Information for Guests

Rules and Regulations

Floor Plans

Directions From WFU

Reservation Calendar

I.

Who Uses The Facilities:

A.

Reynolda Campus administration, faculty and staff. A staff or faculty member of the university must be present at all times during rental period

B.

Wake Forest University School of Medicine administration, faculty and staff. A staff or faculty member of Wake Forest University School of Medicine must be present at all times during rental period.

II.

Reservations In General:

A.

Reservations may be made up to six (6) months in advance for a minimum of one (1) night and up to seven (7) nights maximum on a first-come, first-served basis. For example, on February 1, a reservation may be made for a stay beginning during the period February 1 - August 1. Departmental reservations are governed by the rules and regulations as appear in Section IV - Intended Use Of The Fancy Gap Facility. 

B.

All reservations must be submitted in writing and will not be taken by telephone.

C.

All reservation requests must be mailed (Facilities Management Fancy Gap), faxed (758-6060), e-mailed to schuyljc@wfu.edu, or delivered personally to the office of the Department of Facilities Management. The office is open from 8:00 AM to 5:00 PM, Monday through Friday. Please include a short memo with your name, campus address, and campus phone number requesting the house & the night(s) you desire. Before you send your request, you may check date availability on the web calendar or call 758-5679.

D.

No individualâs reservation may be exchanged with another individual. No individualâs reservation may be exchanged with another individual who has booked a reservation. Facilities Management Department will not give out names of individuals who have reservations. Facilities Management does not keep a waiting list.

E.

All individuals/groups must reconfirm their reservations at least ten (10) days in advance of the reserved period. If the party does not reconfirm or inform the office of Facilities Management of it's intentions to cancel, and if the facility is not used by another party, the individual/group is responsible for the entire fee. If, however, the facility is reserved by someone else after the first party's notification of cancellation, the first party will be responsible for only a 20 percent (20%) penalty. Because of the latitude of the advance reservation policy, this rule will be strictly enforced.

F.

Individual fees must be paid by a personal check made payable to Wake Forest University when the party obtains the keys from the Facilities Management office. We do not take cash.

G.

Wake Forest University Departmental use must be debited to a budget code. No personal checks will be accepted for departmental use. No keys will be released without a budget code. Wake Forest University School of Medicine Departmental use must be paid by Wake Forest University School of Medicine Departmental check made payable to Wake Forest University. No personal checks will be accepted for WFUSM departmental use. No keys will be released without a departmental check.

H.

Individuals who use the facility longer than a weekend, i.e., more than three (3) nights, will not be permitted to use the facility again during that calendar year.

I.

No individual may reserve either facility for his/her individual use more than one weekend every three months. Example: If either facility is used on September 30th, you would not be able to use either again prior to December 30th. No individual may reserve both houses simultaneously.

J.

Any damage to the facility will be charged to the individual or department using the facility. If misuse occurs again, the individual/department will be placed on a probationary period and will not be allowed to use the facility again during that calendar year.

K.

Please give the number of people who are expected to use the facility at the time reservations are made.

L.

Students are not allowed to pick up or sign for keys (must be done by faculty, staff or administrative personnel).

M.

When keys are picked up, the individual/department will be given a packet containing keys, rules and regulations, check lists (which must be completed), floor plans and a map. This packet must be signed for and must be returned when keys are returned.

N.

Everyone must show a Wake Forest University/Wake Forest University School of Medicine ID badge to pick up keys.

O.

Keys can only be picked up between 8:00 AM and 5:00 PM, Monday through Friday.

P.

Check-in time is 2:00 PM and check-out time is 11:00 AM.

Q.

No pets are allowed at either facility - inside or out.

R.

Any department may bump an individual during the time period from October 1 to December 1 and February 1 to May 1. However, the department must make their reservations at least 60 days in advance of the scheduled rental period desired. Otherwise the individual will be favored and no changes (or bumps) will be allowed less than 60 days prior to the rental dates.

III.

Reservation Fees:

A.

Group Use Of Fancy Gap Lodge & Cottage

1.

Academic departments, staff departments, and administrative offices shall pay $50.00 per night. Departments are permitted to rent both facilities simultaneously.

B.

Individual Use of Fancy Gap Lodge

1.

Faculty and staff individuals shall pay $25.00 per night for a reservation of one (1) to three (3) nights.

Beginning July 1, 2009, a new schedule of fees for faculty and staff individual use of the Fancy Gap Lodge & Cottage will go into effect. Fees for the Lodge will increase from $25.00 p/night to $50.00 p/night for the first 3 nights. For a stay that extends past 3 nights, the 4th night & all additional nights (up to 7) will be at a rate of $75.00 p/night. Thus, a stay of 7 nights will be 3 nights at $50.00 and 4 nights at $75.00 for a total of $450.00.

C.

Individual Use of Fancy Gap Cottage

1.

Faculty and staff individuals shall pay $25.00 per night for a reservation of 1 night to 7 nights.
Beginning July 1, 2009, a new schedule of fees for faculty and staff individual use of the Fancy Gap Lodge & Cottage will go into effect. Fees for the Cottage will remain at $25.00 per night for the first three nights and will increase to $50.00 per night for the fourth night and all additional nights (up to seven).  Thus, a stay of seven nights will be three @ $25.00 and four @ $50.00 for a total of $275.00.

IV.

Intended Use Of The Fancy Gap Facilities:

A.

Recreation and relaxation of individuals or groups.

B.

Conference of a department or group in conjunction with recreation.

1.

Academic departments, staff departments and administrative offices may reserve the Fancy Gap Facilities for bona fide departmental gatherings on Monday through Thursday. The conference must directly involve a majority of department members.

2.

The weekends from (a) October 1 through December 1 and, (b) February 1 through May 1 are designated as departmental/office weekends, excluding weekends during which school is not in session. Reservations for individual use will be taken on a first come, first served basis for these weekends, with the proviso that the individual will be bumped if a department wants the facility and books their reservation at least 60 days in advance.

3.

The facilities are not available for use by departments or groups during the period of May 1 through October 1, nor for weekends during the period of December 1 through February 1. These periods are reserved for individual use.

4.

No more than two (2) weekends per academic year may be scheduled by any single department.

C.

Instructional purposes in conjunction with recreation. It is not intended that the facilities be used for instructional purposes. However, this activity may occur, but only under the following conditions:

1.

The facilities are used only on Monday through Thursday.

2.

A twenty-four (24) hour limit is observed per occurrence.

3.

The facilities may not be used for such purposes from May 1 through October 1, nor for weekends from December 1 through February 1.

D.

Absolutely no fires other than in one of the fireplaces and/or grills provided may be built at either facility. 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 at the in the red fire barrels provided outside each house.