(a) Reservation applications for conferences will be accepted on a first come first serve basis, according to requests postmarked on or after the following dates:

For Conferences Scheduled: Postmarked On or After:
January 1- February 28 November 1
March 1-31 December 2
April 1-30 January 2
May 1-31 February 3
June 1-30 March 3
July 1-31 April 1
August 1-31 May 1
September 1-30 June 2
October 1-31 July 1
November 1-Dec. 31 August 1


Reservations mailed early will not be processed until all mail received with the proper postmarked date have been placed in requested locations.  Requests made early will be held several days to give all correct postmarked reservations a chance to be received.

(b) Include the following information:
Services & Facilities Fee (non-refundable):
$10 per person for 1 night conferences; add $6 per person for each additional night

(c) Complete and mail reservation form and payment (no cash) to:
Eagle Eyrie Baptist Conference Center
1 Eagle Eyrie Drive Lynchburg, VA 24503-6380

(d) Reservations must be confirmed with Eagle Eyrie by submitting a deposit. Full payment is due 30 days prior to the conference. Names must accompany this deposit.   
Note
:  Those canceling after the 30-day confirmation will receive a 50% refund if Eagle Eyrie is notified 2 weeks prior to the conference.  Refunds will not be given for cancellations with less than 2 weeks notice.  Churches may make substitutions and apply money to previously unregistered guests.  The 50% refund does not include the Services & Facilities Fee, which is always non-refundable.

REGISTRATION PROCEDURES

Check-In Times:
Summer Conferences:
1:00 p.m. – 6:00 p.m.
Weekend Conferences:
3:00 p.m. – 8:00 p.m.

(a)     One person should handle all reservation correspondence and register church groups at the registration desk with one method of payment covering any remaining costs for the group.

(b)     If arrival is anticipated later than registration closing time, special arrangements must be made in advance by contacting the Conference Center Office.

(c)     Reservations not claimed by noon on the second calendar day of a conference will be canceled unless previous notification of late arrival has been given.

(d)     Guests 17 years of age and under must be accompanied by a chaperone (minimum age for a chaperone is 21 years old). Children under 9 years of age must be accompanied by a parent. Each group of six children/youth (or portion thereof) must be accompanied by a chaperone of the same gender. Chaperones will stay in the same quarters with the youth groups. A minimum of two (2) adults who are not related is required.

ACCOMMODATIONS AND RATES
Note:
Baptist General Association of Virginia churches will receive a 10% discount on lodging and meals.

*Services & Facilities Fee (per person/non-refundable):
All Guests Must Register and Pay Services & Facilities Fee.
1 night conferences -
$10.00
Add $6 
for each additional night
(Note:
Additional Program Charge may be applicable to some conferences.)

LODGING ACCOMMODATIONS

Option I:  “Hotel” Accommodations:
On “hotel basis,” rooms are full serviced. Meals are offered in the Eagle Eyrie dining hall (see rates for meals below).  The rates for lodging only are as follows:

Lodging (per person/per night): Voight CC $49.00
Hotel $49.00
Lodges $29.00

Single Rooms: $20.00 surcharge per night.

Option II:  “Rental” Accommodations:
On “rental basis,” an entire lodge may be secured.  A renter has complete use of such lodge and Eagle Eyrie will not assign other persons to any vacant space in the lodge.  Meals may either be prepared in most of the lodges or provided in the Eagle Eyrie dining hall.  Linens are optional.

The rates are as follows:

Lodge Rental: $20.00 times total capacity of lodge per night.
Linen Cost: $9.00 per set (non-summer conferences); $13.50 per set (summer conferences)

MEALS

Breakfast: $8.00 per person
Lunch: $9.00 per person
Supper:
$10.00 per person

*Note:  Higher meal prices may be applied for special menu requests.  Please contact Eagle Eyrie for further information.

Special Rates:
Children ages 3-8:
half rate.
Children under 3: no charge for lodging, half rate for both meals and the Services & Facilities Fee.
** Prices Subject to Change **