Tatiyee Rental packet layout.indd

Welcome to Lions Camp Tatiyee!
Thank you for your interest in hosting your event here at Camp Tatiyee. With our pristine
surroundings, comfortable facilities, and experienced staff, we can help make this a memorable
and affordable experience. We look forward to working with you to help meet your event planning
needs. We cherish this place for the growth and happiness that it offers to others, and we invite you
to join us in making lasting and life changing memories. I would like to tell you a little bit about
what we have to offer.
Lions Camp Tatiyee is owned and operated by the Arizona Lions Clubs of Multiple District 21. We
are a nonprofit organization founded to provide a camping program that encourages independence
and self-confidence within peer groups for individuals with special needs. For over 50 years, our
camp has never charged our campers a fee to attend. By choosing to rent our facilities you enable
us to carry on this legacy of serving others. All proceeds support our camp operations.
Our venue is ideal for non profits, educational institutions, businesses, community groups, and
churches that want to provide conferences, retreats, trainings, outdoor schools and specialty
camps. Lions Camp Tatiyee sits on 88 acres of Ponderosa Pine Forest in the White Mountains of
Arizona. Our facilities include: 4 large dormitories, 2 smaller cabins, a dining hall with attached
lounge, recreation hall with a stage, indoor swimming pool, ramada, art room, a private fishing
pond, playground, ball field, chapel,sound room, and recreation supplies. All these facilities are
accessible to individuals with special needs.
Included in this packet is a checklist and price guide to help you plan your event and to assist us
in supporting you. Please take the time to read through the all the information and do not hesitate
to contact us if questions arise.
Our rental season runs from August through the 3rd week of May each year, as our camp session
typically runs from the last week of May until the end of July. To make reservations contact Jessica
Waldroup at (480 ) 202 – 4631. We look forward to working with you!
Sincerely,
Pam Swanson
Executive Director
Lions Camp Tatiyee
arizonalionscamp@cox.net
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Lions Camp Tatiyee
Facility Use Rules and Procedures
Please ensure that the group leader of each rental group informs all participants of these rules and procedures.
If Rental Groups do not abide by these rules and procedures, they will be asked to leave camp property and
invoiced for the full amount of their programs.
1.
Each Rental Group shall have a designated leader who will be the intermediary between the
Rental Group and the Director or his/her designee.
2.
The contact person mentioned on the contract for use will arrive 30 minutes before anticipated
group arrival and will schedule an orientation with Camp Staff regarding these policies as soon
as the group has arrived. The Contact Person is responsible to ensure that all Facility Rules and
Procedures are enforced. All participants are asked to check in upon arrival at the pre-arranged
location.
3.
No driving or parking is permitted on camp except in the parking lot. Please check with camp
personnel about driving on camp for unloading purposes as needed.
4.
Lions Camp Tatiyee asks that visitors adhere to the following guidelines:
A.
The possession and use of illegal drugs is not permitted. Smoking is discouraged
and is not permitted in any of the buildings or forested areas. Please smoke only
in the Ramada when there are no programs going on. And dispose of cigarette
butts in the cans of sand provided.
B.
No ATV’s or other motorized vehicles, fireworks, pets, power tools, roller blades,
skateboards or snowboards are permitted. Personal sports equipment can be
brought to use, but Lions Camp Tatiyee is not responsible for any loss or damage
of the equipment.
C.
Campfires must be approved in advance by camp personnel and are permitted
only in the designated fire pit. Please consult camp personnel for more
information.
D.
Lions Camp Tatiyee bans all firearms, weapons and ammunition while on the
camp property.
E.
Only service animals are allowed on the camp property with the exception of the
resident staff’s animals.
F.
Any over the counter medications brought by the rental group or individuals
attending the Rental Group activities must be locked up.
5.
Alcohol is not allowed on camp property.
6.
Only prearranged buildings, facilities and equipment are available for Rental Groups; other
facilities and equipment may not be used unless authorized by Lions Camp Tatiyee Staff. Entry
into Dining Hall food preparation areas is prohibited.
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7.
Use of all water areas are governed by policies regulated by ACA accreditation and our insurance
policies. You must have a certified lifeguard on duty and have a certificate of insurance naming
Lions Camp Tatiyee listed as an additional insured, that will cover your group while using the
pool and/or pond. Safety rules and procedures for each area to be used will be reviewed upon the
Rental Group’s arrival and a written copy will be given to the Rental Group leaders upon return
of the contract. Rental Groups that have made arrangements in advance for Lions Camp Tatiyee
lifeguard present may utilize these areas.
8.
Swimming in the pond is strictly prohibited.
9.
It is the recommendation of Lions Camp Tatiyee that the Rental Group Leader gather the
following information on each participant.
A.
Names and addresses of all participants.
B.
A listing of any persons with known allergies, health conditions requiring
treatment, restrictions or other accommodations while on site.
C.
Emergency contact names and phone numbers for those participants not
supervised on the Lions Camp Tatiyee site by his or her guardian.
D.
Signed permission to seek emergency treatment.
10.
Although camp program personnel are certified in CPR and First Aid, user groups are strongly
advised to bring a group member with these certificates who will be on-site during the length of
their program.
• Rental Groups are responsible to provide their own First Aid care, supplies and
equipment, unless they have made arrangements in advance for Lions Camp Tatiyee
medical staff.
• Rental Groups must provide for their own arrangements for emergency transportation.
Calling 9-1-1 activates the EMS system in Lakeside which sends an ambulance staffed
with paramedics within minutes.
11.
For groups with youth under 18 years old, a ratio of at least one adult to 5 youth must be
maintained. Youth and persons requiring special accommodations must be supervised at all
times.
12.
Rental Groups must notify camp personnel when emergency situations occur, such as serious
injury, lost or missing participants, fires, etc. Rental Groups will be notified and instructed by
camp personnel to respond appropriately to reasonably foreseeable emergencies such as severe
weather and natural disasters.
13.
Telephones are available for Rental Group use for both outgoing and incoming calls. Emergency
camp personnel numbers are listed by each phone and a Lions Camp Tatiyee Staff member will
be available during the course of your stay. Rental Groups should direct emergency incoming
calls to the office at 928-537-2421. Outgoing long-distance calls need to be made with a calling
card, credit card or by calling collect.
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14.
Upon completion of your camp session, all facilities and equipment used by your group are to be
left in the same conditions they were upon your arrival. Please return all equipment back to its
proper place after use. User groups who damage the facilities or who require additional clean-up
will be charged accordingly. Please do not use tape or tacks on walls or floors.
15.
Lions Camp Tatiyee reserves the right to terminate any activity and ask any person that is
deemed potentially harmful to the participants, facilities or image of Lions Camp Tatiyee to leave
the facility.
16.
Lions Camp Tatiyee screens our paid seasonal employees annually using the following:
a. A voluntary disclosure statement
b. Criminal background check
c. Check of the National Sex Offender Public Registry
d. Personal Interviews
e. Reference Checks of at least three references
We also screen our full-time and part-time year round staff on a regularly scheduled basis. We
strongly recommend our user groups to have a screening policy in place for any staff they may
bring. We also recommend that any staff provided by Rental Groups are a minimum of 16 years
old and two years older than the minors they are supervising.
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Choose from the options below to create a memorable week
of camp, productive business retreat, or enjoyable
get-a-way for your organization
RENTAL INFORMATION CHECKLIST
(To be returned to Lions Camp Tatiyee
5283 W. White Mountain Blvd, Lakeside, AZ 85929)
Name of Group:___________________________________________________________________________
Primary Contact Person: ___________________________________________________________________
Work Phone Number:______________________________Cell Phone Number: ______________________
Address: _________________________________________________________________________________
Alternate Contact Person: __________________________Phone Number: __________________________
Designated Group Leader: __________________________Phone Number: __________________________
Arrival Date: _____________________________________Departure Date:__________________________
Arrival Time: _____________________________________Departure Time: _________________________
Number of Adults:_________________________________Number of Children: _____________________
Staff to Camper Ratio _____________________________Guaranteed Minimum Number of Persons: ___
First Meal (Day and Meal): _________________________Last Meal (Day and Meal): ________________
Total Number of Nights: ____________________________Total Number of Meals: ___________________
Please check all that apply
SLEEPING ACCOMODATIONS
Dormitories
Minimum of 10 people required to make reservations
Number of dorms needed___________Number of people in each dorm ________
Fall or Winter ______ Spring or Summer ______
Office Only
__________
__________
__________
Private Cabins
Private 2 bedroom cabin ____________ Number of People____________
Private 3 bedroom cabin ____________ Number of People____________
__________
__________
__________
FACILITIES
Dining Hall/Lounge Area
Full Camp Rental__________ or Meeting/Event Use_________
Recreation Hall ________________
Full Camp Rental__________ or Meeting/Event Use_________
Arts and Crafts Wing____________
Sound Equipment_______________
Ramada _______
Full Camp Rental_____________ or Meeting/Event Use_________
Pool ___________
Number of Hours ______________
Pond __________
Number of Hours ______________
Fire Pit ________
Name of Designated Person in Charge ________________________________
Food___________
Lions Camp Tatiyee preferred caterer_____Rental Group providing caterer____
__________
__________
__________
__________
__________
__________
__________
__________
__________
__________
STAFFING
_______ Staffing needs:
Activity Leaders
Nurse
Office Only
Lifeguards (2 for 25 people)
Counselors
_________
Full Camp Cleaning:
Lions Camp Tatiyee provides cleaning service ____________
Rental Group cleans the full camp______________________
Final Clean Up is the responsibility of the rental group, unless they
choose to have Lions Camp Tatiyee provide the cleaning service.
_________
_________
Damage Deposit:
A damage deposit of $600 will be required-rental is not confirmed until
that deposit is paid. There will be a forfeiture of deposit if the facility is not left as
it was received. Rentals must be paid in advance or upon arrival.
______$600
SUB-TOTAL
_________
-10%
_________
TOTAL
_________
Tax Exempt Organizations provide EIN number __-_______
to receive a 10% discount.
___________________________
Signature
____/____/____
Date
$__________
Deposit Due
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SCHEDULE OF FEES, PAYMENTS AND INSURANCE
Rental Information received: _______________________________Reservation Dates: ________________
Fees
Lodging and facility use based on Rental Checklist: ____________________ ___________________________
Meals: _____________________________________
Lifeguards provided by Lions Camp Tatiyee at a rate of $75.00/hr.: ___________________________________
Total # of hours needed ________________________
Subtotal ____________________________________
If entity is tax exempt, provide EIN number ___-_______ for a 10% discount ___________________________
Total Due ___________________________________
Payment of Fees
20% deposit (based on the estimated number of people) is required upon signing this Agreement.
Total Deposit: _________________ Date Received: _________________
40% payment is due not later than 60 days prior to the reservation.
Total 40% Payment: ____________ Date Due: _____________________
Balance is due not later than 30 days prior to the reservation date.
Balance: _____________________ Date Due: _____________________
Exact number of people must be guaranteed 15 days prior to the reservation date.
Exact number due by: _________________________________________
If guaranteed number exceeds the estimate, any balance of fees will be due at that time.
Fees due to increased numbers: _________________________________
Cancellation. A $50.00 administrative fee will be charged for any cancellation. If rental group cancels 16-30
days prior to the reservation date a 25% cancellation fee will be charged. If cancellation occurs less than 16
days prior to the reservation, a 50% fee will be charged.
Lions Camp Tatiyee
Signed on behalf of the Rental Group:
By: ___________________________
By: _____________________________
Insurance Company
________________________________
Policy Number
_______________________________
Policy Limits
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RESERVATION AGREEMENT
This agreement sets forth the terms and conditions by which the Rental Group shall be permitted to use the
camp facilities located at 5283 White Mountain Boulevard, Lakeside, Arizona (“facilities”) operated by Lions
Camp Tatiyee, Inc., a 501c3 nonprofit (“Lions Camp Tatiyee”).
Name of Rental Group: _____________________________________________________________________
Address: _________________________________________________________________________________
Person Responsible: ________________________________________________________________________
Daytime Phone: ____________________________ Cell Phone: ____________________________________
Rental Period___________________________________ to ________________________________________
Number of Adults: ______________ Number of Children: ______________
Facilities and Programs. Lions Camp Tatiyee will provide housing at the facilities for a minimum group of
30 persons for a 2 night stay. If using the swimming pool or Rosie’s Pond, a lifeguard is necessary and will be
provided by Camp at a separate cost to the rental group. All other activities, counselors, as well as cabin counselors, shall be provided by the Rental Group. If you want Lions Camp Tatiyee to provide staffing for program
activities such as fishing, recreation, science, arts & crafts, games, hiking or go-karting, we can make arrangements to do so at rates that will depend upon the activity and the number of participants.
First Aid. Lions Camp Tatiyee can provide an infirmary, if you plan to provide a nurse. Lions Camp Tatiyee
does not provide a nurse on duty and cannot dispense medication or provide medical care. Emergency services
are provided by county fire/paramedic services. The Rental Group must have a person onsite with CPR certification. A youth group must also have a person with First Aid Certification from a nationally recognized provider,
or upon request, Lions Camp Tatiyee will provide such person.
Camp Rules. The rental group and each of its members, officers, directors, employees and agents shall abide by
the Camp Rules set forth in the attached form that outlines rules and procedures. If any individual or group
intentionally disregards any of the camp rules or causes damage to any part of the facilities, the individual or
group will, upon request, leave Lions Camp Tatiyee and forfeit all fees paid. Lions Camp Tatiyee will assume no
liability from any usage of all camp equipment unless authorized by camp management.
Insurance. The rental group will carry public liability insurance at least in the amount of 1,000,000 and, will
provide a Certificate of Insurance naming Lions Camp Tatiyee as additionally insured.
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Activity Schedule. The Rental Group will, at least two weeks prior to the commencement of the actual rental
period, provide to the Camp Rental Coordinator a written schedule of the camp activities for such period.
Food Requirements. Unless specified on the attached checklist, Lions Camp Tatiyee will provide meals and
beverages for the Rental Group participants. The Rental Group will, at least two weeks prior to the commencements of the actual rental period, provide to the Camp Rental Coordinator a written statement of food requirements for such period.
Check In and Check Out times. Unless otherwise arranged with the Camp Rental Coordinator, Check in Time
will be two hours before the Rental Group’s first meal, and Check out Time will be two hours after the Rental
Group’s last meal.
Indemnity. The undersigned in behalf of the Rental Group and its officers, directors and employees acknowledges and accepts that (a) there are risks and dangers associated with the use of Lions Camp Tatiyee which
could result in bodily injury; (b) there may be other risks and dangers not known to us or not reasonably foreseeable at this time; and (c) any of the aforesaid risks and dangers could result in severe physical and economic
dangers. As an express condition of the use of the Facilities, the undersigned hereby agrees for the Rental Group
and each of its officers, directors and employees, as follows.
1. Rental Group agrees to indemnify and hold harmless Lions Camp Tatiyee and its officers, directors and employees from loss or liability arising from the sole acts or missions of employees of the Rental Group during the Rental Group’s use of Lions Camp Tatiyee.
2. Lions Camp Tatiyee agrees to indemnify and hold harmless the Rental Group and its officers,
directors and employees from loss or liability arising from the sole acts or omissions of employees of Lions Camp Tatiyee.
If any portions of this Agreement are held invalid, it is agreed that the balance thereof shall continue in full legal
force and effect. The undersigned has carefully read this agreement, fully understands its contents, is aware that
it contains a release of liability, and signs it of my own free will.
Executed at _________________________________,
Lions Camp Tatiyee
Arizona on _____________________, 20________
Signed on behalf of the Rental Group
By: ________________________________________
By: ______________________________________
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CLEANING AGREEMENT
Pre-camp walk-thru:
The site was provided in good condition. I agree to make sure that the camp is left in the same condition or we
forfeit the deposit.
X ______________________________________________
Date: _____________________________
Rental Representative
X ______________________________________________
Date: _____________________________
Camp Representative
_____ Dining Hall/Lounge:
• Wipe down tables and stack chairs
• Garbage to dumpster
• Replace Furniture
• Sweep and mop floors in both lounge
and dining hall
• Close Windows
_____Dining Hall Bathrooms
• Wipe down sinks
• Scrub toilets
• Wipe down mirrors
• Take out garbage and replace bags
• Sweep and mop floor
• Close windows
_____ All Dormitories:
• Wipe down mattresses and shelves
• Wipe down mirrors in bathroom
• Scrub showers, toilets, and sinks
• Wipe down door handles
• Take garbage out to dumpster
• Sweep and mop floors
• Close windows
_____ Ramada:
• Wipe down tables
• Take garbage out to dumpster
• Sweep floor
• Spray with power washer if needed (please
inquire with staff)
_____ Recreation Hall/Art Room:
_____ Pond:
• Return sound equipment to storage and notify staff
• Take out garbage
• Return recreation equipment to storage
• Store and lock all equipment
and notify staff
• Organize and put away any stage equipment
_____ Playground and Fields:
• Take garbage out to dumpster
• Pick up trash
• Sweep and mop floors
• Store equipment
• Close windows
• Sound equipment returned to storage
_____ Camp Fire:
and accounted for
• Move benches back to storage
• Recreation supplies returned to storage and
• Cover firepit
accounted for
• Stack excess wood
• Stage supplies organized and put away
_____ Recreation Hall Bathrooms:
• Wipe down mirrors
• Clean sinks
• Scrub toilets
• Take garbage out to dumpster
• Restock supplies from the kitchen dock supply room
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DIRECTIONS TO THE CAMP
5283 W White Mountain Blvd, Lakeside, AZ 85929
From Flagstaff:
Follow I40 East for 86.5 miles, take exit 285 toward AZ 77 South/Petrified National Forest/Show Low, turn
right at end of ramp onto W Hopi Drive, follow for 1.5 miles, turn right onto N Navajo Blvd/AZ 77 South
and follow for 46.4 miles, at light turn right onto US 60/AZ 77 and follow for .6 miles, turn left onto N White
Mountain Blvd/AZ-260 and follow for 5.2 miles, Camp Tatiyee is on right side. (Estimated 2.5 hrs driving time)
From Phoenix:
Option #1: Follow AZ 87 North toward Payson for 73.6 miles, turn right onto AZ 260 East and follow for
87.4 miles, turn left onto W Duece of Clubs, follow for 2 miles, turn right onto N White Mountain Blvd, follow for 5.2 miles, Camp Tatiyee is on right side. (Estimated 3.5 hrs driving time)
Option #2:
From I 10 get on US 60 East towards Globe and follow for 80 miles, turn left onto US 60/AZ 77
and follow for 86 miles, make left onto W Deuce of Clubs, turn right onto N White Mtn Blvd,
follow for 5.2 miles, Camp Tatiyee is on right side (Estimated 3.5 hrs driving time)
From Tucson:
Follow AZ 77 North for 94.8 miles, turn left on to AZ 77 and follow for 2 miles, turn slight right onto AZ 77
and follow for 86.1 miles, turn right onto N White Mountain Blvd/AZ 260, follow for 5.2 miles, Camp Tatiyee
is on right side. (Estimated 4 hrs driving time)
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LIONS CAMP TATIYEE
SITE RENTALS - PRICE GUIDE
LODGING
Dormitories
Among the tall Ponderosa Pines at Lions Camp Tatiyee are four dormitories.
Each dorm accommodates 25 people in bunk beds in the main hall and 8 people
in an attached room. Each dorm is fitted with bathrooms and hot showers, swamp
coolers for the hot summer days and heaters for winter nights. All dorms have
many windows that allow for ample natural light.
PRICING: Spring and Summer: $25.00 per person/per night. Fall and Winter: $35.00 per person/per night.
Minimum of 10 people needed to reserve a dorm
Cabins
We offer two private cabins to rent. One has 2 bedrooms, living area, kitchen
and bathroom. This cabin sleeps 4 – 6 people. The other cabin has 3 bedrooms,
living area, kitchen, and bathroom. This cabin sleeps 7 people.
PRICING: Summer: $25.00 per person/per night Winter: $35.00 per person/per
night.
MEETING/EVENT SPACE
Dining Hall
The Dining Hall seats up to 125 people for meals and presentations. The main
hall includes a supplied kitchen for catering purposes and attached lounge area.
PRICING: $200.00 per day for full camp rentals. $300.00 per day for meetings/
single day events
Food and Beverage
The Dining Hall has a kitchen for catering purposes. Lions Camp Tatiyee can provide a list of preferred caterers.
If you choose to provide your own caterer, a 10% facility fee will apply.
PRICING: $300 per day kitchen use fee.
Recreation Hall
The recreation hall is ideal for group activities and presentations. The hall has
a complete theatrical stage and lighting, recreation equiptment, and attached Art
Room. Accomadates 100 people seated in chairs.
PRICING: $200.00 day for full camp rentals. $300.00 per day for meetings/
single day events
Outdoor Ramada
The Ramada can be enjoyed for outdoor meals, presentations, or activities.
Accomodates 125 people seated on picnic tables. An outdoor grill is available
for BBQs.
PRICING: $100.00 per day for full camp rentals. $200.00 per day for meetings/
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single day events.
Indoor Heated Pool/Rosie’s Pond
The indoor heated pool ranges in depth from 3 feet to 4.5 feet. Bathrooms and
shower room are available. If needed, there is a lift for assisting people into the
water. Rosie’s pond is strictly for fishing and enjoying the sights. No swimming
permitted.
PRICING: $75.00 per hour includes lifeguards
Art Room
The Art Room accommodates up to 25 people. The room is fitted with chairs, tables, and two sinks.
PRICING: $100 per day
Sound Equiptment
We offer podiums, microphones, speakers, cd players, and projectors.
PRICING: $50.00 per day
Recreation Equipment
We offer a wide array of sports equipment and games for recreational activities. We also have adaptive recreational
equipment for individuals with special needs.
PRICING: $75.00 per day
Fire pit
The fire pit at Camp Tatiyee can be enjoyed by all ages and groups. Plenty of
seating is available on wooden benches and additional seating can be provided
if needed.
Please inquire with camp staff prior to planning an activitiy at the fire pit as there
may be fire restrictions depending on the season.
PRICING: Free. Please designate a person to be in charge.
Staffing
With 60 advanced notice we are able to provide programming and counseling staff. Programs that we offer
include swimming, recreation, art, science/nature, go-karting, among other activities. Night programs typically
include talent show, dance, campfire or other activity. Prices dependant on season and needs of the event or camp.
Please discuss with Rental Camp Coordinator.
Cleaning Services
We provide cleaning services if you are unable to clean upon departure.
PRICING: $600 for full camp cleaning. Inquire with Rental Coordinator about individual facility use cleaning
fees.
All facilities are available year round except during June and July when our camp is in session.
All facilities are handicap accessible.
Prices subject to change.
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