1. Discovery Call (5-15 mins) – once we’ve receive a contract request, we’ll confirm basic details about your request and then we’ll send out a contract. Once we receive a signed contract and deposit, your retreat will be confirmed via email.
2. Followup Call (5-15 mins)- once you have returned a signed contract, Hartland will verify all initial details for your retreat. This locks in what Hartland has committed to for your retreat and we should be able to make notes on initial needs.
3. Three Week out call (5-10 mins) – this call will finalized all key details for your event, including your best guess on final #s. This will also be a reminder to mail in your minimum guarantee or full payment ahead of the event. We will give you a list of items we need returned within the next week to meet your 2-week deadline ahead of the event.
4. Two Weeks out (5 mins) – you are required to submit final details in writing using our form or via email. We will only call if info is not received and confirm only what we have agreed to prior. Your minimum guarantee is due in full.
5. Please note, time at camp is a valuable resource as we work to share the Gospel at our Sponsored Events. We are unable to schedule additional planning meetings ahead of your event. Church rentals are very easy to organize from our end and do not require meetings outside of those noted above. Please use those times efficiently by having any questions noted prior to the meeting. Our resource packets sent out with your contract cover all available options, please review those resources as they should answer 99% of your questions.

• Many details are covered on our FAQ page, we highly recommend you review this page as well as the information packets and contract we send over to avoid any confusion or frustration.
• Please note, you will only have access to those housing types arranged in your Follow Up Call noted above. If you need additional housing, you can communicate that need and we will discuss at your next scheduled call. Click to view Accommodations Types.
• Have any special dietary guests contact food service here at least 2-weeks ahead of the event: www.hartlandcamp.com/food (you can also view our Food policies there)
• Be sure to make a note of any questions you have for your next upcoming call, save questions for those calls

• Your signed contract and deposit are due within 14 days of email receipt, without these you do not have a scheduled event at Hartland.
• Your Additional Insured Liability Insurance Certificate is due 30 days prior to your event.
• Your minimum guaranteed payment must be received 2 weeks prior to your event, if mailing a check be sure to mail it three weeks prior to your event so that it will arrive by the deadline. Your event may be cancelled without this payment.
• Your final event requests must be received two-weeks ahead of your scheduled arrival date in order for our team to review and get back to you. (Not all requests are available or approved)
• Pre-event calls – you must be available for these calls, which will be the time we communicate to lock in your event details. Calls may be very short if everything is already confirmed.
• Liability Waivers are due for all of your guests at check-in (speakers, worship, adults, children, everyone)
• Your medical/nurse contact info, two weeks ahead of camp (see contract for details).
• Final Payment is due upon check-in, stop by the office with a check or card for your final event payment on arrival. (if you have no-shows or additions, those can be resolved on check-out).
• Anything else requested in your contract not listed above.

Please note, our church rental packets include all options and services we offer. If it’s not listed in your contract or the information packet, it’s not something Hartland is able to provide or do. We give you all information in our resource packets.

• Pre-Event Checklist:
  • Ensure your Contract and Deposit have been returned by their due dates.
  • Submit your Certificate of Insurance (naming Hartland Christian Camp as an additional insured) at least 30 days prior to your event.
  • Complete any Hartland Waiver forms for all guests/staff(speaker/pastor/counselors as well). Return to Hartland 1 week prior to your event along with a roster of names we can use to cross-reference. Any last minute signup forms can be turned in separately as they occur.
  • Submit your Minimum Guarantee Payment to Hartland, 2 weeks prior to your event. You can also just send in your entire final balance at that time if it’s easier. This allows us to order food and prepare staffing ahead of your arrival.
  • Return your Event Setup details no later than 2 weeks prior to camp (see Event Setup section below) You can use our nifty online form by clicking HERE.
  • Provide a roster with all guest names to the camp prior or on arrival (this is for emergencies)
  • Have any special dietary guests contact food service here at least 2-weeks ahead of the event: www.hartlandcamp.com/food (you can also view our Food policies there)
• Please be prepared for your scheduled calls with any questions, we’re here to help!