Policies and Procedures

All LeTourneau bookings are granted on a first come, first serve basis. However, groups wishing to rebook for the following year have 30 days after the date of their retreat to rebook the same date and lodging for the following year. There are dates that are in higher demand than others (i.e. May-October), so it is best to contact our office as early as possible to attempt to reserve your desired dates. Once dates are verbally decided between you and our office, you will receive a contract. After the details of a contract have been established and confirmed, regular communication is kept open to ensure accuracy of intent by both parties as the retreat date approaches. Reservations are not complete until a signed contract and a deposit are received.

Our office reserves the lodging facility (or facilities) for your group, but you are responsible to assign specific rooms to each of your guests. Once you have specified which building your group intends to stay in our office will send you a room chart and assignment sheet for you to return to the office filled out at the time you indicate your final count (no later than 15 days before your scheduled event). This will ensure our staff has sufficient time to prepare and have the correct rooms ready upon your arrival. All lodging minimums regardless of number of participants a group ends up bringing will be the minimum number a group is billed for. Keys to individual rooms are available upon request and each person will be asked to sign the key out and put down a $5.00 deposit (to be returned upon the returning of key).

Agendas are very important to assure there are no conflicts in scheduling and that LeTourneau has sufficient staff and volunteers on campus for all anticipated activities. Agenda’s should be sent to the office at least 15 days prior to a scheduled retreat.

Policy for Ministry Events

To enable LeTourneau to make proper preparations as well as confirm your intentions for the upcoming function, a reservation deposit of at least 25% of the estimated bill based on the signed contract and minimums is required to secure the facilities, due along with a signed contract. The deposit is required to keep your current reservation; the dates will not definitively be reserved for you until we receive this deposit with the signed contract. Final payment will be due 10 days prior to the date of the event.

Each lodging facility and meeting space has a minimum number of persons required, in order to be reserved. These minimums must be seen as the minimum number of persons a group is committed to paying for on their final invoice. Such a policy is necessary to protect the resources of this ministry and those groups wishing to utilize the resources of LeTourneau. Thus, by way of example, if a group reserves the Lodge during the summer, they are agreeing to pay for no less than 30 individuals. This contracted amount guarantees LeTourneau is able to be good stewards of all its facilities and other groups are given the opportunity to book a facility they may fully utilize and enjoy. With the wide variety of lodging facilities LeTourneau has to offer, we are confident we can host groups of varying sizes with excellence.

Minimums for 2+ Nights of Lodging are as follows:

Season Minimums are from May through October

Lodge: 30 person minimum   /   Bethany House: 12   /    Bungalows & Cabins: 3   /   Cottages: 2

Off Season Minimums are from November through April

Lodge: 20 person minimum   /   Bethany House: 10   /   Bungalows & Cabins: 3   /   Cottages: 2

Please Note: If a group should choose to reserve a housing space for less than 2 nights, the minimums for certain housing spaces do increase. The Lodge minimum for a stay less than 2 nights would increase by 5 guests and the Bethany House minimum would increase by 2 guests.

Policy for Day Only Events, Family Reunions, and Personal/Family Retreats

To enable LeTourneau to make proper preparations as well as confirm your intentions for the upcoming function, a full payment for a reservation along with a signed contract is required in order to secure your dates and spaces for your event. The full payment is required to keep your current reservation; the dates will not definitively be reserved for you until we receive the balance for the event with the signed contract.

Each lodging facility has a minimum number of room reservations required in a facility in order to be reserve a space. These minimums must be met in order to secure a lodging facility for your event. Such a policy is necessary to protect the resources of this ministry and those groups wishing to utilize the resources of LeTourneau. Thus, by way of example, if a group reserves the Lodge during the summer, they are agreeing to pay for no less than 18 rooms. This contracted amount guarantees LeTourneau is able to be good stewards of all its facilities and other groups are given the opportunity to book a facility they may fully utilize and enjoy. With the wide variety of lodging facilities LeTourneau has to offer, we are confident we can host groups of varying sizes with excellence.

Minimums for Lodging are as follows:

Season Minimums are from May through October

Lodge: 18 room minimum   /   Bethany House: 6 room minimum   /    Bungalows & Cabins: Full building   /   Cottages: Full building

Off Season Minimums are from November through April

Lodge: 16 room minimum   /   Bethany House: 5 room minimum   /    Bungalows & Cabins: Full building   /   Cottages: Full building

Dining Hall & Meeting Space Minimums

Minimums for an overnight group to use an additional meeting area on campus or to open the Dining Hall for serving meals must be 15 persons or more. Any less than that, we would ask that the group use the lodging common area for their meeting time to reduce the time it takes to turn over buildings after the group departs. For the meals, if the number is large enough to open the kitchen we would cater the meal to your lodging or meeting area. In addition, when a contract and deposit are turned in to reserve an event on campus, LeTourneau Christian Center reserves the right to move groups to different meeting spaces should it be necessary (based on the size of the group) to host another group for the same dates. Please Note: Additional meeting areas are not included in the package for Family Reunions or Personal/Family Retreats.

Policy for Ministry Group Events

Once the contract has been signed and is returned to LeTourneau then the details worked out between your group and LeTourneau will act as a binding agreement. The facilities and meals reserved by your group will be kept and prepared as agreed, and any changes required will be discussed promptly. In the event that a scheduled function must be canceled, we kindly request that it be notified to LeTourneau at least 150 days prior to the function date. Cancellations received 150 days or more prior to the function will be entitled to receive a full refund of the deposits held minus a $250 processing and administrative fee. All function cancellations received less than 150 days prior to the function date shall forfeit any deposits held, no less than 25% of the final minimum agreed upon amount in the contract. LeTourneau requires at least 150 days notification to locate and properly reschedule a suitable replacement function to ensure that our operation expenses are being met. Groups canceling less than 120 days prior to the date scheduled must pay half of the agreed upon bill covering the costs for 50% of the reserved building minimums for lodging and included meals (the housing minimums for each building reserved will be considered the final number). Groups canceling with less than a 90 day notice are responsible for and will be required to pay the full amount agreed upon as per the reserved building minimums for lodging, meeting spaces, and meals (the housing minimums for each building reserved will be considered the final number).

Policy for Day Only Events, Family Reunions, or Personal/Family Retreats

Once the contract or registration form has been signed and is returned to LeTourneau then the details worked out between your group and LeTourneau will act as a binding agreement. The facilities and additional amenities reserved will be kept and prepared as agreed, and any changes required will be discussed promptly. For these types of events or retreats we require the full bill to be paid upon booking. Once a group or guest has booked, 25% of that amount paid will no longer be refundable. In the event that a scheduled function must be canceled, we kindly request that it be notified to LeTourneau at least 120 days prior to the function date. Cancellations received 120 days or more prior to the function will be entitled to receive a 75% refund for the reservation agreement on the contract / registration form.  LeTourneau requires at least 120 days notification to locate and properly reschedule a suitable replacement function to ensure that our operation expenses are being met. Groups or guests canceling less than 120 days prior to the date scheduled must pay half of the agreed upon bill covering the costs for 50% of the reserved building minimums for lodging and included meals (the number of people listed on the contract will be considered the final number). Groups or guests canceling with less than a 90 day notice are responsible for and will be required to pay the full amount agreed upon as per the reserved building minimums for lodging, meeting spaces, and meals (the number of people listed on the contract will be considered the final number).

Policy for Pastor / Missionary Stays

Policies for the Pastor & Missionary stays is equivalent to the policy listed above for personal stays. If a Pastor or Missionary should decide to cancel their free 2 night annual retreat, they will not be able to re-use the 2 free nights for the remaining calendar year.

Additional Information

LeTourneau Christian Center operates in most weather conditions (i.e. rain, hail, sleet, snow). If weather becomes unsafe on campus, the Director will follow proper protocol to ensure all individuals on campus are safe. There are no discounts for groups present during such weather conditions. LeTourneau reserves the right to modify the itinerary of any group for their safety.

There are no refunds of any kind for weather related cancellations by a group for all or part of their scheduled camp or retreat. All requests made by a group to move an event to an alternate date will be subject to the cancellation policies for their current reserved date. Please take this into account when booking. Balances due 10 days prior to the event are still the responsibility of the group and will be expected to be paid in full. Likewise, there will be no refunds for the early departure of a group from LeTourneau for any reason.

An exclusive is an ideal way to ensure your youth or family group has as many options as possible, which includes the use of all housing facilities, meeting spaces, lakefront, and standard recreation. In addition you will have the full attention of our staff, use of the water front recreation (hand boats, motor boats and swimming) and paintball (additional cost for paintball and motor boats). Whereas, without an exclusive LeTourneau may book other size appropriate groups on the same dates and designate/reserve certain areas of the property for them. As large groups will sometimes prevent LeTourneau from allowing other groups from coming, purchasing an exclusive package is required for groups of 125 or more, or if a request has been made to utilize the Lodge, Bethany House, and a majority of the Bungalows, as these facilities combined may house 125 plus guests. The cost is $8,500 for the 2 night and 3 days exclusive use of LeTourneau Christian Center (normal check-in and check-out times apply, unless otherwise authorized), plus an additional $65 meal plan (up to five meals), per guest, up to 200 guests. If a group with exclusive use goes over 200 guests there will be a separate charge of $85 for each guest over the initial 200 (this fee will include the meal plan). Note: Minimums for lodging facilities must be met.

Standard room check in time is at 3:00pm and the standard check out time is 10:00am. For groups/guests checking in on Sunday, the check in time is 4:00pm. Early arrival into meeting spaces is only allowed if it has been cleared with the office prior to arrival; lodging spaces will not be available before 3pm unless otherwise indicated by the office. Being out on time is important to allow for the housekeeping staff to tend to necessary turn overs. Usually this will require packing up before a meal or proper planning to ensure you don’t run over your time. Requests for extended stay cannot be guaranteed due to the needs of the next incoming guests. Failure to keep these times may result in an extended stay fee if the time of the departure is deemed far beyond the expected time.

Having said that, extended use of the meeting space may be requested with the office when reserving your event. The decision to allow use of a meeting space will be based upon availability which may change throughout the year and may require an additional per hour cost for the extended time. LeTourneau will try to accommodate your needs as long as it does not interfere with other guests, but for any extended use of the grounds or meeting spaces you must still be out of all lodging areas at the designated checkout time of 10:00 am.

Specially prepared meals may be requested for special functions (i.e. banquets) at LeTourneau. However, they must be discussed and cleared with the LeTourneau chef and the office at least 30 days prior to the function date. Special pricing will be discussed at the time of the reservation. LeTourneau staff will cater to those with medically necessary celiac or gluten free diet restrictions, although there may be an extra cost to cover expenses incurred by LeTCC to provide said meals. Conversely, diets of choice (i.e. low-fat, low-carb, vegetarian etc.) are the responsibility of the guest.

LeTourneau Christian Center reserves the right to decline from entering into a contract with any group or individual who at the sole discretion of LeTourneau is not sufficiently compatible with the beliefs, principles, or values of this ministry. Groups unable to sign the Statement of Faith of LeTourneau Christian Center are asked to respectfully withdraw their inquiry. LeTourneau also reserves the right to dismiss from the ministry property any groups or individuals who are found to be disobedient or uncooperative to the rules and regulations or misusing/abusing any of the LeTourneau facilities.

Any damages incurred anywhere on the property by any members of a visiting group while guests at LeTourneau will be the full responsibility of the group leadership and will be added to a bill to be given at the end of the groups stay. For damages which may be discovered after departure of a group, the leadership will be notified and are expected to cover the full cost of such damages.

LeTCC regularly takes photos and video on the campus as a way to obtain materials for promotional purposes. Thus, during the course of your stay, you and any of your guests may be photographed, filmed or videoed while engaging in any activities on campus. Therefore, every guest of LeTCC, by visiting the campus, acknowledges and agrees that these photos, films and videos may be taken and used in LeTCC products and promotional materials. Please notify your guests of this agreement.

During times where no Lifeguard is on duty all requests for swimming, the use of hand-boats, or other waterfront activities must be cleared through the office prior to beginning activities to ensure safety of water conditions and weather. A group leader or guests signature on the LeTourneau contract operates as a signed waiver, unless an additional waiver is requested. For individual guests not associated with a group, a guest liability waiver must be signed prior to any waterfront activity and guests must abide by all NY State & LeTourneau regulations. Children under the age of 12 wishing to use a watercraft must be accompanied in the boat by a responsible adult. All other minors must be monitored. All groups and/or families must have adults with the office number (585-554-3400) on hand and a cell phone present at the waterfront. In case of an emergency, group leaders should dial 911 and the office number. While using the waterfront, please be aware when your group is swimming of our policy of modesty at the waterfront. One piece bathing suits for ladies and modest swim shorts are required for the gentleman. Anyone not abiding by this will be asked to change.

Motor boat rides and times must be worked out with the office ahead of time to acquire a captain for the boat; call the office for more detail on pricing. Fishing is permitted on the left side of the lakefront omitting the swimming area. Signs are clearly posted with rules, times, and alerts that you are to obey to ensure the safety of yourself and all other guests.  Use of camp buoys for personal crafts are only permitted after a waiver has been signed and the office has approved the request. Boats and other appropriate water craft must be launched at a local marina.

Candy and LeTourneau products are available in the gift shop, which is open periodically near meal times. Other snacks for purchase from the snack shop can be available if times are arranged with office ahead of time (available during summer, often coordinates with free times). It may also be arranged to serve a snack to the whole group at a specific time. Please correspond with office for more details. Bringing snacks is permitted. However, we ask all snacks to be properly served and cleaned up. We also ask that you keep snacks out of bedrooms.

Although LeTourneau does have a small full time staff a lot of what we can accomplish is through the assistance of our volunteers. We love to have our guests return as volunteers during other groups’ events and to allow them an inside peak at the workings of our ministry. This is also a unique opportunity to get to know our staff and guests when they volunteer. If you wish to donate time and service at LeTCC as a volunteer please contact our office so we may coordinate times for you to join us.

For groups of 10 or more people looking to help out at camp and/or within our community and who would like to come for more than one evening, we have created a LeTourneau Mission Camp. The Mission camp is for 10-50 youth and/or adult participants (this number may increase with ample planning). For this option the youth and their chaperones are assigned tasks around camp and/or within the local community. Our staff will plan all the events and assign leadership on the ministry site; youth chaperones are still required. This is an exciting option, which provides an amazing experience in Christian service, while also providing some awesome recreation time around camp, which may include the following: swimming, hand boats/kayaks, tubing, hiking, paintball, basketball, volleyball, and more. We also provide a morning devotional and worship time along with an evening worship service.