Back Acres Lodge – Terms & Conditions

Effective Date: May 15, 2025

Thank you for choosing Back Acres Lodge as your executive retreat destination. Our goal is to deliver a seamless, high-quality experience for your team. The following terms and conditions outline our policies related to reservations, cancellations, guest responsibilities, and use of the property. By booking a retreat or event with us, you agree to the terms outlined below.

Our Commitment to You

Back Acres Lodge guarantees a professionally prepared and maintained facility as outlined in your signed agreement. We are committed to delivering the amenities, accommodations, and services described at the time of booking. If at any point during your stay the lodge does not meet the standards specified in your agreement, we ask that you notify our on-site manager immediately so we can address the issue.

Guest Responsibilities & Property Care

Our lodge is a private, high-end retreat venue. To maintain the quality and privacy of the experience for all guests, we ask that all clients and attendees adhere to the following guidelines:

  • Guests are responsible for the conduct and safety of all attendees during the retreat.

  • Damage to the property, furnishings, or amenities beyond normal wear and tear will be billed to the client.

  • Smoking is prohibited inside the lodge. Outdoor smoking is allowed only in designated areas.

  • Pets are not permitted unless pre-approved in writing.

  • Fires are only permitted in designated firepits and must be supervised at all times.

  • Quiet hours are from 10 PM to 7 AM to preserve the peaceful nature of the property.

Amenity Use & Liability

Back Acres Lodge offers a wide range of indoor and outdoor amenities for relaxation and recreation. While we maintain these features to high standards, use of amenities is at your own risk. This includes but is not limited to:

  • Spa, sauna, hot tub, cold plunge, and massage areas

  • Archery and skeet shooting areas

  • Walking trails, ponds, and outdoor decks

  • Fitness and game equipment

  • ATVs, bikes, or other outdoor gear (if provided)

The client assumes all responsibility for informing attendees of any risks and ensuring safe use. Back Acres Lodge is not liable for injuries resulting from improper or unsupervised use of amenities or outdoor features.

Check-In, Check-Out & Lodging Policies

  • Check-in: 3:00 PM | Check-out: 11:00 AM (unless otherwise agreed upon)

  • Early check-in or late check-out requests must be made in advance and are subject to availability and additional charges.

  • Guest suites must be left in good condition. Any damage, excessive mess, or missing items may result in additional cleaning or replacement fees.

Deposit, Payment, and Cancellation Terms

  • A 50% deposit and signed contract are required to confirm your booking.

  • The remaining balance is due 14 business days prior to your arrival date.

  • Cancellations made more than 30 days in advance may be eligible for a credit toward a future reservation, minus any non-recoverable costs.

  • Cancellations made within 30 days of the retreat date are non-refundable.

  • All deposits are non-refundable but may be transferred to a future booking based on availability and management approval.

Event Changes & Modifications

We understand that retreat plans may evolve. Any changes to group size, package selection, meal service, or event schedule must be submitted at least 10 business days before your event. Changes requested after that window are subject to availability and may incur additional fees.

Force Majeure

In the event of circumstances beyond our control (e.g., severe weather, natural disaster, government restrictions, road closures, or other force majeure events), Back Acres Lodge reserves the right to cancel or reschedule the retreat. In such cases, we will work with you in good faith to reschedule the event or apply a credit toward a future booking. However, we are not liable for expenses incurred as a result of such cancellations.

Food & Beverage Service

Back Acres Lodge offers on-site meal service and beverage packages as part of our retreat offerings. If your package includes alcohol service:

  • Alcohol consumption must be moderate and responsible.

  • No outside alcohol is permitted without prior approval.

  • Guests must be 21+ to consume alcoholic beverages.

  • Intoxicated behavior that endangers guests or staff will result in removal from the premises without refund.

Delivery, Setup & Vendor Coordination

If you are bringing in outside facilitators, vendors, or rental equipment:

  • All deliveries must be coordinated with our on-site manager.

  • Vendors must be insured and approved in advance.

  • Setup and teardown must occur within the agreed-upon rental window unless otherwise arranged.

Photography & Marketing

Back Acres Lodge may take photos of the property and retreat setups for marketing purposes. We will never share identifiable images of your team without express written permission.

Contact Us

If you have questions or need clarification on any of the terms listed above, please reach out to us directly:

Back Acres Lodge
317-204-6370
info@backacreslodge.com
18946 Wade Hill Road, Patriot, IN 47038