadow prior to the event to familiarize themselves with the facility etc. Please feel free to schedule a tour with either Michelle, Polly or Karen.
Payment
Payment is due via a single check or credit card swipe upon arrival of your event. After we have your room list and all of the details of your event we will email an invoice to you in time for you to review before you arrive. Should adjustments need to be made, in either direction, after the invoice has been paid we will take care of this at the end of your event.
Release form
We require all participants to sign a release form upon arrival. Upon the facilitator / coordinator’s arrival we will provide you with one release form and the appropriate number of signature lines for each participant’s name. Please return the completed form to the office.
Alcohol
Still Meadow is not allowed to serve alcohol. If anyone in your event is planning on consuming alcohol you must let us know, in writing, prior to your event. An additional alcohol waiver will need to be signed in this case. Please contact us to discuss the details specific to your event however as additional steps may need to be taken. This is particularly true if people will be coming and going from the property.
If you are planning on serving alcohol during your event we will need to have you carry a 1 million dollar commercial policy. It cannot be a personal or homeowner policy. It must state in that policy that you are purchasing the alcohol and that Still Meadow is protected in the event that there is personal or property damage. You can purchase a single event policy for approximately $255
If this applies to your event please let us know and we will provide you with a contact person at Gales Creek Insurance who can help you.
Cigarette smoking and vaping
We have one dedicated space for smoking. Currently it is located under the gazebo near the main building. Our dedicated smoking area is the only area on the property where we allow smoking. No smoking is allowed in the buildings, in the hiking trails, in the parking lot or walking around the property in general.
Marijuana
Although this substance is now legal in Oregon we do not allow it on our premises.
Minimum participant count.
We have a strict 20 person minimum for our main space and 10 person minimum for Gaia space. We realize however that people may remove themselves from an event at the last minute. Should your event numbers fall below the minimum here is the financial breakdown.
If you let us know 72 hours prior to the start if your event you will not be charged for any meals. If it is less than 72 hours you will be charged for ½ of the daily meal cost per person under the minimum. Additionally you will be charged $55 per night per person under the minimum. No tax will be charged.
Our prices
We will continue to keep our prices unpublished. Just a friendly reminder however that if you increase our prices to cover admin fees etc., that you present your event to the public in a package deal and do not increase our itemized cost from us to you.
Please do let us know if there is anything we can do to assist you. Depending on whomever you are working with on Still Meadow’s end you can reach us by email:
Michelle Walker:
Polly Maliongas:
Karen Harte:
Tom Weatherell for all kitchen/food/menu related items:
Office: 503.658.8793
Respectfully,
Still Meadow Office
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