Group travel planning workbook and tips for group leaders
You have chosen one of the best places to hold your event or family reunion because, in addition to the gorgeous natural setting, we have numerous activities and experiences for people of all ages! You can work with the Conference, Program and Chaplain departments to create customized recreation, activities and worship resulting in life-changing experiences.
In addition to the tips below, we suggest you look at or download our planning workbooks.
Estes Park Center Workbook for groups arriving between June 1, 2008 - May 31, 2009
Snow Mountain Ranch Workbook for groups arriving between June 1, 2008 - May 31, 2009
Because we have served families and groups for nearly 100 years, we know where the pitfalls and frustrations come in to play. Let us help you look like a hero:Delegate responsibilities if you are the Group Leader
There will be a member in your group who is great with finances, so have them collect the money from participants. The one who loves to plan activities can work with our Program Department to set up special activities, and allow the great communicator to update participants periodically before the event.
Run this event like a business
To prevent financial stress (and hard feelings) the person responsible for collecting money from your group should require a non-refundable deposit and require full payment before your arrival. This helps to reduce the cancellation expenses described on your contract. Many Group Leaders tell us that they collect a little extra from each person to cover the cost of phone calls, postage and miscellaneous expenses incurred by the planner. If there is extra money at the end of the event, it can be returned to participants or used for the deposit for your next event. Remember -- sales tax is not included in your contracted rates and will be added to the final bill.
Set limits and stick to them
We recommend that your event - even your family reunion - last a set amount of days. If participants want to arrive a few days early or stay late, the planner will become frustrated trying to meet those expectations. Choose the dates, accommodations and activities for the group and tell participants what is included in their price.
Remember, we are here to help you!
You booked your accommodations with Group Sales, and now our Conference Office will take over, helping you to complete the necessary forms for meeting rooms, refreshments and cookouts. The Program Department and Chaplains Department can help you choose activities that match your expectations.
Group Sales: