RETREAT LEADERS GUIDE
Thank you for
considering Bishop Stoney Camp and Conference Center as your retreat site. As a
means of information and for the mutual protection of both your group and our
camping association, the following Leader's Guide has been prepared. Please read
this Guide carefully prior to your arrival at camp.
Approximately one week
prior to your retreat, the Registrar will telephone you to confirm the number of
guests you will bring, to assist you with any special needs, and to answer any
questions you might have. During your stay, the Camp Director, the Facilities
Manager or the Office Manager will serve as Retreat Host--your resource person
while on site.
It is our desire to
make your stay as pleasant and as safe as possible.
We're glad you are
considering Bishop Stoney Camp and Conference Center for your retreat / meeting
location. Here are a few things you may want to know to make your stay safer and
more enjoyable.
Bishop Stoney Camp and
Retreat Center
Located
in the majestic forested countryside east of Santa
Fe on 216 acres, Camp Stoney offers a variety of options in an enchanting setting.
Day meetings, weekend retreats, family reunions, strategic planning meetings,
team building on our ropes course, and weddings are some of the many
possibilities. Click here
to find out more about our facilities.
Our rates our
competitive with many of the retreat facilities in the Santa Fe area. Click here to find out just how
affordable your next event will be at Bishop Stoney Camp and Conference Center.
Lodging
Our cabins are outfitted with bunk beds and
provide for dormitory style living. Bathroom and shower facilities are located
in a separate building from the sleeping spaces. Males and females each have
their own living spaces.
There are several rooms in the Dining Hall
which are available for rent as well as a self-contained cottage which can sleep
up to five and has its own bath and kitchenette.
If you have a need for special accommodations,
please note your request on your contract and remind the Registrar when he/she
contacts you for final arrangements.
Meeting Rooms
We have a meeting space to fit your need! Our spaces can accommodate the
smallest of groups up to 100 participants. All meeting spaces are climate
controlled and can be outfitted with TV and VCR, overhead projectors, sound
systems, white/chalk boards and flip charts. An e-mail station is available in
the Dining Hall. Let us know about your room set-up and audio-visual needs one
week prior to your event.
Meals
Delicious meals are prepared on site by our cook staff and served "cafeteria
style." Meal times are 8:00 am, noon and 6:00 pm. Because of our need to
pre-plan, groups will be charged for the actual number of persons in attendance
plus the cost of the meals of those persons who did not attend but for whom
reservations were made. The number of persons you reserve space for can be
changed up to one week before your arrival date. Special dietary needs,
including vegetarian needs, can be met with two weeks prior notice.
Activities Available
There are many activities available at Stoney, including: hiking, most field
sports, Frisbee golf, camp fires, horseshoes, etc. Access to archery, the
swimming pool and a ropes course can be arranged in advance and must be
supervised by a qualified activity leader. You may provide your own leaders for
these activities, provided you supply documentation of their qualifications.
What to Bring
You will need sleeping bags or bedding, pillows, towels and washcloths. You
will also want to bring toiletries, any personal items and clothing you may
need, a flashlight with working batteries, sturdy walking shoes (No flip-flops,
please), etc. (Please make sure all personal items are in plastic
containers--not glass.) Even during warmer months, evenings are cool at Stoney.
Please pack warmly!
Other Groups on Site
Occasionally, there
will be other groups on the site during your retreat. Every group will be
assured a separate, private meeting area. Please be aware of the impact your
group may have on others using the site and be a good neighbor.
The Camp Store
Our camp store, will be opened upon request for purchase of camp shirts,
jewelry, toiletries, mementos, etc. Please contact the Retreat Host. Soft drink
vending machines are available after the winter freezes on the back porch of the
Dining Hall.
Emergency
Procedures
In the event of a severe storm, the bell will
be rung continuously for one minute. Group leaders will immediately gather their
retreaters together and proceed to the Dining Hall. If you are caught in the
open and there is no time to evacuate to the Dining Hall, lie flat in any
depression or ravine to avoid lightening. If rains are present, move to higher
ground and watch for flooding. If in a building, stay away from the windows.
Take cover under some support structure such as a bunk or table. Cover your head
with a pillow, blanket, or mattress. After the storm, the bell will be rung four
times when it has been determined that it is safe to exit. The whole camp
community will assemble at the Dining Hall in order for a count to be made and
any injuries to be assessed.
In the event of a fire, the occupants of the
building will exit immediately and assemble at the Dining Hall in order to be
counted. The El Gancho Fire Department should be notified immediately, along
with the New Mexico Department of Forestry. Dial 911.
Should you have a missing person from your
group, please check with other guests and in their sleeping quarters first. Then
notify the Retreat Host to enact our search procedures.
Health
and Safety
Please inform your group members of the
following before your retreat:
1. Your group is responsible for its own
health, safety and first aid. Each group should bring at least one adult who
is certified in CPR, including training in the use of protective barriers. Youth
groups should also provide an adult who is certified in "second level" first
aid, including training on blood-borne pathogens. No first aid supplies or
equipment are supplied by Stoney. Be advised that you are to provide your own
emergency transportation or call EMS at 911.
2. While Stoney carries appropriate levels of
liability insurance, your group is responsible for its own accident and
injury insurance for its members. Please carefully review the Insurance section
of the "Terms and Conditions" and provide a copy of the required insurance
to the office at lease one week prior to your event.
3. You will want to collect the following
information for all of your participants:
- Names and addresses;
- Emergency contact names and numbers;
- Listing of all persons with known allergies
or health conditions which will require treatment, restriction, or other
accommodation; and
- For minors without a parent on site, a
signed permission to seek emergency medical treatment.
4. Swimming & Ropes Course. If your
group wants to use the pool and/or ropes course and you have not reserved it
through your initial contract, please let us know before your arrival at
camp. See the enclosed Aquatics Information Sheet for details about your
responsibilities for Aquatic activities. You should have received a price
sheet with your contract, which indicates fees for usage of these facilities.
Please be aware that you must supply your own certified life guard(s) if
anyone under the age of 16 will be in the pool area. Likewise, you must provide
a currently certified ropes course instructor if anyone is to use the ropes
course. Stoney can help you in locating certified instructors and lifeguards
for your group.
5. All hiking must be done within the
camp property - Please do not cross fence lines.
6. Smoking is prohibited in all
buildings and in wooded areas. Designated smoking areas are available. Check
with the Retreat Host.
7. The use and possession of
personal
vehicles and sports equipment is to be done under the supervision of your
retreat leadership and at your own risk. Note that the camp speed limit is 5
mph. Please limit your driving to the graveled roads. Transport guests in
passenger vehicles only. No passengers in the back of pick-ups, please.
8. All pets, firearms, ammunition and
fireworks are explicitly prohibited on camp property.
9. Gasoline, flammable liquids, explosives
and poisonous substances must be stored in clearly marked, appropriate
containers. These should be kept out of the reach of children and used only with
adequate supervision and according to safe practices. Likewise, all hand and
power tools should be used in a safe and appropriate manner. Use these items
at your own risk.
10. Adult supervision is required at
all times during your retreat, regardless of the activity. This supervision is
your responsibility. Please provide for one adult (age 24+) for each eight youth
(age <20). This includes your "free time" as well.
Camp
Stewardship
Each group is to conduct themselves in an
orderly and Christian manner. We must respect the environment and all of God's
gifts.
- Camp property and grounds should be kept
clean and orderly. Defacing or damaging buildings, cutting trees or littering
grounds with paper, bottles, cigarettes, or debris is not in keeping with good
stewardship. Cabins and meeting lodges should be left clean and orderly when
you check out. Any breakage or damage to camp property, buildings, or
equipment is the responsibility of your group. An inspection tour may be
conducted by the Retreat Host and the person responsible for your group prior
to your departure. You will be
charged for damages to the property and/or for cleaning over and above normal
wear and tear.
- We would appreciate your group's assistance
in the cleaning of the dining hall after each meal. Please bus your own dishes
and utensils.
- Your group is responsible for taking care
of all program equipment issued for its use.
- Moving equipment or furniture from one
building to another should be done only with the consent of the Retreat Host.
- To prevent plugging sewer pipes, do not
throw Kleenex,wrappers, feminine hygiene products, foil, gum or anything but
toilet tissue into the toilet.
- Do not adjust any mechanical equipment,
valves, etc. See the Retreat Host if you feel something needs adjusting.
- Before going to sleep at night, please turn
off all lights except those located in the washroom.
- Please report any damages or needed repairs
to the Retreat Host or the Site Manager. Forms for work requests are available
in the Dining Hall.
| 
