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Estes Park Center Group Planning Guide

July 27, 2021

This guide will help you plan everything you need to host a successful group event at Estes Park Center.

This guide will help you plan everything you need to host a successful group event at YMCA of the Rockies – Estes Park Center. Lodging, meeting rooms and activities fill up quickly. In order to ensure you get the most out of your stay, plan in advance by submitting your request forms early. Our Conference Coordinators are here to help you with planning your itinerary and any special needs. When turning in the necessary forms, please return them to the Conference Office prior to your arrival. E-mail forms to your assigned Conference Coordinator, or to epc_conference@ymcarockies.org. You may also fax or mail documents to the office at 970-586-3501. Questions? Call the Conference Office at 970-586-3341 x1021.

GROUP LEADER TIMETABLE 

You may reserve accommodations up to two years in advance by calling Group Sales at 800-777-9622. 

UPON MAKING A RESERVATION

You will receive a contract via e-mail. Please sign and return with deposit payment. The deposit is due when you confirm your reservation with Group Sales.

ONE YEAR PRIOR TO ARRIVAL 

Reserve Activities
Many activities are free and you can participate in them once your group has arrived. However, we strongly encourage you to reserve private group activities in advance. You may make group activity reservations up to one year in advance by completing these Group Activities Request Form. Activities must be cancelled one month prior to reserved date or you will be charged full price.

SIX MONTHS PRIOR TO ARRIVAL

First Cancellation Date

This is the first deadline to cancel reserved rooms, cabins and nights. Please contact the Conference Office with your final attendance numbers. 

Wheelchair Accessible or Entry-Level Room Request

Please identify this need on your Room Roster Form below , or call your Conference Coordinator to reserve these rooms as soon as possible. Some lodges do have elevators.

60 DAYS PRIOR TO ARRIVAL

Final Cancellation Date

Your deadline to cancel reserved rooms, cabins and nights is on your contract. Failure to meet this deadline will result in forfeiture charges. Please contact the Conference Office with your final numbers (see your contract for penalties).
 

FORMS 

Please make sure to fill out the forms at least 30 days prior to arrival to your group stay. Use the Group Leader Timetable above to ensure all forms are turned in at the appropriate time. When turning in the necessary forms, please return them to the Conference Office prior to your arrival. E-mail forms to your assigned Conference Coordinator, or to epc_conference@ymcarockies.org. You may also fax or mail documents to the office at 970-586-3501. Questions? Call the Conference Office at 970-586-3341 x1021. 

Meeting Room & Equipment Request

Complete and submit the Meeting Room Request Form  & Equipment/ Audio Visual Request form. Meeting rooms are assigned on a space-available basis seven to ten days before your arrival. Specific meeting spaces are not guaranteed unless stated on your contract. Meeting rooms will be left empty unless setup information is received prior to arrival. If the form is not submitted prior to arrival, a change over fee will be applied. 

Submit Tax Exempt Affidavit (if applicable) and Billing Information.

This billing information form is required for all groups and must be filled out for each visit. Please complete and return to the Conference Office PRIOR to your arrival.

Order Refreshments, Food & Grills 

Refreshments, food and grill requests can be ordered before arrival and the form must be submitted at least 2 weeks prior to arrival. View the Refreshments and Food Request Form for more information. See below for additional information about our meal options for groups. 

Submit Group Room Roster

Complete the Group Room Roster form. A tentative room roster is required at least 48 hours before arrival. Please identify those requesting no stairs or wheelchair access. 

ACTIVITIES & PRIVATE GROUP ACTIVITIES

On-site fun activities and adventure for all ages! Families and groups can choose from a multitude of activities and programs. Most are free, but some do require a fee. For more information about booking activities, please call the Program Department at 970-586-3341 x 1172 or email estesparkcenter@ymcarockies.org. 

To view a list of the activities included in your stay, please visit our Activities webpage. Any activity not included in your stay will require a pre-registration and a fee. You may use the Group Activities Request form above to reserve specific activities.

MEAL OPTIONS

All-You-Can-Eat Meals

All meals are served “all-you-can-eat” cafeteria-style at the Aspen Dining Hall. Members of your group on a meal plan will receive meal tickets that must be presented at each meal. 
We do our best to accommodate dietary restrictions. If you have concerns, please contact the Aspen Dining Hall, 970-887-2152 x1701.

Catering & Special Events 

YMCA of the Rockies – Estes Park Center offers a variety of indoor and outdoor venues for venues for weddings, receptions and special catered events. For more information about our catering options, please contact our Catering Manager at 970-586-3341 x1378. Special meals or menus must be arranged in advance. Sack meals may be ordered by noon, two days before and should be picked up by the group leader during meal times in the dining room. 

For more information on our dining options at the Estes Park Center, please visit our dining webpage.

CHECK IN, CHECK OUT & POLICIES 

Your accommodations will be ready by 6 PM or later.

Please be aware that on exceptionally busy days or holidays, your accommodations may not be available until after 6 PM. Group leaders should arrive prior to the group in order to confirm last-minute details, check the Room Roster and pick up room keys. Registered guests are free to participate in activities until accommodations are ready.

Check out by 10 AM

All groups check out at the front desk. You will receive an invoice detailing all charges posted to the master account. If group is not checked out of accommodations by 10 AM, a half day fee will be applied. 

Our Policies

To view all of our policies, please visit the Prepare For Your Stay webpage.

Assigned Categories: Estes Park Center