Reserving Space at Seabeck

• All groups are required to be 501c3 nonprofit organizations and tax id number is needed to book a retreat at Seabeck.

• Please call our office for availability. Reservations cannot be made online.

• The office phone number is 360-830-5010. You can also email us at seabeck@seabeck.org for available dates.

 

Holding Space without a Reservation

• We can tentatively hold space without confirmation for up to 1 week.

• We ask that you call to cancel the hold if you decide not to confirm.

• Once you confirm a reservation an agreement is emailed to the group leader.

• Seabeck is not obligated to hold space, either housing or meeting areas, for any group for which a signed agreement and deposit have not been received by Seabeck on or before the dates stated on the agreement.

• Housing will be held in proportion to guarantees given and may be adjusted by Seabeck at the time of declaration of final numbers.

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Deposit

• A deposit of 20% of the total anticipated bill is required to reserve space for a group.

• The deposit is credited to the final bill at the end of the event if the group meets its minimum number of guarantees.

• If the group cancels the reservation, the deposit is 75% refundable up to sixty (60) days prior to the scheduled start of the event and six (6) months for groups with exclusive use of the facilities.

• If the event is cancelled less than 60 days before the event, the deposit is forfeited.

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Group Leader Contact

• Arrangements and agreement procedures are to be handled by one representative of the group.

• Multiple contacts can cause confusion with the setup of your retreat.

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Group Leader Responsibilities

• The registrar is to provide Seabeck with a roster listing the name, address, email, and phone number of each participant, or family, upon arrival at Seabeck. This is a requirement of Seabeck, following the guidelines of the Washington State Innkeepers Law.

• A completed set of housing charts is to be provided to Seabeck prior to or upon arrival. Housing charts are included in the agreement packet and can be found on this site under accommodations.

• Conference groups handle their own registrations and room assignments, as well as all programming.

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Exclusive Use of the Grounds

• Exclusive use of Seabeck requires a guarantee of 200 people in daily residence.

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Meeting Space

• Meeting rooms are assigned to groups by Seabeck as required by group size, needs, and availability.

• There is no additional charge for meeting spaces with an overnight retreat.

• There is a meeting room charge for groups that come to Seabeck for a day use. Rates vary depending on the meeting room used.

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Equipment and Meeting Room Needs

• The following equipment is available for meeting rooms:  chairs, tables, flipcharts with paper and markers.

• Additional audio-visual equipment is available upon request and includes digital projectors, portable tv's, and Blu-ray players.

• Digital projectors are available at $25.00 per day.

• The Meeting House and the large meeting room in Pines have built-in sound systems.

• The Meeting House has a ceiling-mounted projector and large pull-down screen. Pines has a large 80" wall-mounted screen.

• Children's tables and chairs are available at no charge.

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Table Policy

• Seabeck will provide, at no additional charge, three tables for every five people in the group.

• Additional tables may be provided, only if available, at $5.00 each.

• Tables must be requested at least 2 weeks in advance, when the meeting room setup information is due.

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Registration of Rooms

• Conference groups handle their own registrations and room assignments.

• A completed set of housing charts are to be provided to Seabeck prior to or upon arrival.

• The group registrar is to provide Seabeck with a roster listing the names, addresses, email and phone number of each guest upon arrival.

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​Check-in/Check-out Times

• Check-in and check-out times will be stated on the agreement and are determined by the beginning and ending meals.

• There is an additional charge added for groups requesting early check-in or late check-out.

• Normal check-in time is 4:00 PM and check-out is 1:00 PM. If available and you require an early check-in and/or late check-out, there is a fee of $100.00 per hour

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​Day Participant Facility Fee

• Unless a person has paid for overnight lodging, there is a $10 per person per day fee for guests coming in for the day only.

• There is a charge for meals attended by day use guests. These meals need to be scheduled prior to the start of the retreat through
  the group leader.

• Day use participants are required to pay their group leader for any charges. Seabeck does not take individual payments.

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Housing

• Groups using more than one housing unit are to fill be space available in each unit before using another housing unit.

• A sleeping room used for purposes other than occupancy of a participant may be charged the prevailing rate minus meal costs.

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Single/Double Occupancy

• Rates are based on double occupancy of rooms.

• There is an additional charge per night for single occupancy of rooms designated for multiple occupancy will be made. If there is only one bed in a room, regardless of the size of the bed, then the single occupancy rate does not apply. Check with the office for the single rate.

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Group Leader Departure

• Before leaving the grounds on the final day, the group leader will need to check out with the office, return room keys and finalize the bill.

• All keys issued to a Conference or Camp Group and its participants must be returned during the Check-Out process by the group leader. Any keys not returned or unaccounted for from the Camp or Conference Group and/or its participants will be deemed lost. All lost or damaged keys will incur a non-refundable $10.00 per key replacement fee regardless of housing style. All lost or damaged key fees will be billed to the Conference or Camp Group. It is then the Conference or Camp Group’s responsibility to secure reimbursement for lost or damaged key fees from their own participants.

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Final Payment

• Final payment is to be made by one check to Seabeck Conference Center and is due by the close of the event.

• A balance forward is charged 1% per month on unpaid balances.

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Retreat Forms

The forms below are needed before the retreat for all the setup information. All the housing charts can be found under lodging. All of these forms are a necessary part of the process in order to have a successful retreat at Seabeck.