RENTAL INFORMATION

Rental Rates
Effective June 6, 2022

Cancellation Policy

If a group makes a reservation and cancels with 1 week or less of the beginning of the function, that group is financially responsible in full.

There are some exceptions:

If a group withdraws their reservation, and another group reserves it; then, the original group would be released from its financial commitment.
If you wish to reserve another date within 6 months of the original booking date, we can sometimes transfer the booking and amount owing.
Periodically exceptional circumstances, such as extreme weather and certain tragedies, would warrant an exemption. This exemption would be decided by the current ConBaSu Area Council Executive.

ConBaSu Area Council reserves the right to cancel a booking at any time due to extreme circumstances regarding safety (i.e. weather or facility issues)

Please note that all cancellations that are 1 week or more prior to your booking, must be done in writing by email to nl-conbasuhut@girlguides.ca ;phone messages will not be accepted.

Procedure for Key Pick-up & Return

Procedures for Key Pick-up

Prior to your weekend, make contact as per the rental agreement procedure with the subject title “KEY PICKUP”.

Arrangements will be made for you to pick up the key, usually the Wednesday before your camp. Please bring a copy of the payment receipt (or have a viewable copy) with you when you pick up the key if it had not been emailed beforehand.

Procedures for Key Return

You must return the key to the person you borrowed the key from, no later than the Tuesday after your camp weekend. Since another group most likely has the camp booked, for the next weekend, you need to return the key for the next group.
If you cannot return the key by the Tuesday following your camp, you must contact the lender, in order to make alternate arrangements.
Please bring a completed copy of the departure & cleaning checklist appended to the RENTAL AGREEMENT when you return the key.

Rental Agreement

Fee Schedule

A Booking/Damage & Cleaning Deposit is due within 2 weeks of arrival day.
The Rental Fee is also due within 1 week of arrival day
Guide Units
The rental fee will be withdrawn within 5 business days after your check out date.. A damage and cleaning deposit is due within 2 weeks of arrival day. Please provide your unit’s Unified Banking Account (UBA) number for auto withdrawal by the ConBaSu Council.
Non Guiding Units
A damage and cleaning deposit is due within 2 weeks of arrival day. Please make cheques payable to ConBaSu Area Council. The rental fee will be due at time of key pick up. Please make cheques payable to ConBaSu Area Council.
Please refer to the rental agreement for all details and provisions.

For fees, see Appendix 1 of the Word document that is available to download, or the rental rates listed above.

Damage and Cleaning Deposit Note

If the premises as a whole have not been left in satisfactory condition and in accordance to the departure checklist, the damage/cleaning deposit will be withheld. If damages to the building or grounds above the deposit are incurred, then the full cost of repairs will be invoiced to your group. A description of cleaning or damage issues will be provided to you in writing.

FURTHER PROVISIONS OF THE RENTAL AGREEMENT

The Group Contact person agrees to the following terms:
1. Will ensure that the Group Contact Person and Group Leader(s) of the identified Group:
- Are present at the camp or facility at all times during the rental period.
- Are the last persons to leave the camp or facility.
2. Prevent any furniture, chairs or benches from being dragged across floors or damaging walls.
3. Report any damage as soon as possible to the Hut Management Team contact.
4. Will ensure that Safe Guide Procedures are adhered to at all times.
5. Will ensure that the Group will pay for the cost of any repair and/or replacement for damages incurred, over and above regular wear and tear and will return the camp or facility to its original state prior to the next group’s rental. The repair/replacement fee will be calculated at full replacement value of items including installation costs. This includes costs as a result of security issues as doors and/or windows left open and/or unlocked and the removal of any markings, garbage etc. left by the intruders as a result.
6. That neither Girl Guides of Canada, Newfoundland and Labrador Council nor its employees assume any responsibility for equipment for property lost, stolen or damaged, brought into or left in or on the premises whether by permission or otherwise.
7. That the departure/cleaning checklist is completed (see Appendix 2 of the Word document available to download, or the Excel Spreadsheet that is available to download).

8. External Guiding Group Insurance: Must be provided prior to rental being confirmed.

6-Month Booking Policy

To ensure transparency and fair access to all Guiding groups no matter how big or small in/outside our Area, please note the following new policies:

Bookings can only be accepted for 6 months from the date of the reservation request.
Only 1 booking can be made per group in a 6 month period for the Hut (excludes field only bookings).

Frequently asked Questions

Kit List?

The following items are not included in the rental fee: toiletries (e.g. toilet paper, soap), cleaning supplies (e.g. dishcloths, floor disinfectant, etc.), firewood, and linens.

How do I rent the Hut?

Step 1: check the calendar for the dates you want.

Step 2: submit the booking form. to request a reservation or e-mail
NL-ConBaSuHut@girlguides.ca

Step 3: wait for confirmation email.

Step 4: send rental and damage/cleaning deposits no later than 4 weeks prior to reservation.

NOTE: BOOKINGS ARE NOT CONFIRMED UNTIL DEPOSITS ARE RECEIVED.

If after a reasonable amount of time the deposits are not received your reservation may be cancelled and given to another group.

Can groups split a weekend booking?

Yes! Unit bridging activities are encouraged! Please have the Responsible Guider for the event submit the Hut booking form on behalf of both groups and you can split the fees.

Can I rent the field if another group has the Hut booked?

Yes, there are limited outdoor facilities, 1 porta potty and water is available via an outdoor hose tap (hose not included).

The onsite mini hut houses a small firepit, picnic tables and benches.

No electricity available on site.