Conditions For Use
Last modified: January 16, 2020
Retreat Center Booking policies
How to Confirm Your Reservation (Reservation Procedures)
Sign and return the completed Agreement for Use contract on page 5 of the Hosted Retreat Welcome Packet along with the security deposit to:
Our Lady of the Pines Retreat Center
1250 Tiffin Street | Fremont, OH | 43420
All retreats require down payments called “security deposits” in order to hold space at the Retreat Center within 14 days the reservation was created. These Security Deposits are typically 35% of the estimated maximum balance for your retreat and are both non-refundable and non-transferable in the event of a cancellation.
Invoices for Security Deposits will be sent using the Square Up payment processing system. Each invoice will be delivered to the email provided for the Primary Contact upon the creation of the reservation. If, as the Primary Contact, you would like to have someone CC’d on the invoice(s) for bookkeeping purposes, please include their name and contact information on the Agreement for Use.
Security Deposit Installments
The Retreat Center offers the option to retreat groups whose deposits are larger than $250.00 to participate in an installment plan where the total security deposit is broken into four payments. The initial payment will be due within 14 days of creating the reservation, and the three remaining payments will be due within the time frame of 12 months from the retreat.
The due dates and amounts will be set by the Retreat Center and are included in the original Retreat Reservation email.
All retreats with security deposits that are less than $250.00 are required to pay the deposit in full and cannot opt to participate an installment plan.
Agreement for Use
The Agreement for Use must be completed and returned no later than 14 days from the date the retreat reservation was created. This contract must be signed and dated by the primary contact in order to be valid and to confirm the reservation for space at the Retreat Center.
Accommodation Request Forms
The Accommodation Request Forms in the Hosted Retreat Packet are the basis for which the Retreat Center prepares for your retreat. These forms are to be filled out completely by the Primary Contact and returned to the Retreat Center 14 days before the start date of the retreat. This due date is also included in the Retreat Reservation email. The capabilities listed in these forms do not guarantee availability, and all reservations must be based off what is designated for your retreat in the Retreat Reservation email.
Changes to the Reservation
All changes must be requested by the Primary Contact or other approved by party as designated on the Agreement of Use contract and approved in writing by the Retreat Center. The approval to these changes must come in the form of an amendment letter from the pinesretreat.org domain to be valid.
Minimum Operating Charge
The Retreat Center requires a minimum of 10 people to open the house to overnight guests. If your group cannot meet this requirement, an automatic charge of $700 per group per night will be applied. This amount is exclusive of any meals that may be provided.
In the event you need to cancel the retreat, notice must be given to the Retreat Center more than 14 days in advance. As a result of the cancellation, the security deposit will not be refunded and cannot be applied to future retreats.
Releasing Retreat Reservations
Retreat reservations can be released and made available to other parties for one of the following reasons:
The retreat group decides to release their reservation within 14 days of its creation resulting in zero fees and penalties.
The Retreat Center does not receive either the security deposit or the Agreement for Use by the respective due date.
Schedule of Events
A schedule of events must be submitted in addition to the completed Accommodation Request Forms by the due date listed in the Retreat Reservation email.
Food Service Policies
Our Lady of the Pines Retreat Center is a licensed kitchen in good standing with the Ohio Department of Health. To maintain this status and protect the health and safety of our guests, we must implement the following procedures:
For meals prepared by Our Lady of the Pines Retreat Center:
Due to the need to order food in advance, all retreat groups will be charged for the number of guests indicated on the Accommodation Request Forms. If an increase to this number is approved, an increase in cost will occur.
The menu will be prepared by Retreat Center staff when we receive your final counts. If you would like to see the menu ahead of time, or a make a special request for the whole group, please include it in the comments section of the Accommodation Request Form.
Arrival to meals must be prompt in order to preserve the integrity of the food.
Food will available for 45 minutes from the time it is first served.
We cook to order for the number provided on the Accommodation Request Form and recommend that the On-Site Coordinator suggest individuals do not go up for seconds until everyone has been served.
Individual dietary needs and/or requests beyond allergies cannot be accommodated.
All persons attending a multiple day retreat who will be staying off campus are considered commuters. All commuters will be charged for all meals that have been scheduled to be provided by the Retreat Center each day. In the event a commuter will not be present for all meals, they will still be charged for all days and all meals of the scheduled retreat.
For retreats bringing outside food and/or drink products to the Retreat Center:
No persons may enter the kitchen if they are not employed by the Retreat Center and on shift.
No outside food, drink, or storage containers can enter the kitchen.
To prevent cross-contamination, the Retreat Center cannot provide kitchen wares for group use. This includes, but is not limited to plates, bowls, utensils, serving spoons/forks, etc.
Crock-pots are allowed but must be kept in one of three snack galleys in the Retreat Center.
There is a refrigerator, microwave, and toaster in the main snack galley on the first floor, and mini refrigerators in the 1st floor and basement snack galleys.
There is no freezer available for guest use.
We have soap and cleaning utensils available in the snack galley for your dishes but they cannot be washed or sanitized in our kitchen due to the cross-contamination guidelines.
Things to know...
A critical concern of the Sisters of Mercy is to protect the earth; therefore, we ask that if you bring disposable items to your retreat, that you recycle them in the designated bins in the snack galley on the main floor.
Proper attire must be worn in all areas where food is served. For further information reference the attire section of the Conditions of Use.
It is not permissible for individual guests to bring alcohol for personal consumption onto the grounds or into the facilities.
Groups requesting to bring alcohol for a specific function of their retreat (i.e. an agape dinner) must receive prior approval from the Operations Manager.
Our Lady of the Pines Retreat Center, the Board of Trustees, and the staff are not liable for adverse consequences resulting from guests consuming alcohol.
Animals are not permitted to stay in the facility, with the exception of service animals.
If a guest will be accompanied by a service animal, the Retreat Center must be notified of the arrival and departure of the animal.
All persons in 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 conference spaces. Pajamas, robes, and slippers are allowed on the second floor only.
In the event of a black out, there is a mini flashlight in each bedroom. There are also emergency kits containing a flashlight and a first aid kit in the following areas:
Basement - Snack Area
Main Floor - Mercy Conference Room (on the bottom shelf of the podium)
Second Floor - The housekeeping closet (next to room 32)
The use of candles and incense is prohibited in guest rooms.
Candles can be used in the conference spaces and chapel if amply contained in a fire-retardant vessel (i.e. a vase with walls higher than the flame) and if a guest is present. All flames must be extinguished when exiting a room.
Chapel (at the Retreat Center)
The OLPRC Chapel is a sacred space; all activity in the chapel must be respectful and prayerful in nature.
As a Catholic worship space, the Body of Christ is housed in the Tabernacle, behind the altar. The ciborium should not be removed from the Tabernacle except during the formal celebration of Mass, a Communion Service, or Exposition of the Blessed Sacrament, by a Catholic priest, deacon, or other trained minister of holy communion.
Candles, lighters, incense, censor, charcoal, cruets, hosts, wine, chalice, paten, sheet music, hymnals, stoles & chasubles, Roman Missal, Lectionaries, Monstrance, linens, and other sacramentals are available for guest use in the proper manner. If you are unable to find what you need, please check with a member of the staff. Unconsecrated hosts are kept in the walk-in cooler in the kitchen; only a member of the Retreat Center staff can retrieve those for you.
All furniture and liturgical decorations are to be left in the chapel. If you re-arrange the furniture, please restore it to the original set-up before you leave.
All Chapel and Sacristy lights are to be turned off when not in use. All candles must be extinguished prior to leaving the chapel.
Please note that there is no sacrarium sink in the work sacristy. Do not pour anything down the drain that has been blessed; the blood of Christ and all water used to rinse the chalice must be consumed per canon law. All linens used during the celebration of a Mass or Communion Service are to be soaked in a plastic basin filled with water. OLPRC staff will take care of the linens beyond that point.
Ashes from the thurible used during a sacred celebration are to be disposed of in the marked tin in the work sacristy.
Please return all other sacramentals to the spot where you found them prior to use.
Check In / Arrival
Upon arrival to the Retreat Center, the On-Site Coordinator must check in with a member of staff.
***If you arrive before the earliest time listed on the Accommodation Request Form, the building may be locked. Please wait for a member of staff to arrive.
As retreatants arrive, they may park in front of the building to unload their vehicles, but before beginning their retreat, they must sign-in at the table in the lobby.
Once unloaded, all vehicles must be parked in Lot B.
For individuals that require handicap parking, there are designated spaces in front of the building.
Check Out / Departure
Upon the close of a retreat, retreatants must gather all their things and kindly place used towels, bed sheets, blankets, and pillowcases in the designated bins by the elevator. Please leave the comforter on the chair in the bedroom.
Place all keys back on the hooks inside the bedroom or in the marked container on the table in the lobby.
The On-Site Coordinator must usher all retreat guests out of the building by the latest time indicated on the Accommodation Request Form. We then ask you perform a thorough check that no personal or group belongings have been left behind in the bedrooms or conferences spaces that were in use by your group and then notify a member of staff that you have finished your check and will be leaving the building.
Due to the need to schedule our staff in advance, late departures are not able to be accommodated. If your retreat goes more than 30 minutes beyond the latest possible departure time listed, you will be asked to leave.
Children and Minors
At this time, persons under the age of 18 are not permitted to attend overnight retreats in the Retreat Center.
Clocks are not to be unplugged or removed from bedrooms or common spaces. If your retreat is participating in a full immersion retreat, you may cover alarm clocks with brown paper bags, and request that batteries be removed from the clock(s) in your conference space(s). If clocks are found to be unplugged without permission, the retreat group may be charged a resetting fee.
Damage, Theft and Vandalism
The premises of Our Lady of the Pines Retreat Center have been made available for the general purpose of retreat. Any damage beyond reasonable wear and tear that has been caused as a result of conduct by any member of a specific group, shall be the sole and personal responsibility of that person/persons/organization. These persons will be referred to proper authorities and will be responsible for any expenses related to the incident.
Culligan water, tea bags, hot water, hot chocolate, and coffee are available around the clock in the large dining area.
If your group would like to request drink service be moved to your gathering space prior notice must be given to the Retreat Center.
Iced tea and lemonade are available during lunch and dinner, and will not be available for drink service.
Beverages brought in by retreat groups must be stored in the designated snack areas/refrigerators either in the large dining area or in the snack galley in the Gorman Art Room.
All beverages taken to a conference space or bedroom must be clear or have a lid.
In the event the elevator gets stuck with a guest inside, the guest is to push the call button in the elevator.
It is the responsibility of the retreat group to collect and maintain emergency contact information for the members of their group.
In the event of an emergency, instructions will be announced over the intercom system.
Turn off lights and fans when leaving 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.
Extension Cords and Power Strips
When groups request multiple (three or more) power strips or extension cords, the on-site coordinator must ensure that an inventory of these items is completed at the end of the retreat. Any items that are taken from the Retreat Center must be either returned or paid for by the persons or organization that removed said items from the Retreat Center.
The exterior doors of the building are not to be propped open and will be locked at 10:00 PM every night when guests are in the building.
In the event of a fire, an alarm will sound throughout the building and emergency lights will flash. Do not panic. Go to the nearest and safest EXIT and make your way to the overhang of Saint Bernardine Home. DO NOT USE THE ELEVATOR.
Individuals on the second floor who cannot take the stairs should make their way to the balcony at the end of the Saint Joseph wing (with rooms 1-7) to wait for fire rescue. A member of staff will be waiting under the overhang with the sheet used at sign in to account for all guests of the Retreat Center.
Firearms and Weapons
Firearms and weapons of all kinds are not permitted in the building or on the grounds.
Each floor has a large white fire door located on the east side of the elevator. These doors are to remain open at all times.
The fireplace in the Bernardine Room is not for guest use and should not be tampered with.
Please respect the use of all furniture in the Retreat Center.
No cutting, crafting, or ironing is permitted on furniture that is not properly protected or designated for this use.
No moving furniture without the approval and assistance of a member of staff.
Groups utilizing equipment that will entail a large draw of current are to respect the setup provided by maintenance to ensure breakers do not trip from an overload.
During the week, the Gift Shop is open from 9:00 A.M. to 4:00 P.M. When a retreat group is staying overnight, the hours will be extended from 4:00 P.M. to 8:30 P.M.
The shop accepts cash, check, and credit card. Merchandise must be purchased before it can be removed from the shop floor. You can choose to have your purchased items shipped to you by completing a shipping request form (to complete a form, see a member of staff).
Merchandise can be placed on a temporary hold during your stay. If you have placed an item on hold, it will be returned to the shop the day after your retreat if not purchased.
There are two wood cabins on the property. These cabins are rented by individuals seeking to have a private retreat. It is not permitted for other guests to go within 20 yards of each cabin to protect the rights and privacy of the hermitage guests.
**If your group would like to reserve one or both hermitages for the retreat there will be a security deposit of 35% of the balance of the scheduled stay to complete the reservation. If you have finalized the reservation for one or both of the hermitages and they will not be used, the Retreat Center must be notified prior to the 14-day deadline or you will be charged in full for the hermitage reservation.
During retreats, the front door will be unlocked at 6:00 A.M. and will be locked at 10:00 PM. All other exterior doors will lock at 9:00 PM. If your group will be out of the building after these hours, a member of staff must be notified so they can remain alert to those going in and out of the Retreat Center.
For individuals who will be out of the building for special circumstances, they are to notify the member of staff on duty in the front office when they will be returning so we know when to expect them. When they arrive back to the Retreat Center, they are to ring the doorbell.
Extra towels and bathmats are available on stands in the second-floor hallways. There is an extra pillow and blanket in each room in either the closet or dresser. If you need more blankets or pillows, there are extras in the closets by the drinking fountain in hall 1-17. Please contact a member of staff if you need to replace your sheets or comforter or if you need more toilet paper, paper towels, or soap. Used linens should be placed in the designated bins by the elevator at the end of your stay. Please leave the comforter on the chair in the bedrooms.
HVAC Units / Boiler
a. Boiler - There are radiators in each room of the Retreat Center. These can be adjusted for heat output during the winter months.
b. Wall Units - Interior wall units are in each room of the Retreat Center. These are controlled by individual thermostats hanging on the walls. In the summer these units are the source of air conditioning. They are a supplemental heat source during the winter months. Further instructions are hanging next to each remote.
If there are issues with the heating or air conditioning, see a member of the staff.
If there is a potential weather event that predicts serious threat or harm to potential guests or staff, the primary contact for the retreat will be called to inform them that the retreat will be cancelled or temporarily postponed. Guests already on campus will be given instructions by the Retreat Center staff regarding their continued stay during the weather event.
Each bedroom has its own individual key hanging inside. The keys can be used to lock the bedrooms. These keys are to remain with the person staying in each room, or hanging on the hook inside the bedroom. Individual keys cannot be collected by retreat groups for immersion retreats due to privacy concerns.
If a key is misplaced or if a guest locks themselves out, see a member of the staff.
While OLPRC does not offer laundry services there is a washer and dryer in the laundry room of the Retreat Center that is available for guest use.
The Retreat Center provides bed and bath linens for guest use. Extras are available on shelves on the second floor in the hallways.
To report the need for maintenance, see a member of the staff. Please alert us as soon as possible so that we have a chance to improve your comfort before your departure.
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. If your group is larger than 5 people, please notify St. Bernardine of your wish to attend.
For groups who wish to use the St. Bernardine chapel for special events, contact St. Bernardine Home for approval at 419-332-8208.
In case of a life-threatening emergency, call 911 immediately.
Below is the address and description of the Retreat Center:
1250 Tiffin Street, Fremont, OH 43420
Two story brick building at the top of the hill.
Once the call has been placed, notify a member of staff 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 located in Office B. Do not dispose of needles in trash receptacles.
For guests that are differently abled, there is a ramp for entrance into the retreat center, and an elevator to access all floors. There are also designated bedrooms and restrooms available.
While a retreat is occurring at Our Lady of the Pines Retreat Center, one person must be designated as the On-Site Coordinator for that retreat. This person will be the point of contact for the staff of the Retreat Center should any questions, comments, or concerns arise relating to said retreat.
This person is also responsible for the following:
Arriving to the Retreat Center before all other retreatants to settle the retreat balance and confirm the furniture and equipment for the retreat have been set up according to their needs, as well as to confirm the time and place the welcome is to be given.
Ensuring that all retreat attendees are aware of the Conditions for Use of the Retreat Center, and having them sign in agreement to these terms on the Sign-in Sheet.
Notifying the Retreat Center staff of any cancellations, early departures, or medical emergencies that may occur. Adjustments in rate for the aforementioned changes will not be accommodated.
Making sure that all retreatants are aware of the schedule of events as necessary and enforcing timely arrival to meals (if applicable) and timely departure for all guests.
Completing a thorough check of all spaces (conference rooms and bedrooms included) that were in use by their retreat for any items that may have been left behind after all retreat guests have left.
Notifying a member of staff that they are the last person with their retreat departing the building.
All guests are welcome to unload their cars in front of the retreat center. When unloading is finished, ALL cars must be parked in Lot B unless handicap parking is required.
Our Lady of the Pines Retreat Center is not responsible for any lost or damaged items belonging to guests.
Found Items - The Retreat Center is not responsible for item(s) left behind by a guest. However, any item(s) found by our staff will be collected and placed into a safe location for reclaiming. If the owner of the item(s) does not contact the Retreat Center to reclaim the item(s) within the 14-day holding period, the unclaimed item(s) will be donated, or disposed of accordingly. Perishable food items, undergarments and toiletries will be disposed of upon finding and cannot be returned.
Returning found item(s) - We will be happy to have your lost item(s) delivered to you at the cost of postage, plus a $10 handling fee. An invoice will be sent via email once the cost has been determined. The item will ship once payment has been made.
The Retreat Center is not responsible for any item(s) lost or misdirected during shipment.
The Primary Contact is the person responsible for creating and maintaining the reservation by conveying any and all changes, concerns, or questions to the Retreat Center. They are also responsible for submitting the Agreement for Use, Security Deposit(s) and Accommodation Request Forms by the respective due dates to keep their retreat in good standing with the Retreat Center.
Our Lady of the Pines Retreat Center observes quiet hours from 10:00 P.M. - 7:00 A.M. During this time please respect the other guests by being quiet on the second floor and in the hallways.
If any individual or activity appears to be suspicious or worrisome, notify a member of staff immediately.
Smoking/Vaping is not allowed in the Retreat Center. There is one designated smoking area off the southwest corner of the building.
The Retreat Center is staffed around the clock when a retreat group is in the house. For any questions, concerns, or requests, report to Office B and speak with a member of Guest Services or Night Security. If a staff member has had to step out of the office to assist another guest, notice will be posted on the door of the office.
Our Lady of the Pines Retreat Center is subject to the Sandusky County Bed Tax, as are ALL groups and individuals staying in the Retreat Center.
For religious utilizing a tax exemption for gift shop purchases, please provide your tax ID number for bookkeeping purposes.
WIFI (Wireless Internet)
The Retreat Center does have wireless capability (WIFI) and the passcode is posted throughout the building. The WIFI may go out from time to time - if this happens please wait a few minutes and try again. If the WIFI still cannot be accessed notify a member of staff and they will call the provider to check for known outages or have a repairman sent out.
Changes to our Condition for Use
It is our policy to post any changes we make to our policies and procedures in the Hosted Retreat Welcome Packet and on our website at
The date these policies were last revised is identified in the back of this Hosted Retreat Welcome Packet and at the top of the web page listed above.
**You are responsible for periodically visiting our website to check for any changes.
Terms and Conditions
OLPRC makes every effort to ensure all the information that appears on our digital media or on our printed media is correct. However, no warranty, expressed or otherwise, is given that this information is error-free. We do not accept liability for errors and/or omissions, and we reserve the right to change the information published at any time and without notice.
To ask questions or comment about these Conditions for Use, contact us at: firstname.lastname@example.org.