Frequently Asked Questions

Reservations, Contracts, and Billing

When will I receive my contract after I have scheduled an event?
Your contract should arrive via email within three weeks of scheduling.

When is the signed contract and deposit due for my scheduled event? 
The signed contract and deposit are due by the date designated on the contract.

Is my group required to send a deposit to secure my reserved space? 
All groups are required to send a 30% deposit and signed a contract to secure a reservation.

Are deposits refundable if we cancel our event? 
Deposits are NON-refundable and NON-transferable. They are applied to the final group invoice.

Can I use a credit card to pay my deposit? 
Credit cards ARE accepted (VISA, MasterCard, and Discover) for deposit payments as well as cash and checks.

Who do I make my check payable to? 
‘WCRC’ OR ‘Williamsburg Christian Retreat Center’

What is WCRC’s Federal tax ID number? 
54-1285092

Does WCRC take ‘tentative reservations’? 
We DO take tentative reservations. Space will be held for one week and if a reservation is not made within that period, space is reopened for other groups to use.

How early can we book our overnight retreat? 
Overnight retreats can be booked a year in advance. However, current groups that have a retreat have the first option to rebook the same facilities for next year’s comparable dates. (For example, a group with a reservation for October 13, 2017, will have the first option for October 12, 2018, for the same facilities). 

How early can we book our day group? 
Weekend day events can be scheduled in an indoor meeting room one month in advance. Non-summer weekdays may be scheduled up to two months in advance.

Why can’t I book a one night retreat for a Friday or Saturday?
We are unable to book one night stays during the weekend unless it is a last-minute booking (within one month of arrival, subject to approval) and the space is still available. We discourage one night retreats for a couple of reasons. First, we are often unable to book the other weekend night and therefore we lose income. Second, in a one night scenario, your participants are traveling to and from WCRC on both days of the retreat since the arrival day and departure day are back to back. Participants don’t get to relax and unwind. If you were to be able to book a one night retreat, you would be subject to additional fees.
 
What about taxes?
Generally speaking, the State of Virginia imposes sales tax on lodging for retreats. Nonprofit organizations, state and local government entities, and churches may use their respective exemption certificate for purchases of meals. However, the charge for meals must be billed to and paid for by the entity claiming exemption from the meal tax with payment drawn on the entity’s account rather than using cash or an individual’s account. For churches, we must have form ST-13A on file in our office in order to remove any meal taxes.

When is the payment for the remaining balance of our retreat due to WCRC? 
The remaining balance is due at the time of your retreat.

Dining Services

When is the latest time we can order meals for our retreat?
All requests for food must be submitted to the kitchen no later than four weeks prior to the event.

What is the latest date to cancel or adjust meal counts?

Adjustments to the number of guests eating a particular meal can be made up to 10 days before a retreat. A final count must be reported to our office no less than 10 days before the event. The minimum charge for meals will be based on the number on file in our office 10 days before the event.

Can WCRC accommodate vegetarians or guests with other special needs such as food allergies? 
Yes, with advance notice. While we cannot meet the needs of every diet, those with special needs are usually pleased with our selection of food. If you are on a specific, controlled diet we suggest you bring your own items so that you can maintain your dietary requirements while at WCRC. The kitchen staff will be happy to help persons with their dietary needs. 

Is our group able to choose our meal entrees? 
Unfortunately, since all groups dine together in the main dining room, WCRC cannot serve specific entrees to each group. However, WCRC can take special requests and will try to accommodate every group.

Do all groups dine together in the main dining room? 
Yes. All groups dine together at the designated meal times.

Do you assign tables for groups in the dining room? 
Yes. When we are serving multiple groups, your group name will be visible on your designated table/s. 

Can our group eat outside in nice weather? 
Yes. We welcome guests to dine outside at any one of our tables on the porch of the Dining Hall. It is important to remember that guests return all dishes to the designated dish station in the main dining room upon completion of the meal.

What are the meal times? 
Breakfast is served at 8:00 AM, Lunch is served at 12:00 PM (Sunday lunch is boxed lunches only), Dinner is served at 5:30 PM (Friday dinner is served at 6:00 PM)

How long are the meals served? 
We ask that all guests join us in the dining room at the designated mealtime. If you or your guests arrive late, the quality of the dish may not be as superior as it was intended and the quantities may be limited. The food is on the line for 45 minutes.

How are meals served at WCRC? 
All meals are served buffet-style. Our buffet is not an ‘all you can eat’ buffet but rather a variety of choices to suit a variety of tastes.

Are box lunches available? 
Yes. Boxed lunches are available upon request. (Advanced notice no less than 10 days ahead of your event required.) Sunday lunch comes only as a boxed lunch.  

Meeting Spaces

Is there a refrigerator available for use if we bring our own snacks and drinks?
There are residential size refrigerators located in Holly and Laurel Cottages. The Commons kitchen at the Cabin Village has two residential size refrigerators. In Oakwood Lodge, meeting rooms and kitchenette rooms have mini-fridges.  

When our group checks in, are we allowed to have a registration table in the lobby at Magnolia? 
The lobby area in Magnolia is not recommended since it is small and foot traffic can be heavy. We recommend using an area in or near your meeting space. If this is not possible, we will try to find a space that is convenient for everyone involved.

Do the meeting spaces have air conditioning and heat? 
Yes. Each meeting space is individually heated and air-conditioned. If you need help adjusting the heat and air in the dining hall meeting space, please see the Registration Desk. Thermostats in Holly Cottage, Laurel Cottage, Oakwood Lodge, and the Commons at the Cabin Village are all easily accessible. 

Guest Rooms

How will guests be assigned to their rooms?
The group leader is responsible for assigning rooms to the guests attending the retreat.

If we want to put surprises in each guest room (balloons, candy, welcome gift bags, etc.), how do we go about doing this? 
Please check with the Registration Desk prior to your retreat to make arrangements to get into the rooms or facility earlier than 4 pm.

Are there TVs in the guest rooms? 
No. In order to maintain our peaceful and quiet retreat atmosphere, WCRC does not have televisions in the guest rooms. A television with a DVD/VCR player is available in each meeting space.

What is in a guest room? 
In Oakwood Lodge, first and second floors each have 11 rooms with one queen and one twin trundle bed. Each room has a private bathroom, clock, lamps, dresser, table, and chair. Each floor has one room with a queen bed and kitchenette that includes a mini-fridge, microwave, and coffee pot. 

Are hairdryers or irons provided in the guest rooms? 
No.

Do the guest rooms have air conditioning and heat? 
Yes. Each guest room is individually heated and air-conditioned.

How many people may sleep in one guest room? 
Up to four people may occupy one Oakwood Lodge guest room. If a family includes more than two children, a second room will be necessary. For more information on lodging for families, please contact WCRC.

Can we reduce the number of lodge rooms we reserved for our event? 
Yes, if the number is reduced four months before the retreat date. Numbers can be reduced within the four-month period but there is a cancellation fee of 70%. Cancellations that occur less than one month before the event will result in a cancellation fee of 100% of the lodging fee.

How late can we check into our reserved spaces?
Group leaders need to pick up the keys at the office during office hours. If arrival time is after those hours arrangements should be made with the Office.

What should we bring for our overnight stay at WCRC? 
Good walking shoes, an umbrella and a flashlight are always essential. The Office does keep a few limited supplies (toothbrushes and toothpaste, hairdryer, iron, etc.) in case you forgot something.

Are linens provided in the guest rooms? 
Yes. Linens (sheets, towels, blankets, and pillows) are supplied in Oakwood Lodge and Holly Cottage. Guests coming to Laurel Cottage and the Cabin Village need to bring linens (sheets, towels, blankets, and pillows). However, linen sets are available to rent at $10.00, plus tax, per set for the Cabin Village and Laurel Cottage. Each set includes sheets, blanket, pillow, towel, and washcloth.

What do I do if I have an emergency after the office closes for the evening? 
If you have a medical emergency, please dial 911, THEN call the emergency staff number to inform the on-duty staff member. If the emergency is non-medical, call the emergency staff number to attain assistance from the on-duty staff member.

Grounds

To use a fire pit, do we start our own fire or does someone start it for us?
Guests are responsible for their own campfires. Firewood is available for $5.00 per wheelbarrow. You may purchase fire starters at the office. Contact the Front Desk if you need anything.  

Are pets allowed at WCRC? 
WCRC has a NO PET policy in the lodge, cottages, and Cabin Village except for trained service animals such as seeing/hearing dogs. Pets in the campground area must be kept on a leash and cleaned up after.

Are grills available for guests to use?
Gas grills may be rented by contacting the office. Guests may bring their own grills if they choose.

Which outdoor activities are available at WCRC? 
We have 300 acres of rolling hills and wooded area available for walking and relaxing. A softball field, tennis courts, several playground areas, horseshoe pits, basketball, Frisbee golf, hiking trails, and a volleyball court are available for our guests. Sporting equipment may be checked out at the Front Desk without a fee. The swimming pool is available for use Memorial Day through Labor Day. For swimming pool hours check at the Front Desk.

Does our group need to clean up the Pavilion/s when our picnic is over? 
Your group is responsible for your own clean-up. Please put all refuse and garbage in the containers provided in the pavilion.

May we provide alcohol at our picnic? 
Alcohol is not permitted at WCRC grounds.

Can we have a band play during our picnic? 
We ask that loud music NOT be played at WCRC as it may be disruptive to conferences and meetings that are in session at the center.

Personal Retreats

Are there any age restrictions regarding Personal Retreats?
Individual guests must be at least 18 years old. Guests under the age of 18 must be accompanied by an adult. NOTE: Adults and youth may share a room only if they are related.

Are meals available for Personal Retreats? 
Yes. Meals are available if we have groups in residence with prescheduled meals. Let the Front Desk know if you plan to dine with us.

How do I pay for my Personal Retreat reservation? 
Payment must be made upon arrival to the Registration Desk. Payments are accepted by cash, check, or credit card (VISA, MasterCard, and Discover).

General Info

Does WCRC have a gift shop?
Yes. We currently have a variety of reasonably priced apparel, small toys, t-shirts, water bottles, books, flashlights, and more. 

Does WCRC have internet access available for guests? 
Yes. WCRC currently offers free wireless internet access at Magnolia Center, our RV Campground and at the Commons at the Cabin Village.  Please ask the front desk staff for the passcode.

How long is the Office open? 
The Office, located in Magnolia, is open: 
8:00 AM – 4:00 PM Monday – Thursday, Saturday 
8:00 AM – 6:00 PM Friday 
8:00 AM – 9:00 AM Sunday

During the summer (Memorial Day to Labor Day): 
8:00 AM – 6 PM Monday – Thursday, Saturday 
8:00 AM – 7:00 PM Friday 
8:00 AM – 9:00 AM /1:45 PM – 6:00 PM Sunday

Copyright © 2020 | Williamsburg Christian Retreat Center, All Rights Reserved