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Policy Guidelines

1. Exclusive use of facility: Sandy Cove strives to fill the facility. Groups occupying 150 rooms at double occupancy or more guarantee exclusive use of the Conference Center. Unless your group books exclusive use, other groups may be scheduled.

2. Individual room assignments: Assignment of individual rooms is the responsibility of the group coordinator. You will receive the rooming list information from our Rooming List Coordinator once your signed contract and deposit are received. This should be completed and returned to us one month prior to your event date. If your rooming list is not on file with us 4 business days prior to your event, a fee of $100 per day will be imposed until we receive your final rooming list. For clarity in spelling and to expedite your check-in process, we require that this list is typed or computer generated.

3. Meeting rooms: Groups contracted for 10 rooms or 20 or more guests qualify to receive a complimentary meeting room consistent with the size of your group. It will be furnished, at no additional charge, with one 8-foot table, one lectern, and chairs set theater style. For additional breakout rooms, please contact your sales representative. Please refer to the Audio, Visual, and Group Services lists for rental of additional equipment.

4. Meeting room setup: Conference Services coordinates all arrangement of furniture in meeting rooms. Special room arrangements such as classroom or corporate style are available, some at additional costs. The tables and chairs in your meeting room may be rearranged on your own at your discretion.

5. Personal food and beverages: Sandy Cove does not permit groups to bring their own snacks or beverages to serve to their guests during their stay in the Conference Center. Food Service must be provided and monitored by our staff. For both health and fire safety reasons cooking is not permitted in guest or meeting rooms. A fine of $100 per occurrence will be added to the master bill of any group that brings and serves its own food.

6. Meal service: Meals for groups may be served buffet style, family style, or plated. Meals and service style are chef's choice unless otherwise contracted. Additional charges apply to specialty food or services.

7. Group meal/snack times: Normal meal times for guests are 8:30-9:30 am breakfast, 12:30-1:30 pm lunch, and 5:30-6:30 pm dinner. To assure the quality of the food, all meals, snacks, and beverage receptions are available for one hour from the scheduled set up time. Special requests will be considered, and any changes of meal times should be made at contract signing. If Sandy Cove needs to change the hour or location of your meals, your coordinator will notify you. Your promptness to meals is expected to assure the quality of your food and service.

8. Vehicle parking: Parking is restricted to the paved parking lots only and is not permitted on the grass. Overnight guests should park in the Chesapeake Lodge parking lots. Day Guests should park in the Day Guest parking lots by Palmer.

9. Final payment: Groups are expected to make financial settlement for their contract minimum four business days prior to arrival and any remaining balance is due upon arrival. Groups are responsible for the guaranteed total amount as listed in their signed contract. A credit card authorization form will be required prior to check in to guarantee payment for additional services requested that are not included in the original contract arrangements.

10. Standards of conduct: Sandy Cove Ministries and the Chesapeake Lodge at Sandy Cove require that all group participants honor biblical standards of conduct and our policy guidelines in public and private while at Sandy Cove. This would include, but not be limited to, refraining from the advocating, condoning, or practice of sexual immorality, homosexuality, the use of illegal drugs, alcohol, firearms and explosives, destruction of property, and behavior not conducive to a conference center setting (e.g. running in halls and loud music in guest rooms). Smoking is not permitted in any building. A $100 charge per room will be billed to any group for room fumigation due to smoking.

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