Retreat Information Page
We understand that planning an event sparks many questions and there are many details to consider. To help with that, we’ve collected a wide range of information about all aspects of bringing a retreat group to Montreat Conference Center below.
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Accommodations
Assembly Inn Amenities
- Rooms have one of three arrangements: one king bed, one queen bed, or two twin beds.
- All baths are tiled and equipped with bathtubs with showers. Some guest rooms have private baths and others have connecting baths.
- Standard guest rooms do not have TVs, phones, refrigerators, microwaves, or coffee makers. A limited number of hair dryers and irons can be checked out from the front desk.
- We provide all linens and towels and include a bar of soap for the bathroom. We do not provide toiletries or other personal hygiene items. Some hygiene items can be purchased at the front desk or the Montreat Store. Black Mountain has an Ingles grocery store or CVS for any other hygiene items you may need.
- There is no laundry facility at the Assembly Inn. There is a coin laundry located in Black Mountain if you need laundry services.
Assembly Inn Room Capacity
All rooms accommodate at least two guests in two twin beds or a shared bed. For additional guests, options include a cot or reserving a connecting suite.
| # Guests | Options |
| 3 Guests | Private bath with one cot; Connecting suite; |
| 4–6 Guests | Connecting suite; |
| 7 Guests | Multiple rooms; Lodge rental; |
Assembly Inn Rooming Lists
For emergency reasons, we require a list of all guests staying in each room. As such, we ask that you submit your rooming list by at least two (2) weeks before your event. This serves the purpose of ensuring your reserved rooms can accommodate your group members (ie additional cots or ADA requests) and ensures our front desk is prepared for check-in.
If we do not receive a rooming list, you—the group leader—will be responsible for conducting your groups check-in. We will present you, the group leader, with a packet of keys to distribute to your group. You will be responsible for checking in your guests, distributing keys, and turning in a rooming list to the front desk.
Lodge Amenities
- Most bathrooms are shared with other guests
- All linens and towels are provided. Additional towels can be requested to the Assembly Inn front desk.
- Daily housekeeping is not offered.
- Lodge kitchens are stocked with coffee makers, pots and pans, plates, drinking glasses, utensils, dish soap, dishwasher detergent, toilet paper, and paper towels.
- Consumables—like salt, pepper, condiments, coffee filters, and other food items—are not provided.
- Toiletries or other personal hygiene items are not provided. Some hygiene items can be purchased at the front desk or the Montreat Store. Black Mountain has an Ingles grocery store or CVS for any other hygiene items you may need.
- Some lodges have laundry machines, but we do not provide detergent.
Meeting Spaces
Default Setups
Your rental includes just one setup request per meeting space. If you do not submit setup request forms, our staff will set up your room in a basic theater style based on the attendance numbers you have told us, and you can rearrange the room as you like when you arrive and throughout your stay.
Locking/Unlocking
Meeting spaces outside of Assembly Inn will be locked at 10pm each night and unlocked at 8:30 am each morning. If you need to adjust these times, or if you would like a key to your meeting space, please request via email.
Fees for Setups in Lodges
If you have booked a lodge, your lodging fee does not include table and chair or AV setup. Additional fees may be added for guests who request additional table and/or chair setups in a lodge.
Minimum Capacity
Our larger meeting spaces are set aside for larger groups. Minimum capacity limits may apply.
Meals
Service
Meals are served buffet style, and individuals are expected to bus their own dishes. Please carry your meal card with you. It will be checked at the door to the dining room. To-go boxes and cups are available – dining room cups/plates/utensils should not be removed.
Mealtimes
Mealtimes cannot be adjusted.
| Breakfast | served 7:30–8:30 am |
| Lunch | served 12:00–1:00 pm |
| Dinner | served 5:30–6:30 pm |
Meal Packages
Meals are sold as a package rather than on a per-person or per-meal basis.
Your group will get the same number of meal tickets for each meal that you select to have with us. We do this to help our dining room prepare for serving and tracking multiple groups eating with us. Meals are also part of the contractual guarantee 30 days prior to arrival meaning the contracted quantity of meals cannot be adjusted based on how many people are present to eat the meals during your group’s stay.
Meal Additions
We do sometimes run out of space in our dining room, and conversely, there is a 20-person minimum in order to open the dining room. If no groups have requested meals on a specific date, our dining room will not open. It is very important to let us know if you wish to add meals ahead of time. It is unlikely that we will be able to accommodate changes for either additions or subtractions made after 30 days before the event.
Commuters
If your group includes people who are not staying on site but want to join you for meals, please let us know. Meals are sold as a package, so all guests receive the same meal pass at check-in. If you need a separate meal package for off-site commuters or early arrivals, we’re happy to help set that up.
Childcare
Ages & Times
Childcare can be arranged for children 6 months to 5 years old on the weekends only.
Regulations
All childcare provided is in accord with our Juvenile Protection Policy, which requires at least two unrelated caregivers at all times.
Location
Childcare is provided in a Montreat Conference Center meeting space; we do not provide care in other institutions’ spaces or in private rooms.
Billing
Your group will be billed for childcare based on the number of hours and caregivers required, with a minimum charge of $500. Our childcare coordinator will be able to provide you with an estimate of total cost.
Childcare Supplies
- Please have parents and guardians bring children with a change of clothes and any diapering necessities. We do not supply clothes or diapers.
- Outdoor play will happen as much as possible. A water bottle is optional, but helpful to bring for your children.
- Water and goldfish will be provided for snack time. Parents and guardians may bring an alternate snack for their children.
Check-in
Access to Facilities
Check-in time and earliest access to facilities for any reason begins at 3:00 PM. Group leaders are required to check in at the Front Desk for their groups.
Lodge Keys
Lodge renters are given one key to the external lodge door(s). Key pickup takes place at the front desk at Assembly Inn. Some lodges have a lockbox; if this is true for your lodge, we will send you a code for the lockbox prior to your arrival.
Individual interior room keys for lodges are available with advance request and will be given to the group leader in a packet at check-in. Lost keys are $50 per key lost or not turned in.
Assembly Inn Keys
Rooms at Assembly Inn uses radio frequency locks, and doors automatically close and lock behind you. Please keep your card with you. Doors are unlocked by holding the key card up against the lock.
Lost Keys
Lost lodge or meeting room keys are $50 per key lost or not turned in.
During Your Stay
On-site Assistance
Your main point of contact is the Front Desk at Assembly Inn. The front desk is staffed 24 hours a day and is happy to assist you. Please visit the front desk or call 828.419.9844 for assistance.
Connectivity
WiFi
- Assembly Inn has public WiFi. Access information can be found on the back of your room key card packet or at the Front Desk of Assembly Inn.
- Most lodges are equipped with WiFi. Access information for those spaces are posted on laminated paper in communal areas.
- All meeting spaces are equipped with WiFi. Access information is posted on laminated paper in the meeting space.
Cell Service
Cell service is generally accessible throughout the valley. You may experience outages depending on your location in the valley or in our buildings, especially the buildings made of stone.
Quiet Hours
Quiet hours in the Town of Montreat begins at 11:00 pm. Please keep noise at a minimum and do not use amplified audio devices outside after 11:00 pm to stay within compliance of the town’s sound ordinance. Quiet hours end at 7:00 am.
Furniture
Do not rearrange furniture. This includes but isn’t limited to beds, mattresses, dressers, nightstands, couches, and armchairs. Dining chairs and folding chairs can be moved but must b returned to their original location before your departure.
Signs & Decorations
Indoor signs and decorations: Care should be taken when hanging signs or decorations. Blue painters tape is the only approved material for hanging.
Outdoor signs: Outdoor signage is governed by the Town of Montreat’s zoning ordinances. According to ordinance #806, “Temporary Signs”:
In addition to the provisions of 804.9, temporary Signs, flags, or banners advertising the initial openings of businesses, establishments, special events or special sales may be permitted provided the size, location and duration of such Signs is approved by the Zoning Administrator. Such Signs may be freestanding or attached to any part of a Building, wall, or other Structure and shall meet all other applicable requirements. An example of a Sign permitted hereunder is the “Welcome” wall Sign hung by Montreat College (approximately 23’ x 7’) below the wall of the Howerton Building at the beginning of academic terms.
Live Flames or Candles
No live flames or candles are allowed in any of our meeting spaces or lodging.
Only operational fireplaces in specific accomodations may be used for fires.
Damages and Fees
Fees will be assessed if repairs or excessive cleaning are required due to damage or mess left by the renting party.
Service Animals
Service animals approved by the ADA are welcome. A service animal is trained to do work or perform tasks for, and to assist, an individual with a disability. Emotional support animals are not permitted.
The ADA requires that service animals be under the control of the handler at all times. The service animal must be harnessed, leashed, or tethered while in public places unless these devices interfere with the service animal’s work or the person’s disability prevents use of these devices. In that case, the person must still maintain control of the animal. Under control also means that a service animal should not be allowed to bark repeatedly in a quiet place. The handler of the service animal may be asked to remove their service animal from the premises if the animal is out of control and the animal’s owner does not take effective action to control it or the animal poses a direct threat to the health or safety of others.
Alcohol
Consumption of alcohol is permitted in designated areas only. Guests must abide by our Alcohol Policy.
Smoking & Vaping
Montreat is a tobacco, smoke, and vape-free environment. Montreat does have designated smoking areas. Please as the Front Desk for directions to those areas.
Checkout
Check Out Time
Latest access to facilities for any reason is 11:00 am.
Key Return
Keys should be returned to the Front Desk upon checkout.
Late Check Out
Late check outs must be prearranged and are based on availability. Fees will be applied if our schedule can accommodate a late checkout. Any check out later than 1:00 pm will be charged as an extra night.
| Assembly Inn Late Check Out | |
|---|---|
| 12:00 pm | $30/room |
| 1:00 pm | $60/room |
| Lodge Late Check Out | |
|---|---|
| 12:00 pm | $50/lodge |
| 1:00 pm | $30/lodge |
Lost or Forgotten Items
All items which do not belong to Montreat Conference Center must be removed from the facilities by this time. Montreat Conference Center is not responsible for any lost or forgotten items. If you did forget something or lose something, we keep lost and found items at the Front Desk for a limited period of time. Please contact the Front Desk to inquire.
Lodge Checkout Procedure
- Please gather and take trash to the bear-proof bin/dumpster assigned to your lodge.
- Wash all dirty dishes.
- Clean the stove/oven areas and wipe down all food preparation surfaces.
- Please put dirty towels, washcloths, hand towels, and bathmats in the dirty linen bags.
- Do not strip the beds. Our staff will take care of this for you.
- Remove all personal items.
- Reset your HVAC.
- Summer: Set cooling to 76°F.
- Winter: Set heating to 60°F.
- Cut off all lights.
- Lock exterior doors.
- Turn in lodge keys to the Front Desk at Assembly Inn.