Terms & Conditions

Our Terms and Conditions (“T&C”) are instrumental in establishing the legal framework for interactions between our organization and our community members. Tailored to the specific needs of our activities, these T&C delineate the rights and responsibilities of both our organization and the individuals engaging with our services and resources. It is essential to customize the T&C to reflect the distinct nature of our Christian organization and the diverse range of services and outreach initiatives we offer.

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The Refuge Retreat Terms and Conditions

These Terms and Conditions (“Terms”) are part of the booking agreement (“Agreement”) between The Refuge LLC (“TR”) and the party (“Refugees, Ambassadors, Leads”).

1. Room Availability and Fees: Room allocation is based on availability at the time of booking the venue. Accommodations are requested at the time of registration to ensure each person has a comfortable space. Sleeping quarters are pre-selected by “TR” staff. Refugee guests are not responsible for the cost of attending; it’s a sponsor-based system. Ambassadors who invite refugees are expected to pay for their guests. If unable to provide payment, TR will do its best to cover the remaining cost, but it is not responsible for their expenses.

2. Cancellations and Additions: As early as possible, guests will notify TR of any cancellations by email to refugeconnect@yahoo.com or directly to TR staff members. Cancellations will be subject to the following terms:

(a) Ambassadors will be refunded if they cancel within the following timeframes:

• (1) Months before the scheduled start date of Ambassador meetings – Full amount of the Total Cost;
• (1) Month before the scheduled event – 50% of the Total Cost;
• If unable to attend the weekend of the event, there will be no refunds because the venue has already been paid (1 month before the scheduled event). Refunds are not guaranteed and will be approved by TR staff.
• We do not refund no-shows.
• No partial refunds will be issued for days not attended or late arrivals.

(B) Funds withheld by TR are utilized and redirected to support future events, cover expenses, and fund full-time employees. As of January 1, 2025, TR does not have employees and will notify attendees via newsletter if any changes occur. Any income or revenue is transferred and invested in opportunities to enhance the mission’s growth.

4. Rules; Use of the Venue; Restrictions; Damages Policy.
Venues are subject to change until TR acquires its location. The rules of the premises are communicated during Ambassador meetings and the Day 1 event to all attendees.

Staff and necessary Ambassadors are provided with location information for transportation and logistics. TR is entrusted with the responsibility of caring for and ensuring the safety of all attendees. In case of an emergency, TR staff and leaders will contact the guest’s emergency contact directly and inform them. If an attendee needs to leave the location, TR will organize a drop-off location and time with assistance from emergency contacts.

TR is not obligated to disclose the address or location of the event at any point. If an outside guest, family, or acquaintance arrives at the location without permission, they will be asked to leave along with the attendee.

(a) Guests and attendees are expected to adhere to the following guidelines at all times:
(i) Follow promptly and courteously the TR staff’s directions regarding access, supplies, obstructions, and equipment placement.
(ii) Protect and preserve the premises, including the walls, flooring, ceiling, grounds, and all other items within and around the premises.
(iii) Protect and preserve any religious artifacts, exhibits, items, or objects on display.
(iv) Observe any site procedures related to the use of the premises as required by the staff.
(v) Refrain from smoking, vaping, or consuming alcoholic beverages in any area of the venue.

(b) Guests and attendees are prohibited from bringing the following items to the Center:
(i) Alcohol and/or alcoholic beverages; recreational drugs; weapons.(ii) Pets (except for guide dogs and certified emotional support animals);
(iii) Electronic devices like TVs, consoles, speakers, and amplifiers;
(iv) Appliances or other equipment for heating or cooking purposes are on-site and reserved in advance. If attendees need storage for food or medicines, they should inform the TR staff.
(v) Boats or floatation devices, such as canoes, kayaks, or rafts, are not allowed.

The TR reserves the right to remove and/or confiscate any of the above items found on the premises without prior notice. They may also dismiss attendees and hold them responsible for any costs incurred due to such actions or for any loss or damage caused to the premises, other attendees, or third parties as a result of non-compliance with this policy.

5. Media Release: All attendees consent to be included in any filming, photographing, audio recording, or broadcast, as well as any other use in whole or in part, including publicity and promotion by The Refuge LLC. If a guest or attendee prefers not to be filmed, please inform the TR staff, and we will do our best to respect their wishes.

7. Guest Waiver and Indemnification: By signing this waiver, guests hereby waive any claim they may have against TR, their ambassadors, directors, employees, and agents for any injury or damage that may occur during their use of the venue. They also indemnify TR, The Refuge LLC, and all their respective predecessors, successors, heirs, administrators, executors, and assigns from and against any losses, damages, costs, liability, or expenses (including attorneys’ fees and settlement costs) arising from or relating to (a) guests’ and attendees’ use of the venue (including any personal injury or death resulting from an act or omission by the guest, attendee, or any of their agents or employees); or (b) guests’ breach of the agreement.

8. Written Amendments: Any amendment or modification of the Agreement must be in writing. Email communications agreed upon by the parties are considered effective amendments to the Agreement.

9. Choice of Law and Venue: The Agreement shall be governed by and construed per the laws of the State of Virginia, excluding any conflicts of law provisions. Any disputes arising from the Agreement shall be exclusively subject to the jurisdiction of the state and federal courts located in the State of Virginia. The parties hereby irrevocably waive their right to personal and exclusive jurisdiction and venue in any such disputes.

Incorporating Essential Elements