Retreat Planner Guide

Thank you for choosing to have your retreat at EarthRise Center at the Institute of Noetic Sciences! The following guidelines and policies will assist you with your planning and help ensure a smooth and successful event.

Click here to download a PDF version of this guide.
 

Two Months in Advance

• Provide your participants with Driving Directions, Ground Transportation Information, Guest Tips & Guidelines and a Grounds Map. We recommend that you provide links on your website to this information for the convenience of your retreat participants.
   
• Reconfirm all aspects of your contract—your estimated numbers, meeting room needs, and meals. If you are going to cancel a meal, add snacks or special desserts, or are in need of additional meeting space, a request must be made at this time to your event manager.
   
• Please take transition time into consideration when planning your group agenda so meals may begin on time. (8:00am, 12:30pm, 6:00pm)
  NOTE: It is a 5–10 minute walk from the West Room and Lodging Area to the Dining Room.
   

One Month Before You Arrive

• Advise your event manager if anyone in your group is disabled, in a wheelchair, uses a walker, or is in need of handicapped parking.
   
• Email your program agenda to your event manager.
   
• Expect an email from the kitchen manager asking for a number "snapshot" of participants with dietary preferences and/or food allergies. (vegan, vegetarian, gluten free, etc.)
   

72 Hours Prior to Arrival

• Final headcount guarantee is due by noon 3 business days 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 be charged for the 1st night of lodging and all meals.
   
• Email your completed Room Assignment Sheet to your event manager at least 24 hours prior to arrival.
   

Day of Arrival

• Arrive at least one hour before your participants are scheduled to arrive.
   
• Check in with your event manager upon your arrival.
   
• Double check your meeting room set-up and inform your event manager of any final changes.
   
• Test your AV equipment (if applicable).
   
• Check your Room Assignment Sheet and inform your event manager of any changes that have occurred.
   
• Our team is here to support you. If needs arise, please let an EarthRise staff member or caretaker know as soon as possible. The sooner we know of issues, the sooner we can attend to them.
   

Final Day

• Reconfirm room check out time with your participants the evening before your departure. Check out time is 9:00am unless otherwise arranged with your event manager. Your group is welcome to stay past 9:00am, but the lodging rooms must be vacated to allow housekeeping time to prepare for the next group.
   
• Please turn off the heater, air conditioner, and/or lights in the meeting room.
   
• If you feel you have lost or left items during your stay, please call 707.779.8205.