WAFLOY’S FAQ’S PAGE
Please remember, we are a Retreat, not a Resort ….. We do not have a night clerk, room service, housekeeping staff, turn-down service, freshen-up or concierge service, nor linen, towel or laundry facilities on campus for public or service use.
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RESERVATIONS & AGREEMENT:
What is the Reservation Process? …We are able to reserve up to 50 weeks in advance. The earlier you reserve, the more available options you will have for your dates. Please note that the availability and fees are current only at the time of the initial email. As a first come, first reserve facility a digitally signed reservation agreement will tentatively hold dates/lodges. Please respond as soon as possible if you would like to proceed with a reservation.
We will then send you a digital agreement which will begin the tentatively hold of your dates and buildings provided that the agreement is digitally signed within 48 hours. The sent/signed agreement tentatively holds your reservation awaiting your deposit. An expired agreement releases your tentative hold and the buildings and dates are available again to other groups.
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DEPOSIT:
How much is the Deposit and when is it due?…. The deposit is 1/2 of the reservation’s minimum total agreement (based upon the minimum number of attendees per building and length of stay) The remaining balance of either the minimum or your exact number of attendees (whichever is greater) is due 7 days prior to arrival. The exact deposit, deposit due date and minimum reservation amount are detailed out on the Reservation Agreement.
If you have received the reply to your inquiry you can figure your deposit with the following formula: $XX.XX for length of stay X 16 / 2 = Deposit
The deposit (by due date on your agreement) moves your reservation from tentatively held to reserved.
Agreements without the deposit on time are considered null and void and the buildings and dates are once again available for other groups.
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TAXES & REQUIRED DOCUMENTS FOR EXEMPTION:
How do we remove lodging and sales taxes?….To be tax exempt, please scan and email a legible copy of either a current TN Sales Tax Exempt Certificate or your entity’s official IRS issued 501(c)3 form. Either form must have the same church or entity’s name as it appears on the payment method that will be used. The sales tax can be omitted or removed from the invoice provided that the church/ministry/entity is using it’s funds and it’s payment method. No personal cards or checks allowed for tax exempt payments.
W-9’s, EIN#s, a Tax ID number, Federal Income Tax exemption and church letters do not suffice. Only the two documents mentioned above.
Without the matching payee and proper form the 12.75% Lodging & Sales Tax is required per IRS law. Thank you for helping us protect both Wafloy and your church/tax-exempt entity with proper documentation.
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ARIVAL, CHECK-IN & CHECK-OUT:
What time is Check-in? ….. Check-in is any time after 4PM and by 5PM. Due to COVID-19 and the increased protocols for cleaning, we are currently unable to offer or guarantee early check in. Thank you for your kind understanding.
What if we can’t Check-in between 4-5PM? ….. We will gladly leave you a map on the mailbox for ‘Self Check-in’ directing you to your reserved building(s). Please be prepared to meet with a Wafloy staff or volunteer first thing the next morning to provide waivers and an incidental credit/debit card that will not be charged unless it is required for any damages/incidentals incurred during your stay.
What time is Check-out? …. Check-out is by or before 11AM. Due to COVID-19 and the increased protocols for cleaning, we are currently unable to offer or guarantee late check out. Thank you for your kind understanding.
What is our Check-out procedure? ….. We ask each group to assist us in the stewardship of the grounds and buildings that they use. Each building has specific steps to follow for your last day. These steps are posted usually by the back door and often in other areas as well. Thank you in advance for following them as you prepare to leave.
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TYPICALLY ASKED QUESTIONS:
What are Quiet Hours? ….. We don’t have a curfew that requires ‘lights out’ nor do we require your group is to be quiet within the building(s) you are enjoying, however, we do have Quiet Hours from 11PM-6AM. During these hours we ask that while anyone one from your group is outside please be sure to use indoor voices and keep activities quiet. Also please be sure to use flashlights for only showing the footpath. Do not shine them toward other buildings, windows or yards. The few families that live and work on the campus and the other groups may need to be resting for what the day ahead requires. We appreciate your courteous behavior while your group is outside during Quiet Hours. Thank you.
Do your buildings have central heat and air? Yes, all of our buildings have heat and air.
Do your buildings have TV service? A few of our buildings do have TVs and DVD players. Please inquire with the office to find out if your cottage does.
Do you have mini-fridges and coffee pots in motel/hotel/bunkhouse rooms? … No
Can we light candles? … Open flames of any form outside of the fireplace(s) are prohibited within any/all buildings by the fire department.
Can we shoot fireworks? … No. We are adjacent to the Great Smoky Mountains National Park. Fireworks are prohibited on campus.
Can we decorate? … Feel free to decorate in any fashion that will not damage paint, dry-wall or wood within or on a building. Please do not use nails, tacks or command stickers/hooks. They often do damage. Please use only the blue painter’s tape or the cork strips provided. Any outdoor decor also must be temporary. All decor will need to be removed and disposed of properly as part of your check-out procedures. Please do not remove the currently placed wall decor or pictures as this increases the potential of damages which will incur an incidental fee for your group.
Can someone bring a pet/animal? …. We have a strict “No Pets” policy. Any unauthorized animal(s) brought on site, the owner will be asked to leave and take the animal(s) and charged a $150 fee per animal. We can only make an exception for an ADA Certified Service animal provided that 1) the animal’s certificate papers have been submitted and approved no less than 10 days prior to arrival and 2) that the animal and owner will be located in the room(s) specified for service animals, crated during times that the owner is not in the room and not allowed through-out any other area of the building, any/all feces must also be cleaned and the animal on a leash while outdoors. Please realize that we must also accommodate guests with fears and aversions to certain animals and breeds and/or extreme pet dander allergies so specific rooms for ADA Service animals will be required. These specified rooms are not located in each building.
Can we bring a golf cart/ATV/Gator/Polaris/Mini-bike, etc? …. Only Entire Campus Exclusivity Rentals and still a specific Waiver must be signed. Only a singular group that has rented the entirety of both campuses (Upper and Lower) is allowed to bring any kind of motorized cart for use on campus. Our insurance will not allow it while there are other different other groups on grounds. Even under these circumstances we must have a specific waiver(s) signed no less than 14 days prior to arrival.
Do you have WiFi? … We do, however, we are not in control of the strength or reliability of the available service. Please rely on Wifi at your own risk. Unsecured WiFi is available on most of the lower campus but please note it may not reach all buildings. We do not post a WiFi password in buildings that have WiFi, but if a building does have a password it has been emailed to your leader before arrival. We leave it to each group leader to decide who needs it.
Is there any wildlife on the Wafloy campuses? … We are at the edge of the Great Smoky Mountains National Parks. Be VERY Bear Aware: Bear are usually most active from dusk through dawn. Do NOT leave any food in cars or leave out trash or trash bags. We also have snakes, gnats, bugs, spiders, and a variety of furry, four-legged or winged wildlife that your group may see any time of the year.
Do you offer catering? While most of the facilities offer a fully equipped kitchen for your group’s use, *optional catering* is available through Trish’s Diner – Please contact Gabe in the Wafloy office for more information.
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IMPORTANT INFORMATION/TIMELINE FOR GROUP LEADERS:
Along with WAFLOY’S CONDITIONS OF USE , the following information/timeline may be helpful.
Details such as passwords and phone numbers for the Hospitality Line & Emergency Line are emailed to the Leader approx. 2 weeks prior to arrival in your Arrival Packet. The info below does not contain these specifics.
PRIOR TO ARRIVAL:
☐ WAIVERS: Print and obtain waivers for each person (adult, minor, participant, staff, volunteer & chaperons). The Waiver PDF is in the same arrival email for ease of printing/forwarding to print since minors need an adult signature.
☐ REMIND OTHERS: As Lead Contact you agreed to Wafloy’s Conditions of Use. A PDF copy was sent in the arrival packet. Print, share and review the agreement to convey conduct/responsibilities to your participants and leadership.
☐ BY 14 DAYS PRIOR: If in a facility with towels/sheets are provided. This is the deadline to order extras (extra fee).
☐ BY 7 DAYS PRIOR: Call 865-436-5575 to finalize the following:
- Total number of Bunk-Guests or
- Total number of rooms and room selection (Steiner-Bell & Motel Rooms)
- Final Balance payment is due 7 days prior
- Credit/Debit Card on file
☐ BY 7 DAYS PRIOR: Call 865-436-5575 to finalize the following:
- Ordering any outdoor firewood (one load is complimentary but must still be requested)
- Ordering any indoor firewood ($35/load, order all at once please, available October – February)
- Verifying use of your building(s) event grill (Propane provided – Youth Lodge, Fairview and Steiner-Bell Only)
DAY OF ARRIVAL:
☐ PRIOR TO NOON PLEASE TEXT YOUR ETA TO THE HOSPITALITY LINE Your Check-in window is between 4:00-5:00pm (unless otherwise prearranged/paid). Please update Wafloy’s Hospitality Coordinator with your ETA regularly so that someone can prepare that you to have the ability to get into your building.
☐ 4PM-5PM ARRIVAL/CHECK-IN: The Leader or prearranged alternate lead contact person will need to come to the Office (first building on Lower Campus) to check in before the rest of your group. Please turn in all Waivers at this time.
☐ AFTER 5PM CHECK-IN: Either pre-arranged or due to delays in route (please keep in contact via text) your group may need to arrive after 5:00PM. In this case, a map to your building(s) will be on the Office Mailbox, the building(s) will be unlocked, lit and prepared for your arrival. Someone will come by the next morning to acclimate you to the kitchen and pick up your Waivers.
☐ UNLOADING: While we understand the need to be as close to your building as possible, please be sure all vehicles remain on the asphalt or gravel. Those that must stop to unload while on the inner roadway, please make haste to move to the parking lot as soon as possible to avoid blocking other groups from their buildings. Thank you!
DURING YOUR STAY:
☐ TRASH REMOVAL AND HOSPITALITY: The schedule and process for these are posted in your building. Please read and make sure each person assisting is aware of how these services are provided. Thank you!
☐ ANYTHING NOT WORKING: Unless it is an emergency please report any items found in a dysfunctional condition as early as possible by texting the Hospitality line. They will be attended to as soon as possible once it is reported to at the maintenance staff. Please be aware that depending upon the severity, this may or may not be handled during your stay.
☐ RETREAT vs RESORT: Please note we don’t have a night clerk, refresh service, laundry facilities, housekeeping staff or concierge service. The office is often closed while our minimal staff are either working on grounds or out checking on groups. Please use the Hospitality text line.
☐ WILDLIFE: We are at the edge of the Great Smoky Mountains National Parks. Be VERY Bear Aware: Bear are usually most active from dusk through dawn. Do NOT leave any food in cars or leave out trash bags. We also have snakes, gnats, bugs, spiders, and a variety of fury, four-legged or winged wildlife that your group may see any time of the year.
☐ WIFI & PASSWORDS: – We do not post a WiFi password but leave it to each group leader to disclose. The leader is sent any passwords required. WiFi does not reach all buildings. We don’t control of the strength or reliability. Rely on Wifi at your own risk.
☐ EMERGENCIES: Threat to life or limb, total loss of a utility (all plumbing, all power, a/c or heat) throughout your building(s), alarms that don’t stop, burst pipes, flooding, fire, explosions and the like. The leader is sent this number in the arrival packet which is emailed approximately 2 weeks prior to your arrival date THIS LINE INSTANTLY CONNECTS TO 3 PEOPLE – WE DO NOT PICK IT UP SO THAT THE CLOSEST PERSON CAN RESPOND. THIS IS NOT POSTED – GIVE ONLY TO KEY RESPONSIBLE STAFF
- Nearest Hospitals: Each about 35 min drive (traffic depending)
- Newport Medical Center, 435 2nd St, Newport, TN 37821 – +1(423)-625-2200
- LeConte Medical Center Heliport, 742 Middle Creek Rd, Sevierville, TN 37862 – +1(865)-446-7000
DATE OF DEPARTURE:
☐ TRASH REMOVAL: Unless departing on a Sunday, please place your AM trash out at the usual 8:00AM time and your departure trash out as you exit the building by 11:00 AM. On Sunday mornings, please be sure all trash from your entire building is tied and inside receptacles in the kitchen as you depart.
☐ DAMAGED/BROKEN ITEMS: At this time, either text the Hospitality Line or by email the office if you’ve found that your group broke or damaged anything during your stay.
☐ CHECK-OUT PROCEEDURES: Each bunk-room, hotel room, main room and kitchen has a list of Check-out procedure tasks as agreed upon in Wafloy’s Conditions of Use. To avoid incidental fees, please check-out in this manner.
We appreciate your stewardship of the grounds, facilities and the lodging your group has enjoyed during your stay!
SPECIFIC BUILDING FAQS:
Steiner-Bell Lodge:
- Parking at Steiner-Bell Lodge: There are between 2-3 parking spaces to the side of Steiner-Bell. They are best suited for loading/unloading and parking for those with disabilities because of the ramp and zero step to the far left. Parking to the rear of the building is limited to 2 vehicles parallel parked by the farthest edge of the back lot. Reason: Fire truck access, trash pick up and delivery truck access. All other parking is in the lower lot.
- Hiking Trails: We are adjacent to the Great Smokey Mountains National Park, with access by one feeder trail. Just below the parking lot at Steiner-Bell is a feeder trail that is unmarked. It is considered an advanced hike in for about 1 mile in before reaching the marked trail: Old Settlers Trail. From there you can choose your direction. Old Settlers is considered an intermediate hike. More about Old Settlers Trail – HERE We suggest that only experienced hikers in proper attire, armed with bear spray, ample water and first aid kits proceed via any backcountry or feeder trail into the GSMNP. There are other options in the GSMNP to suit other levels of experience. Please check out their website at: https://www.nps.gov/grsm/index.htm