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CCW - SAVANNAH LODGE - GUIDELINES AND POLICES
The following is a list of information which may be helpful for groups using the Savannah Hill Lodge at Camp Clark Williamson. It is the responsibility of the Renting Group Leader(s) to insure these "Guidelines and Policies" are adhered to. The Group Leaders should also review the "Guidelines and Policies" with their staff.
ADULT COUNSELING. It is necessary for an adult counselor (18 years old minimum) to be in residence in each bedroom supervising the children/youth.
ALCOHOL. Alcoholic beverages or anyone under he influence of such ARE NOT PERMITTED on the grounds.
ARTS & CRAFTS. Arts and crafts projects will be done outside of the Lodge building. No glues, paints, etc. or other arts products are allowed in the Lodge.
AUDIOVISUAL AIDS. Camp Clark Williamson maintains some audiovisual equipment. Equipment can be made available to the group director upon request. The group is responsible for all equipment before they depart.
ATV'S. All Terrain vehicles are not permitted on CCW grounds.
BEDROOMS. Each of the four rooms sleep eight people in bunk style beds. Each room has a handicapped shower and toilet, and has two lavatories. Please take no drinks or food items into bedrooms. Blankets, pillows, linens, towels, etc. must be provided by the guests.
BOATS. Use of the boats are allowed only while life jackets or Pfd's are properly worn, and under direct supervision of a certified lifeguard. The group leadership is to provide this personel. Parental supervision is recommended.
CAMPFIRES. A complimentary campfire is available, but needs to be arranged prior to your visit. Bonfires (huge campfire) are also available for a small fee. Campfires will be in designated areas only.
CCW STAFF. In the event of a problem with CCW Staff, or another group using the CCW facility contact the Administrator. Please do not confront them yourself.
COPIER. The copier is in the office. Twenty five cents per copy up to ten copies. Ten cents per copy thereafter.
CHECK-IN/OUT. The following are general guidelines to be used in the process of checking your group in or out.
- Retreats, camps, and conferences: the check-in time is set in coordination with the camp calendar.
- Check-in. The Camp Administrator or designee will be on hand at the prearranged time to open the Lodge. A representative of the renting agency will then be asked to sign a rental agreement, if not done previously. This representative, or cabin counselors, will then inspect their rooms with sheets provided on clipboards in the rooms, and turn them into the Group Leader at that time. Failure to do this will identify no preexisting problems with the cabin facility.
- Check-out. The Camp Administrator or designee will make an inspection of the Lodge facilities and grounds, in part, using the signed check-in sheets. Any damages, graffiti, or litter found, other that normal wear, will be added to the final bill. The final payment is due at time of check-out.
A rental day is considered from 2:00 p.m. to 2:00 p.m.
CHRISTIAN VALUES. Language, dress, and behavior will reflect Christian values. Girls and boys shall AT NO TIME enter the rooms assigned to the opposite sex, or unoccupied buildings.
CLEAN UP. In order to maintain the lowest cost for your group we request each group to do the following:
- Empty trash from the rooms and program areas into trash cans in public bathrooms.
- Sweep (mop if needed) rooms, great room, porches, and program areas.
- Close windows and doors, and turn off all lights.
- Police grounds to pick up all litter and trash.
A Staff person will be able to provide you with assistance and direction. The Group Leader will check with CCW Staff before leaving. Please leave time in order to perform these tasks before departure. Should your group desire not to do the required cleanup, arrangements can be made to pay an additional cleanup fee.
DAMAGES. The renting agency will be held responsible for any damage to the facilities (outside normal wear) per contract. All damages will be reflected on the final bill as follows: damaged screen -$15.00, damaged screen & frame -$30.00, broken cabin window -$25.00, writing/carving on bunks -$25.00 each bunk each occurrence, writing, carving, marking on walls -$25 each wall each occurrence, soiling stool/shower -$50, other damages will be charged as per the repair necessary.
EMERGENCY CARE. CCW is located (by automobile) 20 minutes from several area hospitals and medical facilities. The Camp Administrator should be notified, if possible, before leaving the grounds for medical care. CCW uses the Jackson Madison County General Hospital. For very minor injuries complete first aid kits are readily available and a medical log which is required to be completed in the Lodge, Resident Camp Dining Hall, Swimming Pool, and Shop. A lockable refrigerator is also available for prescription drugs. YOUR GROUP WILL PROVIDE ITS OWN MEDICAL STAFF DURING YOUR STAY.
EMERGENCY PLAN. A copy of the Camps Emergency Plan should be given to each Group Leader upon deposit. A secure copy is located with each first aid kit.
FIRES. Fires are prohibited without permission of the Administrator, and then only in designated areas.
FIRE EXTINGUISHER. These are located one at the entrance of the back porch, one on the right side of the fireplace, one on the wall in the kitchen, and one in the mechanical room.
FIREWORKS & FIREARMS. Fireworks, firearms, and facsimiles of firearms are prohibited on the property.
FOOD SERVICE. CCW offers a wide variety of meals, snacks, beverages, and other foods in a variety of settings. CCW is not liable for any illness or injury related to food/beverage preparation and/or consumption on the grounds not prepared by CCW staff.
1. Great Hall. Breakfast, lunch and dinner are all prepared by CCW Kitchen Staff and served at the following times
- Breakfast 8:00 a.m.
- Lunch 12:00 p.m.
- Dinner 5:00 p.m.
Meals are served cafeteria style. Your expected group size needs to be provided at least one week prior to your arrival.
2. Catered Meals. A variety of menu choices are available for Breakfast, Lunch, and Supper. Times are flexible to accommodate variety of groups. Catered meals will be priced separately.
3. Banquets. Special banquets and luncheons can be arranged, but will be priced separately.
GENERAL CONDUCT. Camp Clark Williamson prides itself in being a Christian Institution representing the West Tennessee Presbytery of the Cumberland Presbyterian Church. It is expected that all who use the facilities will conduct themselves in a Christian manner.
GROUP LEADER. It is necessary for an adult (at least 21 years old) to be in charge of the program, and must be present during the entire stay of the group.
HEALTH FORMS. Health forms and registration applications are required for each group and become property of CCW upon departure. Master copies can be available upon request.
INSURANCE. CCW carries secondary care insurance coverage for all its guests at no additional charge. In the event of an injury please inform the Camp Administrator as soon as possible so the necessary forms may be filled out. This insurance is accident only, and covers those expenses not covered by the renting groups or the families own insurance. It does not cover illness (unless camp related). For insurance purposes all participants are asked to fill out registration and health forms which will become property of CCW. The groups Certificate of Insurance should accompany the rental agreement.
INTOXICANTS OR DRUGS. No intoxicants or drugs (other than prescribed in their original container) of any kind should be brought to or used on CCW.
LAKE. Along with the natural beauty the lake adds to the camp it also provides enjoyable activities. The lake is stocked and fishing is permitted. Boating is available. Pfd's or life jackets are required and provided by CCW. The rental group should provide a certified lifeguard along with parental supervision. All activities around the lake shall be done only under personal supervision of the group leadership. Swimming in the Lake is not permitted.
Anyone jumping off the bridge into the water will be asked to leave the
campgrounds. LIFEGUARD. There will be no swimming except when a certified Lifeguard is on duty at the pool.
MEDICALLY TRAINED STAFF. Each group using the facility will be responsible for its owned medically trained staff. The medical log, first aid kit, telephone for emergency use, and lockable refrigerator are available in the first aid room of the dining hall. The Camp Administrator and CCW Staff are not qualified to be the medical personnel for any group.
MULTIPLE USE. The Board of Directors reserves the right to rent the facility to two or more groups at one time to maximize the potential of the facility. This will necessitate cooperation in the use of certain facilities.
NEW FACILITY. This Lodge is new and constructed first class for you, the guests. It took a considerable amount of time and many donations to complete. We ask that you take pride in this building by helping keep it this way; not wearing muddy shoes in, keeping swept up after yourselves, taking no drinks and food items in to the bedrooms, and keeping graffiti off all surfaces in the building. Thank you for preserving this building.
OUTDOOR ACTIVITIES. At CCW there are plenty of activities for everyone. Not only are the facilities available but the camp has the equipment necessary to partake n the following activities: Swimming Pool, Tennis, Sand Volleyball, Basketball, Softball, Horseshoes, and Hiking. All sports equipment will be made available to the group director upon request. The group is responsible for all equipment upon departure. There is to be no sports or physical games played in the Lodge.
OVERLAPPING POINTS. The overlapping points between the Resident Camp, Lodge, and the Day Camps are the bridge, the pool, ballcourt & paddleboat area, the ballfields, trails, the sand volleyball court, and the prayer chapel.
PORCHES. The Lodge has a big porch on its far end with rocking chairs. Please do not take the chairs from the porch. There is also porches along both sides of the Lodge covering doors of all bedrooms.
RESERVATION/DEPOSIT. The following procedure is used to book a group at CCW.
- A simple phone call can reserve a date for up to seven days as a "tentative reservation." A tentative reservation means the dates requested are held for your group, pending your deposit. A full deposit is due in order to confirm your dates.
- A $500 deposit is required for summer dates. A deposit of ¼ of the minimum fee is required for other dates. Deposits are due 6 months in advance. Long range reservations are dependent upon usage by the West Tennessee Presbytery.
- In the event of a cancellation, every effort will be made to re-rent that time. If your reservation can be re-rented your deposit will be refunded. Deposits are non-re fundable if canceled dates cannot be re-rented.
- The following guidelines must be adhered to in making reservations for use of CCW:
- The group will be responsible to pay for the minimum required guests.
- That the group will adhere to and enforce the "Guidelines and Policies" for CCW.
- It is the groups responsibility to notify the CCW Staff of their expected number of guests at least 14 days prior to arrival.
- Payment of the balance due (and damages, if any) will be due upon departure.
- A rental day is from 4:00 p.m. to 4:00 p.m.
- The Group Leader must have all paperwork (including deposit, rental contract, certificate of insurance, and cabin check-in/check-out sheets) in order with Administrator.
RESTROOMS/BATHHOUSES. Restrooms are located in the Lodge and at the pool shower house. Showers are located in each bedroom. With your assistance every effort will be made to maintain the facilities at an optimum level of cleanliness.
RIGHT AND RESPONSIBILITIES. The Board of Directors reserves the right to deny use of camp facilities to groups or individuals whose behavior or organizational goals could be harmful to the image, reputation, or ministry of Camp Clark Williamson. This includes groups whose stated purpose may be in conflict with the beliefs of the Cumberland Presbyterian Church. The Staff and Board of Directors of CCW assumes no responsibility for personal injury, theft, or damage or loss of personal property. These "Guidelines and Policies" have been approved by the CCW Board of Directors.
RULES FOR ACCEPTANCE. Rules for acceptance and participation in the camping program are the same for everyone without regard to race, color, national origin, age, sex, or handicap.
SECURITY. At night the camp gate may be closed, but not locked, to discourage people casually driving into camp.
SMOKING. No Smoking is permitted in any of the buildings. When smoking outside please be considerate of others. Please extinguish and dispose of properly, do not throw on the ground.
SWIMMING POOL. The swimming pool will be available to groups from June 1 through August 12, although additional charges may apply. The pool will only be open under the supervision of a certified Lifeguard with credentials on file at the camp office. The Lifeguard is responsible for the general safety and well being of everyone inside the pool area, therefore his decision is final. The Lifeguard will be responsible for opening and closing the pool around each group's schedule. The Lifeguard is responsible only to the Administrator. Each group is recommended to have adults at the pool each time it is open. No vehicles are allowed at the pool except in emergency cases.
TELEPHONE. A telephone is provided in the camp office. It is set up primarily for emergency use. Outgoing calls will be overseen by the responsibility of the Group Leader. Children/youth may not make calls without Group Leader present. Long distance calls may be made only using reverse charges or calling cards.
VEHICLES. The speed limit throughout the camp is 10 miles per hour. Upon arrival guests are encouraged to park their vehicle and leave them until time of check-out. Properly registered guests should receive a parking permit to be displayed prominently in their car while on camp grounds. All parking should be confined to the parking area around the Lodge or Day Camp area. Vehicles parked within the Resident Camping area will be asked to move. Youth shall not be permitted in automobiles during the group's stay.
VISITORS. All visitors should register with Administrator or with the Camp Director at the Resident Camp. A properly registered visitor may receive a car permit to be prominently displayed in car while on grounds. Visitors will be required to park vehicles at the Lodge or Day Camp area. Parking and/or touring of the Resident Camp should be avoided because it is in use by another group.
WORSHIP FACILITIES. The natural setting of CCW lends itself well to several areas for worship. The camp maintains a beautiful outdoor vespers area located on a secluded hillside in the woods behind the pavilion. We maintain Communion trays and/or goblets for your use. Please notify the Administrator if you have need for these items.
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