Luccock Park Letter of Agreement

Luccock Park Letter of Agreement
This document contains the details of your stay at Luccock, and our commitment to you. Please fill it out as thoroughly as possible. If you have any questions, reach out to us at 888-231-8131. Ideally, we will be on the phone with you as you fill out this form.
Event Name *
Name of primary contact *

First Name Last Name
E-mail *
Phone number *

Area Code Phone Number
Phone Number

Area Code Phone Number
Secondary contact for this event

First Name Last Name
Email
example@example.com
Estimated number of guests *
Arrival date *

Month Day Year
Date
Time *

: Hour Minutes AM/PM Option
Departure Date *

Month Day Year
Time *

: Hour Minutes AM/PM Option
Agreement

Luccock Park will hold these dates once a deposit is received. The cancellation policy is at the end of this document. The person listed as the primary contact is responsible for collecting and remitting all fees associated with their event. The following fields must be agreed to by the signee, unless an exception is agreed upon between the signee and the Luccock Park Camp Director (see below).
Fine print

We have read the Camp Guide and understand the pricing for our event. View here: https://luccockpark.org/client-info Luccock is a weapon-free space. No firearms, knives, or other weapons are allowed onsite. No fireworks allowed. We will adhere to this rule at all times. We will adhere to the latest social distancing guidelines, if applicable at the time of our visit, and understand the local hospital could not handle a large-scale COVID-19 outbreak. We will provide personal protective equipment and other necessary precautions for our campers. This will include masks, hand sanitizer and other items, if applicable at the time of our visit. We understand that our staff will be asked to act as food servers and table bussers for our camper pods, thus cutting down on exposure risks. We understand we are responsible for any damage caused by us or our guests. This includes fire damage, graffiti (beyond names on walls), damage to buildings or equipment. We understand we are responsible for the safety of our guests, and will maintain the minimum youth-adult ratio listed in the Camp Guide document. We understand Luccock is an alcohol-free space, unless we have a special permit for our one-day event that will include beer or wine. Events with over 50 people require a TIPS-certified server. We understand quiet hours run from 10 p.m. to 8 a.m. We understand this is a pet-free space. We understand we are responsible for all bedding, first aid, and medical supplies for our guests. We understand this is a mountain camp with weather and facility challenges. We are prepared to be "happy campers" when changes must be made for safety and/or comfort reasons.
Any changes from the agreements above must be noted and initialed by you and the Luccock Park Camp Director here
Meal Information

Check the following boxes as they apply to your event or group to give our kitchen crew the most up-to-date information about your food needs.
Meal Info

We understand that, without filling out the Go Form two weeks before our event, we cannot expect special meal service. We will submit our Go Form two weeks before our arrival. We will include, on the Go Form, any food requirements, and understand that, if a guest has high sensitivity or extreme requests, they may need to provide their own food. We expect standard camp food, OR: We expect upgraded, fresh foods, more protein and fewer carbs (additional charges will apply), OR: We have discussed a custom menu with the Luccock Park Camp Director (cost negotiated) We will provide our own catering staff ($150 kitchen supervision fee per meal) We understand we are expected to help with clean-up in the dining hall and that there is a charge if we do not want to participate in cleaning up after our guests. We understand meal times are at 8 a.m., 12 p.m. and 5 p.m., and any differences must be agreed upon here. We understand we will be asked to count our meal Bento Boxes at the start of camp, and will be charged $35 for any missing boxes at the end of our stay.
Any changes from the meal agreements above must be noted and initialed by you and the Luccock Park Camp Director here
Key Dates
Your reservation will be held when your deposit is received.

This agreement is due within one week after reservation is held

Two weeks prior to your event, your Go Form and initial invoice due. We must have a current credit card must be on file for any damages caused by your group. You will be notified before any charges are made.

Immediatley after your group departs Luccock Park, your final invoice will be due. This will reconcile any added/dropped guests, food or other changes that occurred after the initial invoice.

One week after your camp departs, we will process your deposit, and alert you to any damage charges.
While at Luccock, we will

Utilize the meeting hall Utilize Meadow Hall Utilize the Chapel Utilize the pavillion Utilize a firepit Have a dance (these must end by 11 p.m.) Set up and take down outside seating Use outdoor rec equipment Stack all tables, chairs, and put away other equipment at the end of our stay Pick up any trash or debris as we create and/or find them
Special requests
(Optional Question at this time.) Estimated Event Total (using the rate sheet in the event guide)
(Optional at this time.) Deposit Required to hold your dates
Information

Luccock Camp will communicate with the person listed on this form. Any contact changes should be sent to luccockmanager@gmail.com. This person is responsible for the final bill and agrees to pay any outstanding sums before departure.
Cancellations

120 days or more before event- full deposit, less $250 fee. 60-120 days- you are responsible for 25% of the rental fee. 30-60 days-50% of rental fee. Less than 30 days-100% of rental fee is due Luccock. If Luccock fails to fulfill this agreement, your deposit will be refunded in full. If this agreement is terminated by either party, your date will immediately be open for rebooking.
Sign and date to show agreement *

First Name Last Name
Date

Month Day Year
Date
Lucccok Representative

First Name Last Name
Date

Month Day Year
Date
Should be Empty:

Luccock Park Letter of Agreement

Agreement

Meal Information

Key Dates

Information

Cancellations