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1250 Tiffin Street   |   Fremont OH, 43420   |  419-332-6522   |   Fax: 419-333-0238   |   © 2019 by OLPRC

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Hermitage Policies and Procedures

Last modified: September 18, 2019

Introduction 

Whether you are new to retreating at Our Lady of the Pines Retreat Center ("OLPRC"), or have been our guest many times, our hope is that each guest has a meaningful experience during their time here. We welcome each of our retreatants hoping they can, as our mission statement reads, seek a deeper relationship with God, self, others, and all creation with each visit.

 

To best serve our guests, we have set the following policies and procedures into place and ask that all retreatants respect our facilities, staff, and the privacy of fellow retreatants by adhering to said policies.

 

Occupancy 

 

Each hermitage is designed for single person occupancy and cannot accommodate additional guests.

Persons under the age of 18 are not permitted to retreat in the hermitage.

Damages

In staying at OLPRC, you agree that any damage related to defacing or removal of any Hermitage property during a Hermitage stay will be billed to you.

Hermitage Amenities


Within each hermitage is a twin bed, wardrobe, full bathroom with a shower, a small kitchenette with sink, dishes, dish soap, a dormitory style refrigerator with freezer, hotplate, pots/pans, tea kettle, microwave, toaster, coffee pot, utensils and storage cupboard for dry food goods.

 

Bed, bath, and kitchen linens are included. 

 

Hermitage retreatants have access to the following amenities in the Retreat Center (subject to Retreat Center hours/booked retreat space): art space, Chapel, exercise equipment, library, and reflection spaces. There is also a guest laundry.

 

On the grounds:  bicycles, small fire pit, gazebo, labyrinth (finger and walking), Marian grotto, meditation deck, outdoor swimming pool, Stations of the Cross.

 

Alcohol

It is not permissible for individual guests to bring alcohol for personal consumption onto the grounds or into the Retreat Center.

 

Animals/Pets

Animals and pets are not permitted to stay in the Hermitages with the exception of service animals accompanying their owners. Please contact the Retreat Center if you will be bringing a service animal.

Arrival/Departure

Check-in is available after 3:00 P.M. the day of arrival.

Check-out is scheduled for 1:00 P.M. the day of departure.

 

Attire

For health and safety reasons, all persons entering the Retreat Center must wear appropriate attire. Tops, bottoms and hard soled shoes are required at all times when in a common area, including the dining area and hallways. Pajamas, robes, socks and slippers are not permissible in the common areas.

Booking

OLPRC uses Wix Hotels to reserve hermitage retreats. Payment may be processed by PayPal or Square POS.

To reserve a hermitage, go to www.pinesretreat.org/hermitage-retreat and select your dates. Answer the prompts on the screen and reserve your retreat dates.

 

Payment in full is due within 14 days of making the reservation and can be paid via credit card upon creation of the reservation or a check can be sent to:

Our Lady of the Pines Retreat Center

1250 Tiffin Street | Fremont, OH 43420

Individuals who cancel their reservation within two weeks of the date the reservation was created will have their deposit refunded. Cancellations after the two week period results in either a forfeiture of deposit or an application to a retreat if booked within six months of your cancellation date.

 

Failure to pay the deposit for booking within 14 days of the reservation date will result in a dismissal of the reservation.

Cancellation

To cancel a retreat, contact OLPRC and notify us of the desire to alter your reservation. Provide your postal address and best contact phone number at the time of cancellation.

 

If a cancellation occurs within 14 days of the date the reservation was created, you will be refunded in full via the original method of payment within 7-10 days.

 

If a cancellation occurs more than 14 days from the date the reservation was created, a deposit of $25.00 per night will forfeit, and the remainder will be refunded. A refund request will be processed within 7-10 business days and will be posted to your account within 20 days. If The refund process is based on the original method of payment and the standards set forth by our payment processors. (Square/PayPal)

 

If a cancellation occurs beyond six months from the payment date, a check will be sent to the address provided at the time of cancellation.

 

If you do not receive the refund within the time frames listed, please contact the office at 419-332-6522.

 

Candles

Open flames are not permitted in the hermitage. LED candles are acceptable.

 

Chapel Use

 

We welcome all retreatants to utilize our chapel for prayer and reflection. Please check with the Retreat Center office on availability if a retreat group is in the Retreat Center. As a Catholic chapel, the Blessed Sacrament is present in the Tabernacle.

Check-in

Check-In is available after 3:00 P.M. the day of your reservation. 

If a retreatant arrives during business hours, they are to proceed to the two-story brick building (the Retreat Center) to check-in.

If a retreatant arrives after business hours, the key and welcome information for the retreatant will be in the Hermitage indicated on the confirmation email; the door will be unlocked. Please proceed directly to the Hermitage and check-in at the Retreat Center the following business day.

 

Check-out

When departing the hermitage, please remove all unused food from the refrigerator and storage cupboard. Trash should be bundled and containers with food remaining in them should be disposed of in the large blue dumpster on the opposite side of Canfield St. Sheets and pillow cases should be gathered at the foot of the bed. Place all used dishes, silverware and cookware (even if washed during the stay) in the labeled dish bin for sanitation.

 

Keys should be returned to the Retreat Center during business hours, or left on the kitchen table if the Retreat Center is closed. Lock the door upon last exit.

 

Deposit           

A non-refundable deposit equal to $25.00 per night is due within 14 days of creating a reservation. 

If the reservation is cancelled, the deposit will not be refunded but can be applied to a future retreat within six months of the cancellation date.

  

Emergency Procedures

In the event of a severe storm warning or tornado, please proceed to the Retreat Center if the building is open. When the Retreat Center is closed, proceed to St. Bernardine Home. 

 

In the event of a fire, evacuate the hermitage immediately, call 911 and proceed to the Retreat Center if it is open. When the Retreat Center is closed, proceed to St. Bernardine Home.

 

In the event of a blackout, there is an emergency kit containing a flashlight and a first aid kit in the wardrobe of the hermitage.

 

Environmental Policies

  • Turn off lights and fans when leaving the hermitage or rooms in the Retreat Center.

  • Keep the door and windows closed when the heating/air conditioner is on.

  • Recycle paper, glass, and plastic in the designated bins in the Retreat Center.

  • To prevent freezing or bursting pipes, do not turn the pipes off in the hermitage.

Evening Lighting

 

Exterior path lights leading to the hermitage can be turned on with the switch located on the front porch of each hermitage or on the light post, adjacent to the sidewalk, closest to Parking Lot B.

 

Firearms and Weapons

Firearms and/or weapons are not permitted in the buildings or on the grounds.

 

Hours

Hermitage guests will receive a welcome packet containing the times during which the main Retreat Center is open during their stay and hours will be posted in the breezeway of the Retreat Center.

 Housekeeping

I

f you need extra linens, toilet paper, paper towels, or cleaning supplies, notify a member of staff and they will be provided.

Bed, bath, and kitchen linens are provided. Extra linens can be found in the wardrobe during your stay. If needed, cleaning supplies can be found either underneath the bathroom sink or in the closet next to the shower

 

See Check-Out procedure for linens and trash.

If you would like to have the hermitage cleaned during an extended stay (five days or more), notify a member of staff and indicate the dates and times that you would like this service to be completed.

 

Kitchen/Food Safety

The kitchen at OLPRC operates under the Ohio Health Code and is a licensed kitchen in good standing. No retreatants or guests are allowed in the kitchen area, no exceptions. 

 

Proper Attire must be worn in the dining area.

See Attire foracceptable dress.

 

Lockout

If you lock yourself out during business hours, see a memober of staff in the Retreat center to obtain a spare.

When the Retreat Center is closed, retreatants who lock themselves out or lose their hermitage key can contact Saint Bernadine Home to obtain a spare.

 

Lost/Damaged Items

OLPRC is not responsible for items lost or damaged while an individual is on retreat. There is a lost and found box in Office C. Retreatants are welcome to contact OLPRC after a stay if they need the box checked for an item they may have left behind.

Maintenance Service and Emergencies

PROCEDURE NEEDS SET

During business hours

Outside of business hours

Mass

Retreatants are welcome to celebrate Mass at St. Bernardine Home beginning at 11:00 A.M. Sunday - Friday.  Holy Communion service is 11:15 A.M. on Saturdays.

 

To get to the chapel, ring the doorbell to Saint Bernardine Home and someone will greet you.

 

Meals

Hermitage guests are responsible for their own meals. A dormitory style refrigerator with mini freezer is in the hermitage.

 

Medical

In case of a life threatening emergency, call 911 immediately. Individuals utilizing needles for medical shots are asked to either secure their needles and take them home or dispose of them in the SHARPS container at the Retreat Center. Do not dispose of needles in trash receptacles.

 

Overnight Accommodations

Overnight rates include hermitage use and use of amenities in the Retreat Center when open.

Parking

Designated parking for the Hermitages is in Lot B, there is no parking in the Tullamore House driveway.

If you have an electric car, you can plug it in to the post at the corner of Lot B and the sidewalk to the hermitage. Do not plug the car in at Saint Bernardine Home.

 

Rates and Price Variations

We reserve the right to vary prices and rates in the event price increases are made by wholesalers, service providers, tax changes or any other reason. Increases are required to be paid by the retreatant when notified by OLPRC or the retreatant may cancel the booking which may result in cancellation fees. OLPRC is not liable in any way if any increase occurs. Rates  quoted are appropriate to the particular product and service at the time of booking. 

 

Smoking

Smoking or vaping in the hermitage is prohibited. There is one designated smoking/vaping area on the OLPRC grounds with a receptacle for cigarette butts, adjacent to the fenced in area behind the Retreat Center.

 

Snow/Weather Emergency

In the event your arrival is scheduled while snow covers the ground, use the Canfield Street entrance for your safety.

In the event of a Level 2 or Level 3 Snow Emergency or extreme severe weather, predicted for Sandusky County prior to the start of a hermitage stay, OLPRC will contact the retreatant prior to arrival to discuss reservation options.

Toiletries

Retreatants are responsible for providing their own toiletries (shampoo, body wash, toothpaste/brush, etc).

If you forget something, please see a member of staff to check on the availability of a spare.

 

Wireless

Hermitages do have wireless capability and the passcode is posted inside the cabin.

Changes to our Hermitage Policies and Procedures

It is our policy to post any changes we make to our hermitage policies and procedures on this page. The date these policies were last revised is identified at the top of the page. You are responsible for periodically visiting our website and this page to check for any changes.

 

Contact Information

To ask questions or comment about this privacy policy and our privacy practices, contact us at: olprc@pinesretreat.org.