St. Francis Spirituality & Retreat Center of Easton

FACILITY USE TERMS AND AGREEMENT

This Facility Use Agreement (“Agreement”) is between Monsignor Robert J. Coll Foundation, Inc. d/b/a St. Francis Spirituality & Retreat Center of Easton (“SFSRC”) and the individual guest or guest organization (“Guest” or “Guest Organization”).

For group reservations, the individual designated as the Guest Leader represents that they are authorized to act on behalf of the Guest Organization. SFSRC agrees to reserve the facilities and services identified in the confirmed reservation for the agreed-upon dates and times, subject to the terms of this Agreement. SFSRC reserves the right to make reasonable adjustments to room or space assignments when necessary for operational, safety, maintenance, or ministry needs. Guests may use only those facilities and spaces assigned to their reservation.

FINANCIAL OBLIGATION

The Guest or Guest Organization agrees to pay the rates and charges specified in the reservation confirmation or approved quote. The Guest or Guest Organization is responsible for payment based on the greater of the guaranteed attendance or actual attendance, together with any approved additions, additional participants, services, or charges incurred in connection with the reservation.

DEPOSIT, CANCELLATION & PAYMENT

A deposit is required to confirm the reservation. A reservation is not confirmed until SFSRC receives acceptance of this Agreement and the required deposit. Unless otherwise stated in the reservation confirmation, the following cancellation policy applies:

180 or more days before arrival: Full refund of deposit.

90–179 days before arrival: 50% refund of deposit.

Fewer than 90 days before arrival, the deposit is non-refundable.

Final guaranteed attendance and final payment are due 14 days before arrival. SFSRC cannot guarantee lodging, meals, meeting space, or other accommodations for attendance exceeding the confirmed number.

MEALS

For overnight retreats, the rate includes three meals per guest per night. Meals for day retreats or day-only guests are not included in the facility-use rate and will be charged at an additional per-person fee. The Guest or Guest Organization must provide the final meal count at least 14 days before arrival. Charges will be based on the greater of the confirmed meal count or the actual number of meals served. Guests may not bring outside food to replace meals provided by SFSRC without prior approval. Food is not permitted in guestrooms. Reasonable snacks may be permitted outside scheduled meal times. Meal times are Breakfast—8:00 a.m., Lunch—12:00 p.m., Dinner—6:00 p.m.

Meal times may be adjusted based on retreat schedules or operational needs. Coffee is provided with scheduled meals. Additional coffee or beverage service may be requested for an additional fee.

DIETARY REQUESTS

SFSRC will make reasonable efforts to accommodate dietary requests submitted at least 14 days before arrival. However, SFSRC cannot guarantee that all requests can be accommodated or that its kitchen and food-preparation areas are free from allergens or cross-contact. Guests with food allergies or medically necessary dietary restrictions should notify SFSRC in advance. Additional charges may apply for certain dietary requests.

LODGING & ROOM ASSIGNMENTS

Food is not permitted in guestrooms. There are not Guest room assignments are made by SFSRC and may be reasonably adjusted when necessary. Only registered retreat guests may stay overnight unless SFSRC provides prior authorization. Guests may not enter guest rooms, offices, kitchens, maintenance areas, reserved spaces, or other areas that have not been assigned or made available to them or their group. Building access codes, PINs, or other security information may not be shared with unauthorized individuals.

PROPERTY & DAMAGES

Guests are expected to respect SFSRC property, furnishings, grounds, sacred spaces, and the property of others. Furniture may not be moved without prior approval from SFSRC. If furniture is moved with permission, it must be returned to its original location without damage. The Guest or Guest Organization is responsible for reasonable costs associated with repairing damage or providing extraordinary cleaning resulting from the actions of the Guest or members of the Guest Organization beyond ordinary wear and tear.

CATHOLIC IDENTITY & MISSION

SFSRC is a Catholic retreat center dedicated to providing a place of prayer, hospitality, spiritual renewal, and peace. Activities conducted on SFSRC property must respect the Catholic identity, religious mission, sacred spaces, and peaceful character of the Retreat Center. SFSRC reserves the right to decline, restrict, cancel, or terminate an activity when SFSRC reasonably determines that the activity is inconsistent with its religious mission or established policies, creates a health or safety concern, materially disrupts Retreat Center operations, or violates applicable law.

CODE OF CHRISTIAN CONDUCT

The SFSRC Code of Christian Conduct is incorporated into this Agreement by reference. The Guest or Guest Leader acknowledges receiving or having access to the Code of Christian Conduct. For group reservations, the Guest Leader is responsible for communicating applicable SFSRC conduct and safety expectations to participants and for cooperating with SFSRC personnel to address concerns involving group members.

MINORS & VULNERABLE PERSONS

When a retreat or program includes minors or vulnerable persons, the Guest Organization is responsible for providing appropriate supervision and complying with applicable safeguarding, background-check, permission, reporting, and adult-to-participant requirements. SFSRC may require appropriate documentation relating to these requirements before the group's arrival. Nothing in this Agreement alters or limits any person's mandatory reporting obligations under applicable law.

SAFETY & EMERGENCIES

Guests must follow posted safety instructions and reasonable safety, security, emergency, and facility directions provided by authorized SFSRC personnel. Emergency exits, fire alarms, smoke detectors, fire extinguishers, security equipment, and other safety systems may not be obstructed, disabled, or tampered with. In an emergency, SFSRC may contact emergency services and take reasonable actions necessary to protect guests, staff, volunteers, visitors, and property.

INSURANCE

The Guest 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, 3918 Chipman Road, Easton, PA as an additionally insured during the dates of your retreat. This form is due upon signing and submitting the agreement.

Any required coverage limits, additional insured requirements, or other insurance requirements will be communicated by SFSRC and must be satisfied before the retreat or event. Failure to provide the required Certificate of Insurance may result in cancellation or suspension of the reservation or facility use. If your group does not have its own insurance policy, please use the link to obtain the appropriate insurance coverage at https://www.theeventhelper.com/

RESPONSIBILITY & INDEMNIFICATION

To the extent permitted by applicable law, the Guest or Guest Organization is responsible for claims, losses, damages, or expenses arising from the negligent or wrongful acts or omissions of the Guest, Guest Organization, or its participants, employees, agents, contractors, or invitees. Nothing in this provision is intended to require the Guest or Guest Organization to indemnify SFSRC for SFSRC's own negligence or willful misconduct.

TERMINATION & REMOVAL

SFSRC reserves the right to take reasonable action necessary to protect its guests, employees, volunteers, property, religious mission, and peaceful environment. Depending upon the circumstances, SFSRC may issue a warning, contact the Guest Leader, restrict access to certain areas, require an individual to leave the property, terminate facility use, or contact emergency services or law enforcement. SFSRC may take immediate action without prior warning when it reasonably believes there is an immediate threat to health, safety, property, or the peaceful operation of the Retreat Center. Guests required to leave because of violations of this Agreement or the Code of Christian Conduct may not be entitled to a refund, subject to the circumstances and applicable reservation terms.

GOVERNING LAW & SEVERABILITY

This Agreement is governed by the laws of the Commonwealth of Pennsylvania. If any provision of this Agreement is determined to be invalid or unenforceable, the remaining provisions will continue in effect to the fullest extent permitted by law. The reservation confirmation, approved quote, this Facility Use Agreement, and the incorporated Code of Christian Conduct constitute the agreement concerning the Guest's or Guest Organization's use of SFSRC facilities, except for written amendments agreed to by the parties. The SFSRC Privacy Policy is a separate notice describing SFSRC's website and information practices and is not incorporated as a contractual term of this Agreement.

ACCEPTANCE

By accepting this Agreement, the Guest or Guest Leader acknowledges that they have read and agree to its terms, have received or been provided access to the SFSRC Code of Christian Conduct, and agree to comply with applicable SFSRC policies and reasonable safety and facility instructions. For group reservations, the Guest Leader represents that they are authorized to accept this Agreement on behalf of the Guest Organization and agrees to communicate applicable SFSRC policies and expectations to the group's participants.