PONDEROSA BIBLE CAMP & RETREAT CENTER
RENTAL POLICIES & GUEST AGREEMENT
By booking a stay at Ponderosa Bible Camp & Retreat Center (PBC), the Guest agrees to the following policies and accepts responsibility for communicating these requirements to all members of their group.
CHECK-IN & CHECK-OUT
Check-In: After 3:00 PM CST
Check-Out: By 11:00 AM CST
Ponderosa Bible Camp operates on Central Time. Because of our location near the Eastern Time Zone, some phones may automatically switch to Eastern Time. Please plan according to Central Time.
• Early check-in or late check-out is not guaranteed.
• Early check-in or late check-out must be requested and approved in writing at least 30 days prior to arrival.
• Additional fees may apply for approved early check-in or late check-out.
• Groups remaining on the property after 11:00 AM without prior written approval may be charged an additional fee.
RESERVATION DEPOSIT & PAYMENT SCHEDULE
A 25% deposit is required at the time of booking to reserve your dates.
A valid credit or debit card is required to remain on file throughout the reservation and stay.
Unless other payment arrangements have been approved by PBC in writing, the card on file will be automatically charged according to the following schedule:
• 25% of the total reservation balance is due at the time of booking.
• 40% of the total reservation balance is due 1 day before arrival.
• The remaining balance is due 1 day before departure.
Guests are responsible for ensuring that the card on file remains valid and has sufficient available funds for scheduled payments.
Any changes to the reservation that result in additional charges, including changes in attendance, catering, Lifeguard services, activities, facility use, or other approved add-ons, will be reflected in the final balance due.
The initial 25% payment serves as the reservation deposit and is subject to PBC's Cancellation Policy.
CARD ON FILE & SECURITY/DAMAGE HOLD
A valid credit or debit card must remain on file for the duration of the reservation and stay.
In addition to scheduled reservation payments, PBC will place a $250 security/damage authorization hold on the card on file in connection with the group's stay.
The $250 authorization hold is not an additional rental charge unless charges are incurred.
The card on file may be charged for expenses resulting from:
• Damage beyond normal wear and tear
• Excessive cleaning
• Missing or damaged PBC property
• Unauthorized early check-in or late check-out
• Smoking or vaping violations
• Alcohol violations
• Unauthorized animals
• Failure to follow checkout procedures
• Unpaid additional services or approved add-ons
• Other damages, fees, or charges permitted under this agreement
If damages, additional services, or other amounts owed exceed the $250 security hold, the Guest or group remains responsible for the full amount due.
CANCELLATION POLICY
Because PBC reserves facilities, staff, and resources specifically for each group, the following cancellation policy applies:
120+ DAYS BEFORE ARRIVAL
Full refund of all monies paid.
60–119 DAYS BEFORE ARRIVAL
• The reservation deposit is non-refundable.
• Remaining funds paid may be applied toward a future stay occurring within the next 365 days.
• If rebooking is not possible, all funds are forfeited unless the original dates are successfully rebooked by another group.
31–59 DAYS BEFORE ARRIVAL
• The reservation deposit is forfeited and cannot be applied to a future stay.
• A refund of additional monies paid may be granted only if the original dates are successfully rebooked.
30 DAYS OR LESS BEFORE ARRIVAL
• The reservation deposit is forfeited.
• No refund or future credit will be issued.
CATERING REQUIREMENTS
Groups selecting PBC catering agree to the following requirements.
CATERING MINIMUMS
August–May:
• Minimum of 35 guests per meal, or payment for the equivalent of 35 guests.
June–July:
• Minimum of 75 guests
• Minimum 5-night stay
• PBC catering is required for summer rental groups unless otherwise specifically approved in writing.
FINAL MEAL HEADCOUNT
A final catering headcount is required 10 days prior to arrival so PBC can place its professional food supplier order.
Once the 10-day deadline has passed:
• The meal headcount cannot be reduced.
• Groups will be charged according to the confirmed headcount.
• Additional guests should be reported to PBC as soon as possible.
• Underestimating your attendance may result in insufficient food being available at meals.
Please provide the most accurate headcount possible by the deadline.
KITCHEN RENTAL & SELF-CATERING
When kitchen rental is available, groups approved to prepare their own meals may rent the PBC kitchen.
KITCHEN RENTAL FEE
The standard kitchen rental fee is:
$7 per person, per stay, with a maximum kitchen rental fee of $350 per group.
The kitchen rental fee is based on the group's total registered attendance for the stay.
PBC provides basic:
• Kitchen equipment
• Cookware
• Cooking utensils
• Serving equipment normally maintained in the rental kitchen
SELF-CATERING GROUPS ARE RESPONSIBLE FOR BRINGING:
• All groceries and food items
• Plates, cups, napkins, paper towels, and other paper products
• Coffee
• Coffee filters
• Coffee cups
• Creamers, sweeteners, and stirrers
• Disposable serving supplies
• Any other consumable items needed during the stay
Groups must maintain a reasonably clean kitchen throughout their visit.
Before departure:
• Wash and properly store all dishes, pots, pans, and utensils.
• Clean counters and food preparation areas.
• Clean appliances and equipment used by the group.
• Remove all group-owned food unless otherwise instructed.
• Clean and empty refrigerators designated for the group's use.
• Return kitchen equipment to its proper location.
Additional cleaning charges may apply if the kitchen is not left in the required condition.
PARTIAL CATERING + KITCHEN RENTAL
Groups may request a combination of PBC-catered meals and self-prepared meals, subject to PBC approval and kitchen availability.
Partial catering and kitchen use must be arranged in writing at least 30 days before arrival.
When a group purchases some catered meals from PBC but also needs access to the kitchen to prepare additional meals, the regular kitchen rental fee is discounted by 50%.
PARTIAL KITCHEN RENTAL FEE
$3.50 per person, per stay, with a maximum partial kitchen rental fee of $175 per group.
The partial kitchen rental fee is charged in addition to the cost of all catered meals.
The following requirements apply:
• The specific meals being catered by PBC must be selected in advance.
• The meals the group intends to prepare must also be identified.
• Kitchen availability must be confirmed by PBC.
• PBC catering minimums still apply to every meal catered by PBC.
• The final catered-meal headcount is due 10 days before arrival.
• Kitchen use is limited to the times and purposes approved by PBC.
• The group is responsible for cleaning the kitchen according to PBC's kitchen checkout requirements.
• The entire partial catering and kitchen arrangement must be confirmed in writing.
Kitchen access is not automatically included because a group purchases catered meals.
Groups needing kitchen access for any self-prepared meals must pay the applicable kitchen rental fee and receive prior written approval.
SPECIAL ARRANGEMENTS & CONTINGENCIES
Any exception or special arrangement must be agreed upon by PBC in writing at least 30 days prior to arrival.
This includes, but is not limited to:
• Early check-in
• Late check-out
• Partial catering
• Partial kitchen rental
• Special facility access
• Changes to reserved activities
• Other deviations from standard rental policies
Verbal conversations, requests, or assumptions do not modify the rental agreement.
APPROVED CONTINGENCIES
Requests for special arrangements or contingencies may be submitted through the email portal on this website.
Any approved contingency must be confirmed in writing by Ponderosa Bible Camp before it becomes part of the rental agreement.
Approved contingencies may include:
• Early check-in
• Late check-out
• Partial catering
• Partial kitchen rental
• Special facility access
• Changes to reserved activities
• Other approved exceptions to standard rental policies
Verbal conversations, requests, or assumptions do not modify the rental agreement.
Once approved in writing, the contingency becomes part of the Guest's rental agreement and supersedes any previous verbal discussion regarding that specific arrangement.
TERMS OF THE AGREEMENT
Ponderosa Bible Camp reserves the right to inspect cabins, lodges, meeting facilities, kitchens, or other PBC property when reasonably necessary to:
• Ensure compliance with this agreement
• Protect PBC property
• Address maintenance concerns
• Respond to health or safety concerns
• Investigate suspected policy violations
Guests must vacate the premises by the date and time specified in the rental agreement.
If terms of this agreement are violated, PBC management may take appropriate action, including:
• Assessing additional charges
• Restricting access to facilities or activities
• Terminating the group's stay
• Requiring individuals or the group to leave the property
• Denying future rental privileges
No refund will be issued when a stay is terminated because of serious or repeated violations of PBC policies.
PROPERTY MAINTENANCE & USE
Guests are responsible for maintaining PBC facilities in good condition and using all facilities, equipment, and property lawfully and appropriately.
• Guests are responsible for damages beyond normal wear and tear.
• Repair, replacement, or excessive cleaning expenses may be charged to the card on file.
• Trash must be removed regularly from cabins, lodges, meeting rooms, and other facilities.
• All trash bags must be placed in the dumpster beside the Maintenance Shop each day.
• Do not leave trash bags outside on porches, decks, sidewalks, or grounds.
PBC is located in a rural mountain environment. Trash left outdoors can attract bears, wildlife, insects, and other pests.
LIFEGUARD REQUIREMENTS FOR POOL & RIVER ACTIVITIES
Ponderosa Bible Camp hires Lifeguards as contract workers for PBC water activities.
Groups reserving the swimming pool or river activities are required to use the Lifeguards provided through PBC.
LIFEGUARD RESERVATIONS
• Lifeguard services must be booked in 1-hour increments.
• Partial hours are not available.
• Full payment is required for every hour reserved.
• Fees are based upon the time reserved, even if the group leaves the activity early.
• Weather delays or interruptions do not reduce the amount due for reserved Lifeguard time.
• The required number of Lifeguards will be determined by group size and applicable safety requirements.
PBC follows applicable Alabama requirements and safety standards regarding Lifeguard-to-swimmer ratios.
RIVER ACTIVITIES
A minimum of two Lifeguards is required for all river activities, regardless of group size.
Additional Lifeguards may be required based upon attendance.
Once Lifeguard services have been confirmed, no refund or reduction in Lifeguard fees will be given because a group leaves early or because an activity is shortened or canceled due to weather or other unforeseen circumstances.
Please see our current Rates Page for Lifeguard pricing.
OCCUPANCY, CURFEW & CONDUCT
• Maximum overnight occupancy is 130 guests, unless a different number has been approved by PBC in writing.
• Quiet hours begin at 11:00 PM.
• Guests must behave respectfully toward PBC staff, neighbors, other groups, and other guests.
• Disorderly, disruptive, threatening, dangerous, or unlawful conduct is prohibited.
• Repeated or serious disregard of PBC policies may result in termination of the group's stay without refund.
LOCAL AREA INFORMATION
Ponderosa is located in a rural area on Lookout Mountain. Please plan ahead for groceries, medications, supplies, and other necessities.
• Foodland and Walmart – Fort Payne: approximately 25–30 minutes away
• Dollar General – Valley Head: approximately 15–20 minutes away
• Mentone Market: located just a few minutes from camp and offers limited grocery basics, drinks, condiments, fuel, and prepared food. Hours may be limited.
Food delivery services such as DoorDash and Uber Eats are generally not available at Ponderosa.
We strongly recommend purchasing needed supplies before arriving at camp.
SAFETY & SECURITY
For the protection of our guests, staff, and property:
• Firearms are prohibited unless prior written permission has been granted by PBC management.
• Off-road vehicles may not be used without prior written permission.
• Fireworks are prohibited.
• Hazardous materials may not be brought onto PBC property.
• Guests may not enter staff-only, maintenance, storage, or otherwise restricted areas.
LOCKED AREAS & PBC SUPPLY AREAS
Certain areas are reserved exclusively for PBC staff and may be locked or otherwise secured.
These may include:
• Supply closets
• Maintenance rooms
• Food storage areas
• Pantries
• Locked refrigerators
• Locked freezers
• Staff offices
• Staff housing
• Swimming pool gates when the pool is closed
• Other secured areas
Guests may not unlock, force open, tamper with, or enter secured areas without permission.
UNAUTHORIZED ENTRY INTO LOCKED OR RESTRICTED AREAS MAY RESULT IN:
• Immediate termination of the group's stay
• Removal from the property
• Charges for damages or missing supplies
• Permanent loss of future rental privileges at Ponderosa Bible Camp & Retreat Center
Thank you for respecting areas reserved for PBC staff and helping us maintain a safe and secure environment.
SECURITY CAMERAS
Security cameras are used in appropriate exterior and common property areas for safety, security, and property protection.
Guests may not:
• Cover cameras
• Disconnect cameras
• Disable cameras
• Turn cameras away from their intended viewing area
• Interfere with security equipment
Tampering with PBC security equipment may result in immediate termination of the group's stay and loss of future rental privileges.
WIFI, CELL SERVICE, UTILITIES & MAINTENANCE
PBC is located in a rural mountain area.
Guests acknowledge that:
• WiFi may be limited.
• Internet service may occasionally be unavailable.
• Cell service varies considerably by provider and location on the property.
• Temporary utility, internet, or equipment outages may occur.
No refund will be provided solely because of interruption or loss of internet, WiFi, cell service, utilities, or equipment availability beyond PBC's reasonable control.
Please notify PBC staff promptly of maintenance concerns so we have an opportunity to address them.
THERMOSTATS
To help protect our HVAC equipment:
• Do not set air conditioning below 70°F.
• Do not set heat above 72°F.
Guests must follow all checkout procedures, including resetting rooms, cleaning reserved areas, and disposing of trash properly.
SMOKING, VAPING, ALCOHOL & PETS
SMOKING & VAPING
Smoking and vaping are prohibited on PBC property.
Violations may result in a $250 fee.
ALCOHOL
Alcohol is prohibited on PBC property.
Violations may result in a $250 fee and may result in termination of the group's stay.
PETS
Pets are not permitted because of allergy, health, sanitation, and property damage concerns.
Unauthorized animals may result in:
• Termination of the group's stay when appropriate
• A $250 deep-cleaning fee
• Additional charges for any damages caused by the animal
ADA-qualified service animals are handled in accordance with applicable law.
Please notify PBC in advance when a service animal will accompany a guest so appropriate arrangements can be made.
GUEST RESPONSIBILITY, INDEMNIFICATION & ASSUMPTION OF RISK
GUEST RESPONSIBILITIES
The Guest signing the rental agreement accepts responsibility for communicating PBC policies to members of the group and for providing reasonable supervision of individuals participating in the group's stay and activities.
Guests are responsible for damage caused by members of their group or individuals they invite onto the property.
Guests are also responsible for their own personal property, including:
• Money
• Electronics
• Jewelry
• Clothing
• Vehicles
• Equipment
• Other personal belongings
INSPECTION & FAMILIARIZATION
Guests agree to become familiar with facilities and equipment before use and to follow instructions provided by PBC staff regarding proper and safe use.
Guests should immediately report:
• Unsafe conditions
• Damaged equipment
• Maintenance concerns
• Facility problems
to PBC staff.
RECREATIONAL ACTIVITIES & ASSUMPTION OF RISK
PBC offers outdoor and recreational activities that may involve inherent risks.
Participation is voluntary.
Guests and participants accept the ordinary inherent risks associated with the recreational activities in which they choose to participate, subject to applicable law.
PERSONAL PROPERTY & INSURANCE
PBC's property insurance does not provide coverage for guests' personal belongings.
Guests are responsible for securing their own property and may obtain additional insurance coverage if desired.
INDEMNIFICATION & HOLD HARMLESS
To the extent permitted by Alabama law, the Guest agrees to indemnify and hold harmless Ponderosa Bible Camp, its directors, officers, employees, staff members, volunteers, and authorized agents from claims arising from the negligent, unlawful, intentional, or unauthorized acts of the Guest or members of the Guest's group.
GOVERNING LAW
This agreement is governed by the laws of the State of Alabama.
Any legal proceeding arising from the rental agreement shall be brought in the appropriate court having jurisdiction in DeKalb County, Alabama, unless otherwise required by law.
AGREEMENT CONFIRMATION
By signing the PBC rental agreement, submitting required payment, and confirming a reservation, the Guest acknowledges that they have:
• Read these policies
• Understood these policies
• Agreed to comply with these policies
• Accepted responsibility for communicating these policies to their group
• Agreed to maintain a valid card on file as required
• Authorized scheduled charges according to the payment schedule
• Accepted responsibility for authorized charges resulting from damages, violations, additional services, or other amounts due under the rental agreement
The Guest agrees to ensure that all participants, leaders, chaperones, volunteers, and visitors associated with their group comply with Ponderosa Bible Camp & Retreat Center policies.
Failure to comply with these policies may result in additional charges, termination of the group's stay, removal from the property, and/or loss of future rental privileges.