Snow Mountain Ranch Group Planning Guide for June 2013

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
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