Sophia Lodge & Retreat Center Policies
Overnight Accommodations: There is a 2 night minimum for overnight accommodations unless the facility is filled. Check-in is at 4pm and Check-out is at 11am. (Different times may be arranged for an additional charge) Refunds: Individuals canceling less than 48 Hours prior to their reservation will be charge in full on the credit card supplied.
Individual Reservations: We do our best to accommodate individual reservations. Due to the nature of our business, retreats, weddings or group reservation have priority. We will try to give at least a week’s notice if your individual reservation will need to be canceled. Thank you for your understanding.
No Outside Alcohol: It is illegal to bring alcohol onto The Sophia Retreat Center premises. We will provide all alcoholic beverages upon request. All those consuming alcoholic beverages need to be of legal age. Anyone appearing underage will be asked to show ID. If there is any underage drinking on the premises, a county sheriff will be called immediately.
No Smoking: There is no smoking within any part of our facility. A charge starting at $120 per room will be added to your bill if there is any apparent smoke or cigarette damage. There are designated smoking areas outside.
Meals: There is a minimum of 10 people required to serve lunch and dinner. If there is not a minimum of 10 people, our overnight room rates would apply which includes only breakfast.
Phones: There are no public phones. Please see the manager for emergencies. There is cell phone access from the Sophia Lodge.
Additional Charges: Charges will be applied for use of fax, copy, long distant phone usage, additional beverages, or any apparent damage to rooms, facilities, grounds & flora. (Please understand that this is an example of such charges and does not reflect all.)Guest Count Due Dates
Retreats & Conferences & Weddings: 30 days prior to your event date, You must supply the final guest count. Adding, but not decreasing, to the guest count or to services after the 30 days, will be allowed when possible.
Holiday Parties & Banquets 21 days prior to your event date, You must supply the final guest count. Adding, but not decreasing, to the guest count or to services after the 21 days, will be allowed when possible.Minimum & Exclusive Use
Overnight retreats: There is a minimum of 12 overnight guests required to reserve a retreat at the Sophia Retreat Center. This gives you exclusive use of the Grand Room meeting & dinning area. If under 12 guests, there is a minimum cost of $1428/day for your retreat, which includes all meals. For exclusive and private use of the entire Sophia Retreat Center property, there is a minimum of 25 overnight guests. If under 25 guests, there is a minimum cost of $2975/day for your retreat. *
Half day retreats only:There is a minimum of 25 guests required to reserve a half day retreat at the Sophia Retreat Center. This gives you exclusive use of the Grand Room meeting & dinning area. If under 25 guests, there is a minimum cost of $625/day, which includes 1 meal and 4 hours of time. For exclusive and private use of the entire Sophia Retreat Center property, there is a minimum of 60 guests. If less than 60 guests, there is a minimum cost of $1500/day. *
Full day retreats only:There is a minimum of 25 guests required to reserve a full day retreat at the Sophia Retreat Center. This gives you exclusive use of the Grand Room meeting & dinning area. If under 25 guests, there is a minimum cost of $1025/day, which includes 2 meals and 8 hours of time. For exclusive and private use of the entire Sophia Retreat Center property, there is a minimum of 60 guests. If less than 60 guests, there is a minimum cost of $2460/day. *
Deposits & Refunds: The Sophia Retreat Center requires a $200 non-refundable deposit to reserve the date of your event. The total amount of your invoice will be due upon receipt. Send only one check per event. If you make a cancellation more than 90 days prior to the reserved date of your event, we will gladly refund the full invoice, minus the deposit. If you make a cancellation more than 30 days prior to the reserved date, we will gladly refund 50% of the invoice, minus the deposit. Less than 30 days prior to the reserved date, there will be no refund. We do not make exceptions to our refund policy, and we thank you for your understanding of this policy.
Holiday parties: To hold a holiday party or Banquet at the Sophia Retreat Center there is a minimum of 15 dinner guests required. If less than 15 guest, there is a minimum cost of $374.25*. For exclusive use of the Sophia Lodge’s Grand Room meeting & dinning area, there is a minimum of 50 dinner guests required. If less than 50 guests, there is a minimum cost of $1247.50*.
Reunions & Kid Retreats: There is a minimum of 14 overnight guests required to reserve a family reunion at the Sophia Retreat Center. This gives you exclusive use of the Grand Room meeting & dinning area. If under 14 guests, there is a minimum cost of $1000/day for your reunion, not including meals. For exclusive and private use of the entire Sophia Retreat Center property, there is a minimum of 30 overnight guests. If under 30 guests, there is a minimum cost of $1630/ day for your reunion, not including meals. * *Minimum costs do not include tax and gratuity. You must decide 3 or more months prior to your event if you will choose exclusive use of the entire property.Refunds & Deposits
The Sophia Retreat Center requires a $200 non-refundable deposit to reserve the date of your event. The total amount of your invoice will be due upon receipt. Send only one check per event. If you make a cancellation more than 90 days prior to the reserved date of your event, we will gladly refund the full invoice, minus the deposit. If you make a cancellation more than 30 days prior to the reserved date, we will gladly refund 50% of the invoice, minus the deposit. Less than 30 days prior to the reserved date, there will be no refund. If your guest count has not been finalized for your event, the invoice amount will be based on the minimum guests required to hold your retreat. We do not make exceptions to our refund policy, and we thank you for your understanding of this policy.
Damage Deposit: We collect a $250 Refundable Damage Deposit in the form of a separate check or credit card pre-authorization.The full amount will be refunded provided that the facility is left in satisfactory condition.
*(Minimum costs do not include tax and gratuity)