Reservations
The Virginia Diocesan Center at Roslyn is available for use by church and other nonprofit organizations. Overnight reservations for retreats are accepted three years in advance for Episcopal groups and two years in advance for all other groups. Day-Only reservations for weekday retreats (Monday-Thursday) are accepted one year in advance and Day-Only weekend retreats (Friday-Sunday) may be scheduled up to three months in advance. All reservations are only guaranteed when a signed contract is returned and the deposit/purchase order is received. The signed contract and required deposit/purchase order (purchase orders are accepted for state groups only) must be returned to Roslyn within two weeks of the date it was mailed from Roslyn, or the reserved space will be released to other groups. All rates are subject to change at any time.

Deposit/Purchase Order
A non-refundable deposit of 20% of your contracted amount is required to secure the space. The deposit will be applied to your final bill. State groups are required to submit a purchase order for the contracted amount in lieu of a deposit.

Commuter Fee
The Commuter Fee is additional and required for all day-only guests and includes coffee and tea service as well as daily refreshment breaks. Additional refreshment items may be pre-ordered and delivered to your meeting space for a nominal fee (see Refreshment and Equipment Order form for more information).

Guaranteed Numbers
Two weeks before the start of your conference, the guaranteed count for overnight lodge rooms and for all meals is required in writing. Guaranteed counts may be decreased by no more than 20% of the original contracted amount. We shall use these counts, plus any additions made, as the basis for the final bill. If we do not hear from you two weeks prior to your event, we shall use the original contracted numbers as the guaranteed numbers. Any unused lodge rooms (over the 20% allowable decrease) will be billed at the single occupancy rate per night.

Cancellations
Should you be forced to cancel a contract, our cancellation policy is:

• Written notification received within 60 days of the contracted date: 50% of the contracted amount
• Written notification (or "no show") within two weeks of scheduled date: 100% of contracted amount

Accommodations
Single occupancy rooms will be billed at the single occupancy rate. Double occupancy rooms will be billed at the double occupancy rate per person.

Meals
Residential groups must eat all meals at Roslyn. Day-Only groups must eat at least one meal at Roslyn. Catering companies are not permitted.

Refreshment and Equipment Orders
Two weeks before the start of your conference, any refreshment orders and/or equipment orders must be submitted to Roslyn in writing. Groups may provide their own refreshments and/or equipment.

Meeting Space Rental (residential groups only)
Residential groups are not charged for their meeting space provided at least 50% of the total group stays overnight at Roslyn. If less than 50% of the total group stays overnight at Roslyn, then the standard rental rate of the meeting room per day will be added to the final invoice. If total number of guests (per group) equals less than the minimum guest requirement for the reserved meeting room then the regular "per day" rate for the meeting space will be charged.

Damages
The group agrees to be responsible for the cost of cleaning, repair or replacement of any property damaged by members, guests or invitees of the group, reasonable wear and tear accepted. Group leaders are encouraged to check on the condition of rooms as participants depart, so that there are no unexpected costs of cleaning, repair or replacement.

Billing
We shall mail you a master bill within two weeks of your departure. We do not accept payment from individual participants in the conference. Checks should be made payable to Roslyn. We can also accept credit cards for deposits and payments (Visa, MasterCard and Discover).

Taxes
Virginia Department of Taxation (quoting Retail Sales and Use Tax Regulations):

"The sales tax applies to the gross proceeds derived from the sale or charges for rooms, lodging or accommodations furnished to transients for periods of less than ninety consecutive days. Section 630-10-64 of the Regulations also provides the sales meals by restaurants, motels, hotels, clubs, caterers, cafes and others subject to tax.

"Exemption from the sales tax on meals and accommodations provided by hotels, motels, restaurants, etc. is very limited. The following persons are not exempt from sales tax on meals and accommodations provided by hotels and motels, etc.: Nonprofit charitable or religious organizations, Churches or church groups...Schools, colleges, and other institutions of learning, local governments...state governments."

Additionally, Article XI, Ordinance 655 of the County of Henrico, Virginia, states that we must collect a tax of 8% of the charge made from any transient for which a room rental charge is made.