Rental FAQs:

  1. How many people can you accommodate?
  2. What size(s) is (are) your meeting space(s)?
  3. Can you provide breakout spaces, and, if yes, what is the charge for them?
  4. Can you provide audio-visual aids, such as flip charts, overhead projectors, screens, a sound system, a boom box, and such? If yes, what are the charges?
  5. What are your rates, and what do they include?
  6. Do you house our participants, or do we?
  7. Are there off site housing options if we wind up with more people than you can accommodate on site?
  8. How large is your property and does it include hiking trails?
  9. Can you provide for people with special diets?
  10. Can we bring/cook our own food?
  11. Are your facilities handicapped accessible?
  12. Do you accommodate children?
  13. Do you provide laundry facilities?
  14. How soon must we get our housing requests to you?
  15. How are different categories of housing defined and paid for?
  16. What is the difference between dormitory and "economy" housing?
  17. What are your rates, and what do they include?
  18. How do we pay?
  19. What are your rules?
  20. What are your cancellation policies?
  21. Whom do I contact if I have other questions?

 

1. How many people can you accommodate?

  • We can (and have many times) accommodate up to 500.

2. What size(s) is (are) your meeting space(s)?

  • We have half a dozen meeting spaces, ranging from 300 or so square feet, suitable for a small group, to 2,700 square feet, suitable for the largest groups, with others in the middle of that range. Our largest hall is the main hall of the Conference Center, 52' x 52', or 2,704 square feet, with a very high pyramid ceiling, many windows, and a breathtakingly beautiful view. There is a courtyard immediately adjacent for outdoor assembly as well.

3. Can you provide breakout spaces, and, if yes, what is the charge for them?

  • Yes, we can provide breakout spaces, subject to availability, and there is no charge for them. We can discuss that sort of specific need when you call.

4. Can you provide audio-visual aids, such as flip charts, overhead projectors, screens, a sound system, a boom box, and such? If yes, what are the charges?

  • Yes, we can provide such items, and there are no charges for them.

5. Do you house our participants, or do we?

  • You handle all housing requests and individual finances. We deal with just one single contact person, who relays to us accumulations of housing requests, and we send back confirmation. Always ask participants for at least two housing choices, so you can give them their second choice if their first choice is not available.

6. Are there off site housing options if we wind up with more people than you can accommodate on site?

  • Yes, there are many motels in both Gilroy and Watsonville. Each city is about half an hour from Mount Madonna Center. People who attend the event and are not housed on site are charged the commuting rate.

7. How large is your property and does it include hiking trails?

  • The property is 355 acres, and only a minority of it is developed. There are many hiking trails varying from quite easy to more challenging, and it is easy to get away from the developed area to beautiful redwood groves, meadows, and wonderful views. Many areas are suitable for group gatherings.

8. Can you provide for people with special diets?

  • We provide the food, which is high quality, delicious, and vegetarian. At every meal we provide non-dairy and non-wheat alternatives. We also strive to meet other special dietary needs, such as need for high protein or need to avoid certain things that spark allergies, to the best of our ability, but cannot guarantee that we will meet all special needs.

9. Can we bring/cook our own food?

  • You may not bring food to the Center.

10. Are your facilities handicapped accessible?

  • Yes, all major facilities are, and nearly all minor ones as well. Be sure to specify that need if it exists, so we can place you accordingly.

11. Do you accommodate children?

  • Yes, children are most welcome. There is no charge for children below age 2. We offer reduced rates for children 2-12.

12. Do you provide laundry facilities?

  • We regret that we are unable to provide on site laundry facilities, due to scarce water resources. There is a commercial laundry service which picks up on Thursdays and delivers clean clothes on Saturdays.

13. How soon must we get our housing requests to you?

  • The sooner you get housing requests to us, the more likely you are to get your first choices. On the other hand, you are not obligated to get your requests to us until the deadline, which is two weeks before the event. Up to that point, we are committed to accommodating up to the number of people specified in your contract. At that point, requests you make and we confirm are then fixed and you are responsible for paying for them whether or not those people show up. You can add to those requests during the two weeks before the event if we have additional space, but we may or may not be able to accommodate those late requests.

14. How are different categories of housing defined and paid for?

  • Housing is reserved and paid for according to occupancy, not capacity — i.e., according to how many people actually are in a room, and not according to the number of beds in the room. For example, one person in a room means it's a single, whether or not the room could accommodate more than one. Two people in a room makes that room a double, three people makes it a triple, four-to-seven makes it a dorm, and eight or more (bringing own bedding) makes it an economy dorm.
  • So, for example, it takes four of the same gender to make a dorm. If fewer than four ask for dormitory accommodations, they are told that there aren't enough people in that category to make a dorm, and they are then given other options — triple (not much different in cost compared to dorm), camping, double, etc. That's one reason why it's so important to ask each registrant for at least first and second housing preferences. If a given category is not available, the registrant can be moved to their second choice without further discussion and process.

15. What is the difference between dormitory and "economy" housing?

  • Dormitory means 4-7 people in a room, with linens provided. Economy means 8 or more to a room, mattresses provided (often on the rug) with participants bringing their own sleeping bags or other bedding. The economy rate is midway between the dormitory rate and the center tent rate.

16. What are your rates, and what do they include?

  • See Renting Our Facilities. Rates include meals, lodging, meeting space, use of hot tub and other facilities, insurance, any audio-visual aids we may provide, and taxes. In short, we intend our rates to be all-inclusive. In general, the only thing for which you will pay extra is additional food service beyond the standard. For example, if you request brewed coffee, or a special midnight snack, or a birthday cake, or special items added to a certain meal or snack, there will be a modest charge for such additions. We regret that we are unable to provide laundry facilities or towels, due to scarce water resources. Otherwise, everything is included.

17. How do we pay?

  • If we accept your rental proposal, we will send a contract to you for your review. Once you sign and return it with your deposit, you and we are committed to that agreement. Deposits range from $500 to $3,000, depending upon the size of the group and the length of the rental time. The balance of what is due is payable only at the time of the event, by a single check from you to the Center.

18. What are your rules?

  • Quiet hours are 9 pm to breakfast. Quiet hours does not mean activity must stop – in fact, we have groups that go all through the night – but does mean that loud noise must stop at that point. When necessary, we sometimes are able to provide some flexibility here, but basically our resident community is an early-to-bed and early-to-meditate group, and staff members are housed in all buildings, so it does not work well for a group to come here which needs to make loud noise into the wee hours.
  • We do not allow publicly visible nudity or explicitly sexual behavior.
  • We do not allow alcohol, illegal drugs, or pets.
  • We do not allow smoking except in designated areas.

19. What are your cancellation policies?

Cancellation Fees
If an event is cancelled Amount due:
12 months to 180 days before arrival date 10% of Agreed Upon Revenue
180 days to 121 days prior to arrival date 25% of Agreed Upon Revenue
120 days to 61 days prior to arrival date 50% of Agreed Upon Revenue
60 days to zero days prior to arrival date 75% of Agreed Upon Revenue

"Agreed Upon Revenue" equals the number of people specified your contract, multiplied by the number of days of the rental, multiplied by the Dormitory rate.

20. Whom do I contact if I have other questions?