Group Leader Guide 2013 - Geneva Point Center

Geneva Point Center Group Leader Guide 2013

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Geneva Point Center Group Leader Guide 2012 Welcome to Geneva Point ............................................................................................................. 7 What kind of group are you? ......................................................................................................... 7 All Adults..................................................................................................................................... 7 Family .......................................................................................................................................... 7 Youth Camps .............................................................................................................................. 7 Reservations Process and Policies ................................................................................................ 8 Information Request/Tentative Reservation ........................................................................... 8 Reservation Request ................................................................................................................. 8 Reservation Deposit .................................................................................................................. 8 Contract ...................................................................................................................................... 8 20% Contract Deposit ................................................................................................................. 8 Meal Plan and Meal Count Estimate ......................................................................................... 9 Ten Week Deposit ...................................................................................................................... 9 Two Week Payment ................................................................................................................... 9 Final Payment/Adjustment ........................................................................................................ 9 Rate Information...................................................................................................................... 10 Finance Charge ......................................................................................................................... 10 Recreation and Program Support ............................................................................................... 10 Waterfront ............................................................................................................................... 10 Guarded Open Swimming ................................................................................................... 10 General Boating ................................................................................................................... 10 Alternative Swimming Arrangements ................................................................................ 11 Water Carnival ...................................................................................................................... 11 Canoe Trips ........................................................................................................................... 11 Fishing................................................................................................................................... 11 Bringing Your Own Watercraft ........................................................................................... 12 Outdoor Opportunities............................................................................................................ 12 Sports and Activity Fields .................................................................................................... 12 Volleyball Court: one fixed sand volleyball court. ............................................................. 12 Tennis Courts: two clay courts ........................................................................................... 12 Equipment ............................................................................................................................ 12 Challenge Course (aka Teams or Low Ropes) .................................................................... 12 GPC Trails .............................................................................................................................. 12 Labyrinth .............................................................................................................................. 13 Nature Hikes ............................................................................................................................. 13 Area Attractions ....................................................................................................................... 13 Volunteer Bank Program ............................................................................................................. 13 Pre-Events Site Visits.................................................................................................................... 15

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Important Documents to Complete and Return before Your Event ........................................ 15 Schedule Planning Charts (Due Two Weeks Ahead, or sooner) ........................................... 15 Housing Charts (Due Two Weeks Ahead, or sooner) ............................................................ 15 Meeting Space Diagrams (Due Two Weeks Ahead, or sooner) ............................................ 15 Persons with Disabilities and Special Needs .............................................................................. 15 In loco Parentis............................................................................................................................. 16 Below is a partial list of “musts” for all youth camps occurring at GPC ............................... 16 Insurance ...................................................................................................................................... 16 GPC Insurance .......................................................................................................................... 16 Conference/Camp Group’s Liability Insurance ....................................................................... 16 What Your Group Members Should Know Before they Arrive ................................................. 17 Travel Directions ...................................................................................................................... 17 Realistic Expectations…Not a 4-Star Resort.......................................................................... 17 Pets ........................................................................................................................................... 17 Electrical System Limitations .................................................................................................. 17 Septic System Limitations ....................................................................................................... 17 Opening Day ................................................................................................................................. 18 Pre-Event Arrivals and Set-Up Activities ................................................................................. 18 Shipping and Receiving ........................................................................................................... 18 Check In Time ........................................................................................................................... 18 Early Arrivals ............................................................................................................................. 18 Registration Process ................................................................................................................ 18 Unloading ................................................................................................................................. 18 Parking ...................................................................................................................................... 18 Later Opening Night Meal ....................................................................................................... 19 GPC Welcome and Group Orientation .................................................................................... 19 Emergency, Health and Safety .................................................................................................... 19 Fire Safety Concerns ................................................................................................................ 19 Smoking ................................................................................................................................ 19 Matches and Candles ........................................................................................................... 19 Campfires ............................................................................................................................. 19 Torches and Grills ................................................................................................................. 20 Fireworks .............................................................................................................................. 20 Water Safety............................................................................................................................. 20 Weather Safety ........................................................................................................................ 20 Driving, Parking, Speed Limit (5 Miles per Hour) ................................................................... 20 Bicycles ..................................................................................................................................... 20 Golf Carts .................................................................................................................................. 20 Things that Live in the Woods (Animals and Bugs) ............................................................... 21 Wear Your Shoes!..................................................................................................................... 21 Lodging ......................................................................................................................................... 21 Linen Service ............................................................................................................................ 21 Optional Linen Service: ........................................................................................................ 21 Pillows & Blankets................................................................................................................ 21

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Mid-Week Towel Exchange ................................................................................................. 22 Extra Accommodations ........................................................................................................... 22 Right of Entry ........................................................................................................................... 22 Food Service ................................................................................................................................. 22 Meal Times ............................................................................................................................... 22 Designated Dining Rooms and other Dining Spaces ............................................................. 23 Bag Lunches ............................................................................................................................. 23 Special Diets and Food Allergies ............................................................................................. 23 Refreshments and Coffee Break Support .............................................................................. 23 In the Dining Room .................................................................................................................. 23 Proper Attire ........................................................................................................................ 23 During Mealtimes ................................................................................................................. 24 Kitchen Access (Staff Only) ..................................................................................................... 24 High Chairs, Booster and Strollers ...................................................................................... 24 Clearing the Dining Room.................................................................................................... 24 Guest Services .............................................................................................................................. 24 Abbott Administration Building (aka the Office) ................................................................... 24 Office Hours ......................................................................................................................... 24 Office Address ...................................................................................................................... 24 Office Contact Information ................................................................................................. 25 Guest Mail Service ................................................................................................................ 25 Internet/Computer................................................................................................................... 25 Ice Machine .............................................................................................................................. 26 Guest Laundry .......................................................................................................................... 26 Lost & Found ............................................................................................................................ 26 Coffee ....................................................................................................................................... 26 Public Phone............................................................................................................................. 26 Restrooms ................................................................................................................................ 26 Geneva Point Shops ..................................................................................................................... 27 Meeting Support .......................................................................................................................... 27 Audio Visual Equipment........................................................................................................... 27 Other Important Issues ............................................................................................................... 27 Alcohol-Responsible Use ......................................................................................................... 27 Alcohol-Special Events ......................................................................................................... 27 Alcohol-Irresponsible Use ....................................................................................................... 27 Illegal Drugs and other Illegal Substances ............................................................................. 28 Use of illegal substances or drugs, unless prescribed by a physician, is not permitted. Geneva Point guests must abide by New Hampshire state law that does not allow children under 18 years of age to purchase, possess, or use tobacco-related products. Prescription and over-the-counter medications must be kept in a secure (locked) location at all times. ............................................................................................................. 28 Smoking .................................................................................................................................... 28 Smoking Related Cleaning Fees .......................................................................................... 28 Group Signaling Devices .......................................................................................................... 28

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Courtesy Quiet Time – 10:30 pm to 8:00 am .......................................................................... 28 Use of Outdoor or Indoor Amplification (Keeping the Peacefulness) ................................. 28 Water Conservation ................................................................................................................. 29 Property Damage or Abuse ..................................................................................................... 29 Graffiti ....................................................................................................................................... 29 Departure Clean-Up (Do your part and a little more) ............................................................ 29 Staff Appreciation Fund .......................................................................................................... 30 Off-Limit Areas ......................................................................................................................... 30 Map ........................................................................................................................................... 31

Welcome to Geneva Point This guide book is primarily intended for use by the organizers and leaders of conferences, camps, retreats or other group events of 20 or more participants renting or leasing facilities or purchasing services from Geneva Point Center during our regular operating season (MayOctober). However, group leaders are responsible for conveying all rules

regarding conduct, safety or general operations contained in this guide to all participants in your event.

What kind of group are you? We ask this in a broad but important sense. Overall, you are a user group that is being hosted by Geneva Point Center, but it helps in understanding the information in this book, as well as your responsibilities as a group leader to define your group type more specifically.

All Adults All leaders and participants are at least 18 years of age.

Family In Family Groups, all children or minors are supervised by their own parent or guardian throughout their time at GPC. GPC does not provide child care or general supervision of minors.

Youth Camps Youth Camps are distinct in that you, the group leader and your staff take temporary custody of other people’s children, and are therefore subject to rules and requirements set by and monitored by the State of New Hampshire. Youth camps may be “Resident Camps” of four nights or longer in duration, “Short-term Resident Camps” of fewer than four nights, or “Day Camps” which are typically five days with no overnights. If you are planning to run a Youth Camp hosted by Geneva Point, please review the section below titled In Loco Parentis.

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Reservations Process and Policies Information Request/Tentative Reservation Groups may request information regarding availability of dates, facilities and applicable rates. At this time GPC may, at the request of a group, “pencil in” a tentative reservation of dates and facilities. However, a tentative reservation is not protected. If another party requests the same dates and facilities, GPC will call you and give you 24 hours to make an actual Reservation Request that is accompanied by the appropriate Reservation Deposit. Groups are encouraged to have a pre-reservation conference with the GPC staff to help assure that the reservation is configured as appropriately as possible to meet the needs of the group. In general, groups are strongly encouraged to reserve only those facilities they have a high degree of confidence they will actually need. GPC encourages groups to reserve all the units in one building or group of cabins before reserving additional lodging spaces. GPC discourages reservations that break up or underutilize multi-unit buildings or cabin groups.

Reservation Request Written Reservation Requests may be made up to three years in advance and must be accompanied by the appropriate deposit. NOTE: GPC reserves the right to refuse any reservation request without exception.

Reservation Deposit A Reservation Deposit of $500 is required at the time a Reservation Request is made. Reservation Requests will not be accepted without the Reservation Deposit. This is a nonrefundable deposit that will go toward your total fees.

Contract After reviewing your request, if the dates and facilities requested are available, GPC will send a Reservation Contract detailing the specific dates, facilities to be reserved, deposit due and other details. Upon issuing the Reservation Contract, GPC will hold the reservation for 20 business days. After 20 business days, if another party requests the same dates and facilities, GPC will call you and give you 48 hours to return your Reservation Contract and the appropriate Contract Deposit, before the contract is withdrawn and the dates and/or facilities in question are offered to another party.

20% Contract Deposit The Reservation Contract must be signed by a duly authorized individual and be accompanied by the indicated deposit amount. Reservations will not be confirmed without the required deposit. The Contract Deposit is equal to 20% of the estimated charges for the

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lodging and meeting space being reserved. GPC will not guarantee dates, rooms, cabins, meeting spaces or other services without a Contract Deposit. A meal plan with estimated meal counts for each meal is due at this time.

Meal Plan and Meal Count Estimate A meal plan with estimated meal counts for each meal is due with the signed contract and Contract Deposit. The Meal Plan and Meal Count Estimate helps GPC’s Food Service Staff to plan ahead, but you can adjust the estimate up or down prior to the two weeks out point. The estimate will be used to determine your Ten Week Deposit and help to generate an invoice for your Two Week Payment. You may adjust your Meal Plan and Meal Count Estimate at any point prior to the two week out point. At two weeks prior to the event, your Meal Count Estimate will become your Confirmed Meal Count. Your charges for meals will not be less than the confirmed count at that point. Charges for any additional meals will be included on your final billing.

Ten Week Deposit Ten weeks (70 days) prior to the event, 50% of all remaining fees for contracted lodging, meeting space, and estimated meal charges are due.

Two Week Payment Two weeks (14 days) prior to the event, the balance of fees for all confirmed lodging and meeting space, and for all confirmed meals, is due.

Final Payment/Adjustment Final payment (if any is due) for any additional meals, lodging, meeting space or other services, is due on or before the last day of the event.

Deposit Refund Schedule The following schedule will be applied to the cancellation a of any specific lodging accommodation, meeting space or other service specified in this agreement or if your entire event is cancelled. • • • • •

More than twelve (12) months prior to the event: 100% less Reservation Deposit. 9 – 12 months prior to the event: 80% of all fees paid less Reservation Deposit 6-8 months prior to the event: 60% of all fees paid less Reservation Deposit 3-6 months prior to the event: 40% of all fees paid less Reservation Deposit Less than three (3) months: Your entire Contract Deposit and Reservation Deposit will be forfeited.

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NOTE: If GPC for any reason is unable to fulfill the reservation after receiving your Confirmation Deposit, 100% of Contract Deposit and Reservation Deposit will be refunded. *Dates, facilities and services are not guaranteed without the Contract Deposit. Groups are encouraged to send their Confirmation Deposits as early as possible.

Rate Information Information about standard group rates for lodging, meeting space and regular food service is provided at the time you initially inquire regarding an event. From time to time, rates do change. Once your contract is in place, these rates will not go up for the current year. Rates for events arranged more than twelve months in advance are subject to change. Rates for additional services may be obtained by contacting the GPC Office. Examples of such additional services are celebratory cakes, coffee break food, photocopies, meeting supplies, GPC led program activities and other services.

Finance Charge Geneva Point Center will apply a charge of 1 ½ % per month, or portion thereof, on all unpaid accounts, beginning with the date of final invoice. This is an annual rate of 18%.

Recreation and Program Support Note: Apart from the items noted below with GPC Staff leadership or support, there are no other GPC led program activities unless otherwise noted.

Waterfront GPC features nearly one mile of Lake Winnipesaukee waterfront. Where else can you go to swim in clean, clear water with a soft sandy bottom and a view of islands and mountains? There are three distinct beaches.

“Weather Permitting” (And other Factors affecting the Waterfront) The GPC Water Safety Staff will close or limit any or all waterfront activities depending on thunder, lightning, wind, waves, behavior, or other safety or environmental factors.

Guarded Open Swimming Guarded swimming is available during the summer season at the First Beach from 10:00 a.m. to 12:00 noon and from 1:00 to 5:00 every day. Adults and youth age 14 and up are welcome. Children 13 and under are welcome when accompanied by their parent or legal guardian.

General Boating Canoes and Kayaks are available typically during the same time as the standard open swimming hours, at an area adjacent to the First Beach.

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Alternative Swimming Arrangements Occasionally, a group’s program schedule or other needs may call for alternative swimming arrangements with regard to time, location or other concerns. Please contact the GPC office to discuss your proposed schedule and needs at the waterfront. GPC will work to meet such requests, but reserves the right to charge an appropriate extra fee for added staff support and facilities use. A minimum of $40 per hour may be charged for nonstandard swimming times or locations.

Water Carnival Groups may request a GPC Staff led Water Carnival featuring a variety of beach and water related games. Water Carnivals are fun for children of all ages and last approximately an hour. Normally, there is no charge for a water carnival. However, if your group wants multiple water carnivals during the course of their stay, contact the GPC office to see if there is availability. An appropriate fee may be charged for extra water carnivals.

Canoe Trips Many groups enjoy GPC Staff led canoeing adventures on Lake Winnipesaukee. Canoe trips can be either 60 or 90-minute adventures on Lake Winnipesaukee. A safety orientation and basic instruction class is required before all canoe trips. The maximum number of participants is 30.

GPC Staff Led GPC Canoe Trips led by two or more specially prepared GPC staff, including at least one certified lifeguard.

Fee: $15 per participant Fee includes: Safety Orientation and Instruction Program and the trip itself, equipment and staff support.

Safety Orientation and Instruction Program The first part of all GPC Canoe Trips is a safety orientation and basic instruction class that lasts 30-45 minutes. The purpose of this step is to assure the safest, most enjoyable and successful canoe trip experience for all participants. All participants must take the class with the person or persons they will be partnered with during the trip. This is a great opportunity for the more experienced canoeists in your group to help the less experienced. A good plan is to enjoy the class early in your conference/camp schedule and then enjoy the canoe trip a day or more later.

Fishing Fishing is permitted (in accordance with New Hampshire fishing regulations) from the GPC shoreline, but is not permitted from any of the three swimming areas (beaches).

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Bringing Your Own Watercraft Kayaks, canoes, sailboats and small power boats may be kept at a designated area of the waterfront on a limited basis. Anyone wishing to bring a boat of any kind to be used from the GPC Waterfront should call the GPC Office in advance for complete details and GPC rules for personally owned watercraft.

Outdoor Opportunities Listed below are some of the opportunities for on land recreation and programming.

Sports and Activity Fields GPC has two primary large fields for sports and recreation activities, the “Ball Field” and the “Green.” These spaces are typically open to all during daylight hours. However, when planning your event, be sure to note any specific events that you have planned for any outdoor space so the conflicts may be avoided.

Volleyball Court: one fixed sand volleyball court. Tennis Courts: two clay courts Equipment A limited supply of equipment for volleyball, softball, tennis, and other field games is available.

Challenge Course (aka Teams or Low Ropes) GPC continues to maintain a Challenge Course and a small group of qualified facilitators. The Course is a system of physical elements designed for small groups approximately 8 to 12 participants per group with one qualified facilitator. A GPC Challenge Course Program is typically a two-hour activity that includes warm up activities, safety orientation, and two to five group challenges. Be sure to contact the GPC Office regarding dates and availability of the course and facilitator(s). The course is off limits to all, unless being facilitated by qualified GPC Staff. However, GPC will consider properly certified outside facilitators if they are approved in advance by GPC. Contact the GPC Office for more information on the pre-approval requirements and related information. GPC is under no obligation to approve anyone other than its own qualified facilitators.

Challenge Course Program Fee: $15 per participant GPC Trails An outstanding feature of Geneva Point is its system of forest and lakeside trails. Trail maps are available in the office as is a guide book for a self-guided nature hike.

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Labyrinth GPC has a beautiful labyrinth for meditation and prayer. The labyrinth is available to all guests. However, be sure to note any specific intentions to use the labyrinth on your planning chart.

Nature Hikes Groups may request a guided nature hike. GPC will make arrangements with a qualified naturalist from the local area at a cost to be negotiated with that instructor.

Area Attractions The Lakes area has a great many recreational and educational opportunities within 15 minutes to two hours from GPC including those listed below and many others. Castle in the Clouds Mt. Washington (the actual Mountain) The Mt. Washington (“The Boat” for cruises on Lake Winnipesaukee) The Old Country Store and Museum in Moultonborough Various White Mountain hiking adventures Squam Lakes Science Center Mini-Golf Golf Courses Restaurants Museums Shopping High Ropes and Zip Line Adventure Parks Water Parks

Volunteer Bank Program The Volunteer Bank Program has the following objective: • •

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To help better maintain and improve the buildings, grounds and equipment of Geneva Point and increase the quality of experience had by all who visit; To make our buildings and grounds cleaner, safer, in better repair and in the best working order they can be by the beginning of each summer camp and conference season; To engage more volunteers in caring for Geneva Point; To build a broader Geneva Point community that engages volunteers from many different camp or conference groups; To offer an opportunity for camp and conference groups to lower the cost of their events through discounts earned by active meaningful volunteer service.

Conference Group Eligibility: Returning camp or conference groups of at least 50 participants are eligible to establish a GPC Volunteer Bank.

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Volunteer Eligibility: o Adults individually or in groups. o Mixed adult and youth (13-17 years of age) groups with at least 2 adults and at least one (1) adult supervisor for every ten (10) youth (1 to 5 is preferred). Food and Housing: GPC will provide free housing for all volunteers. GPC will also provide all meals. However, there is an optional donation of $10 per person per day to help offset the cost of meals for each volunteer participant. When: To earn Volunteer Bank Hours, volunteers must perform their service during one of the designated time frames. • • •

Spring Work Days: Contact the GPC Office for this year’s dates. Fall Work Days: Contact the GPC Office for this year’s dates. Pre/Post Summer Event: The day before and the day after your group’s summer camp or conference event. This volunteer opportunity is intended primarily to aid in the cleaning and preparation of the lodging and meeting spaces to be used or that have been used by your group. On site lodging may be limited or not be available for pre or post event volunteer support.

Accruing Volunteer Bank Hours: Each volunteer’s hours will be documented and certified by the GPC Volunteer Bank Coordinator (Greg Widman). Adults accrue Bank Hours at the rate of one hour for each hour worked. Youth accrue Bank Hours at the rate of one-half hour for each hour worked. The first 500 Volunteer Bank Hours earned will qualify your group for a discount of 10%. For each additional 100 Volunteer Bank Hours Accrued, your group earns an additional 2% discount on Meeting Space. Applying Volunteer Bank Hours: A group may apply up to 1000 Volunteer hours in a single year which means a potential of up to 20% worth of discounts. The first 5% worth of discounts may be applied to fees for lodging and all remaining applicable Volunteer Bank discounts may be applied to fees for meeting space. So then, for example, a group that earns 500 Volunteer Bank Hours will receive 5% off its total fees for lodging and 5% off its meeting space fees. Unused hours may be used the following year. Starting a Conference Group Volunteer Bank Account: Eligible groups can establish a GPC Volunteer Bank account by contacting Greg Widman at the GPC office. Organizing and Scheduling Volunteer Work: Volunteer work hours and projects will be scheduled by Greg Widman. Space may be limited (especially where lodging and food service are concerned) and we do want all eligible groups to have a chance to participate.

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However, we are very interested in individuals and groups that can come with skills, energy, good organization, and other assets that make them most likely to be safe and productive.

Pre-Events Site Visits Those considering an event at GPC are welcome to schedule a visit to tour the buildings and grounds and meet with our staff. If you have already made a reservation, you are also welcome to schedule a site visit to meet with our staff and continue planning and preparing for your event. To schedule a pre-event visit, contact the Registrar.

Important Documents to Complete and Return before Your Event These documents are an essential part of your planning process and our preparation for your GPC event. Blank copies and sample copies of these forms are provided in the appendix of this guide. You can also contact the Registrar to receive a computer worksheet version of any of these charts. PLEASE CALL THE REGISTRAR FOR ASSISTANCE WITH ANY OF THESE CHARTS. WE WILL BE VERY HAPPY TO ASSIST YOU!

Schedule Planning Charts (Due Two Weeks Ahead, or sooner) Use this chart to tell us what you plan to do each day, when and where you want things to happen and what help you may need for each activity.

Housing Charts (Due Two Weeks Ahead, or sooner) Use this chart to assign your conference participants to specific lodging locations. This chart is essential for helping our staff prepare for exactly who is in each space.

Meeting Space Diagrams (Due Two Weeks Ahead, or sooner) Use this form to plan for the use of the meeting space or spaces you have reserved. Our staff uses this when setting tables, chairs, AV equipment, signage and other room or space requirements. For each Meeting Space (indoor or outdoor) requested, please complete a separate Meeting Space Set Up Form and attach it to your planning chart . If a different set up is needed on different dates in the same meeting space, complete a Set up Form for each time. Be sure to note any requests for GPC A/V equipment on this form.

Persons with Disabilities and Special Needs GPC will make reasonable accommodations wherever possible to assist person with disabilities to enjoy their time at Geneva Point. Please contact the Registrar well in advance of your arrival to review any special needs relating to mobility, special room requirements, diet restrictions, food allergies or other special needs.

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In loco Parentis (For Youth Camps and any other situations when you are caring for someone else’s children) Many events that happen at Geneva Point are youth camps and are therefore subject to the State of New Hampshire’s licensing requirement and rules for operating a youth camp. If you are operating a youth camp at Geneva Point, you must have a conference with GPC’s Executive Director prior contracting for your event. Geneva Point will work with you to help meet the requirements However, you (and your group) are fully responsible, “In loco parentis,” for the safety and well being of every child you bring to GPC. In addition to the buildings, grounds and food service that you arrange, GPC provides support services such as a Camp Nurse (when possible) and Water Safety Staff.

Below is a partial list of “musts” for all youth camps occurring at GPC a) Authorization to Participate and to be in your care b) Health Forms i) Health History Statement (signed by parent or legal guardian) ii) Physicians Examination Report and Health Care Recommendations (signed by licensed physician) c) Health and First Aid Staffing d) Appropriate adult supervision ratios e) Appropriately qualified adult leadership for all activities and constant supervision f) Staff and Volunteer Background Checks

Insurance GPC Insurance Geneva Point carries insurance on its buildings and vehicles as well as a Comprehensive Liability policy. All personal property of registrants is at the risk of the individual. The Center DOES NOT carry medical insurance for its guests. Any insurance is in “excess” of all other coverage in force in the event of any claim.

Conference/Camp Group’s Liability Insurance All groups are required to secure and show proof of liability insurance policy for your event, naming Geneva Point Center, Inc. as “additional insured.” Groups should consult with their insurance broker. In the event a group cannot secure insurance, Geneva Point Center will procure an insurance policy on the group’s behalf and charge the group for the policy.

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What Your Group Members Should Know Before they Arrive Travel Directions Geneva Point is located in Moultonborough, New Hampshire, at 108 Geneva Point Road. Drive time from Boston is approximately two hours. From Whittier Highway (Route 25) turn on to Moultonborough Neck Road. Continue approximately six miles and turn left on to Winaukee Road. Proceed about one quarter mile to Geneva Point Road and turn left again. Follow Geneva Point Road about one half mile until you reach the entry Gates for Geneva Point Center.

Realistic Expectations…Not a 4-Star Resort Geneva Point is a very beautiful setting with exceptional natural assets as well as residential buildings, meeting spaces, beaches and many other features. However, Geneva Point is not a “4-star resort.” Our accommodations are modest and often referred to as “rustic.” Attending a summer camp or conference at GPC is more like going camping than resorting. There is a variety of housing options and our staff works to make each guest room clean and safe. While many of our guest rooms have private bathrooms, many have access to common toilet and shower facilities.

Pets GPC does not maintain proper facilities for the care of pets. Please inform conferees that OTHER ARRANGEMENTS MUST BE MADE. A list of nearby kennels is provided below: • Calivali Boarding Kennels, Meredith, NH (603) 279-8988 • Gretlyn Kennels, Meredith, NH (603) 279-4292 • Four Paws Inn, Meredith, NH (603) 279-1197

Electrical System Limitations Due to the age and construction of most GPC buildings, the electrical systems are not able to support the use of many electric conveniences that generate heat, such as blow dryers, curling irons, hair straighteners, toasters, coffee makers, microwave ovens and other appliances. Use of such items will lead quickly to blown fuses and power outages for you and your neighbors. Do not bring air conditioners.

Septic System Limitations Due to the age and type of systems and the environment they are in, our septic systems need a little help. It is important not to flush anything, apart from the obvious intended materials, down the toilets or down sinks that may clog or damage the system or put unwanted chemicals into the environment. Feminine sanitary items, medications and chemicals are just a few examples.

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Opening Day Pre-Event Arrivals and Set-Up Activities Be sure to consider your own set up time prior to the start date and time of your event. Check with the Registrar to find out when your meeting spaces or rooms will be available. Include setup and breakdown time on your planning chart.

Shipping and Receiving Many groups find it helpful to have conference supplies shipped in advance to GPC. If you plan to ship anything in advance, please contact the GPC Office to let us know before you have it shipped. Also, be sure all packages are clearly marked with name of your conference and the name of the person from your group for whom it is intended.

Check In Time Guest rooms and campsites are ready for check in by 3:00 p.m.

Early Arrivals If anyone from your group would like to check in before 3:00 p.m. please contact the Registrar. Especially during our peak summer season, rooms are not typically available until the standard check in time.

Registration Process Groups are responsible for conducting their own conference registration process to officially greet and receive your participants and get them started out right. There are a few good ways to run a registration process and a lot of not so good ways. Please contact us to review your opening day plan and discuss signage, traffic, keys and other issues. In general, the more paperwork you get done before your participants arrive, the less stress for everyone.

Unloading Guests are welcome to drive to their cabin, lodge, or site for the purpose of unloading. Generally, cars should not be parked at lodges or cabins unless there is a designated parking area.

Parking After unloading, cars should be parked in a designated parking area only. Gibbes House, Lake View Cabins and Lake View Lodge have parking lots for guests staying in those locations. Otherwise, for the health, safety and general enjoyment of all concerned, cars should be parked in the main parking lot located behind the GPC Office. Parking in front of the GPC Office is intended for short term (one hour or less) parking and office visitors.

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Later Opening Night Meal Groups wishing to schedule their opening meal later than usual, allowing a longer registration period, need to make arrangements with the Center's office at least three weeks prior to their scheduled arrival. GPC is typically able to accommodate this request, but will take into consideration other groups already on site before scheduling a nonstandard meal time.

GPC Welcome and Group Orientation Before the end of your opening day, a senior member of our staff (typically the Executive Director or Operations Manger) will meet with your assembled group to offer the official welcome from Geneva Point and to share important information with the entire group. The orientation includes information regarding safety matters, emergency procedures, food service, special events and activities, other groups on site and more. Please include approximately 20 minutes in your opening day or evening schedule and check with the Office to set a specific time.

Emergency, Health and Safety The standard emergency procedures for fire, medical emergencies, severe weather and missing persons, along with emergency contact numbers are posted though the GPC campus and copies are given to your group’s leader(s) when you arrive. These procedures and other emergency response or safety information will be covered in the GPC Orientation for your group.

Fire Safety Concerns Smoking All buildings are non-smoking. Outdoor smoking is permitted in designated locations only. Even in designated areas, adults are requested to refrain from smoking in the presence of children and youth.

Matches and Candles No open flames of any kind are permitted inside any building. We do look and we will put it out if we see it. For worship services and special events, the Executive Director or Operations Manger may allow for the use of candles indoors if an advanced request is made and an appropriate safety plan can be put in place.

Campfires Campfires and use of GPC fireplaces must be approved in advance by the Office and must always be in a designated fire site. Groups may request a campfire to be pre-set by GPC.

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Matches may also be obtained from the office for the lighting of the fire or you can request a GPC staff person to light the fire at the appointed time. A shovel and water bucket will be provided and groups are required to completely extinguish the fire when finished. While firewood does indeed grow on trees, the labor to cut, split and haul it does not. Be safe and respect the volunteers and staff who make the wood available, other groups and the environment, by not overusing the firewood. NO ONE SHOULD BE BURNG A CAMPFIRE ALL NIGHT. Campfires should not exceed about one armload of wood burning at a time and should not burn more than three hours. FIRES MUST NEVER BE UNATTENDED.

Torches and Grills Special arrangements may be made with the Office for the use of grills, portable fire pits and torches.

Fireworks Use or possession of fireworks of any kind, including sparklers, are not permitted anywhere at Geneva Point.

Water Safety Swimming in Lake Winnipesaukee from any part of Geneva Point Center may only occur when GPC Water Safety Staff are on duty. There is never swimming between dusk and dawn. Swimsuits are required. Lifeguards are on duty to prevent drowning or injury, not to supervise activities or behavior.

Weather Safety GPC will work to keep group leaders informed about potentially dangerous weather situations. Daily weather reports are typically posted at the Office.

Driving, Parking, Speed Limit (5 Miles per Hour) Driving on site at GPC should be kept to a minimum and is discouraged in high pedestrian traffic areas and areas where children play, such as on or around the “Green” or any of the adjacent living areas and meeting spaces. When driving around GPC is necessary, drive with great care and always observe the 5 MPH speed limit.

Bicycles Bicycles are great to have at and around GPC. But, it is very important to be safe. On GPC grounds, helmets are required for children and recommended for adults. On any black top roads, helmets are required for all by the State of New Hampshire. Children on bikes must be supervised by responsible adults.

Golf Carts GPC does not provide golf carts for use by guests. However, Carts can be rented from several local resources. Please contact the office for provider details. Golf Carts may only be

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used by licensed drivers who have read and signed the GPC rules for golf cart use and any other related documents or waivers.

Things that Live in the Woods (Animals and Bugs) Geneva Point is home to a wide variety of animals and insects. For your safety and the safety of the local wild life, please do not leave food or garbage unattended in any outdoor location. Mosquito repellent might be very appropriate at times, and tick checks a few times a day are always a good idea.

Wear Your Shoes! GPC is a natural wooded setting with trees, roots, rocks, ground dwelling insects that sting and the aforementioned “Things that Live in the Woods.” Foot injuries are the most common injuries that occur at GPC and are sometimes serious. Curiously, it is often those 18 and older who suffer these injuries. Shoes that stay securely on your feet and protect both your toes and heels are highly recommended. “Flip flops” and similar types of foot wear are not recommended.

Lodging Linen Service Linen Service is included with the fee for some locations like Gibbes House or Lake View Lodge and optional for other locations. Linen “included” or “optional” information is included on the Conference Group Work Sheet. Standard Linen Service includes: • Top and Bottom Sheet • Pillowcase • Bath Towel • Hand Towel • Washcloth

Optional Linen Service: Guests staying in GPC locations that do not include standard linen service are welcome to bring their own linens or to rent linens ($10 per set) from GPC. The optional linen service has the same items noted above. GPC will deliver the linen sets to the room and place them on the end of the bed for you to make the bed when you arrive. It is important that requests for optional linen sets be indicated on the Housing Chart (due two weeks before arrival).

Pillows & Blankets All beds at Geneva Point are provided with blankets and pillows. They should be left in the same places upon departure. BLANKETS ARE NOT TO BE REMOVED FROM THE ROOM IN

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WHICH THEY ARE FOUND. GENEVA POINT LINENS AND BLANKETS ARE SPECIFICALLY NOT TO BE USED ON THE BEACH OR ELSEWHERE ON THE GROUNDS.

Mid-Week Towel Exchange For guests staying six nights or more, a mid-week towel exchange will be provided.

Extra Accommodations Geneva Point does not provide cribs; however, a limited number of roll-away beds are available for extra accommodations where space allows.

Right of Entry Geneva Point Center retains the right of entry to all housing units by guest accommodations staff for cleaning, by buildings and grounds staff for maintenance and/or repair, by health center staff for medical purposes, and by the Executive Director (or designated deputy) if the need arises.

Food Service During the summer and much of the fall camp and conference season, meals are served in one of three dining rooms including the Fireside and Lakeside Rooms in the Inn and the Meeting House Dining Room. Additional outdoor dining space may also be available. Whenever possible, meals are served outdoors. Most meals are served buffet style. The GPC Food Service staff strives to present good tasting, healthy meals. Menus are reviewed by a team of food service professionals, GPC staff and a special group of advisors. All meals include a vegetarian option and great care is taken to address diabetic dietary needs and other special diet requirements (see below regarding Special Diets).

Meal Times Groups may request a specific meal time, but actual meal times are set by the Operations Manager. If a specific meal time is very important to you, be sure to make that request as early as possible to the registrar and we will do our best to accommodate your request. Typically, your group will be on either the A meal plan of 7:30 am, 11:45 noon and 5:30 pm, or the B meal plan of 8:30 am, 12:45 pm and 6:30 pm. Our Food Service staff works hard to have the buffet line(s) ready on time. Your dining room time starts at the appointed time and ends 45 minutes later. A 15 minute break between the A and B meal times is scheduled to allow our Food Service staff to reset the buffet line(s) and tidy up the dining room. If you have the earlier time, please be heading out of the dining room at 45 minutes past start time. If you have the later time, please do not approach the dining room prior to the appointed time and wait to be invited in by the Dining Room staff.

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Designated Dining Rooms and other Dining Spaces Groups may request a particular dining room, but dining rooms are assigned by the Operations Manager according to how to best utilize the dining rooms in relation to all the various groups on site at the time. Most weeks there will be at least two dining rooms operating and some weeks there will be three dining rooms.

Bag Lunches Box/bag lunches are available in lieu of a regular meal. Arrangements must be made at least twenty-four hours in advance through the dining room host/hostess. Group requests for bag lunches, (see Appendix) must be made in advance on the planning chart.

Special Diets and Food Allergies

A note about Personalized Food Requests: Most requests are happily accommodated. However, given the significant increase in the number of personal requests for specialized food and the increasing complexity of those requests, some special diets may simply not be practical or possible for GPC to satisfactorily accommodate.

GPC’s food service is designed for hundreds of people at a time. Great care goes into menu planning, preparation and service of every meal. Reasonable accommodations will be made for most medical, religious, and ethical dietary needs; however, these needs must be detailed at least three weeks prior to arrival through your group’s leadership and Geneva Point office staff. Geneva Point Food Service staff needs to know about foods permitted as well as those not permitted. Persons requiring special foods will be asked to meet with the Food Service Director soon after arrival and to make himself/herself known to the Dining Room staff at each meal.

Refreshments and Coffee Break Support Groups may order food and beverages for coffee breaks, parties, evening activities and other between meal events. These requests should be included on your Planning Chart and there is a special Refreshment Planning Sheet to use for your order. This order should be turned in no later than two weeks prior to your event.

In the Dining Room Proper Attire In accordance with health and sanitation regulations and New Hampshire State Law: Shirts and shoes must be worn in the dining areas and shoes are strongly recommended elsewhere on the Center grounds, except at the beach.

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During Mealtimes To avoid congestion in the aisles, it is recommended that four tables at a time go to either side of the buffet lines. Please take one serving the first time through the buffet line. Second helpings are available as they last.

Kitchen Access (Staff Only) In accordance with health and sanitation regulations and New Hampshire State Law, guests are not allowed in the kitchen. Therefore, THE KITCHEN IS ABSOLUTELY OFF LIMITS to all but Geneva Point Center personnel.

High Chairs, Booster and Strollers Geneva Point has a limited number of high chairs and booster seats available for small children. Some parents find it convenient to use a stroller in place of a high chair; however, this may lead to a safety and congestion problem. When it is necessary to use a stroller in the dining room, be sure it is placed so that it does not block aisle ways or other pathways in the dining room. To the extent possible, please avoid the use of strollers in crowded Dining Rooms.

Clearing the Dining Room The Dining Room staff appreciates the cooperation of group leaders in clearing the Dining Room after the meal. Specific instructions will be given during the first meal. Any questions about Dining Room procedures or food service should be directed to the Dining Room host/hostess.

Guest Services Abbott Administration Building (aka the Office) Located on the right at the main entrance, this building contains offices for administrative staff.

Office Hours June-October •

Daily

9:00 am to 5:00 pm

November to May • •

Monday through Friday Saturday and Sunday

9:00 am to 3:00 pm Closed

Office Address 108 Geneva Point Road

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Moultonborough, NH 03254

Office Contact Information • • • •

Phone Fax Website Email

603-253-4366 603-253-4367 www.genevapoint.org [email protected]

Guest Mail Service Outgoing Guest Mail Outgoing mail should be deposited in the mailbox, located on the porch wall of the Administration Building, before 2:00 pm. There is one pickup of outgoing mail each day. Metered postage may be purchased during regular office hours. Postage stamps are available at the Crossroads Gift Shop. Incoming Guest Mail (How to Address) When letters are being sent to conference participants at the Center, they should be addressed as follows: Name of Person Name of Group Geneva Point Center 108 Geneva Point Road Moultonborough, NH 03254 Incoming Mail and Messages Incoming mail is delivered to Geneva Point Center and is sorted by the Center office personnel. Geneva Point will keep a box with your group’s name on it in the office throughout your stay. Any mail, non-urgent messages, or found items belonging to your group, will be placed in this box. Group leaders should appoint a conferee/camper to check the box several times daily during office hours. Emergency phone messages received by the Center office are delivered to group leaders as quickly as possible. However, if you, or a member of your group, will have a cell phone with good reception during your stay at GPC, you may choose to be the emergency contact person for your group to ensure prompt and efficient delivery of messages.

Internet/Computer Geneva Point Center has wireless internet access in and around the Inn Porch and Meeting House for use with personal computers. GPC does not provide guests with computers nor provide guest access to GPC Office computers.

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Ice Machine The Center’s ice machine is located outside our guest laundry. Ice is available to our guests from 7 am to 9:30 pm. Please do not use the ice machine over night so that the machine can recover for the next day. The ice machine does not have the capacity to fill coolers. Please limit your use to about one pound of ice per visit. That’s about a 3-quart bucket full. If you anticipate using a lot of ice, please contact the Office one week in advance. We will be happy to order in a supply of 5-pound bags of fresh ice that may be purchased by members of your group very affordably.

Guest Laundry Coin operated washers and dryers are located in the Guest Accommodations Building between the Inn and the Ice Cream Shop. Laundry soap may be purchased at either of the GPC shops or at the Office.

Lost & Found Reports of lost articles should be made to the Geneva Point Office staff; all found articles should be brought to the office (see #1 on the site map) where a staff member will tag them. In the case of articles left at the Center, the office can be reached by phone at 603-253-4366. After 10 days, Geneva Point management will donate any unclaimed articles to charity. If you get home and discover you are missing something, contact the GPC Office. If we can find it, we will contact you and arrange for its return to you. We will ship it to you for the corresponding postage or shipping charge or you can pick it up.

Coffee During most summer weeks, coffee is available 24 hours a day in the lobby of the Inn. You will find a donation box next to the coffee machine. Please be sure to leave a donation for your coffee so that we can continue to make it available.

Public Phone There are two phones on the site for your use. A phone is located in the lower level of the Meeting House. The second phone is located within the entryway of the Administrative Office Building. These phones may be used for local calls, credit card, phone card calls, or collect long distance calls.

Restrooms Restrooms are located on the first floor of the Inn and in the Shower House at the east end of the Green. Groups using Shaw Cottage, Gibbes House, Lake View Lodge, and the Meeting House may also use the restrooms in those buildings. Portable toilets are stationed at the waterfront.

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Geneva Point Shops The Winni Scoop Ice Cream Shop is typically open for a limited number of hours every day. Operating hours are posted at the shops. Occasionally, special arrangements may be made for alternative shop hours. The Crossroads Gift Shop was closed after the 2009 summer season; it may reopen as soon as June of 2011.

Meeting Support GPC provides a variety of meeting spaces to meet the needs of our groups. These spaces are used for a wide variety of activities from worship services to arts and crafts. See the current rate schedule for specific rates for flip charts, photo copies and other items.

Audio Visual Equipment The main room at the Meeting House features a PA system, video screen, and the capacity to show movies or connect to computers for presentations using the room’s large screen and audio system. For assistance with these support services, be sure to include the request on your Meeting Space Set Up Form(s). Only GPC Staff are permitted access to the AV Control Room.

Other Important Issues

Alcohol-Responsible Use The responsible use of alcoholic beverages by persons twenty-one (21) years of age and over is be permitted at Geneva Point Center only in non-public, unorganized situations, as inside private living units. Setting up a bar, keg or other common source for the serving of alcoholic beverages is not permitted. Like any other common space, alcoholic beverages are strictly forbidden all campfire sites, GPC beaches, the Council Ring, or anywhere else on the waterfront.

Alcohol-Special Events For special events such as weddings or receptions, the Executive Director may grant a special one-time limited use waiver, assuming the proper insurance and safety/courtesy protocols are in place. Contact the Office complete details and requirements. A bartender licensed by the State of New Hampshire will be required.

Alcohol-Irresponsible Use Alcohol related discourteous, inappropriate, destructive or dangerous conduct will be not be tolerated, and the police will be called if necessary. Those who engage in irresponsible use of alcohol may be required to leave and/or not allowed to return.

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Illegal Drugs and other Illegal Substances Use of illegal substances or drugs, unless prescribed by a physician, is not permitted. Geneva Point guests must abide by New Hampshire state law that does not allow children under 18 years of age to purchase, possess, or use tobacco-related products. Prescription and overthe-counter medications must be kept in a secure (locked) location at all times.

Smoking All buildings (including balconies and porches) are non-smoking. Outdoor smoking is permitted in designated locations only. Even in designated areas, adults are requested to refrain from smoking in the presence of children and youth. There are no designated smoking areas with 50’ of the entrance of any building. Check with the Office for a current list of designated smoking areas.

Smoking Related Cleaning Fees To ensure a refreshing experience upon each return, Geneva Point will enforce our smoke free policy in guest rooms, porches and balconies with a $200 smoke cleaning fee. If the smoking occurs in other buildings, their porches or balconies, your group may be assessed for the $200 smoke cleaning fee.

Group Signaling Devices Out of respect for Geneva Point's neighbors and other groups on the site, audible devices (bells, bullhorns, drums, etc.) may not be used to signal group events.

Courtesy Quiet Time – 10:30 pm to 8:00 am At Geneva Point, 10:30 pm until 8:00 am is the designated quiet or "courtesy" time with all unnecessary noise ceasing. If programming plans require adjustment to this policy, approval must be secured in advance from the GPC administration.

Use of Outdoor or Indoor Amplification (Keeping the Peacefulness) It is the intention of Geneva Point to maintain an environment that is peaceful and serene and where the sounds of God’s creation may be enjoyed by all. In general, sound generated by any activity should not hinder or detract from the experience of others on site or by the friends of GPC on neighboring properties. Use of outdoor amplification equipment, such as PA systems, megaphones, or other such equipment must be reviewed by the GPC Office in advance. Sound generated by indoor amplification equipment should not interfere with the enjoyment of nearby buildings or adjacent outdoor spaces. So, if you have to power up your music, you will also have to respect the environment and those you share it with by keeping the volume down.

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Water Conservation Water conservation is a crucial issue in the Lakes Region of New Hampshire. Geneva Point asks that group leaders make their conferences aware of the need to conserve water as well as other natural resources. Simple things like shorter showers, turning off faucets, and reporting leaks or running toilets to the Office, make a big difference.

Property Damage or Abuse Contracting groups and/or individual group members are responsible for damage to Geneva Point Center property, equipment, and facilities (beyond normal wear and tear). Typically, a breakage charge will be assessed to cover repair or replacement. If it is determined by the Executive Director that damage or abuse to any GPC property is the result of substance abuse, maliciousness or mischievous behavior an abuse fee of $500 will be charged in addition to the actual repair or replacement costs.

Graffiti Geneva Point has embarked on a campaign to remove graffiti from its buildings. New graffiti will not be tolerated. A charge will be made for the removal of any new graffiti based on the area to be cleaned. The minimum charge is $100.

Departure Clean-Up (Do your part and a little more) To ensure the beauty of Geneva Point, it is expected that, prior to departure, each group will conduct a general clean-up of those buildings and areas they use. • In guest rooms and meeting spaces o Pick up trash from the floor, counters and furnishings, and put it into a waste basket o Return all furnishings (tables, chairs, beds, etc.) to where you found them when you arrived • Outdoors o Thoroughly police all areas you use after each activity and at the end of your stay (it should look like you were never there) o Return all equipment and furnishings where they were when you arrived • Report o Maintenance concerns to the Office For example, picking up litter is helpful, as is tidying up meeting spaces. This effort assists the Center staff’s preparation for the next group and identifies areas in need of repair or replacement. Guidelines and expectations for use of the housing will be posted near the entrance to each guest accommodation. Groups are expected to vacate their rooms by 10:00 am on departure day. The last meal served before departure will be breakfast unless prior arrangements have been made.

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Staff Appreciation Fund Individual staff members are not permitted to accept tips or gratuities. However, guests are welcome to contribute to the Staff Appreciation Fund, which is used to provide a variety of enjoyable and helpful activities or services for the entire seasonal staff. Examples of how the Staff Appreciation Fund has been used, or might be used, include but are not limited to: • • •

Special meals, evening outings to movies and other recreational attractions Day trips to various popular destinations such as Boston, Manchester, Mt. Washington, Portland, ocean beaches, and others New equipment or furnishings for seasonal staff quarters and lounge

All gifts to the Staff Appreciation Fund are greatly appreciated and thoroughly enjoyed!

Off-Limit Areas Group participants must refrain from entering Geneva Point staff buildings, buildings used by other groups on site, Camp Robindel, and Garnet Point properties.

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Map

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