Rules & Regulations
Note: New Rules & Regulations for Fancy Gap Lodge & Cottage.
Changes are effective for bookings confirmed on or after July 1, 2013.
Rules and Regulations for Fancy Gap Lodge & Cottage
I. Who May Use The Facilities:
Faculty and staff of the Wake Forest University Reynolda Campus and Wake Forest University School of Medicine. A staff or faculty member must be present at all times during rental period.
II. Reservations In General:
A. Reservations are taken on a first-come, first serve basis.
B. All reservations must be submitted in writing and will not be taken by telephone.
C. Reservation requests may be sent from the Reservation Request form on the Fancy Gap Reservation Calendar found on the Facilities & Campus Services web page or emailed to email@example.com. Eligible dates are displayed on the Reservation Calendar. Requests may also be faxed to 758-6060 or delivered to the Facilities & Campus Services Department located in the H.S. Moore Bldg. on the Reynolda Campus.
D. All requests should include your name, department, contact number, the number of guests, the nights you are requesting and whether you are requesting the Lodge or the Cottage.
E. Reservations for the Lodge or the Cottage require a minimum stay of two nights up to a maximum stay of seven nights.
F. Reservations may not be exchanged or transferred from one individual to another.
G. Facilities & Campus Services will not provide the names of individuals who have reserved the facilities, and F&CS does not keep a waiting list.
H. Individual fees must be paid by either a personal check made payable to Wake Forest University, debit card or credit card (American Express, Visa, or MasterCard) prior to the party obtaining the keys from the Facilities & Campus Services office. We do not take cash.
I. Wake Forest University departments wishing to use the facilities must provide a departmental budget code. No personal checks will be accepted for departmental use. Please note: departments may no longer bump individuals who have confirmed reservations.
J. Wake Forest University School of Medicine departments wishing to use the facilities must provide a Wake Forest University School of Medicine departmental check made payable to Wake Forest University. No personal checks will be accepted for WFUSM departmental use.
K. F&CS reserves the right to charge individuals and departments for damage caused by intentional or negligent acts and may consider such acts cause for denying privileges for future use.
L. When keys are picked up, the individual/department will be given a packet containing keys, Rules and Regulations, checklists and a map. The checklists must be returned when keys are returned.
M. Everyone must show a Wake Forest University/Wake Forest University School of Medicine ID badge to pick up keys. Only faculty and staff are permitted to pick up keys (not students).
N. Keys can only be picked up between 8:00 AM and 5:00 PM, Monday through Friday and must be returned no later than the second business day following the last day of a stay (unless otherwise instructed by Facilities & Campus Services). Failure to return the keys in a timely manner may result in additional charges and may be considered cause for denying privileges for future use.
O. Check-in time is 2:00 PM and check-out time is 11:00 AM.
P. No pets are allowed at either facility – inside or out.
Q. Smoking is not permitted in either facility.
R. Fires are permitted in fireplaces only. No fires are to be built outside on the rocks or on the landscape surrounding the houses. Ashes from the fireplaces/grills should be dampened and dumped in the red fire barrels provided outside each house.
III. Rates and Cancellation Policies
- Weekends: (Friday and Saturday nights) $99 per night
- Weekdays: (Sunday-Thursday nights) $79 per night
- Special Weekly Rate: $500 (seven continuous nights, Sunday-Saturday)
- Weekends: (Friday and Saturday nights) $59 per night
- Weekdays: (Sunday-Thursday nights) $39 per night
- Special Weekly Rate: $275 (seven continuous nights, Sunday-Saturday).
B. Cancellation Policies
- Week-long reservations (seven nights) are subject to full payment upon cancellation unless all or a portion of the week is taken by another user.
- Reservations of less than seven nights are subject to full payment unless cancellation is received at least ten days prior to check-in.
- Cancellations must be made by emailing firstname.lastname@example.org, by fax to 758-6060, or in person at the Facilities & Campus Services Administration Office in the H.S. Moore Bldg. on the Reynolda Campus