AGREEMENT
FACILITY USE AGREEMENT
The Agreement is between the Guest or Guest Organization and Monsignor Robert J. Coll Foundation, Inc. d/b/a St. Francis Spirituality & Retreat Center of Easton. By signing below, you agree to the terms and conditions in this Agreement. To confirm your reservation, the Retreat Center must receive a signed and returned Agreement to reserve any portion of the Retreat Center for Guest. Please contact the Retreat Center to confirm that a space has been reserved for Guest. The Retreat Center will provide facilities per the reservation confirmation and reserves the right to adjust room assignments and spaces as needed.
DEPOSIT, CANCELLATION & PAYMENT
A deposit is due upon signing. Reservations are not confirmed until the signed Agreement and deposit are received. Cancellation: 180+ days — full refund; 90–179 days — 50% refund; under 90 days — non-refundable. Final attendance and the remainder of the initial balance are due 14 days prior to arrival; the Guest is responsible for the greater of the guaranteed count or actual attendance. The Retreat Center may levy additional charges if Guest causes damage to the property or requires extra labor and materials to restore the Retreat Center to its original condition (including carpet stains). The Retreat Center does not allow the movement of furniture without prior approval. If the Guest does move furniture, the group is responsible for returning it to its original location without causing damage; otherwise, additional charges apply. Final payment is due 14 days prior to the event.
Arrival and Departure
The Guest or Guest Organization arrival times can vary on weekdays, and for weekends, the arrival time on Friday begins at 4:00 pm and departure time is Sunday morning
MEALS
The Guest leader will need to provide in writing the exact number of meals 14 or more days prior to the event. Guest Organization will be invoiced for the specified number of meals, plus any last-minute additions. If the Guest leader fails to provide actual meal counts, the Guest will be invoiced based on the greater of the number of meals listed on the reservation confirmation or the actual number of people eating meals. The Retreat Center cannot guarantee all meals and/or lodging if the actual count exceeds the confirmed number. Guests may not bring food in place of any of our meals; only snacks are allowed outside mealtimes.
Dietary Requests. The Retreat Center can provide an option for individuals who require gluten-free, dairy-free, vegan, or vegetarian meals. To do so, the Guest or Guest Leader must provide this information to the Retreat Center at least ten (10) days before the event. Other dietary requests may be accommodated on a case-by-case basis. Additional charges may apply.
The meal schedule is as follows: breakfast is served from 8:00 am —9:00 am, Lunch is served at 12:00 pm—1:00 pm, and Dinner is served at 5:00 pm—6:00 pm. On occasion, the meal schedule may need to be adjusted due to dining room availability.
Coffee is offered with every meal. A group may request a coffee service to be added at an extra cost.
MISSION & CATHOLIC IDENTITY
All activities must respect the Catholic identity and mission of the Retreat Center. The Retreat Center reserves the right to deny, cancel, or terminate any reservation or activity inconsistent with Catholic teaching, public morality, or the safety and well-being of guests and staff.
CODE OF CHRISTIAN CONDUCT
All persons on the property must conduct themselves respectfully and follow the Retreat Center Code of Conduct attached hereto. The following are specifically prohibited:
Profane, vulgar, or offensive language or gestures.
Harassment, bullying, intimidation, threatening behavior, or physical violence.
Public intoxication; possession, use, or distribution of illegal drugs or marijuana.
Destruction, theft, or misuse of property; possession of firearms or weapons.
Photography or recording of others without consent; no recording during retreat events.
Political discussions, campaigning, or partisan activity on property.
Any conduct that disrupts the atmosphere of prayer, worship, or reflection.
The Retreat Center may remove any individual or group that violates these standards without a refund.
OUTSIDE SPEAKERS & PRESENTERS
All clergy, presenters, and speakers are subject to prior written approval by the St. Francis Spirituality & Retreat Center of Easton. A Letter of Suitability and approval from the local Bishop of the Diocese of Allentown is required for all visiting priests. Without prior approval, the retreat center may deny approval to anyone who is inconsistent with Catholic doctrine. For other non-Catholic clergy, ministerial documentation or credentials may be required. Failure to provide any requested documentation may impact your retreat agenda and/or your ability to hold a religious service or event.
SAFE ENVIRONMENT & CHILD PROTECTION
Organizations bringing minors must comply with all applicable child protection laws and local safe environment guidelines of the Diocese of Allentown. The Guest is solely responsible for supervision, required clearances, background checks, safe environment training, and compliance with mandatory reporting. Documentation may be requested prior to the event.
FACILITY CARE & PROPERTY DAMAGE
The Guest is responsible for all damage to buildings, furnishings, equipment, or grounds caused by its participants, guests, volunteers, or vendors. Repair, replacement, and cleaning costs will be billed to the Guest.
ALCOHOL, TOBACCO & CONTROLLED SUBSTANCES
Illegal drugs and marijuana are prohibited. Underage drinking is strictly prohibited. Alcohol may be permitted on the premises but requires prior written approval from the St. Francis Spirituality & Retreat Center of Easton and proof of liquor liability insurance no less than 14 days prior to arrival. Any alcohol sales must comply with state and local laws. Tobacco smoking/vaping is permitted in designated outdoor areas only. Violations may result in immediate removal.
INSURANCE REQUIREMENTS
The Guest Organization shall maintain General Liability Insurance of $1,000,000 per occurrence / $2,000,000 aggregate, naming Monsignor Robert J. Coll Foundation, Inc. d/b/a St. Francis Spirituality & Retreat Center of Easton as Additional Insured. Certificates are due 30 days prior to arrival.
ASSUMPTION OF RISK & INDEMNIFICATION
The Guest acknowledges the inherent risks of using the Retreat Center facilities. To the fullest extent permitted by law, the Guest agrees to release, defend, indemnify, and hold harmless the Retreat Center, its officers, directors, contractors, trustees, employees, volunteers, and agents from all claims arising from activities, participant actions, property use, injury, illness, death, or breaches of this Agreement. The Retreat Center's total liability shall not exceed the total amount paid for the event.
ADDITIONAL POLICIES
Overnight guests must be registered. Internet use must be lawful. Outdoor areas are used at Guests’ own risk. Security cameras operate in common areas. The Retreat Center may cancel events due to weather, emergencies, or force majeure without liability for travel or consequential costs. This Agreement is governed by Pennsylvania law; disputes are resolved in Northampton County.
RIGHT TO TERMINATE
The Retreat Center may immediately terminate any event or occupancy for policy violations, unsafe conduct, conflict with the Catholic mission, missing documentation, or endangered property, at the sole discretion of Monsignor Robert J. Coll Foundation, Inc.
Please complete the form below. By signing the agreement, you acknowledge that you have read, understand, and agree to abide by this Agreement & Code of Conduct while on the St. Francis Spirituality & Retreat Center of Easton property.