Retreat Services Booking and Cancellation Policy

Booking and Questions: 1-800-765-9622

BOOKING:
At this point, you are interested in booking a date for your group. To reserve a date more than two months in advance, we ask for a $200 non-refundable deposit mailed to us with a short letter indicating (you can also send an email and pay via credit card or send a check separately):

• Group Name and type of organization (Scouts, School, non profit, etc)
• Group address and phone number
• Contact person along with the best phone number to call and email address
• Estimated number of participants
• Dates requested

Please make checks payable to "YMCA Camp Flaming Arrow" and mail to:

YMCA Camp Flaming Arrow
Attn: Allison Hinton
PO Box 770
Hunt, TX 78024

If for some reason the dates are not available, we will contact you immediately.  However, if you are at the point of sending money, most likely we have penciled your group in.

BILLING & DEPOSITS:
At least six (6) weeks before your retreat date, we ask for your decisions on the number of people and the activities you will participate in at CFA. When providing the number of participants, please include adults (including chaperones and group leaders) and children over 2 years old. We ask for three numbers: a maximum number of participants, a minimum number of participants, and an expected number of participants. The maximum and minimum numbers should be no more than 10% above or below your expected number.

A $200 non refundable reservation deposit is due upon reserving your weekend. Then, a "GROUP" contract will be mailed to the "GROUP" leader. The contract dates and quoted fees will be guaranteed for two weeks.  If the contract is not signed and returned by the due date, these dates will be reopened for other bookings. Upon signing of the contract, “GROUP” guarantees to pay a 25% NON-REFUNDABLE deposit for this “GROUP" ($200 reservation deposit is part of this 25% deposit).   Deposits must be received 30 days prior to arrival, unless other arrangements have been made.  If the deposit is not received by the due date, these dates will be reopened for other bookings.

FINAL PAYMENT: 
The final balance will be billed based on the actual or guaranteed minimum numbers, whichever is largest.  Repair costs for any damages done to facility or equipment, or for needed excessive maintenance or cleaning, will be the responsibility of the “GROUP” and added to the final balance.  Full payment of CONTRACT balance is due 7 days after “GROUP’S” departure from Camp.  Expenses incurred or adjusted within the contract period will be added to this final balance.

There will be no more than 15% variance between the guaranteed minimum and maximum numbers.  When your projected “GROUP” size is not meeting your original expectations and/or falls below the minimum guaranteed number, the Program Director must be notified fourteen (14) days prior to the program date.

CANCELLATION:
Should your “GROUP” cancel within 30 days or less of program date, the “GROUP” will be billed a 10% administrative handling charged based on the maximum number of people expected, in addition to the non-refundable deposits.

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