Every writer who comes for residency is required to sign the writer’s contract and abide by the policies. There are no exceptions. If you have questions, please email the director at sandy.rockvale@gmaill.com.
For your convenience, a sample writer’s contract is included below:
Sample Contract
This contract outlines the specifics of your residency at Rockvale Writers’ Colony, along with rules and guidelines. Please read and initial to signify you understand and agree to each point. Print and sign your name on the final page. Thank you for your interest in the colony and we look forward to seeing you soon.
Deposit: A non-refundable $100.00 (per week) deposit is required to hold your spot on our calendar. The balance of fees and the signed contract are due upon arrival at the colony.
Payment of Fees: Writers may pay with personal check, money order, or process payment through Paypal. Please note: RWC requires the writer to pay processing fees of 3.5% as charged by Paypal. RWC will send a Paypal invoice if requested. Checks can be mailed to: Rockvale Writers’ Colony, 6994 Giles Hill Road, College Grove, TN 37046. Make Checks payable to Rockvale Writers’ Colony.
Refund Policy:
- If residency is canceled by the writer more than 2 weeks before residency, the deposit may be applied to a rescheduled residency within the same calendar year. Residents will be asked to confirm new dates upon cancellation. If a new residency is not possible in the same calendar year, the deposit will be forfeited.
- If residency is canceled by the writer less than 2 weeks before residency and the balance is already paid, all payments may be applied to a rescheduled residency within the same calendar year. If a new residency is not possible in the same calendar year, the fee payment will be forfeited.
- If a writer arrives for residency and then decides to leave at any point, no reimbursement of fees will occur.
- All cancellation requests need to be made via email to the director. Email Sandy at sandy.rockvale @gmail.com.
- If residencies are canceled by Rockvale Writers’ Colony, all monies paid will be refunded.
Contract: Please initial each point. Print name and sign name at end.
___(initial) I understand check-in is between 3:00 and 5:00 p.m. on arrival day and check-out is no later than 11:00 a.m. on departure day. Exceptions for a later arrival can be given to residents flying into Nashville airport or those with special circumstances as long as this is communicated in advance. There are no exceptions for departure times.
___(initial) I understand the cost and fees associated with my residency (as specified on the first page of the writer’s contract) and agree to pay the full amount on or before the due date according to these terms: 1.) I understand that the $100.00 per week deposit is due upon acceptance for residency and is nonrefundable. 2.) I understand the balance of fees is due 2 week before arrival at RWC. If I arrive for residency and then decide to leave at any point, no reimbursement of fees will occur. 3.) All cancellation requests need to be made via email to the director. Email Sandy at sandy.rockvale@gmail.com.
___(initial) I understand that I will be assigned a private bedroom and bathroom for my personal use and will have access to all indoor and outdoor common areas as well. I understand that the colony will provide bedding, towels/washcloths, paper products (T.P., tissues, paper towels, etc), common kitchen basics and supplies (coffee/tea, condiments, spices, oils, etc.), but I need to supply everything else. I understand the colony does not supply bottled water.
___(initial) I understand that I am responsible for supplying and preparing all my meals while a resident at RWC.
___(initial) I understand that the colony does not supply computers or printers for resident use and I should bring my own laptop and portable printer or be prepared to seek out printing options such as Fedex / Kinkos or Office Depot.
___(initial) I understand that no guests, visitors, or pets are allowed at RWC.
___(initial) I understand and agree to adhere to the 7:00 a.m. to 5:00 p.m. Quiet Hours Policy as well as restricting noise after 10:00 p.m. I understand that talking on the phone, participating in online meetings in which conversation is required, playing music out loud, etc, could disturb other writers. I will be cognizant of my part in keeping the environment of the colony conducive to deep concentration and productive writing.
___(initial) I understand that RWC does not offer housekeeping services during
residencies. I understand that if I desire my bedroom and bathroom to be cleaned during my stay, it is my responsibility. (Cleaning products are supplied) I understand the laundry room is available to writers staying longer than 1 week on Wednesdays, Thursdays, and Fridays, 8am to 5pm, at the cost of $5 per wash/dry load.
___(initial) I agree to contribute to the cleanliness and orderliness of the common areas, which includes taking out trash, returning dishes to the kitchen and running the dishwasher.
___(initial) If I break something while a resident at RWC, I will let the director know and will reimburse the colony.
___(initial) I agree to do my part to conserve resources by turning off overhead lighting, ceiling fans, and lamps when not in use, especially overnight. I understand writers are not allowed to adjust the HVAC thermostats in the common areas.
___(initial) I understand that I will be given a detailed check-out procedure. I agree to follow it carefully and understand that if I do not follow it and leave my room in an excessively dirty and disorderly state, I will be charged a $50.00 additional cleaning fee and may not be allowed to return to RWC as a resident writer.
___(initial) I understand and agree to adhere to the No Smoking, No Vaping, No Drugs, and No Guns Policy of RWC. I also agree that if I choose to consume alcoholic beverages, I will do so in moderation and will behave in a considerate and respectful manner.
___(initial) I understand and agree to adhere to the No Candles and No Setting of Fires in Fireplaces Policy while at RWC.
___(initial) I understand that the use of the pool, tennis court, hiking trails, or exploring the 65 acres of RWC property is done at my own risk. I will not hold RWC responsible for any injury that might occur during these activities.
___(initial) I understand that the director has authority to remove any resident from the property and end the residency with no reimbursement of fees if it is deemed necessary to protect the property of RWC or the safety and well-being of other residents.
___(initial) I agree and acknowledge that Rockvale Writers’ Colony shall have no liability whatsoever for any and all claims, losses, damages, injuries, (including death), obligations, liabilities, costs, and expenses relating in any way to my stay as a writer-in-residence at RWC.
I signify that I have read, understand, and agree to the policies and procedures regarding my stay as a writer-in-residence at Rockvale Writers’ Colony.
Print Name ___________________________________________________
Signature ____________________________________________________
Date ________________________________________________________
Office Use Only:
Acknowledged this date _________________________ by Rockvale Writers’ Colony
Signature of RWC representative: _________________________________________
Title: ____________________________