How to Book an Event
How to Host an Event at Dwight Mission
Hosting an event at Dwight Mission is very easy. Our various facilities can accommodate all your needs. Our Lodging Facilities can sleep up to around 175 people, and there is plenty of space for meetings and recreation activities. Whether you are an individual hosting a family reunion, a youth director looking for a place for a youth retreat, or a corporate agency looking for a great get-away location for training, we have just what you need for a great experience.
Steps for planning your event at Dwight:
||Decide the approximate dates for your event (it is a good idea to have several options selected).
||Call Dwight Mission (918-775-2018) to check availability. We will ask you for the following information:
||How many attendees are you planning?
||What time do you plan to arrive? depart?
||What meals will Dwight provide? see note below regarding Food Service.
||Do you want the Dwight Mission staff to provide any program activities?
||Once the dates and reservation details are decided, we will send you a contract.
||When you return a signed contract with the indicated deposit your reservation is complete.
||Keep Dwight Mission informed about any changes to your numbers or plans.
||At least one week prior to your event, confirm your final numbers with our staff.
||Enjoy our great hospitality during your event (remaining payment is due at the event).
Food Service at Dwight Mission: For most groups, we provide the meals. We do not currently have a kitchen available for groups to use during their stay. If you would like to provide some of your own meals, please contact our office for exceptions.
60+ days prior to event: guest group pays $30 processing fee
15-59 days prior to event: guest group loses deposit or transfers deposit to new reservation
0-14 days prior to event: guest group loses deposit
For guest groups who hold insurance for their events/organizations, at least two weeks prior to event, a CERTFICIATE OF LIABILITY INSURANCE, naming Dwight Mission as an additional insured, in the amount of at least one million dollars, needs to be on file in the Dwight Mission office. It can be obtained by calling your insurance company and asking them to fax it directly to us at 918-775-2018. The guest group also understands that the group and/or individual guests are responsible for their own health and accident insurance coverage.
The guest group agrees to support sound safety practices in planning and implementation of programs and activities and to abide by any safety regulations provided by Dwight Mission. Injury causing accidents will be reported to Dwight Mission staff as soon as possible. If necessary, the guest group is responsible for providing a vehicle and qualified driver for transporting participants to a local medical facility.
Guest Group Policies &Procedures
RESPECT PROPERTY: Please show respect for all Dwight Mission equipment and facilities. Marking,
defacing, or willfully destroying any natural or man-made property will not be tolerated. Use trash receptacles. NO trash or food of any type should be discarded anywhere except in provided receptacles.
MEALS: Standard meal times are: Breakfast-8:00 a.m. Lunch-l 2:00 p.m. Dinner-6:00 p.m.
Meals are served buffet style in the dining hall. All groups on site will share space in the dining hall during
meals -look for tables labeled with your group name. Please help after each meal by placing all dishes in dish window, disposing of all trash, and washing tables as needed.
CAMPFIRES: All campfires must be cleared through the Program or Executive Director and must be in
designated areas. Burn Bans may apply. Each group is responsible for completely extinguishing their campfire before leaving the campfire area.
PHONE CALLS: Guests may use the phone in the hallway off the dining hall for outgoing calls. All incoming
telephone calls will be answered in the office during regular business hours. The Dwight Mission phone number
may be given for emergencies only.
EQUIPMENT: Sports equipment such as volleyballs, Frisbees, kick-balls, basketballs, footballs, and parachutes for
games are usually available in the sports gazebo. Please return all equipment to the sports gazebo when
activities are completed. Failure to do so may result in the group being charged for clean up.
GENERAL SAFETY: In the areas around Dwight Mission, you can find snakes, poison ivy, insects such as
mosquitoes and ticks, and other typical hazards of the outdoors. Flashlights, closed-toed shoes, and appropriate
clothing can help diminish any threats.
EMERGENCY SIGNAL: A continuous ringing of the camp bell is the emergency signal. If you hear this signal,
you should quickly assemble at the bell; in the event of a weatheremergency immediately seek shelter in the inner hallways of the dormitories.
RAILROAD TRACKS: No one is allowed on, or within the fenced boundary ofthe railroad track or trestle at
FIRE EXTINGUISHERS: All fire extinguishers are to be used for fire fighting only. Any unauthorized discharge will result in fines.
SMOKING: Smoking is not allowed inside any building at Dwight Mission. Smoking is allowed outside, but
please help preserve our natural beauty by placing all extinguished cigarette butts in a proper receptacle.
ALCOHOL, DRUGS, FIREARMS: No alcohol, controlled substances/drugs, or firearms are allowed on camp
property or at any Dwight Mission function .
LIABILITY AREAS: The pool, creek (for canoeing and swimming only), and Challenge Course areas are only to
be used under the direct supervision of certified persons approved by the Dwight Mission staff. Appropriate
certifications must be on file with the office.
PETS: Please do not bring them. Exceptions are made for registered service animals.
Group Leader Information & Responsibilities
Each group who hosts an event at Dwight Mission must establish one person as the "group leader" who will be the main point of contact for the Dwight Mission staff. It is assumed that the person making the reservation is the "group leader" unless otherwise noted.
As the group leader, you are responsible for the following policies and requirements of Dwight Mission.
1. The group leader is responsible for returning the contract and deposit as noted in the contract in order to confirm your reservation.
2. At least two weeks prior to the event, the group leader is responsible for confirming with Dwight Mission, the final number of attendees. Increases to the contracted number will be allowed as space is available; decreases are at the discretion of the Executive Director.
3. The group leader is responsible for communicating policies and procedures to their participants. The "Group Policies & Procedures" sheet is available for this purpose and may be copied for distribution. Every guest must follow all policies and procedures established by the Agency for Dwight Mission.
4. Youth groups visiting Dwight Mission should maintain at least a 1 to 10 ratio of "on duty" adult sponsors or chaperones to youth. For groups (including Family Reunions) with children under the age of 10, the ratio should be at least 1to 7.
5. If activities involve participation or leadership by Dwight Mission staff, we ask that a copy of your schedule be sent no less than two weeks prior to the event. Groups utilizing the Challenge Course will be asked to sign an Assumption of Risk and Release Form for each participant prior to participation. For youth under 18 this must be signed by a parent or legal guardian.
6. Each group leader will need to communicate to their participants a list of items to bring for their event. Unless you have arranged for Dwight Mission to provide linens, participants will need to provide sheets, towels, blankets, pillows, and other necessities. Most of the beds at Dwight Mission are twin bunk beds. There are a limited number of full beds in all lodging facilities. A bed layout map of your lodging facility can be provided.
7. The group leader is responsible for reporting any maintenance or supply problems to the Dwight staff.
8. The group leader is expected to explain to participants that there may be other groups on site during your event. All groups are expected to respect the space of other groups and avoid their program areas unless specifically invited to join with them. Exclusive use of Dwight Mission may be negotiated with the Executive Director.
9. The group is responsible for all damages during their time on site. In the event damage is found, charges will be assessed during the 72 hour period immediately following departure, and the group will be billed for damage charges.
10. Before departure, all belongings should be collected and trash from dormitory bedrooms and bathrooms should be placed in the large trash cans in the dorm stairwells. Trash from other lodging facilities should be emptied into the dumpster behind Washburn Hall. The group leader is responsible for checking that all group possessions have been collected. Dwight Mission is not responsible for items left by guests. The group leader is responsible for leaving all areas in the same condition in which they were found. Failure to do so may result in the group being charged for clean up.
11. Payment in full is expected prior to check-out at Dwight Mission. The group leader should make arrangements with the Dwight Mission office staff for payment of the bill.