Leaders Information

Expectations for Leaders

Our goal is to provide a well-run facility so leaders and chaperones can join in and participate with their youth during programming. As well as looking after general supervision, leaders and chaperones are responsible for the evening program and supervision in the Dining Hall. We ask that you communicate the following rules and expectations to your group prior to your arrival.

 

Comments on our Purpose

Medeba was established in 1952 as a Christian organization to live out and share the Christian faith and development of others. We are a charitable organization based on this purpose. We are known as specialists in the use of intentional community and adventure programming to teach teamwork, problem solving, communication and personal growth. Medeba has first-rate facilities and extensive adventure-based activities that are designed for personal leadership growth and to build community, trust, cooperation, and teamwork.

One of our programs is Youth Retreats; for over 68 years, we have worked with many different types of groups and we realize that not all groups have the same beliefs we do, and we understand that. All are welcome to be a part of our Youth Retreat program. We are committed to inclusion, and are purposeful in our training and expectations of our staff in working with people from all walks of life, including complying with restrictions in sharing beliefs with certain groups. We have honoured and respected all groups and their youth that have come to Medeba. We have continually provided a warm, welcoming and socially safe culture for all, no matter what their background or beliefs; we continue in this way to this day. Reciprocally, in the spirit of inclusion, we also ask that groups respect our purpose and beliefs and do not come with the purpose to teach in opposition to these beliefs while at Medeba.

Please click here for a copy of our Statements.

 

Booking Information

Minimum and Maximum Capacities

A minimum of 40 guests are required for Medeba to be open to groups.  This quota can be met by either paying for the minimum of 40 guests or by sharing the site with other groups so that the total number onsite is at least 40.  Likewise, Medeba has a maximum capacity of 180 guests (depending on the arrangements that have been made).  Medeba may or may not be able to accommodate changes to the size of your group after the contract is received.  If the number of people planning to come on a retreat changes by 10%, it is the leader’s responsibility to immediately communicate this with Medeba; failure to do so may result in a penalty.

 

Reduction of Guest Numbers Policy

We ask, to the best of your ability, that you make a realistic booking number estimate, as a change of 10% or more guests can affect our ability to accept additional bookings.  We know it can be difficult to accurately predict the number of guests you will bring on your retreat. To ease some of this pressure we have provided a window of flexibility and grace for some revision. If you are over 90 days from your retreat date you can revise your numbers  with no financial penalty, although it may affect the meeting room and cabins available to your group. 

Once under the 90 days, we will provide you with a 10% allowance from the number of guests you booked in for.  If you are under 90% of the guests on your contract you will be responsible to pay half the per person cost for each missing guest.

To finalize preparations for a group (i.e. order food, staffing, etc.), Medeba requires a final confirmation of numbers and any special dietary needs 10 business days prior to the group’s arrival.

 

Sharing Facilities

If you do not reserve our facility (minimum rental of 130 participants), you may be sharing some recreational activities and the Dining Hall with another group(s).  We appreciate your courtesy towards other groups we are accommodating. If there are certain recreational activities you’d like to do in your free time, please contact the Medeba host with such requests so that they can arrange this with the other group(s) on site.

If you do reserve our facility, we will allow you to have our facility to yourself and we will not book another group while you are here. You are then required to bring a minimum of 130 people or pay for that many people to come. Our reduction in number policy does not apply if you have reserved our facility and your guest numbers drop below 130 people.

 

Payment

Full payment is due before departure from Medeba. We will invoice your amount due after receiving final numbers so you are able to prepare payment before your arrival. If you are unable to pay prior to departure, you must make arrangements with the Guest Group Coordinator prior to arrival. Full payments should be made through cheque, cash, E-transfer or direct deposit.

 

Deposit

To confirm a booking, Medeba requires a non-refundable booking deposit.  This deposit is not applied to the cost of the retreat.  Instead, it is converted into a damage deposit upon the group’s arrival. Once Medeba has received full payment for the retreat, and cleaning and inspection of the facilities used by the group has been completed, the deposit will be returned to the group.

Any damages or excessive cleaning incurred by Medeba due to the group will be deducted from the deposit refund. "Raiding" and practical jokes are often the cause of property damage so please refrain. Any extra cleaning or damage associated with “pranking” will be subject to a minimum $100 fine (i.e. shaving cream, toothpaste, honey, etc.).

 

Cancellation Policy

Cancellation of a retreat prior to 90 days , will result in the loss of the group’s deposit. Cancellation within 90 days of the trip, you will be responsible to pay for half of the per person fee for the number of guests you booked in for.  

 

Check In & Check Out

Check in time is after 7pm on Friday night. Please inform our Guest Group Coordinator what time you expect to arrive. When you’re enroute, if your arrival time is more than a half an hour before or after your expected arrival time, please call your host immediately. If anyone in your group is planning on arriving earlier, please arrange this with our guest group coordinator. Accommodations will not necessarily be ready for your group prior to check in time as our cleaning staff work until 7pm.

Check out time is by 2pm on Sunday after lunch. All of your group’s belongings must be removed from all accommodations by this time.

 

Accommodations and Site Information

General Accommodations

Most of our cabins have 5 bunks (2 beds per bunk) and two single beds.  Four bunks and a single bed are in the main area of the cabin, while one bunk and a single bed are behind a partition, and can be used for leaders or teachers. The cabins are carpeted and are heated via a propane fireplace. 


Additionally, in each cabin, there are ample hooks to hang jackets, hats, etc. For each bunk bed, there is a storage unit with cubbies to place clothing or other personal items, and hangers to hang clothing.

Generally, cabin assignments at our facility are by our guests’ lived gender identity.

In accordance with Medeba’s principles and beliefs, all people are welcome to stay at our facility. We will work with the leadership of the group to accommodate all their youth. For guests who are working through their gender identity or are transgender, we will consider how best to accommodate for them on a case by case basis by working with the organization to make an accommodation plan.

 

Leader or Speaker Accommodations

If you require separate sleeping and showering facilities for your leaders, speakers, etc., please contact Medeba to make arrangements.

 

Bedding & Personal Supplies

Each person needs to bring his or her bedding.  We recommend a sleeping bag, pillow, and toiletries such as soap, shampoo, towel, etc.

 

Standard Meeting Room

Medeba will provide your group with their own multipurpose, dedicated meeting room. These spaces are generally assigned in accordance with the number of guests each group on site is bringing. Accessibility needs will also play a role in assigning meeting rooms if your Guest Group Coordinator is notified in advanced.

Each meeting room is supplied with seating; this seating is not set up for you, but rather it is available to  you to set up however you’d like.

 

Audio/Visual Equipment

Our large meeting room, Summit Hall, has a sound system with ceiling mounted speakers and has 2 ceiling mounted projectors and screens.

Our two medium size meeting rooms, the Hub and the Junction, each have a 6-channel amp and two speakers. 

Our small meeting room, the Chalet Lounge, has a TV and DVD player.

 

Microphones, projectors, and DVD players may be requested, as per your contract.

 

Media

We ask that care is taken when choosing media and consideration is given to the broader community when listening or watching all forms of media.

 

Noise Curfew

For the sake of other guests, staff who are on the property and our neighbours, there is a noise curfew between 11pm and 7am.

 

Campfire Areas

There are many campfire areas at Medeba that range in size for seating from 20 people up to 180 people.  Campfire wood and supplies to start a fire and put it out are all provided. Your group will be responsible for making the fire, having at least one person always with the fire, burning down any wood used, as well as ensuring the fire is completely out. Contact your Medeba Host to help arrange this possibility.

 

Food Service and Dining Hall Information

Dining Hall

Meal times on weekends are typically at 8:30am, 12:30pm, and 5:30pm.

Before every meal, we will take a moment of silence, which is a great opportunity for each person to be thankful.  When coming in to our dining hall, health regulations require that dry foot wear and dry clothing be worn while in the Dining Hall. As well, please do not bring food or drink into any of our other buildings, this will help to keep our floors clean and unwanted animals out.

 

Medeba provides a partial dining hall service. Medeba will set tables and will be responsible for cleaning all dishes after the meal. The group’s only responsibility is to clear off their tables of dirty dishes, left over food and wipe them down.

 

Restricted Diets

Medeba provides alternative food for those who have a restricted diet.  Medeba will only provide alternate meals for guests who have returned this form 10 business days prior to arrival. If Medeba is notified less than 10 business days prior to arrival, there will be an additional $10 charge per restricted diet.

 

Safety Information and Emergencies

Health and Safety

Our goal is to make your stay at Medeba as fun and as safe as possible.  It is imperative that you fill out the Insurance information to be able to participate in any activity at our site.  It is in your best interest to let Parents know the activities that their children will be participating in.  The group is responsible for all health-related issues pertaining to their group.  Medeba, in an emergency, can provide Standard First Aid if necessary, but cannot dispense any medications.  We also recommend that each group bring along Health Card information on each of their students.

 

Emergency Procedures

In case of emergency the dinner bell will ring continually.  If this happens please gather in the large playing field located beside the playground area.

 

Inclement Weather

Unfortunately weather can be unpredictable at times; as a result there are no refunds due to weather.  Medeba is able to offer some indoor facilities and activities in the case of inclement weather.

 

Hospital Transportation

Your group is responsible for health insurance and for transportation to the hospital in the event that it is needed.

 

Group Transportation

All guests are responsible for transportation to and from Medeba. If a guest requires transportation home during your stay, the group will be responsible for transportation.  Medeba vehicles are not available for this purpose.

 

Things not allowed at Medeba

-Chewing gum
-Nuts and nut products
-Pets
-Smoking & vaping *If there are individuals in your group that need to smoke while at Medeba, you must contact our guest group coordinator to make arrangements for this to occur.
-Alcohol
-Narcotics
-Cannabis in any form