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Summary

Please Confirm Reservation Details
Audio/Visual Equipment
Meeting Room Setup
Receptions/Beverages
General Information
Agenda FAQ
Rooming List Options & FAQ
Charges for Extra Available Items
Submit Form

Please Confirm Reservation Details

Please complete this form and return it along with your rooming list and a copy of your agenda by the specified contract deadline. To ensure proper planning for your upcoming conference we need this material in a timely fashion.

*Required fields

Optional (please check box if interested)
Early Arrival options (Based upon availability.)

Half-Day Package
(11am arrival, lunch, coffee break, and meeting space) $39 per person

Day Package
(9am arrival, lunch, coffee break, and meeting space) $48 per person

Early Arrival
(2pm arrival, coffee break, and meeting space) $12 per person

Audio/Visual Equipment

The following are available to you and your group at no additional charge. Please check those which you would like included in your Meeting Package.

Lectern
Overhead Projector
VCR
Microphone (Lavaliere)
Easel(s)
LCD (one time $50 per meeting charge) DVD

Please note: If there is more than one group here at a time we may not be able to fulfill requests for the same equipment. Equipment is available on a first serve basis; we will let you know if we cannot fill your request.

Flipcharts can be purchased at the Center, the charge will go on the Master Bill, and they are $20.00 each.

Yes No
How many:

Meeting Room Setup

Please let us know if you prefer soft seating or tables and chairs for your meeting room. We have limited space for tables and chairs so if there are 2 groups here at the same time we have to give the space with tables and chairs to the larger of the two groups. We do not have tables and chairs in the main building meeting spaces and we do not have soft seating in Butler Hall.

What kind of meeting room set up would you like for your meeting space? Please describe below. If you are meeting at Butler Hall we can do several different things, depending on your group size. examples, but not limited to:

Chairs in a circle
Tables and chairs theater style, facing the front
Chairs in a U shape
Tables and chairs in U shape
Chairs theater style

*Break Out Room(s) How many

Receptions/Beverages

Wine Reception: White wine, beer, and a non-alcoholic choice are all available with or without a cheese tray. Everything is inventoried out, then in, so you are only charged for the usage. The cost of the reception can be billed to the group on the Master Bill or we can charge individuals. When we charge individuals we put a sign out with the costs and ask people to “donate” money for what they take. Any shortage will be applied to the Master Bill. We do not provide bartenders, and because of our liquor license all beer and wine must be provided by the Center. Please indicate below what you would like.

Reception:
Yes No
Master Individual
Please specify which night you would like reception(s):

Cheesetray:
No
Large:$65.00 (40+ persons)
Medium:$40.00 (20-40 persons)
Small:$25.00 (10-20 persons)
Please specify which night you would like a cheesetray:

Soda, juice and bottled water are $1.00 per bottle, and are available in easily accessed guest refrigerators. Please specify if you would like to have the charge put on the Master Bill or if you would like to have individuals pay for their own. Anything that is taken and not paid for will be put on the Master Bill at the end of the retreat. Soda should be:
Put on the Master Bill
Individuals pay for their own

All coffee service is served in the main building unless specifically asked for in Butler and it is an extra service fee of $35.00 per coffee bar. Please check off if you would like this extra service at the charge listed above. Thank you.

Butler Hall coffee service (extra charge of $35.00 per coffee bar).

General

Check in is at 4 PM on arrival day, check out is at 9 AM on the departure day. We have a luggage storage area and, keys are to be left on the front desk. Unlike hotels, lost keys are a major inconvenience as they take a long time to replace. Any keys not turned in are charged at $15.00 each. Please help us out and urge all guests to turn in their keys.

Often, cell phones do not work in this area. (Cingular and AT&T at present work fine. Verizon is spotty.) People visiting should bring a calling card to use. There are phones with voice mail in most of the rooms, but guests will be unable to charge long distance phone calls to the room.

Meal times are posted on the wall next to the office. We request special diets when you send in the Rooming List. This enables the Chef to purchase food that everyone can enjoy. When specifying vegetarian, please also let us know if they will eat fish or chicken, and if they eat dairy as well. Please be specific with any food allergies. If there are questions, have the guest contact us directly during normal business hours. If we do not receive special needs in advance, due to our rural location, we may not be able to accommodate them.

Please let us know if you are planning to arrive by bus, and if so, what bus company are you using? Please alert the bus drivers/company to the TALL BUS OPTIONS. Many times we have buses come in on the wrong side of the covered bridge and they are not able to fit through.

Comments
Do you have any specific questions you’d like answered?

Agenda FAQ

Before you prepare your agenda please review the following points so we can serve you better. Please remember to put these items in your agenda. Thank you.

Q. What time can we arrive?
A. Regular CMP Package 4pm With Early Arrival Package 2pm Half-Day Package 11am Day Package 8am

Q. What time is the Dinner?
A. 6pm or 6:30pm on the arrival day. 6pm on the stayover nights. Food will be available for an entire hour. A Half-Hour later start may be purchased for an additional charge. Please see Summary of Available Extra Services.

Q. What time is breakfast served?
A. 8:15am and the food will be out for at least 45 minutes. Coffee is available starting at 6:45am.

Q. What are the Lunch times?
A. Noon or 12:30pm. Food will be available for an hour.

Q. What time should I put in the Agenda to check out of the sleeping rooms on departure day?
A. 9am.

Q. Do we have access to the meeting rooms twenty-four hours a day?
A. Yes, but please put down the expected start and end times for all the sessions on the agenda.

Q. Can we have a reception before and after dinner?
A. Yes, but please put when you would like receptions on your agenda.

Q. Can we schedule our Worship times?
A. Please do. We will let you know if we have to solve any scheduling conflicts with other groups.

Q. What should the last item on our agenda be?
A. “Depart by 2pm to avoid additional facilities charges”. Or as otherwise arranged with the Center’s Conference Planner.

Rooming List Options

Preferred
1. You may download the Excel File, fill it out and email to Detailsretreat@aol.com. Download Excel File

Preferred
2. Please follow the following format in an Excel file, and email it to Detailsretreat@aol.com.

or mail it to

Trinity Conference Center,
79 Lower River Road,
West Cornwall, CT 06796.

Rooming List FAQ

Q. Do you have elevators?
A. No. If a guest requires a 1st floor accommodation, please note it on the rooming list.

Q. What kind of rooms do you have?
A. Please note on your pairing of guests if they require two beds or one.

Q. How do you handle special dietary needs?
A. You should ask everyone who will be attending if they have a dietary request, and note that on the rooming list.

Charges for Extra Available Items outside the CMP Package