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Retreat & Rental FAQs

Facility:

  • Do you have a swimming pool? When is it available?

    • We have a 25-meter pool with a lift chair ranging from 3-6 feet deep. There is a spacious Pool House that includes restrooms, showers, and changing areas. 

    • Open June through August.

    • Reservations must be made in advance to use the swimming pool. Rental is for two hours with a lifeguard included. 

  • Do you have recreation equipment available? 

    • There are opportunities for a variety of recreational activities including four-square, basketball, gaga ball, frisbee, etc. Equipment for these activities should be requested in advance and checked out by the group leader. 

  • Do you have wifi? What is cell reception like?

    • We have complimentary wifi for our guests. Because of our location, not all cell phone providers will have coverage on site.  Please be aware that due to our remote location our internet signal sometimes experiences gaps in service. We recommend downloading music, power points, videos, etc. prior to your retreat.

  • Do you have a Map/Floor Plan available? 

    • You can view our site map and virtual tour videos here. A floor plan for the lodge can be requested over email. 

  • How many people can sleep in each Lodge Room?

    • We have 24 hotel-style lodge rooms. 17 rooms have two twin beds and the remaining 7 rooms have 1 full sized bed. You can comfortably sleep 2 adults per room with a third as necessary. A futon or rollaway cot are available for a third person. 

  • How many people can sleep in each Cabin?

    • Cabins have bunk beds for 10 people. Two additional beds can be added for a maximum of 12 people per cabin. There are 6 cabins total with a maximum capacity of 72 people. 

  • Where do cars park when staying in the cabins?

    • There is limited parking at the Poplar Village cabins/Pavilion. There is a small gravel parking lot that can fit 8-10 cars with a few spots up near the cabins. We ask that the main gravel road is left accessible and clear in case of an emergency. Overflow parking can be arranged in a field a short walk away from the Poplar Village. 

  • Do I need to bring towels and linens? 

    • Towels and linens (sheets, bath towels/wash cloths, blankets, and pillows) are included if you are staying in any of our hotel-style lodge rooms. 

    • You must bring your own towels and linens if you are staying in the cabins. The bunk beds are twin-sized. 

  • Is there an elevator? 

    • There is no elevator, however there is a wheel-chair lift that goes up to the second floor of lodge rooms and smaller conference rooms. A Shepherd's Spring Staff member must operate the chair lift. ​

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Dining: 
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  • Can we get the menu in advance? 

    • There is a lot of thought put into your retreat's menu. Our chef takes into consideration the time of year/season you are coming, dietary restrictions/food allergies, your group's primary ethnicity, meal requests, and what foods are available for purchase. Below is a link to a sample menu that could be served during your stay. Due to the above factors, we are unable to send out a menu in advance for your group but we certainly take your requests into consideration which you can indicate on the Retreat Questionnaire sent to you approximately 30 days prior to your retreat. 

    • Read our to sample menu here

    • Our food service staff are willing to work with groups requiring special menus when requested in advance (2 weeks in advance required). An additional charge may apply. 

  • Are we required to use your dining service, or can we cater it ourselves? 

    • All groups using the Lodge for overnight retreats are required to use our food services. 

    • We cannot allow guest access to our commercial kitchen and there is no kitchen available for guests to use to cook their own meals. Additionally, due to health codes, we are unable to provide space in kitchen refrigeration for medicine and snack items. 

    • Day rental groups (such as weddings) can have their own caterer under special circumstances.

    • Groups who choose to prepare their own food at the Pavilion may have access to a fridge, sink, and/or grill upon request for an additional fee. Please ensure to provide your own dishwashing materials (such as soap and dish towels) to accurately wash, sanitize, and dry dishes and food service utensils.  

  • Can you accommodate dietary restrictions/food allergies?

    • Our Food Service Team can accommodate persons with dietary restrictions / food allergies. This must be indicated on the Retreat Questionnaire and communicated to the Retreat Manager at least 2 weeks in advance. If you are a participant, be sure to let your group leader know your specific dietary needs. 

  • Do we have access to drinks all day?

    • Guests are welcome to go into the dining hall throughout the day to help themselves to water, juice machine, hot water for tea, brewed coffee, and unsweet iced tea. We can provide a beverage table in your meeting space for an additional fee. 

    • Specialty hot/iced coffee drinks, such as lattes, cappuccinos, mochas (and one-pound bags of coffee beans/grounds to take home!) are available for purchase in our in-house coffee shop -- Cafe Del Mundo – where we sell organic, fair-trade coffees from around the world. Proceeds help fund our “Send a Kid to Camp” scholarship program to help local children attend a week of our summer camp who otherwise would not be able to afford it. 

  • What are the mealtimes? 

    • Our dining hall mealtimes are 8:00 am, 12 noon and 5:00 pm and are served in the Lodge Dining Room. Any requests for changes to time or location must be discussed with our office at least thirty (30) days prior to the beginning of your event.

  • Are there any highchairs available? 

    • Yes we have several highchairs available upon request for no additional charge.

  • Do you have tablecloths available?

    • Yes we have a variety of tablecloths available for rent for $6 each. 

      • White circle (21 total)

      • White Rectangle (some for 8ft tables and some for 6 ft tables– 26 total)

      • Red circle (11)

      • Green circle (10)

      • Red and white checkered circle (19)

      • Red and white checkered rectangle (12)

 

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Booking: 

 

  • What is your cancellation policy? 

    • Groups will have 30 days from the date on the Facility Retreat Agreement to sign and return the agreement along with the Liability Insurance information and 20% non-refundable deposit. Reservations will not be held beyond 30 days for groups who fail to return their Retreat Agreement and non-refundable deposit. 

    • Cancellations received more than 60 days in advance of the event may have one-half (1/2) of the deposit carried forward for up to one year from date of canceled event. If a snow emergency is declared and in effect for Washington County Maryland on the day of your arrival your group will only be required to pay the balance for attending participants.           

  • What is the booking process? 

    • Step-1: The Retreat Manager will email a Facility Agreement which will have your booking information and our policies & procedures. Please review the agreement document to ensure all information is accurate and our policies and procedures document.  Then you must sign and return it along with a 20% non-refundable deposit to secure your reservation.  You will then receive confirmation of your program reservation

    • Step-2: 30-Days before your Retreat. Approximately 30 days before your retreat you will receive a retreat questionnaire that will collect information such as final headcounts, dietary requirements, room assignments and meeting space set-up. This document along with the proof of liability insurance document are due 2 weeks prior to your retreat start date.

    • Step-3: Final counts and balance. Once final counts are turned in your invoice will be adjusted to the final count, and you will be sent a final invoice. You can choose to send final payment before your retreat or pay the balance upon arrival. You may pay using a check, cash, or credit card. Please note: Paying with credit card will incur a 2.5% processing fee for all invoices greater than $1,500.

    • Step-4: Arrival day. A designated group leader will need to arrive prior to retreat attendees and go over meeting space set-up, room assignments, dietary information, equipment rental as well as policies and procedures. Once everything is set enjoy your retreat and don’t forget to reserve your dates for next year!

  • When do you need the final payment?

    • The final payment as indicated on the final invoice is to be paid upon arrival by check, cash, or credit card. If using a credit card, there will be an additional 2.5% processing fee for all invoices greater than $1,500.

  • What is the minimum headcount needed for overnight groups?

    • Off Season: Minimum of 15 people for overnight retreats.

      • November through March

    • Peak Season: Minimum of 25 people for overnight retreat on the weekend.

      • April through October

  • What discounts are available?

    • Holiday Discount: From Thanksgiving to Valentine’s day receive 20% off overnight retreat pricing upon request

    • Children ages 0-5 are free with a paying adult for all overnight stay options

    • Children ages 6-10 are 30% off Lodge and Cabin Rates with a paying adult (Discount does not apply to RV and tent camping)

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Policies:
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  •  Can I bring a pet? Are animals allowed? 

    • ONLY registered service animals are permitted on Shepherd’s Spring property.  

  • What is your Alcohol Policy?

    • The use of alcoholic beverages or illegal drugs are prohibited.

  • Are candles allowed? 

    • Candles, incense or other open flames are NOT allowed in the sleeping spaces. Only votive candles or candles in a hurricane glass dome with a bottom to collect the wax can be used in the meeting spaces. Open flames must ALWAYS have someone in attendance. All open flames must be placed away from flammable objects. Groups will be responsible for any damage caused by the candle, including the removal of candle wax from furniture or carpet.

  • What happens if I or one of my group members lose their room key? 

    • Please let your group leader and/or Shepherd’s Spring staff member know. IF the room key is not found, we will bill your group a $25 key replacement fee. 

  • Oh no, I left something behind! 

    • Group leaders are asked to check all occupied areas thoroughly for any lost and found items. Persons leaving items should return to pick them up at Shepherd’s Spring’s convenience or pay delivery charges plus a $5.00 service charge to have them located and mailed. All items unclaimed or not picked up within thirty days (30) will be disposed of by Shepherd's Spring.

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