10 Steps to a Successful Event

10 Steps to a Successful Event

  Booking, Planning, and Contracting

Step 1

To make your initial request for space submit a booking inquiry. A bookings and contracts associate will contact you to discuss availability, event details, and arrange a campus tour.

Step 2

Once you have confirmed availability with a bookings and contracts associate, you’ll receive an Event Planning Worksheet. Please fill it out and send it back as soon as possible, as space for your event will not be held until we receive the completed Event Planning Worksheet from you.

Step 3

You will receive a contract based on your Event Planning Worksheet along with a 20% deposit request. To ensure we have all of your information, please allow 3-4 business days to receive your contract. Your reservation is secure during this time.

Step 4

Review the contract and inform our bookings team of any corrections. Then sign and send in the contract along with your deposit.

Step 5

You will receive an email confirmation that we have received your contract and deposit, thus officially confirming your event. If you are co-promoting your event with EarthRise, your event will be added to EarthRise online calendar once we receive your co-promotional materials. At this time you will also receive a copy of the Retreat Planner Guide and Guest Tips, which we suggest that you send to your participants prior to their arrival so they can adequately plan for a safe and comfortable stay with us.

  Leading Up To Your Event:
  60 Days Prior Through The Day Of Event

Step 6

60 days before the event, our events team will contact you for your 60-Day  Lodging Guarantee numbers. You are allowed up to a 20% downward variance from the contracted numbers on overnight lodging rooms (day-use does not apply). Upward revisions are subject to availability.  Your final invoice for lodging will be based on the higher of your Actual Final Count or 60-Day Lodging Guarantee, and must not drop lower than 80% of your original Contracted Lodging.

Step 7

30 days before the event, your event coordinator will contact you to further discuss and confirm your event logistics (room setup, audio/visual needs, parking, etc.) and to get an update on your numbers and begin working with you on any dietary needs or restrictions.

Step 8

The 5-Day Final Meal Guarantee Count is due 5 business days before the event. After this point, you will no longer be able to decrease meal counts.  Increases are subject to availability.  Your event coordinator will send you an updated copy of the your event logistics for a final check-in.

  Final Accounting

Step 10

The bookings and contract associate will send you a final invoice with your remaining balance, which is due within 14 days.