Office Hours
Guest registration will be posted on the Welcome Sign just inside the front gate. The Conference Office is open from 9:00 am to 5:00 pm. The Director of Hospitality and the Director of Operations are on call overnight when guests are in residence. We are open year round providing lodging, dining, training and meeting facilities to all guest groups.
Check-In and Check-Out Times
Guests may check into their bedrooms after 3:00 pm when bill balance is settled with Director of Hospitality; check-out time is 10:00 am. Please return room keys to the Conference Office.
Housekeeping
Chanco Housekeeping will provide you with towels, bed linens, soap, shampoo and lotion. If you are spending more than one night with us, our Housekeeping staff will refresh your room every other day.
Meals
Meals are served in the Dining Hall. Special meal venues and menus may be requested up to 2 weeks ahead of time or noted on their Meal Contract Form. We ask that all groups arrive on time for meals. Breakfast is served at 8:00 am, lunch at 12:30 pm, and dinner at 6:00 pm (Please note: Dinner on Friday is served at 6:30 pm to accommodate late arrivals).
Beverages
Coffee stations and ice machines are located in or near all of the meeting spaces. Drink machines are located outside the Dining Hall. Special requests can be arranged up to 2 weeks ahead of day of arrival.
Telephone Use
Most cell phones receive clear reception on Chanco property. A land line phone is available in the Conference Office for important guest calls.
FAX/Copies/Printer/Internet
Fax and copy services are available at the Conference Office for a nominal fee. Guest can access the internet with their own wireless laptops in all sleeping rooms and meeting spaces (except for Watson Lodge). Chanco can accommodate over 100 guest Internet log-ins simultaneously. Or request to briefly use a PC in the Conference Office.
Climate Control
For your comfort, there is individual climate control in each sleeping room as well as all meeting rooms. If you have questions on how to operate the temperature controls, please contact the Director of Hospitality.
The Property Map of Chanco
Miscellaneous
Guest who visit or conference during our summer youth-camp program will need to wear a visitors or guest pass. For the health and safety of all guests, there is no smoking inside any building and pets are not allowed.We’re glad you are here!
USE AGREEMENT FOR CHANCO ON THE JAMES
Terms and Conditions
*Rules for acceptance and participation in programs at Chanco on the James are the same for everyone without regard to age, race, color, religion, sex, handicap, or national origin.
1. Description of Premises – Chanco on the James agrees to permit Licensee to use the property identified in the Agreement as “Facility” according to the following terms and conditions. The Agreement includes the use of all improvements to the Facility, except those, which Chanco on the James expressly excludes by so notifying the Licensee’s representative upon his/her arrival at the Facility.
2. Food Service – Meals at Chanco on the James are contracted by FCG Dining Services, a private contractor. FCG Dining Services shall provide meals as in accordance with the number of dinners provided to them ten days prior to meal. If Licensee prepares its own food, it assumes all responsibility for any foods prepared and for all activities incident to their preparations, and shall hold Chanco on the James and the Facility owner harmless from any and all liability therein. Licensee agrees to assist with food service as requested by Chanco on the James and to assist with supervision over the use of the dining facilities.
3. Use of Premises and Schedule – During the term of this Agreement, Licensee shall use the Facility for conducting a program of its own design and shall comply with all applicable laws, codes, and regulations. Licensee shall notify Chanco on the James of the nature of its program, and shall promptly supply Chanco on the James with information concerning the program upon request by Chanco on the James. Chanco on the James prohibits hunting, fireworks, firearms, ammunition, and explosives at the Facility. The use of gasoline, flammables, poisonous substances, and hand and power tools are restricted. Prior authorization from the Site Director must be obtained. Qualified lifeguards should be present & supervise the aquatic areas. Chanco on the James shall, in its sole discretion, determine the minimum qualifications for said lifeguards, which will generally be a minimum of a current Red Cross Lifeguard Certificate including certification from a nationally recognized provider in first aid and CPR with training in blood borne pathogens & use of breathing devices. Lifeguards provided by the Licensee shall enforce all Facility regulations and know the minimum guard/participant ratios. (Guidelines & policies provided by the Facility.) The swimming pool is generally available from Memorial Day weekend through Labor Day weekend, weather and maintenance permitting. Availability at other times is at the discretion of the Site Director, and is subject to change. Chanco on the James will either provide appropriately trained staff or will determine minimum qualifications for said supervision by the Licensee in other specialized program activity areas. Additional information and guidelines for aquatic use and use of special equipment (ropes course, canoeing, etc.) will be sent to all applicants expressing an interest in participating in such activities. This agreement in no way implies that this group has exclusive use of Chanco on the James facilities.
4. Utilities – Chanco on the James shall provide water, electricity, and garbage disposal without charge to Licensee.
5. Maintenance – Chanco on the James shall maintain the Facility in good condition and repair and shall provide janitorial services to the premises and buildings. Chanco on the James shall provide beds, mattresses, kitchen utensils, dishes, and other equipment necessary for the operation of the Facility. Licensee agrees to assist in keeping the Facility clean, and shall leave the Facility free of defacement.
6. Healths and Safety - a. Chanco on the James does not provide medical supervision, treatment, maintenance, or dispensing of medications for participants. These responsibilities belong to the Licensee.b. Licensee agrees to furnish a qualified adult to provide basic health supervision. A qualified adult is at least 21 years of age and possesses at least a certificate of training in the principles of first aid and CPR. Licensee must bring own first aid supplies and equipment. c. Licensee’s contact person shall bring and have available at all times a current list of participants that includes: names and addresses, emergency contact information, and known allergies or health conditions. Also, for each participant under the age of 18 and not accompanied by their parent or guardian, a signed form granting permission to seek emergency treatment is required.d. Licensee agrees to furnish at least one adult Advisor, age 21 years or older for each eight participants under 16 years of age.e. Emergency transportation is available through local emergency response groups by dialing 911. Licensee agrees to furnish non-emergency transportation. f. Licensee will prohibit smoking except in designated places and shall warn all persons of the hazards of indiscriminate smoking at the Facility. Open fires may be built only in the campfire area, for which fire permits have been secured. It is understood that both Chanco on the James and Licensee must comply with all lawful orders of appropriate fire control officials. g. Use of vehicles at the Facility is restricted to roads and parking areas designated by the Site Director. Posted speed limits shall be obeyed.h. Once at the Facility, the Licensee is required to participate in a brief orientation to Chanco on the James safety regulations and emergency procedures, led by the Site Director or designee.
7. Use Fees and Costs - a. Guaranteed Minimum Fee – The Guaranteed Minimum Fee is based on the number of persons guaranteed by Licensee 10 days prior to the event date. It will be charged to Licensee even if fewer persons use the Facility than Licensee guaranteed, or if Licensee terminates this Agreement without using the Facility.b. Additional Use Fees – If more persons use the Facility than the Licensee guaranteed, Licensee shall pay to Chanco on the James an additional fee. This fee will represent the use of the Facility by the additional persons, and will be calculated by totaling the individual charges for each additional person’s lodging or day use fee, meal charges, other per person fees where applicable and sales tax.c. Breakage and Damage – Licensee agrees to pay Chanco on the James the amount reasonably necessary to repair or replace property or equipment damaged or destroyed during Licensee’s use.
8. Liability for Injury to Persons or Property - a. Licensee agrees to supervise and to assume full control and responsibility for any persons, entities or things other than Chanco on the James personnel or property who/which are, for any reason, on the Facility by reason of Licensee’s program or use of the Facility.b. Licensee agrees to defend, indemnify and hold harmless Chanco on the James and its past present and future members, directors, officers, employees, agents, and independent contractors and its and their successors, assigns and heirs from and against any harm and/or claim made by any third party arising out of in any way connected with Licensee’s actions and/or failure(s) to act in respect of its use of the Facility.c. For the purpose of this section, “any person” includes, but is not limited to, Licensee’s agents and employees, participants in Licensee’s program, and Licensee’s visitors.
9. Miscellaneous - a. Licensee warrants that the person signing the Agreement has the authority to execute the Agreement on its behalf.b. This Agreement may be altered or amended only by written agreement of both parties.c. Chanco on the James reserves the right to require that the Licensee remove from the Facility any persons in, or in any way connected with, Licensee’s group who, in the sole opinion of Chanco on the James, are creating a disturbance or who are otherwise disrupting, and or harmful to themselves or others on said Facility. Licensee agrees to permit only authorized persons to enter the Facility and shall take all necessary steps to remove unauthorized persons from said Facility.d. Licensee agrees that the total number of participants on the premises will not exceed the Facility Building Maximum capacity at any time. Animals are not permitted on the premises without the express permission of the Executive Director or his designee(s) and then only with the documented immunization records.e. Chanco on the James assumes no responsibility for the personal possessions of any group member or members.
10. Termination - a. Chanco on the James may terminate this Agreement without any liability upon ten (10) days prior written notice to Licensee either 1) without cause or 2) upon a determination by Chanco on the James, in its sole and exclusive judgment, that the requirements of the State Fire Marshal, the Department of Public Health and Safety or any statute, rule or regulation of any federal, state, or local body, imposes undue requirements or hardship on Chanco on the James.b. In the event of cancellation by Licensee, Licensee will be released from payment of the Guaranteed Minimum Fee provided Chanco on the James receives written notice of the termination no later than 60 days prior to the event. Please sign attached sheet indicating agreed upon dates, times, costs, and services Chanco on the James will provide, and return it to the office of Chanco on the James within 21 days.
