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Thetford Lodge

Please note that beginning January 15, 2010 the price to Thetford was increased to $50/night. This will help the university pay for much needed maintenance and upkeep.

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 or is a university-sanctioned registered student organization AND accompanied for the duration of usage by a full-time member of the Faculty or Staff.
• Faculty, administrative and staff members (and their families) for rest and renewal when no University group has reserved the Lodge.

Availability/Cost

Thetford will be maintained and available for use throughout the year. The cost for renting the lodge is $50 per night. University groups will be charged by via Journal 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 via a drawing 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 by submitting a drawing form by noon on the following dates: September 1st for the fall semester, January 1st for the spring semester and May 1st for summer use. Reservations are assigned by lottery facilitated by the University Facilities and Events Committee (UFEC). A reservation drawing form, which explains the lottery process is available from the Information Center, the Office of Scheduling, Events, and Conferences.

Canceled reservations will be offered to groups and individuals who have added their names to a Thetford e-mail group. The mailgroup list is available on your designated internal webpage for opting-in. If you need assistance the Information Center can help guide you through the opt-in process. 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, however, any user may only pickup an additional 4 days from canceled reservations. Reservations canceled less than six working days prior to the date of arrival will be charged unless the Lodge is rented to another party.

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 User Agreement, and the cleaning kit. The key, cleaning kit, and completed Information form must be returned the next business day after leaving the Lodge. Keys not returned in a timely fashion are subject to penalty.

Check-Out Time

All users must be out of the Lodge by 4 p.m. on their day of check-out. Users may check in at 5 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.