frequently asked Retreat questions

Who can use the facilities at Gasper River? We cater to a variety of groups including but not limited to: Youth Groups, Church Retreats, Catholic and Public School Day Retreats, Family Reunions, Birthday Parties, Corporate Team Building, Etc. (However we no longer host weddings or receptions)

What should I bring on retreat? We have put together a list to help aid you in packing.  Click Here to view.

Does Gasper River sponsor any retreats or events? The Family Life Office and GRCYCRC have joined together to provide several Family Camp retreat weekends.  All other programs are sponsored by the groups who come here.

Do you have Wi-fi and Cable TV? There is Wi-fi in Boone Lodge and McRaith Lodge that is password protected.  Group leaders will be given the password upon request and may determine if they wish to give the password to their retreatants.  However there is no Wi-fi in Bosco Lodge or Cable TV available in any building.  

How much land do you have? 175 acres.

How do I make a reservation? Reservations are made on a first come first serve basis.  Begin by contacting our Office Manager to check for available dates.  Once you have committed to a date the Office Manager will send a Reservation Contract for you to sign and return with a deposit. 

Can I tentatively schedule a date for a retreat? No.  Gasper River does not tentatively schedule dates for retreats.  Only once you have committed to a date can we block off the dates and buildings you wish to reserve.

Does Gasper River require a deposit? Once you have reserved a date, you will have 30 days to return your Reservation Contract with a deposit of 40% of the total building cost. 

If I have to cancel my retreat, can I get a refund? You must cancel 45 days in advance to get a refund of your deposit.

Do I have to have a certain amount of people to book a retreat? No. Each building has a rental rate, so, the more people you bring, the more cost effective it is.

Can I see the facilities before I book a retreat? Yes. Please call or email the office to schedule a time to see the facilities.

Are all groups required to provide a Certificate of Insurance? Yes.  All groups must be able to provide a certificate of insurance for $1 million.  If your group cannot provide a Certificate of Insurance, you are required to purchase Special Events Insurance through the Diocese of Owensboro. All Diocese of Owensboro church and school groups are covered under diocesan insurance.

What is Special Events Insurance? It is a one-time fee and coverage for a particular event and costs $265 per retreat/visit.  Contact our office if you have further questions about Insurance Coverage.

Do I need to provide a schedule in advance to Gasper River can I decide to add in meals or activities once I arrive? We ask that all groups provide a schedule in advance for meals and activities as we will need to coordinate the schedules of multiple groups as well as find staff to work each weekend.  Both meals and activities are scheduled on a first come first serve basis; thus if you are wanting to utilize our activity or meal services we ask that you be willing to schedule well in advance of your groups arrival time so we can provide a great experience to all our guests.

Can I use a Credit Card to pay for my retreat? Yes. After your retreat, our office will send you an invoice with the total cost for your retreat. Payment should be submitted as soon as possible and payment by credit card can be done over the phone.

What kind of lodging do you provide? Click Here to view our Lodging accommodations.  All buildings on have heat and air, Wi-fi (except for Bosco Lodge), sleeping spaces as well as restrooms and showers. 

How many beds are in each buildings? Boone Lodge: 60, McRaith Lodge: 36, Bosco Lodge: 30.  The total capacity for GRCYCRC is 126 beds.  Please call our office and speak to the Office Manager about reserving the entire grounds for a retreat.

Where can we park? Parking is limited around some buildings.  As we can have multiple retreats happening in a weekend, we ask that each group park in front of the building they have reserved.  Overflow parking is in front of the Dining Hall; please do not park on the grass or in the fields.  This can tear up the grounds and leave behind worn patches.  Help us maintain the beauty of Gasper River by parking and driving only in designated areas.  Thank you for your cooperation.

Are your facilities handicap accessible? As of right now, Boone Lodge and the Dining Hall are the only buildings that are handicap accessible. 

What type of activities does your facility provide for groups to utilize?

Click Here to view the various adventure activities GRCYCRC has to offer.  When scheduling for activities please allow at least a two (2) hour time slot for each activity time.  If you have a group larger than 15-20 people you will need to plan on multiple activity time slots.  We want to ensure that there is plenty of time for everyone to attempt the adventure activity you have chosen and so we cannot accommodate more than 15-20 people on an activity.

If I want to do activities, is there anything special I need to do? Yes, please speak with the Office Manager about scheduling your activities prior to your retreat.  Also each person who attends the retreat must sign and return a Risk and Release Form before they are allowed to participate.  If someone does not have a signed Risk and Release Form, due to insurance purposes we will not be able to allow them to participate in activities. 

I have someone at my church who worked at a camp in the past, can they lead our group on the Low Elements or other adventure activities? No.  Due to insurance purposes all adventure activities, including the campfire, must be lead and supervised by a trained Gasper River employee. If you have a current or former Gasper River Staff member, please check with the Program Director.

Does GRCYCRC provide meal services? Yes. Click Here to check out our Dining Hall and view a Sample Menu.

I have special dietary needs (allergies, vegetarian, vegan, etc). Can your dining services accommodate these? We strive to provide the best services possible and will do our best to accommodate special dietary needs. However this can be tricky, so we ask that you please discuss all special dietary needs in advance with our staff.

If we decide that we want to cancel our food service through Gasper River and provide it for ourselves, what is the cancellation policy? Because we must order food for each retreat in advance, if you change your mind and decide to cancel food service through Gasper River you must do so at least seven (7) days prior to your retreat. If you cancel after this window you will be charged 50% of the total for food that was ordered.

How many people can the Dining Hall seat? The Dining Hall seats 118 people.

What if I don’t want to utilize GRCYCRC’s meal services; am I allowed to cook for my group? Yes. GRCYCRC has a residential size refrigerator, freezer, stove, oven, and microwave in each building. However you will have to supply all cooking and dining supplies for your meal. This includes all cookware, bake ware, utensils, plates, bowls, cups, etc that you will need to cook and eat.

Do I need to bring ice? No. At no charge to you, ice can be provided for your group upon request.

What can we do with our free time? Gasper River has sports equipment that can be made available upon request.  We have 2 large fields, 4 and 9 Square Courts, Gaga Pit, Volleyball and Basketball Courts that your group can utilize during free time. There are also prayer spaces, hiking trails, and many spaces to enjoy God’s creation.

What supplies do you have that we can borrow/use in our program? We have many supplies that can be used free of charge. These include a projector, sound system (2 speakers with microphone and guitar hookup), podiums, and dry erase board.

If we would like to do mass, do we need to bring our own supplies? No.  Gasper River will make mass supplies available upon request.  Gasper River does not, however, have a priest on site. You will need to contact and schedule a priest on your own. When you make your booking, we can provide you with names and contacts of local priests that often help groups.  Groups are encouraged to provide a stipend to local priests who take time out of their busy schedules to say mass or hear confessions.

If I need anything while on my retreat, who do I need to call? There will a Gasper River employee on site to host your group for the entirety of your stay.  This person will greet you when you arrive and be available for the duration of your retreat should you need anything.  The host phone number will be posted in each building. 

What do we need to do at the end of our retreat? Be sure to walk through your building to look for any items that may have been left behind, especially chargers, clothing and toiletries in showers. Please report to your host any issues, damages, or needed repairs that you discover during your stay. An evaluation will be emailed to you following your retreat, we greatly appreciate your thought and input on the evaluation.