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Archdiocese of Santa Fe

 

             A favorite New Mexican Native    

Certificate of Insurance Sample         Group Policies

      
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As FACILITY USER of the Roman Catholic Archdiocese of Santa Fe’s facilities, you agree to protect, indemnify and hold harmless the Roman Catholic Archdiocese of Santa Fe from any and all loss, cost, damage, or expense, arising out of and from any accident or other occurrence on or about these premises, causing an injury to any person or property, and will protect, indemnify and hold harmless the Roman Catholic Archdiocese of Santa Fe from any and all claims, cost or expenses arising from its negligence or any failure of the FACILITY USER, in any respect, to comply with and perform all requirements and provisions agreed to and required by law or ordinance during the rental period.

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FACILITY USER agrees to provide a certificate of insurance to Madonna Center, which shows evidence of general liability coverage of not less than One Million dollars ($1,000,000) per occurrence.  FACILITY USER also agrees to have Roman Catholic Archdiocese of Santa Fe and Madonna Retreat-Conference Center named as an “Additional Insured” on its general liability policy for the DATE(S) OF FACILITY USAGE for claims which arise out of FACILITY USER’S operations brought against the Archdiocese or Center by FACILITY USERS’ employees, agents partners, family members, students, customers, function attendees, guests, invitees, organizational members or associates.  FACILITY USER also agrees to ensure that its liability insurance policy will be primary in the event of a covered claim or cause of action against the above mentioned Archdiocese and Madonna Center.

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It is the policy of the Archdiocese of Santa Fe that harassment, sexual harassment, sexual misconduct, or discrimination by groups while using Archdiocesan facilities is contrary to Christian principles and is totally unacceptable by the Archdiocese.  All groups, whether originating within the Archdiocese or not, must comply with applicable New Mexico laws regarding incidents of actual or suspected misconduct.  Groups will not knowingly allow anyone with a history of sexual abuse allegations to be on Archdiocesan property.  “Misconduct” is defined as anything which is unlawful or contrary to the moral instructions, doctrines, and canon law of the Catholic Church and/or causes injury to another as recognized by the civil and criminal law of the State of New Mexico.  Any complaints regarding harassment, sexual harassment, sexual misconduct, or discrimination will result in a full investigation by the Archdiocese of Santa Fe and may result in the termination of group activities and dismissal from the property.  Any complaints of conduct which might be considered a violation of the criminal laws of the State of New Mexico will be referred to appropriate law enforcement agencies.

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The FACILITY USER will not permit the affixing of anything to the walls, floors, or ceilings of rooms with nails, staples, tape, or other substance unless the Retreat Center Director gives approval.  In the event this is done without authorization, and if any damage is suffered, the cost of repair or replacement will be billed to the FACILITY USER.

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Smoking is not permitted inside any of the facilities.

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Illegal drugs are absolutely forbidden on the premises.  The presence of such drugs will be reported to the police, and suspicion of drugs will be reported to the group leader.

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The Center will not assume any responsibility for the damage, loss, or theft of any merchandise or articles left at the Center before, during, or after your function or overnight stay.

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When required, security guard(s) will be contracted at the FACILITY USER’s expense.

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No pets allowed.

 

FOOD AND BEVERAGE POLICIES

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Food Services are handled through a Center-approved caterer.   Any other arrangements must have approval of the Retreat Center Director.

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FACILITY USER will contract with the caterer for menu, prices, times, presentation, etc.  The caterer will bill the FACILITY USER directly. 

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Group participants may bring their own beverages and food to the Retreat Center building

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No alcohol is permitted on the premises without written authorization from the Executive Director of General Services of the Archdiocese of Santa Fe.

 

LODGING AND CONFERENCE ROOM POLICIES

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Number of rooms to be reserved must be confirmed when the contract is signed.   Your final billing will be based on this minimum number and any added rooms.   Full payment will be required for rooms not used.

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Although the number of rooms with private bath may be specified in the contract,  their availability may be subject to change without notice, depending on the needs of all our guests.  

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Youth Groups using the Retreat Center must have adult supervision at all times.  Overnight stays of youth must include overnight stays of supervising adults in the ratio no less than 1 adult for every 5 youth.  Adults must be interspersed among the sleeping arrangement (adults may not “cluster,” leaving large numbers of youth sleeping rooms unattended).

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Adults, including chaperones accompanying minors, will not be permitted to share bath facilities with youth.

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Please submit your meal times, retreat schedule, one (1) time room set-up requirements, and names of people attending the retreat fourteen (14) days prior to event. Failure to submit any of these will cause issues with the scheduling of your retreat.

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Burning of candles or incense in the private rooms or the conference rooms is not permitted.  Any spills of food or liquid anywhere may result in a damage fee charged to the FACILITY USER, based on the actual cost of area to be cleaned, repaired, or replaced.

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Renting a conference room or classroom for a whole day means 8:30 AM to 8:30PM unless previous arrangements are made.  Half days are from 8:00 AM to 2:00 PM or 3:00 PM to 9:00 PM

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Outside entry doors are locked at all times.

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Check out from bedrooms is 10:00 AM and check in is 3:00 PM unless previous arrangements have been made.

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If group participants do not stay overnight at the Madonna Center, they will be charged a $5/day day guest fee.

 

GROUP POLICIES

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When a date is confirmed with a signed contract and a deposit, we reserve the right to fill any unused rooms with individual guests or another group.

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We do not accept packages addressed to MRCC guests that are delivered by the U.S. postal service.  Packages should be sent either UPS or Fed Ex to our 4040 St. Joseph’s Place location, should include the name of the group they are with, and arrive during the time a guest is in residence at MRCC.  Packages arriving after the guest leaves will be refused.

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We allow the day use of bedrooms only when space is needed for small group meetings, and none of the other areas are available.  The lower price of $10 is meant to cover the cost of cleaning but not changing linens in that room.  Bedrooms with bath are not available for day use only.

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The chapel in the Madonna Center is intended for Catholic Christian worship.  Groups are welcome to use our chapel for quiet reflection, meditation, and prayer.  However, it is not to be used for a meeting room, and the room cannot be rearranged in any way without permission from the director.

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No furniture or accessories are to be moved without specific permission granted by the director or center staff.  If permission is granted to move the furniture, the group agrees to return it to its proper place.  Failure to do so will result in a furniture moving fee being added to the final bill.

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Requests for early arrivals and late departures are subject to availability.  All arrangements should be made at least 14 days in advance, and be prepaid.  There are no refunds if plans change.

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We offer free Wi-Fi in the lobby and in some rooms for the use of our guests. There are pay phones and a house phone for guests’ use in the lobby.  A reasonable number of copies can be made for the fee of 10 cents per page.  Laundry facilities are available at no charge.

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The Madonna Center staff makes final room assignments.  If a group wishes to give us input on room assignments (such as roommate requests) we are happy to accommodate those requests as best we can.  However, in order to be good stewards of our resources, all room assignments will be made with cooling or heating concerns, as well as the needs of all our guests, in mind.

DEPOSIT POLICY

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Reservations for lodging and Conference Rooms will be subject to a deposit that will be calculated and handled as follows:

  1. Deposit amount will be calculated at $20 per room/per night, plus 50% per conference room/per day, plus 50% of the charges for all other rentals and services requested for the event.

  2. Deposit amount will apply toward the final amount due.

  3. Deposit amount will become the minimum amount due should the event be cancelled.  Should the actual amount calculated as due for the event be less than the deposit amount, the deposit amount will be the amount due.

  4. Deposit is due with the signed contract by the date shown on the front of the contract.

  5. The contract is not confirmed until the deposit is received.

  6. Deposits are non-refundable.

PAYMENT PROCEDURES

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A billing invoice will be sent following the event.

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All checks should be made payable to the Madonna Retreat Center.

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Payment is due upon receipt.  

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All account balances not received within 30 days of the event will be considered past due and subject to a late charge of ten percent (10%) of the balance accrued per month until payment in full is received.