Snow Mountain Ranch Group Planning Guide for June 2013

More documents

Recommendations

Info

SNOW MOUNTAIN RANCH YMCA of the Rockies puts Christian Principles into practice through programs, staff and facilities in an environment that builds healthy spirit, mind and body for all. TABLE OF CONTENTS 3 Group Leader Timetable 4 Meal Options 9 Activities 15 Faith-based Programs 15 Summer Day Camp 16 Area Information FORMS 5 Meeting Room & Equipment 6 Refreshments, Food & Grills 7 All-you-can-eat Summer Cookouts 8 Billing Information Agreement 8 Sales Tax-Exempt 10 Group Activities 12 Group Room Roster 13 Adult Waiver of Liability 14 Child Waiver of Liability CONTACT INFORMATION Phone: 970-887-2152 Extensions: Conference Office ...................................................x4127 Chaplain ......................................................................x4003 Food Service .............................................................x1701 Nordic Center ............................................................x4173 Program Department ..............................................x4135 Fax: 303-449-6781 (Please include a cover sheet.) Emails: Conference Department smrconference@ymcarockies.org Program Department Katie Block, Program Director kblock@ymcarockies.org Janene Ayer, Assistant Program Director jayer@ymcarockies.org SHIPPING FOR YOUR EVENT FedEx and UPS Snow Mountain Ranch–YMCA of the Rockies Group Name Booking # Attn: Program Office 1101 County Road 53 Granby, CO 80446 HELPFUL INFORMATION Plan Ahead Lodging, meeting rooms and activities fill up quickly. In order to ensure you get the most out of your stay, plan in advance by submitting your Request Forms early. Our Conference Coordinators are here to help you with planning your itinerary and any special needs such as wheelchair accessibility and first-floor rooms. Your group can be divided according to interests and levels, or activities can be planned that the entire group can enjoy. Let your group participants know about their recreational choices, activities and worship opportunities by directing them to ymcarockies.org. Alcohol We do not sell or serve alcoholic beverages and alcohol is not allowed in common areas. You may bring your own and consume it in your lodge room, cabin or meeting room. Computers Computer areas are located at the Buckboard Grill and the library. Free wireless is available in the Administration building, all lodges, and in six, seven and eight-bedroom cabins. Maid Service Service is limited. Please ask your Conference Coordinator for details pertaining to your accommodations. Payment & Cancellations Full payment is due at check-out. We accept Visa, MasterCard, Discover, American Express, checks and cash. Please discuss your payment options with your Conference Coordinator. If you are a travel agent, full payment is due 45 days prior to arrival. You must report the guaranteed number of rooms, cabins, campsites and nights by the date shown on your contract. If you cancel after this date, you will incur a cancellation fee and your deposit will be forfeited. Quiet Hours For the comfort of all guests please respect our quiet hours from 10 PM–7 AM. Self-service Laundry Coin operated laundry is located behind the swimming pool. Please see your guest bulletin for hours. PRINTED ON RECYCLED PAPER. MM 1.2K / 11-12 2 CARING • HONESTY • RESPECT • RESPONSIBILITY • FAITH
GROUP LEADER TIMETABLE You may reserve accommodations up to TWO YEARS in advance for summer and ONE YEAR in advance for winter. Call Group Sales at 800-777-9622. Please review your contract for accuracy and record important dates below for easy reference. Upon Making a Reservation 1. Pay Deposit You will receive a contract via email. Please sign and return with initial payment. The deposit is due when you confirm your reservation with Group Sales. Amount paid $ Six Months Prior to Arrival 1. First Cancellation Date This is the first deadline to cancel reserved rooms and cabins. Please contact the Conference Office with your final attendance numbers. Contract Date (see contract): 2. Meeting Room & Equipment Request Complete and submit the Meeting Room & Equipment Request Form on page 5. Meeting rooms are assigned on a space-available basis. 3. Wheelchair Accessible or First-floor Room Request Please identify this request on the Room Roster Form on page 12, or call the Conference Office as soon as possible. Sixty Days Prior to Arrival 1. Reserved Activities* Many activities are FREE and you can make arrangements to participate in them once your group has arrived. To reserve activities please complete the Private Group Activities Request Forms on pages 10–11. * Activities must be cancelled two weeks prior to the reserved date or you will be charged full price. 2. Final Cancellation Date Your deadline to cancel reserved rooms, cabins and nights is on your contract. Failure to meet this deadline will result in forfeiture charges. Please contact the Conference Office with your final numbers (see your contract for penalties). Contract Date (see contract): 30 Days Prior to Arrival 1. Submit Itinerary or Agenda Thirty days prior to your arrival submit your itinerary or agenda to the Conference Office, please include meeting room times and audio visual needs. 2. Submit Tax Exempt Affidavit (if applicable) and Billing Information Agreement (page 8). Three Weeks Prior to Arrival 1. Submit Room Roster (date to submit) Complete the Room Roster Form on page 12. 2. Order Refreshments, Food & Grills Refreshments can be delivered to your meeting room, sack lunches can be provided for outings and summer cookouts can be arranged by request (see pages 6–7). Grills can be delivered to your cabin or fire ring. Arrival at Snow Mountain Ranch 1. Check in hours: 3 PM or later Accommodations will be ready at 3 PM or later. During peak season, accommodations may not be available until 6 PM. Group leaders should arrive prior to the group in order to confirm last minute details, check the Room Roster and pick up room keys. Group members may check in individually if arrangements are made in advance (preferably 60 days in advance). Registered guests are free to use the facility until accommodations are ready. 2. Check out: 10 AM All groups check out at the front desk. Full payment is required at check out. You will receive an invoice detailing all charges posted to the master account. If advance arrangements were made for guests to pay their own expenses, individual invoices will be provided. 2013 FAMILY REUNION EDUCATIONAL TOURS Do you want to organize a family reunion but afraid of planning it Snow Mountain Ranch is offering special weekends to stay in our lodging, try our dining services and receive a personalized tour of our facilities. Select dates in October available. CALL NOW! 888-690-9622 ymcarockies.org 3
Page 1: INSIDE Information and forms to ass
Page 5 and 6: MEETING ROOM & EQUIPMENT REQUEST FO
Page 7 and 8: Fruit Baskets REQUESTED BY: OCCASIO
Page 9 and 10: FREE ACTIVITIES * The following act
Page 11 and 12: ACTIVITY (FEE-BASED) FEE (PER SESSI
Page 13 and 14: SNOW MOUNTAIN RANCH ASSUMPTION OF A
Page 15 and 16: FAITH-BASED PROGRAMS The ministry a

Snow Mountain Ranch Group Planning Guide for June 2013

Create successful ePaper yourself

Delete template?

Save as template?