Gulf Shores Beach Retreat Contract
PO BOX 2309, GULF SHORES, AL 36547
RESERVATION APPLICATION AND AGREEMENT
Church/Organization Website:
Check-In Date: (Check-in is at 2:00 pm)
*
Check-Out Date: (Check-out is at 9:30 am)
*
Note: early arrival & late check-outs are not possible during summer season
Please select your preferred side(s). We will try to accommodate your selection; however, you may not receive your preferred choice:
*
Rates per side (Gulf or Lagoon) maximum 80 per side
Spring (Mar 1-May 22) $2,200 per night
Summer (May 23-Aug 9) $3,400 per night
Fall (Aug 10-Oct 31) $2,000 per night
Winter (Nov 1-Feb 28) $1,400 per night
Cleaning Fee: $500 per side
Summer (May 23-Aug 9) $275 per night
Rest of Year (Aug 10-May 22) $200 per night
Swimming & Activities: 7:00 AM - 11:00 PM daily
Beach Access: Use designated Beach Retreat sand trail only
Pool Safety: Adult supervision required at all times
Photography & Social Media
Personal use: Guests may photograph their own group activities
Privacy Respect: No photographing other groups without permission
Social Media: Tag @GulfShoresBeachRetreat when posting positively
Marketing Use: GSBR may photograph facility and activities for promotional purposes
Guest Consent: By signing contract, guests consent to being in facility promotional materials
Opt-Out Option: Guests may request exclusion from promotional photography
Check-In & Check-Out Procedures
Check-In Time: 2:00 PM at GSBR office. **Early check-in is not allowed during summer months
After Hours: Contact John Hill 205-534-9050
Keys/Access: Located on kitchen counter
Facility Orientation: Brief orientation with group upon arrival
Check-Out Time: 9:30 AM sharp
Kitchen: Clean all dishes. You may leave food items (we donate any leftover items). Sweep kitchen floors
Key Return: Leave on kitchen counter
Trash Removal: All garbage to street dumpsters before departure. This includes dorm rooms, kitchen, and outside trash cans
Meeting Room: Stack all chairs and tables against the wall
Final Settlement: Any additional fees will be charged to payment method on file
Emergency Contact: John Hill 205-534-9050 (on-site host)
Fire Evacuation: To be discussed
Severe Weather: To be discussed
ADA Accessibility: Ground floor accommodations available upon request
Parking & Vehicle Policies
Standard Parking: Be sure to contact John Hill prior to arrival to plan for parking allotment
No Parking: Do not block dumpster access (we are fined $385 if dumpster is blocked)
Overflow Parking: Contact office for additional arrangements
Unauthorized Parking: Subject to towing at owner's expense
Technology & Communication
Complimentary WiFi available in all accommodations
WiFi Info: Server: GSBR Guest; Password: jesuslovesme (all lowercase)
Large Groups: May experience slower speeds during peak usage
Kitchen & Food Service Policies
Commercial Kitchens: Available in both Gulf and Lagoon sides
Cleaning Required: All surfaces, appliances, and equipment after each use
Health Code Compliance: Groups responsible for food safety standards
Appliance Guidelines: To be discussed during orientation
Trip Insurance (Optional)
Trip Insurance Recommendation
As a retreat center and ministry, we work hard to provide a meaningful and affordable experience for all our guests. Because we commit significant resources in preparation for each group, we must maintain a firm cancellation policy. We understand, however, that unexpected circumstances may arise that prevent you or your group from attending.
For this reason, we strongly encourage all groups to consider purchasing trip insurance from a third-party provider. Trip insurance can help protect your investment by covering costs in situations such as illness, travel delays, or other unforeseen events.
While we cannot arrange or provide insurance directly, we recommend that each group explore available options to ensure peace of mind should plans unexpectedly change.
Thank you for your understanding and for partnering with us in this ministry.
Please check the box that applies:
*
$500 deposit per site due with signed contract
$1000 deposit when reserving both sides
90+ Days Before Arrival: 50% of total accommodation cost due
7 Days Before Check-In: remaining balance due
Credit Card Processing: add 5% fee (except deposits)
Peak Season (March 1st - Labor Day)
90+ days before check-in: 50% of total accommodation cost if we are unable to rebook your slot
Less than 60 days: you owe the balance if we are unable to rebook your slot
In case of MANDATORY EVACUATION due to weather, full credit will be applied to rescheduled dates
GSBR may cancel of modify reservations due to circumstances beyond our control including but not limited to: natural disasters, government shutdowns, public health emergencies, utility failures lasting 24+ hours, or facility emergencies. In such cases, guests will receive full credit toward future dates or full refund at GSBR's discretion.
Facility Rules & Regulations
10:00 PM - 7:00 AM: Noise reduced to conversational level
No amplified noise (bullhorns/outdoor speakers) outside after 10:00 PM
Adult Supervision Requirements
At least one adult supervisor (21+) per room/dorm with minors
Supervision Ratios: 1 adult per 8 minors recommended
Adult Presence Required: During all swimming and recreational activities
Respectful Behavior: Towards other guests, staff, and property
Local Laws: Groups responsible for ensuring compliance
Immediate Removal: GSBR reserves the right to remove disruptive guests without refund
Law enforcement will be contacted for illegal activities or property damage
Group Leaders Responsible: For all guest conduct and discipline
Removal Criteria: illegal activity, property damage, repeated rule violations, endangering others
No Refunds: For guests removed due to conduct violations.
Groups swim at their own risk. Provide your own lifeguards
Maximum pool depth: 5 feet
NO DIVING, pushing, or rough play
Adult supervision required at all times
Daily cleanup required in all areas.
All trash must go to street dumpsters upon departure
Food and drink allowed in dorms (privilege may be revoked if abused)
Pool area must remain clean per Health Department standards
X Pets and smoking anywhere on property (service pets allowed)
X Tents, outdoor amplified sound or fireworks.
X Hazardous play around pools, decks, stairways, or parking lots
X Fire pits, bonfires, tiki torches (any flammable items)
X Fire pops or any fireworks (damages paint and facilities)
Groups must provide their own insurance (health/accident/property damage)
Beach Retreat assumes no responsibility for sickness, accidents, property damage, or lost/stolen items
Groups responsible for any fines or tickets from criminal/mischievous actions
Beach retreat reserves the right to assess post-checkout charges for damages
If the group leader leaves employment, the contracting organization remains bound to this agreement. We recommend having a secondary leader designated.
Jurisdiction: This contract is governed by Alabama state law
Legal Venue: Baldwin County, Alabama courts have exclusive jurisdiction.
Dispute Resolution: Mediation required before litigation
Attorney Fees: Prevailing party entitled to reasonable attorney fees
Written Changes Only: All modifications must be in writing and signed by both parties
Verbal agreements are not binding or enforceable
Severability: If any provision is invalid, the remainder of the contract remains in effect
Maximum Liability: GSBR's, total liability limited to amount paid for accommodation
Consequential Damages: GSBR is not liable for indirect, special, or consequential damages
Third-Party Claims: Groups must indemnify GSBR against third-party claims arising from groups' use
By signing below, the undersigned agrees to comply with all terms, rules, and regulations set forth in this contract and acknowledges this as a legally binding agreement with Gulf Shores Beach Retreat
Contract Officer Signature:
*
Deposit & Payment Information:
Make checks payable and mailed to:
Gulf Shores Beach Retreat
PO Box 2309
Gulf Shores, AL 36547
Do you have any questions? Contact John at:
Email: john@gsbeachretreat.com
Website: gulfshoresbeachretreat.com