Access to these facilities is dictated by your schedule. We do not just have “free time” where any group can use the spaces without reserving them. This allows for a more pleasant experience for your group.
Several months before your event, Guest Services will ask you to submit a preliminary schedule and on that schedule, you need to delineate the spaces you want to use at any given time. For instance, you might write “Team Games” on your schedule, but we need to know if you want to use the baseball field, soccer field, a gym, or some other space for that activity. Indicating to us the location you want as part of the planning process will ease the planning process.
Once we have your preliminary schedule, we will compare it to other activities happening at the same time to make sure there is no conflict between groups.
Here are a few guidelines for creating your preliminary schedule:
Submit it early. 2-3 months before your retreat is recommended.
Make sure to get your meal times from Guest Services before you build your schedule, that way you can build your other requests around your mealtimes.
In general, for spaces like gyms, sports fields, etc, limit requests to 2-hour blocks of time, morning, afternoon, and evening. These are recommended time slots that we commonly use for these spaces:
8am – 10am OR 10am – 12pm
1pm – 3pm OR 3pm – 5pm
6pm – 8pm OR 8pm – 10pm OR 10pm – 12am
If you would like to have times different from this and/or more time within a bracket, feel free to note this for Guest Services. We start with these parameters to make sure all groups have the option at some time, but once all of the schedules are set, we are happy to go back through and add more time in for you, if there are slots still open. Talk to Guests Services about this more.
On your schedule, we appreciate it if you can include the text “Please be prompt” at each mealtime. See the FAQ on meal times for more details on this.
On your departing day, please make sure to list your “LODGING CHECKOUT TIME” as this is likely different from your departure time. Check your contract and/or with Guest Services, but generally, checkout of lodging is 9 AM (or right after breakfast) on your departing day.