Group Coordinator Guidelines

Thank you for choosing to have your retreat here at EarthRise at the Institute of Noetic Sciences! The following are some guidelines to help you with your planning process to help ensure a smooth and successful event.

Click here to download a PDF version of these guidelines.
 

A Month Before Your Arrival

• It is essential to advise the retreat center Operations and Events Manager if anyone in your group is disabled, in a wheelchair, or uses a walker.
   
• Provide your participants with Ground Transportation information, FAQs, Guidelines for Retreat Center Use and a Grounds Map prior to their arrival. It is recommended that you provide links on your website to this information.
   
• It is about a 10-minute walk from the West Room to the dining room. Please plan your program agenda accordingly so meals may begin on time (e.g. end your program by 12:15 pm for lunch at 12:30 pm and end your program at 5:45 pm for dinner at 6:00 pm).
   
• Reconfirm all aspects of your contract with the Operations and Events Manager—your estimated numbers, your meeting room needs and your meals. If you are going to cancel a meal, it must be done at this time.
   
• Please email your agenda, including your break times, to the retreat center Operations and Events Manager.
   
• Any additional foods such as snacks, special desserts, and special beverages need to be prearranged with the Operations and Events Manager. Additional charges may apply.
   
• No outside food or beverage is allowed without prior approval.
   

One Week Before Your Arrival

• Your lodging assignments will be made by the Operations and Events Manager, Kay Thompson, approximately one week prior to your event. Please note that you may be flexible in your rooming lists by using Double Rooms as Singles or by using Couple Rooms as Singles, etc.
   
• There are three rooms with private bathrooms on campus. Assignment of these rooms is at the discretion of the retreat center Operations and Events Manager, Kay Thompson.
   
• Fax or email us your completed Meeting Planners Checklist.
   
• Vegetarian, vegan, and food allergy meal requests need to be reported to the Operations and Events Manager. Please remember, we serve our meals “buffet style,” unlike a restaurant where menus are “made to order.” Please convey this to your group and try to keep individual meal requests to a minimum.
   

72 Hours Prior to Arrival

• Final guarantee is due 72 hours prior to your event for sleeping rooms and meals. You will be billed on the actual meals served or the final guarantee, whichever is greater. If you have last minute no shows/cancellations, you will only be charged for the 1st room night and we will waive the charges for the remaining room nights, however full meal charges will apply.
   

24 Hours Prior to Arrival

• Please fax or email your completed Room Assignment Worksheet to the Operations and Events Manager.
   
• Provide Operations and Events Manager any updates for meals, special dietary needs, etc.
   

Day of Arrival

• Arrive at least one hour before your participants are scheduled to arrive.
   
• Call the retreat center Operations and Events Manager upon your arrival.
   
• Check your meeting room (s) set up and inform the retreat center Operations and Events Manager if you have final changes.
   
• Test audio/visual equipment (if applicable).
   
• Check your Room Assignment Worksheet and make any changes that might have occurred since you sent it to us.
   

During Your Stay

• Meet with Operations and Events Manager to discuss any changes in plans or group needs. The sooner we know of issues, the sooner we can attend to them.
   
• Our wonderful kitchen staff creates beautiful, delicious food and times meals so that food is served to you fresh and hot. Please be on time for meals.
   
• Meet with Operations and Events Manager regarding your final invoice and payment. Payment can be made with cash, check or credit card (a 3% service charge will be added to credit card payments).
   

Final Day

• If you have not already done so, reconfirm 11 am room check-out time with your participants at breakfast. Even though most groups stay beyond 11:00, we need the rooms vacated by this time to allow housekeeping time to clean the rooms.
   
• Please turn off the heater, or air conditioner, as well as the lights in the meeting room.
   
• Check with the EarthRise Operations and Events Manager regarding lost and found items before you leave.
   

Thank you!