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Reservations, Contracts & Billing | Dining | Meeting Spaces | Lodging | Picnics & Ground | Personal Retreats | General Info
Reservations, Contracts & Billing
- When will I receive my contract after I have scheduled an event?
Your contract should arrive in the mail within 2 weeks of scheduling.
- When is the signed contract and deposit (or purchase order) due for my scheduled event?
Signed contracts and deposits are due within 2 weeks of receipt of the contract.
- Is my group required to send a deposit or a purchase order to secure my reserved space?
All groups except State organizations are required to send a 20% deposit to secure a reservation. All State groups are required to submit a purchase order to secure a reservation.
- Are deposits refundable if we cancel our event?
No. Deposits are non-refundable and are applied to the final group invoice.
- Can I use a credit card to pay my deposit?
Yes. Credit cards are accepted (VISA, MC and Discover) for deposit payments as well as cash and checks.
- Who do I make my check payable to?
'Roslyn' OR 'The Virginia Diocesan Center at Roslyn'
- What is Roslyn's Federal tax ID number?
54-0915317
- Does Roslyn take 'tentative reservations'?
No, unfortunately, we are unable to hold meeting space and lodge rooms without a signed contract and deposit or purchase order.
- How early can we book our overnight retreat?
Episcopal and ELCA groups can book an overnight retreat up to 3 years in advance. All other groups may book an overnight retreat up to 2 years in advance (For example, we begin accepting reservations for October 2008 on October 1, 2006).
- How early can we book our day-only retreat?
We can book a day-only event for a weekday up to 1 year in advance. We will accept reservations for weekend day-only retreats up to 6 weeks in advance.
- When is the payment for the remaining balance of our retreat due to Roslyn?
Your group will receive an invoice within 1 week after your group departs Roslyn. The full payment is then due within 2 weeks.
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Dining Services
- How late do you deliver trays to meeting spaces?
9:00 PM
- How early do you deliver trays to meeting spaces?
7:30 AM
- What is the latest time we can order a tray for our retreat?
All orders must be given to the kitchen no later than 72 hours prior to the event.
- Can Roslyn accommodate vegetarians or guests with other special needs such as food allergies?
Yes, with advance notice.
- Is our group able to choose our meal entrees?
Unfortunately, since all groups dine together in the main dining room, Roslyn cannot serve specific entrees to each group. However, Roslyn can take special requests and will try to accommodate every group.
- Do all groups dine together in the main dining room?
Yes. All groups dine together at the designated meal times.
- Do you assign tables for groups in the dining room?
No. Your group is welcome to sit wherever they choose. When the dining hall is crowded, we do ask that your group fills up each table.
- Can our group eat outside in nice weather?
Yes. We welcome guests to dine outside at any one of our picnic tables or on the porch of the Dining Hall. It is important to remember that guests return all dishes to the designated Dish Station in the main dining room upon completion of the meal.
- What are the meal times?
Breakfast is served at 8:00 AM
Lunch is served at 12:30 PM
Dinner is served at 6:00 PM (Friday dinner is served at 6:30 PM)
- How long are the meals served?
We ask that all guests join us in the dining room at the designated meal time. If you or your guests arrive late, the quality of the dish may not be as superior as it was intended and the quantities may be limited.
- How are meals served at Roslyn?
All meals are served buffet-style. Our buffet is not an 'all you can eat' buffet but rather a variety of choices to suit a variety of tastes.
- Are box lunches available?
No. All meals are served in the main dining room.
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Meeting Spaces
- Is there a refrigerator available for use if we bring our own snacks and drinks?
There are regular size refrigerators located in Walker Lounge (in Walker Hall), Lower Gibson Hall and in Tucker Hall. A mini-fridge is located outside the Bishop's Private Dining Room. Groups are also welcome to use the staff fridge located in Powers Hall.
- When our group checks in, are we allowed to have a reception table in the registration lobby?
This reception area in Power Hall is not recommended since it is small and foot traffic can be heavy. We do recommend using a foyer in or near your meeting space. If this is not possible, we will try to find a space that is convenient for everyone involved.
- Do the meeting spaces have air conditioning and heat?
Yes. Each meeting space is individually heated and air conditioned. To adjust the heat and air in the dining hall meeting spaces, please see the Registration Desk. Thermostats in Gibson, Walker and Tucker Halls are all easily accessible.
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Lodging
- For the lodge fireplaces, do we start our own fire or does someone start it for us?
Guests are responsible for their own fires. We will supply the wood, newspaper, fire starters and matches, so just tell the Registration Desk if you need anything.
- What is the best way to assign people to the rooms you provide us?
In order for us to give you the best service possible, we need a complete list of participants that includes final meal counts for each scheduled meal at least 2 weeks prior to your event. We normally assign all lodge rooms as well, so we also need to know your guests' roommate preferences along with any special needs (handicap accessible rooms, first floor rooms, etc.)
- If we want to put surprises in each lodge room (balloons, candy, welcome gift bags, etc.), how do we go about doing this?
Please check with the Registration Desk anytime after 2:00 PM on your arrival day for a master key to your groups' assigned rooms.
- Are there TVs in the lodge rooms?
No. In order to maintain our peaceful and quiet retreat atmosphere, Roslyn does not have televisions in the lodge rooms. A television with a DVD/VCR player is available in each meeting space as well as the Powers Hall common room.
- What is in a lodge room?
There are two beds and a private bathroom in every lodge room at Roslyn. Each room also includes a clock/radio and telephone.
- Are there hairdryers in the lodge rooms?
No.
- How are phone calls charged in the lodge rooms?
All local calls are free. Long distance calls require a calling card, credit card or a collect call.
- Can we call from room to room?
Yes. Every lodge room has an extension. To dial an extension, just dial 2 + room number. For rooms, 1-9, dial 20 + room number. For your convenience, phone instructions are posted on every phone.
- Do the lodge rooms have air conditioning and heat?
Yes. Each lodge room is individually heated and air conditioned.
- How many adult guests may sleep in one lodge room?
One or two guests may occupy one lodge room.
How many youth guests may sleep in one lodge room?
For families, we allow no more than 2 adults and 2 youth (under 18) in one room. If the family includes more than 2 children, an adjoining room will be necessary. For more information on lodging for families, please contact the Conference Coordinator.
- Can we reduce the number of lodge rooms we reserved for our event?
Yes. You may reduce the number of contracted rooms by 20%.
- How late can we check into our lodge rooms?
The Registration Desk is open until 10:00 PM for registration. After 10:00 PM, room keys will be placed in an envelope labeled with the guest's last name and with a map to the assigned room. This envelope will then be placed in the gold drop box outside the main door of Powers Hall. These keys may be picked up at any time.
- What should we bring for our overnight stay at Roslyn?
Good walking shoes, an umbrella and a flashlight are always essential. The Registration Desk does keep a few limited supplies (toothbrushes and toothpaste, hairdryer, iron, etc.) in stock in case you forgot something.
- Are linens provided in the lodge rooms?
Yes. All linens (sheets, towels and blankets) are provided.
- What do I do if I have an emergency after the Registration Desk closes for the evening?
If you have a medical emergency, please call 911 then call the main Roslyn number to be connected with the on-call staff member. If the emergency is non-medical, please call the main Roslyn number to be connected with the on-call staff member.
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Picnics & Grounds
- Does Roslyn have access to the James River?
No. Unfortunately, there is no public access to the James River.
- Is sledding allowed at Roslyn?
No.
- Are pets allowed at Roslyn?
No. We do allow special helper dogs such as seeing/hearing dogs.
- Which outdoor activities are available at Roslyn?
We have 150 acres of rolling hills and wooded area available for walking and relaxing. A horseshoe pit and a volleyball court are available for our guests. Sporting equipment is available at the Registration Desk.
- How early can we book our Picnic event?
The picnic calendar opens every year on March 1 for the upcoming picnic season.
- How long is the picnic season?
The Roslyn picnic season runs from April 1-October 31.
- Does our group need to clean up the Pavilion when our picnic is over?
Your group is responsible for your own clean-up. Please put all refuse and garbage in the containers provided in the pavilion.
- May we provide alcohol at our picnic?
Alcohol is not permitted at Roslyn Picnics.
- Are catering companies permitted for our picnic?
No. Catering companies are not permitted; however your group may use the grills provided as well as bring in your own food items. Roslyn offers picnic catering for all picnics. Please contact the Registration Desk for more information.
- Can we have a band play during our picnic?
We ask that loud music NOT be played at Roslyn picnics, as it may be disruptive to conferences and meetings that are in session at the center.
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Personal Retreats
- Are there any age restrictions regarding Personal Retreats?
Yes. Individual guests must be at least 18 years old. Guests under the age of 18 must be accompanied by an adult. NOTE: Adults and youth may share a room only if they are related.
- Are meals available for Personal Retreats?
Yes. Meals are available if we have groups in residence with prescheduled meals.
- How do I pay for my Personal Retreat reservation?
Payment must be made upon arrival to the Registration Desk. Payments are accepted by cash, check or credit card (VISA, M/C and Discover).
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General Info
- Does Roslyn have a gift shop?
Yes. We currently have a variety of reasonably priced apparel along with note cards, tote bags and much, much more. Please stop by the Registration Desk for more information.
- Does Roslyn provide any games or activities for guests?
We have several board games available as well as a small collection of books, puzzles and DVDs. Please stop by the Registration Desk for more information.
- Does Roslyn have internet access available for guests?
Yes. Roslyn currently offers free wireless internet access in the Dining Hall, Powers Hall, Gibson Hall and Walker Hall. We also have a guest computer with internet access and a printer available in Powers Hall.
- How long is the Registration Desk open?
The Registration Desk, located in Powers Hall, is open from 7:30 AM - 10:00 PM when guests are in residence. When guests are not in residence the front desk is open from 7:30 AM - 4:00 PM.
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