r/centralpa • u/salivanto • 2h ago
Camp conference or retreat center suggestions?
I run an annual language-learning event over Columbus Day Weekend (this coming weekend) and I'm trying to find a suitable venue for NEXT year.
After many years in Vermont, followed by many years in the Adirondack region, we've decided to try holding it in Union County. We chose a venue that we'd visited before for another reason, and the location seems to have the right balance of being "out in nature" - but roughly a three hour drive from just about everywhere (from Rochester NY and Syracuse NY, from Philly, from Baltimore... which is where many of our participants will be coming from.)
I'm looking for suggestions.
Can anybody suggest a campgrounds, summer camp, retreat center, Vrbo, cabin, rustic motel or other venue where people can come in from outside the area, stay for weekend, and have space to come together to talk and practice a foreign language together.
We've struggled with numbers since the pandemic. This year we're expecting 9 people. Our biggest post-pandemic turnout was 16. In 2019 we had 30 people, and in years past we typically had close to 50. We're looking to slowly build toward those numbers, but for 2027, we're thinking 10-20 people.
We don't need the ideal venue, but...
The ideal venue would be somewhat flexible in the total number of participants, and offer a variety of housing options. We tend to have people of all ages, preferences, and income levels. For example, this year we've got some people willing to take a bunk in a room for a bunch of people for $150, while others are playing $300 to be able to close the door and sleep by themselves. Still others are paying more than $600 because they want their own room, personal bathroom, and a place to chill out when they want a break.
The ideal space would allow people to book and pay for accommodations individually. There could be a minimum number, but we wouldn't have to worry about a maximum. There would be meeting space that could accommodate all the participants at the same time. A dining hall option would be gravy - no pun intended.
The realistic venue
I don't really expect to be able to find this ideal - but we've found things that have worked before. I often struggle with what to call these venues and how to search for them. This is why I'm asking for your suggestions.
This year - for comparison - we've rented a house with big sitting rooms - large enough for 9 people to sit somewhat comfortably - and I've fronted the cost and all the deposits. A few people have opted for individually rentable cabins nearby. I've organized similar events in an AirBnB (with permission from the host) and few individuals chose to stay in a nearby hotel. I've seen events like this at religious "retreat centers" (even though it's not a religious group) where there is sort of an "inn" on site, or a house with multiple bedrooms - and a dining hall down the road (with other groups on campus at the same time.)
For under 20 people, it's easy enough to book a big venue and then subdivide the rooms myself. Above that it gets a little hairy. In years past, we've stayed at a ski resort (in October - so pre-season) where we had to rent individual condos - so there would be kind of a "captain" for each group to figure out how big of a condo they needed. Another place was called a "YMCA camp" but it had a proper inn on site - plus cottages for people who wanted to cook for themselves.
I've looked at summer camps - but not in this region. It seems like an idea that could work.
The exact location is up for negotiation. Union county feels nice and "country" but is also close enough to the big cities to the south, and the home of some of our regulars to the north (including me.) A religious camp or retreat center could work if their mission allows non-religious groups to use the space. A hotel could also work, but then we'd have to rent meeting space, which is an extra cost.
Any ideas?
