Scheduling, Events and Conferences
Executive Building
Willamette University
900 State Street
Salem, Oregon 97301
503-375-5442 voice
503-370-6799 fax
Thetford Lodge Policy
Thetford Lodge is a unique University resource that was given to Willamette in 1963 by former Governor Charles Sprague. This retreat gives Willamette the opportunity to advance the University's education mission in a beautiful, serene setting. In an effort to most effectively use this unique resource, the following policy had been adopted to govern the use of Thetford Lodge.
Who May Use
- Academic groups for classes, meetings or study purposes.
- Administrative groups for staff meetings or retreats.
- Student groups for co-curricular purposes IF sponsored by an academic or administrative department AND accompanied for the duration of usage by a full-time member of the Faculty or Administration.
- Faculty, administrative and staff members (and their families) for rest and renewal when no University group has reserved the Lodge. During the academic year, University sponsored groups can "bump" personal-use reservations up to six working days prior to scheduled use.
Availability/Cost
Thetford will be maintained and available for use throughout the year. The cost for renting the lodge is $40 per night. University groups will be charged by general entry for use of Thetford. Individuals are required to pay by cash or check for the amount of their entire stay at the time they pick up the key. Reservations not canceled prior to six working days will require full payment, unless the reserved time is rented to another user.
Maximum Stay
Thetford is limited to two nights per academic year for student groups and three nights per fiscal year for faculty, administrators and staff members (and their immediate families).
Limit on Group Size
The maximum number of overnight guests is limited to sixteen. The maximum number of day guests is limited to 25.
Alcohol Policy
Alcohol is only permitted at a University sponsored event if an Alcohol Use Request Form has been submitted and approved. Alcohol is allowed at Thetford when employees and their families are using Thetford for personal retreat, and must be used in a responsible and prudent manner, in accordance with State law.
Smoking Policy
Smoking is not permitted inside Thetford Lodge.
Reserving Use
Reservations for Thetford are made through the University Information Center, on the 1st floor of the Putnam UC. Reservations for use by a student group must be made by the employee who will be accompanying and responsible for the group while at Thetford. Reservations can be made through submitting a request into the drawing by the following dates: August 15th for the fall semester, December 15th for the spring semester and April 15th for summer use. Reservations are assigned by lottery. A reservation request form, which explains the lottery process is available from the Information Center or the Office of Scheduling, Events, and Conferences or by calling 503-370-6267. During the academic year, personal-use reservations are subject to bumping by University sponsored groups up to six working days prior to the reservation dates.
Canceled reservations will be offered to groups and individuals who have added their names to a the Thetford e-mail group. The mailgroup list is maintained by the Information Center. Canceled reservations will be offered to groups and persons on the mail group list. Acceptance of canceled reservations will not count against a group's or an individual's maximum number of use days per year. Reservations canceled less than six working days prior to the date of arrival will be charged unless the Lodge is rented to another party.
Payment
When Thetford is used for University (rather than personal) purposes, the cost of using Thetford will automatically be charged to the University account for the group using the Lodge. When a University account is not being charged for the cost of using Thetford, the full amount of the reservation charge is due when securing the key to the Lodge.
Issuance of Key
The day before Lodge use, the person who made the reservation can check out a key at the Information Center in the Putnam University Center lobby during normal operating hours. At that time, they will also receive an Information Form, a map, a copy of the Thetford Policy, and the cleaning kit. The key, cleaning kit, and completed Information form must be returned the day after leaving the Lodge.
Check-Out Time
All users must be out of the Lodge by 12 p.m. on their day of check-out. Users may check in at 2 p.m.
Penalties
Users will be assessed charges for any damage, vandalism, or extraordinary cleaning and maintenance resulting form their use of the Lodge. This includes garbage removal. The University also reserves the right to deny future use of the Lodge to users who have been assessed such charges or who did not abide by the procedures outlined in this policy. Because all policies currently in force at Willamette University apply to Thetford Lodge, users may be subject to other penalties as prescribed elsewhere.