Revised 11/12/2008

                                                        Rock Eagle 4-H Center
                                                               Contract Policies

CONFIRMATION OF SERVICES

An original contract must be signed and returned within 14 days to secure accommodations.  A deposit of $200.00 or $1.00 per person based on estimated attendance must be returned with the contract.  Since our operating costs fluctuate, we must hold your conference planner responsible for confirming rates with the Rock Eagle 4-H Center Conference office prior to your visit. Reservations are not confirmed until a signed contract and deposit have been received.

CONFERENCE SERVICES

The conference fee, a facility use fee for the use of Rock Eagle, is based on the highest actual meal count or highest attendance for each day and provides your group with the following:
* A general meeting room and a one time set up of table and chairs.   If the table and chair arrangement is reset during the conference an additional charge of $150.00 per building will be assessed for each change.

*  The number and size of meeting rooms will be based on the number of participants.
* Flip chart, easels and markers
* Limited A.V. equipment including overhead and LCD, VCR/DVD Monitors and podiums.
* P.A. systems are available in large rooms.
* Pavilions, athletic fields, and swimming pools
* Stages and other equipment will require an additional charge.

Due to limited amount of equipment, requests must be made at least two weeks prior to arrival.
There are no guarantees on last minute requests. 
Our auditorium will seat 1,200 people and is available to groups of 350 participants or more.

Groups using the Auditorium will be charged an additional $25 per hour for an audio technician to be in the auditorium when the building is open.  This fee will begin an hour before the scheduled use of the building and one hour beyond the time the group exits the building.  If an audio technician is needed for audio-visual assistance when a group is using the Georgia EMC Building and Senior Pavilion and/or the Dining Hall a charge of $25 per hour will be added to the group’s invoice.

Rock Eagle provides guests with adhesive backed charts.   Tape, staples, glue and nails are not to be used on the walls or doors of any Rock Eagle cottage or conference building.  No signs are allowed to be taped or nailed to the building or directional signs on the 4-H Center campus.  Signs may be taped to the glass doors of the buildings and cottages and should be removed before your group leaves the 4-H Center.

FOOD SERVICE

Rock Eagle has its own dining hall facility that prepares meals for the groups visiting the Center.  Each group must notify the Rock Eagle Conference office thirty days (30) in advance with a more accurate number of guests that will attend.  A guaranteed count for that first meal is required seven (7) days in advance.    The group will pay for the guaranteed number of meals or actual meal count, whichever is greater.  If the group fails to contact Rock Eagle concerning these counts, the group will pay for the estimated attendance or actual meal count, whichever is greater.  Prices for regular meals are quoted on the contract.  Any changes or additions in the menu must be discussed with the Food Operations Manager and may result in a price increase. For an additional fee, refreshment and coffee breaks can also be provided and delivered to groups. Our Banquet Room is a smaller, more private dining facility and may be used for luncheon meetings with speakers.  All food services must be arranged through the Conference Office.   No outside catering services are allowed.
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Meals times are as follows; Breakfast - 7:00am until 8:15am, Lunch - 11:30am to 1:00pm and Dinner - 5:30pm to 6:45pm.   If your group would like to have a different meal time please notify the Rock Eagle Conference Office at least seven (7) days before your arrival date.

Conference Groups may not prepare food on site.  Gas and charcoal grills, microwave ovens, hotplates or other means of cooking are prohibited on the 4-H Center.

Ice is available upon request for an additional charge.

LODGING FACILITIES

Each of our 54 cottages can accommodate 18-20 people and have central heat and are air-conditioned.  Rock Eagle reserves the right to reduce the total number of cottages and/or buildings to be used by a group when actual attendance is lower than the original estimated attendance.  Rock Eagle also reserves the right to change the designated cottage number(s) and/or building(s) being used by a group to better accommodate all groups using the Center.  Requests for linen and maid service must be confirmed 7 days prior to your conference.  Linen charges will be based on the number requested or the number used, whichever is greater. 

No food or beverages are allowed in the cottages. 

All cottages are designated as NO SMOKING areas. 

No tents, motor homes, or travel trailers are allowed to overnight at Rock Eagle 4-H Center.  

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