Guest Planning Guide — Online Form

OUR POLICIES

Damage Deposit: All reservations require a credit card be placed on file for damage deposit. This card will not be charged unless damages are incurred. The minimum damage fee will be $100. Additional fees may be incurred depending on the cost of necessary repairs.

Please call (888) 724-2626 to provide your damage deposit.

Deposit: A non-refundable deposit of 30% of the total estimated bill must accompany the signed contract to guarantee your reservation. Notification (10) days prior to your arrival date with an accurate guests list is required. Any decrease to guest list after the (10) day deadline will not change your billing total. Any additional guest added to group list after the (10) day deadline date will be charged upon check-in if space is available.

Payments: Payment is due prior to or at the latest upon arrival. A group’s bill needs to be paid in full all at one time, not to be individually submitted by each group member. Credit cards and cash payments are accepted, personal checks are not.

Cancellation: If a group needs to cancel the entire planned event, they must do so (30) days prior to the day of arrival. Rooms and meeting spaces have been reserved, contracted service providers, and food has been ordered and purchased to facilitate your group’s event. Cancellation less than (30) days of the contracted arrival date will result in required ½ payment of the total charge on the conference contract.

Damages: The group agrees to be responsible for the cost of cleaning, repair or replacement of any property damaged by members, guests or invitees of the group. Group leaders are encouraged to check on the condition of rooms as participants depart, so that there are no unexpected costs of cleaning, repair or replacement.

Insurance: The group agrees to furnish a Certificate of Insurance listing Chanco on the James as certificate holder and as an additional insured on their General Liability policy, with limits no less than $500K per occurrence. This must be provided 30 days prior to the reservation date. Any exceptions to this policy must be pre-approved by a Chanco on the James representative prior to the event. Assumption of liability is independent from, and not limited in any manner by, the Group’s insurance coverage or lack thereof.

Food Service Agreement: All meals, meal times, meal locations and dietary requirements need to be submitted 10 days prior to arrival.

Age Restrictions for Activities:

Rock Wall – 22-330 lbs. 5-7 only with a parent present. Must be 5or older to participate.

High Ropes – Must be 7 or older to participate.

Giant Swing – Must be 8 or older to participate. 8-11 only with a parent present.

Zips – Must be 5 or older to participate. 5-7 only with a parent present.

Pool – Under 7 allowed only with a parent present.

Paddleboard – Under 6 only allowed on board with a parent. 6-7 can have their own paddleboard but only with a parent present in the water with them.

Kayak – Under 6 only in a kayak with a parent. 6-7 can have their own kayak but only with a parent present in the water with them.

Canoe – 6 and under allowed in a canoe with a parent. 7 and older allowed in a canoe without restriction.

Check-in/Check-out: Check in time of 3:00 pm and check out time of 10:00 am will be enforced for all lodging/rooms. Groups may continue to use their designated meeting space until 1:00 pm without incurring an additional fee. Early check-in or late check-out must be pre-arranged and will incur an additional fee.

Dog Policy: Pets and Emotional Support animals are not allowed. Service dogs that have been individually trained to do work or perform tasks for an individual with a disability are allowed if pre-arranged. The task performed by the dog must be directly related to the person’s disability.