RENTALS RETREAT LIABILITY FORM & AGREEMENT

2026 RETREAT AGREEMENT 

Thank you for choosing Eagle Bay Camp for your next retreat. We are excited to work with you to provide a great experience for you and your group.

To finalize your booking please read, review and sign the below rental contract and submit a deposit.  

Booking Process

Completed

  • Retreat inquiry.
  • EBC confirms dates and rates.

Presently

  • Review and sign rental contract. 
  • Submit first deposit of $500.

3 Weeks Prior to Booking

  • Submit second deposit of $500 (or $1000 at time of booking).
  • Final confirmation of guest details. 
  • Submission of activity waivers. 

Arrival 

  • Receive tour of facilities and accommodations, and general orientation. 
  • Provide waivers and payment. 

Section #1 – Costs, Obligations and Facility Booking Options 

In consideration of Eagle Bay Camp accepting this contract for the use of the facilities: 

  • I agree to accept responsibility for payment for the dates, numbers and services confirmed in this contract, as well as any extra charges I authorize during my group’s stay.  
  • I agree to pay at minimum the number of guests that are invoiced 14 days prior to our arrival.  
  • I understand that the number of guests can be reduced by up to 25% of the original contract up to 14 days prior to arrival. 
  • I accept responsibility for payment of any repair due to breakage or damage to the facilities and property resulting from my group/organization’s use of Eagle Bay Camp.  
  • I understand and agree that management reserves the right to co-book groups at their discretion. I also understand that any interest in exclusive bookings must be discussed with the director upon the first booking.  
  • I agree that my group is responsible for the supervision, safety, and well-being of those individuals within my group using the facility during the rental period. 
  • During times when guests receive activity instruction from Eagle Bay Camp staff, adult supervisors representing my group continue to be responsible for monitoring, regulating, and guiding the behaviour of youth.  

  • There are no lifeguards on duty at the waterfront. Retreat and rental guests swim at their own risk.  Eagle Bay Camp reserves the right to require an NLS lifeguard to be on duty depending on the nature of the booking. 

  • I understand that the 1st and 2nd deposits are non-refundable under any circumstances. The deposits along with this contract, reserve our booking.  
  • EBC reserves the right to refuse service and prohibit uncooperative guests from being on-site. 
  • Eagle Bay Camp is a Christian camp and holds to an Evangelical position of the Christian faith, therefore we ask that all rental groups respect our beliefs as we will respect the beliefs of all rental groups who attend with us.

Section #2 – General Conditions of Use

  • EBC reserves that right to provide alternate facilities if necessary and will try to notify the rental group of any changes and the reasons for such changes. 
  • Guests of Eagle Bay Camp will provide their own bedding, pillows, towels and personal effects
  • The trees, plant life, and wildlife are to be protected! There is to be no carving on trees, removal of bark or branches or any other damage done to the foliage. Disturbing of the wildlife is not permitted.
  • All users of the camp property are not permitted to trespass on neighbouring properties.
  • No pets are allowed on camp without prior approval. No pets are permitted in any camp buildings or in dining hall.
  • Vehicle traffic should be limited to roadways and at slow speeds.
  • The following is NOT PERMITTED: 
    • Removal of bedding, mattresses, furniture, or equipment from the cabins, bedrooms, or common spaces. 
    • Bare feet or swimsuits in the dining hall.
    • Lighting of fires. EBC Staff will light fires.  Once lit, the fire must be supervised by the rental group until fully extinguished. 

    • Tampering with fire extinguishers (a minimum of $25 will be charged for non-emergency discharge). 

    • Possession or charge of firearms or fireworks.

    • Throwing of stones (except into the water in designated areas) or harmful objects. 

    • Inappropriate disposal of gum on the site. 
  • A total noise curfew is in effect from 11 PM until 7 AM.
  • Absolutely no outside footwear on carpeted areas of lodge.
  • Groups must provide their own first aid kit. If a person requires medical attention, the group leader is responsible to see that they are attended to properly. The camp has limited first aid supplies on hand. There is a hospital in Salmon Arm (about 40 minutes away).
  • Retreat and rental guests swim at their own risk. All dock and water related activities must adhere to EBC policies.
  • Children (16 yrs. old & under) must be under adult supervision at all times. Groups are required to provide at least one mature adult for every 10 children (16 yrs. old & under) attending. At least one mature adult will sleep in any of the cabins used.
  • Grounds, Lodge, cabins and other facilities must be left clean and tidy; equipment must be left in a workable condition.
  • The person responsible, who has signed this agreement, agrees to reimburse Eagle Bay Camp for the cost of any damage or unreasonable cleaning required because of our stay.
  • The use of or possession of alcoholic beverages or illegal drugs is not permitted on camp property. The use of tobacco is permitted, if absolutely necessary, but only in designated areas (not in any buildings or decks), at the discretion of the Camp Director.
  • For the safety of guests, EBC is a closed facility. Please advise us if you expect visitors throughout the day. 
     

Section 3: Food information and Dietary Information

Please inform us of any food allergies, intolerances, or medically restricted diets. Eagle Bay Camp is conscientious of nut allergies but is not a nut-free facility. 

We can accommodate mild to moderate special diets & allergies such as: 

  • Gluten friendly
  • Dairy friendly (please indicate if it can be consumed in baking)
  • Peanut/Tree Nut
  • Fish/Shellfish
  • Vegetarian 

Due to the open nature of our kitchen, cross-contamination may occur.  

We cannot accommodate halal, vegan or kosher requests, nor personal diets such as paleo, keto, etc 

If you are anaphylactic to any foods, or have a food intolerance, allergy or special diet not listed, the kitchen may not be able to accommodate your dietary needs. However, a fridge and microwave will be accessible so you can prepare your meals during your stay. (please ensure all meats brought on-site are pre-cooked.)  

Section 4: Waterfront

Risks, Rules, and Guidelines for Eagle Bay Camp Waterfront 

There are no lifeguards on duty at the waterfront. Retreat and rental guests swim at their own risk.  

Waterfront Rules and Guidelines:  

Swimming is prohibited from dusk until dawn.  

Everyone must wear a proper fitting life jacket when using kayaks, canoes, or SUPs. 

All guests swim at their own risk and those under 19 with parental permission and with supervision.  

Waterfront activities/programming is off limits unless a EBC staff is operating and overseeing. Examples include push-off dock, blob, kayaking, barge with slides. 

Dock Rules:  

A lifeguard with National Lifeguard (NL) certification will be on duty when using the dock. 

Two lifeguards are required if there is more than 30 swimmers, with a maximum swimmer/lifeguard ratio of 40:1 

The swimming zone is the designated area for swimming and should remain free of all boats, kayaks, canoes, or SUPs.  

There is no running on the docks.   

There is no pushing or rough play on the dock.  

Under no circumstances should there be swimming under the dock.  

No flips off the docks.  

Once a lifeguard has inspected the swim zone and depth, diving is permitted. 

 

*Denotes Required Field
Eagle Bay Camp does not assume any responsibility in any way for accidents, injuries or illnesses, however caused, to guests or users of the camp and will not provide any supervisory staff during your stay (unless program options are specified and paid for). I am confident that the staff (both paid and volunteer) will do their best to give each person in our group the necessary attention and supervision and that appropriate safety and health guidelines will be observed if optional programming is chosen. I therefore release Eagle Bay Camp, its employees, volunteers, directors, and officers from any and all liability or claims for damages arising from any accidents or personal injury caused by our group’s participation in the camp programs including (but not limited to) Climbing Tower, Zipline, Paintball, swimming, wide games, volleyball, basketball, archery, kayaking, push off dock and blob. I understand these activities involve risk, dangers and hazards but I am confident the Eagle Bay staff, directors and volunteers will do everything in their control to safeguard and protect each participant in our group from these risks. I signify that each person in our group will be covered by a Provincial or equivalent medical plan while he/she is attending Eagle Bay Camp and understand that our group will be financially responsible for any additional costs incurred as a result of sickness or injury, including ambulance service.
Eagle Bay Camp reserves the right to retain the $500 deposit if cancelation occurs less than 30 days notice. These simple yet important regulations are intended to insure that your stay with us is safe and enjoyable. Your compliance with them allows us to keep our fees at a very reasonable level, so that we can provide quality service for your group. Thank you for your cooperation!
Use your finger or mouse to sign in this box.