To make your initial request for space, either email us (firstname.lastname@example.org), call 707.781.7401, or submit a booking inquiry. An events manager will contact you to discuss availability, event details, and arrange a campus tour.
Once you have confirmed availability with an events manager, 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.
Our contracts manager will develop a contract based on your Event Planning Worksheet and will send it to you 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.
Review the contract and inform the contract manager of any corrections. Then sign and send in the contract along with your deposit.
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 now be added to EarthRise and IONS online calendars and eNewsletters. 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.
60 days before the event, our contracts manager will contact you for your 60-Day Advanced Guarantee attendee numbers. You are allowed a 20% downward variance from these numbers to your final numbers on overnight lodging and meals (day-use does not apply). This means that you will be charged for 80% of the guaranteed number 60 days before the event, whether or not you have that many attendees. Upward revisions are subject to availability.
Your event manager will contact you to further discuss and confirm your event logistics (room setup, audio/visual needs, parking, etc.)
The EarthRise kitchen manager will contact you 30 days before your event to get an update on your numbers and begin working with you on any dietary needs or restrictions.
The 3-Day Final Guarantee Count is due 3 business days before the event. Your invoice will be based on the Final Guarantee, the Actual Count, or 80% of your 60-Day count, whichever is higher, plus any extras. Your event manager will send you an updated copy of the your event logistics for a final check-in.
The contract manager will send you a final invoice with your remaining balance, which is due within 14 days.