Group Leader Information
for Deer Run Camps & Retreats
Group Leader Information
Retreat Reservation Deadlines
It is our pleasure to serve you. We provide staff for set up, food service, setting campfires, lifeguards and adventure recreation facilitators plus a manager on duty to serve your group throughout your retreat. So that we may provide a great experience by being adequately prepared for your lodging, set up, meals, staff and facilitators, it is important that we receive accurate information from you by the following required dates.
Retreat Schedule: Your schedule should include times for arrival and departure, meals, recreation, meetings, camp store, campfires, etc. As much detail as possible will help our staff prepare for hosting your retreat.
Deer Run reserves the right to determine your schedule for meal times and guided recreation if your retreat schedule has not been sent to Guest Relations at least 3 weeks prior to the arrival date.
Estimated Group Number for Lodging, Meals and Guided Recreation: This is an estimated number or number of sign-ups to date.
Menu Selections for Lodge Groups Choosing from the Menus: Menu selections are one choice per meal for the group and are not individual selections. Deer Run reserves the right to make menu choices for the group if menu choices are not given to Guest Relations at least 3 weeks prior to the arrival date.
Meals served at camp (Brookside Barn) are chosen by the Food Service Director unless other arrangements have been made with your Guest Relations Coordinator.
Guaranteed Group Number for Lodging, Meeting Space, Meals, & Guided Recreation: This is the minimum number that will be invoiced. It is important that this number is accurate in order to avoid an additional surcharge. See info below.
Should more guests need to be added prior to the arrival date or during your stay, Deer Run will make every effort to accommodate them and will invoice for the additional guests separately.
Surcharge for Additional Persons: Additional persons will be accommodated, if possible, after your final number is submitted. If you increase your final number by more than 10% one (1) week or less prior to the retreat dates, there will be a 10% per person surcharge for the additional persons.
Additional Spaces: If reserving an additional meeting space(s) and/or additional cabin(s) above what the group number requires, there will be an additional facility fee applied to each space added to the reservation. This addition is only available by special request two weeks in advance of retreat dates and is based upon availability. The facility fee is determined by Guest Relations based upon the request.
Food Allergies or Dietary Requests: Deer Run cannot accommodate ALL allergies and dietary restrictions; and we cannot prevent, nor guarantee, a cross-contamination free environment. Our food service team will make every effort to accommodate certain food allergies and dietary restrictions, but doing so is at the discretion of our food service director and requires an additional fee of $2 per person per meal for special food purchases. Individuals with extreme allergies are encouraged to bring their own food.
In order for us to best accommodate food allergies or dietary restrictions, these needs must be communicated to Guest Relations no later than 2 weeks prior to the arrival date.
Meeting Room Set Up & Audio-Visual Needs: Inform your Guest Relations Coordinator about your meeting room set up: tables, chairs, audio-visual requests, or other needs.
If your meeting room requests are not given to Guest Relations at least 2 weeks prior to the arrival date, your meeting room and audio-visual will be the basic Deer Run set up.
Final Payment: The final balance is based on the guaranteed group number given to Deer Run. An invoice is sent 2 weeks prior to your retreat date and final payment is due 1 week prior to the arrival date.
Waiver of Liability Forms: Deer Run must have a signed liability waiver for each retreat attendee. This liability waiver is to be filled out as part of Deer Run’s online registration process. If for any reason, an attendee is not able to fill out in their online registration, the group leader must submit a signed and notarized paper liability waiver for that person (or legal guardian for anyone under the age of 18.)
Forms should be in ALPHABETICAL ORDER BY LAST NAME. A roster sheet listing the names of all participants should be included to help our staff quickly locate information in case of an emergency.
Deer Run MUST have the forms before a group will be allowed to participate in recreation activities.
Contact your Guest Relations Coordinator with any questions about the online registration process. If the Waiver of Liability form is not filled out during online registration, CLICK HERE to download forms.
Deer Run is a 501(c)(3) nonprofit, nondenominational Christian ministry with a mission to provide excellent camps and retreats that inspire a transformational relationship with Jesus Christ and strengthen relationships with family and friends.
MORE INFORMATION
Deer Run has a strict no alcohol policy.
- TN state law bans smoking inside buildings. We ask that guests who smoke do so in designated smoking areas with smoking towers that are provided outside the buildings.
- For safety purposes, absolutely no smoking is allowed in grassy or wooded areas including trails.
- Quiet hours are 10 p.m. to 8 a.m. Be mindful of this when planning scheduled evening and early morning activities.
- All scheduled events or retreats normally take place regardless of weather conditions.
- In case of heavy rains or thunderstorms, and because Deer Run staff has your safety in mind, we do our best to adjust the schedule to accomplish all programmed activities as planned.
- Deer Run cannot make a refund if you choose to cancel a reservation because of inclement weather.
- However, should Deer Run choose to cancel an event or activity because of severe weather conditions, you will receive full credit to reschedule or to use towards the balance of a future camp or event.
- Fires are only allowed in designated areas.
- Campfires are scheduled during your event and overseen by Deer Run staff. Campfires are not allowed to be started by event attendees.
- Candles, lanterns, fireworks or open flames — other than designated campfire areas — are not allowed.
Please clearly label your items with your name since other guests may be bringing snacks and beverages also.
- Lodge Guests: Upon arrival, Deer Run staff can assist you with a location to store snacks if you bring your own. Coolers MUST be stored on the outside porches because of potential damage to the interior floors. Food cannot be stored on the kitchen counter or in the kitchen refrigerator since the kitchen is permitted for commercial use and must be compliant with state health codes.
- Cedar Point Cabin Guests: Food or beverages brought by guests must be in coolers or sealed containers. Deer Run staff can assist you with a location to keep these during your stay.
- Lakeview Cabins & Timber Ridge Cabin: There is countertop space and refrigerators for guest to keep snacks and beverages.
Kitchens at The Lodge and The Creekside are not available for guest to do their own cooking since they are permitted for commercial use and must be compliant with state health codes.
Note: Deer Run does not provide dishes or utensils for microwaves.
For Guest Use:
- The Lodge has a full size guest refrigerator on the back porch and microwave in the dining room for guest use.
- Timber Ridge Cabin, Lakeview Cabins & Cedar Point Cabins 4-8 have a small refrigerator, microwave and Keurig coffee maker for guest use
- A basic first-aid kit can be found in the Creekside Dining Facility. However we recommend guests who are staying at the camp facilities bring a first-aid kit with them.
- Basic over-the-counter medications can be purchased by persons who are 18 or older at the Camp Store.
Deer Run uses all-natural cedar oil for insect/pest control instead of harmful pesticides.
Guided Recreation Info
RESERVATIONS MUST BE MADE IN ADVANCE for the following Guided Recreation Activities since these require Deer Run Facilitators.
- Team Building: Challenge Courses Initiatives, High-Challenge Ropes Course or Obstacle Course
- Spring Valley Lake: swimming, kayaking, canoeing, Corcl boats, aqua park, zip line, and water slide.
- Archery & BB Guns
- Climbing Tower
- Giant Swing
- Leap of Faith
- Laser Tag
- Pedal Karts
- Zip Line Adventures
Helpful Quick Links
DUE 3 WEEKS PRIOR TO ARRIVAL
DUE 2 WEEKS PRIOR TO ARRIVAL
Guaranteed Group Number for Lodging, Meeting Space, Meals, & Adventure Recreation: This is the minimum number that will be invoiced. It is important that this number is accurate in order to avoid an additional surcharge. See info below.
Should more guests need to be added prior to the arrival date or during your stay, Deer Run will make every effort to accommodate them and will invoice for the additional guests separately.
Surcharge for Additional Persons: Additional persons will be accommodated, if possible, after your final number is submitted. If you increase your final number by more than 10% one (1) week or less prior to the retreat dates, there will be a 10% per person surcharge for the additional persons.
Additional Spaces: If reserving an additional meeting space(s) and/or additional cabin(s) above what the group number requires, there will be an additional facility fee applied to each space added to the reservation. This addition is only available by special request two weeks in advance of retreat dates and is based upon availability. The facility fee is determined by Guest Relations based upon the request.
Food Allergies or Dietary Requests: Deer Run cannot accommodate ALL allergies and dietary restrictions; and we cannot prevent, nor guarantee, a cross-contamination free environment. Our food service team will make every effort to accommodate certain food allergies and dietary restrictions, but doing so is at the discretion of our food service director and requires an additional fee of $2 per person per meal for special food purchases. Individuals with extreme allergies are encouraged to bring their own food.
In order for us to best accommodate food allergies or dietary restrictions, these needs must be communicated to Guest Relations no later than 2 weeks prior to the arrival date.
Meeting Room Set Up & Audio-Visual Needs: Inform your Guest Relations Coordinator about your meeting room set up: tables, chairs, audio-visual requests, or other needs.
If your meeting room requests are not given to Guest Relations at least 2 weeks prior to the arrival date, your meeting room and audio-visual will be the basic Deer Run set up.
DUE 1 WEEK PRIOR TO ARRIVAL
Final Payment: The final balance is based on the guaranteed group number given to Deer Run. An invoice is sent 2 weeks prior to your retreat date and final payment is due 1 week prior to the arrival date.
Waiver of Liability Forms: Deer Run must have a signed liability waiver for each retreat attendee. This liability is to be filled out as part of Deer Run’s online registration process. If for any reason, an attendee is not able to fill out their registration online, the group leader must submit a signed and notarized paper liability waiver for that person (or legal guardian for anyone under the age of 18.) Contact your Guest Relations Coordinator with any questions about
the online registration process.
