Terms of the Rental Agreement
The following statements are printed on the rental contract.
The group leader or event director, designated as RENTER, must read and initial each of the following statements while filling out the contract, signifying that they understand and agree to abide by these guidelines. The RENTER has read the Rental Terms and Conditions listed on the front of the printed contract, and understands that they constitute the terms of this contract with Camp Mardela. The RENTER agrees to abide by, convey, and enforce ALL of these guidelines to each participant attending the contracted event. The RENTER agrees to assume full responsibility for all activities and participants during the period of time contracted. The RENTER agrees to exercise utmost care of the facilities, and will arrange payment for all damages caused during contracted use. The RENTER understands/agrees that failure to follow these guidelines will constitute a breach of this contract with Camp Mardela, and may result in denial of applicable refunds, limitations on use of the facilities, early departure from the camp, additional bills for damages/misuse, and/or refusal of future use of the camp property, according to the discretion of the camp administrator. The RENTER agrees to indemnify and defend OWNER and all of OWNER’s officers, agents, and employees from and against all liability for injuries to or deaths of persons or damage to property caused by RENTER’s use of, occupancy of, or operations upon the demised premises and use of equipment.
After you have determined that you would like to rent Camp Mardela for an upcoming event, you should follow these steps to finalize your reservation.
Contact us to inquire about possible dates and availability of the buildings/areas you would like to rent. Once a mutually agreeable date is found, you will be sent a contract, a Water Safety Agreement (if needed), and an Estimated Rental Fee worksheet. You can download these forms at the bottom of this page.
You should read all of the policies on pages 1 & 2 of the contract (shown above). These pages should be detached and kept for you to refer to later. Fill out pages 3 & 4 providing contact and billing information, arrival and departure times, estimated group size, and indicating the facilities you are requesting. Read and initial the five statements on page 4 (shown above) and sign in the box designated as RENTER.
Use the Estimated Fee Sheet to estimate what your total rental fee will be. Camp Mardela requires a deposit of 25% of your estimated total rental fee to finalize your reservation. The minimum deposit accepted is $50.00 for any event
Mail pages 3 & 4 of your contract, your Estimated Rental Fee sheet, and your deposit to Camp Mardela.
Upon receiving these three items, Camp Mardela will call or send other confirmation of your event.
Groups canceling a reservation after a deposit has been made will be charged a $50.00 cancellation fee, which will be deducted from the deposit. Any balance over that may be refunded if the cancellation is reported at least 60 days prior to the event.
Cancellations made 30 – 59 days prior will be refunded 50% of the balance, and cancellations made less than 30 days before an event will not receive a refund.
Before your group’s departure, arrange a time to meet with the administrator and fill out a Final Rental Fee sheet. This sheet may vary from your estimated fee, because it will be adjusted to reflect your actual use. This sheet will be used to determine your final fee. Groups will be asked to pay the full cost of their event before leaving.
Any costs to Camp Mardela arising from damages to camp property or neglect in cleaning will be subtracted from your original deposit. the balance of your deposit will be returned to you no less than two weeks after the close of your event.
General Site Policies
Smoking is not permitted anywhere on the camp property.
No alcoholic beverages or drugs (including tobacco) are permitted on the camp property.
Firearms, fireworks, explosives and other weapons are strictly prohibited. Pets are not permitted (assisting animals are welcome).
Groups using the camp need to be sensitive to the presence of others. If you are sharing the facility with another group, it may be necessary to schedule use of common areas such as playing fields, campfire circles, picnic areas, and other recreation spaces
Care of the Facility:
We request reasonable and responsible use of the camp facilities, lighting, and equipment. Any repairs resulting from damage occurring to camp property due to improper use, neglect, or vandalism will be billed to your group. Please report any breakages or other emergencies to the camp administrator immediately.
We ask that the buildings and other areas that you use be left as clean or cleaner than you found them. A custodial checklist is available, as are basic custodial supplies. All sports equipment should be returned to storage areas. If, upon arrival, you find that the cleanliness of the facility is unsatisfactory, please report to the administrator immediately.
Camp Mardela no longer provides food service to rental groups. As with other spaces available for rental, our kitchen areas should be used responsibly, and maintained under the guidelines listed above. Damages to kitchen equipment and/or uncleanliness will be billed to your group.
Telephones are available in the large kitchen, and in the foyer of the retreat center. These phones are programmed to only make local calls, or calls to a toll-free number or calling card. Personal use of the phones should be limited, and must defer to staff use when necessary.
Please leave all vehicles in the parking spaces provided. You may drive to the retreat center and dining hall to unload luggage and food. Please DO NOT drive to the cabins. Observe speed limits. In areas where no speed limit is posted, assume a 5 mph speed limit
A limited supply of recreation equipment is available. Most is stored in a toy chest on the Craft House porch. These items need to be returned in good condition after each use. Any equipment that is lost or damaged will be billed to your group.
The hay wagon needs to be requested in advance so that a driver can be arranged. The wagon will be pulled by the camp tractor, and the driver will be provided by the camp. Any other arrangements will need to be addressed to the camp administrator at a time prior to your event. Rental groups are not permitted to operate the camp tractor, or any other motorized or mechanical equipment: i.e. mowers, tools, vehicles, etc.
Lost and Found:
Group leaders are asked to check all occupied areas thoroughly for any lost and found items. Persons leaving items should arrange to pick them up at the camp’s convenience, or pre-pay postage charges plus a $5.00 service charge to have them located and mailed.
We ask that you respect and care for God’s creation while you are here. Please do not cut/deface/remove trees or other plants/ shrubs. Please do not litter. Observe and appreciate wild animals from a distance. Please try to conserve energy. We recycle aluminum, tin, plastic, glass, and paper.
Fires may only be built in designated areas. they must be attended at all times, and extinguished with water when finished. Please check with the administrator before building a fire.
Groups With Children / Youth Not Accompanied by a Parent or Legal Guardian Leadership:
The leader/director of each group is ultimately responsible for the group’s conduct at all times: in the buildings, at meals, on the grounds, and during other activities (both organized and unorganized).
We require that you have adequate leadership to insure a strong program.
For children and youth groups, you should have no less than one adult (21 years or older) for every eight participants.
All participants must be instructed concerning use and care of the facilities and equipment, and must be supervised at all time. (See policies above.)
Camp Mardela is not responsible for the supervision or conduct of your group while you are here. It is the group leader/ event director’s responsibility to see that all policies and guidelines are followed.
Rental groups are responsible for their own first aid. It is strongly recommended that you designate a first aid provider who is certified in Standard Community First Aid or higher, and Infant/Child/Adult CPR or higher.
Leaders of children/youth events must secure and have available at all times a basic health history form for each participant that is not accompanied by a parent or legal guardian.
This form should include basic information such as allergies, medications, special needs, emergency phone numbers, and a consent statement signed by the parent or legal guardian which gives permission to provide emergency medical care if necessary.
Camp Mardela can provide sample forms upon request.