ESTES PARK CENTER Planning Guide

Transcription

INSIDE
Information and forms to assist you in planning your stay at Estes Park Center.
JUNE 2013 – MAY 2014
Serving Groups, Conferences, Retreats,
Family Reunions and Celebrations
for more than a Century.
ESTES PARK CENTER
Planning Guide
Estes Park Center,
where nature will
inspire your family
and group to
reconnect.
Estes Park Center offers a variety of lodging options and
activities for all interests and ages.
With years of experience in assisting groups, our Conference,
Program and Chaplain Departments work with you to customize
recreational packages, educational activities,
meal plans and spiritual worship.
Our core values: caring, honesty, respect, responsibility and
faith are in action every day at the YMCA of the Rockies.
For additional copies of this guide please visit ymcarockies.org.
ESTES PARK CENTER
Our Mission— YMCA of the Rockies puts Christian Principles into practice
through programs, staff and facilities in an environment that builds healthy
spirit, mind and body for all.
TABLE OF CONTENTS
3
4
14
15
15
16
Group Leader Timetable
Meal Options
Activities
Chaplain’s Faith-based Spiritual Programs
Summer Day Camp
Area Information
FORMS
5
7
7
8
9
10
11
12
13
Meeting Room & Equipment
Billing Information Agreement
Sales Tax-Exempt
Refreshments, Food & Grills
All-you-can-eat Summer Cookouts
Group Room Roster
Private Adventure Activities
Summer Private Group Activities
Winter Private Group Activities
CONTACT INFORMATION
Phone: 970-586-3341 or
888-612-9622
Extensions:
Conference Office ...............................................................x1021
Chaplain ..................................................................................x1012
Food Service .........................................................................x1102
Program Department ..........................................................x1104
Fax: 970-586-3501
Please include a cover sheet.
E-mails:
Conference Department
[email protected]
Program Department
[email protected]
SHIPPING FOR YOUR EVENT
Estes Park Center–YMCA of the Rockies
Group Name
Contract/Booking No.
Attn: Your Name
2515 Tunnel Road
Estes Park, CO 80511
HELPFUL INFORMATION
Plan Ahead
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 such as wheelchair accessible and first-floor rooms.
Your group can be divided according to interests and levels, or activities can be
planned that the entire group can enjoy. Let your group participants know about
their recreational choices, activities and worship opportunities by directing them to
ymcarockies.org.
Alcohol
Payment & Cancellations
We do not sell or serve alcoholic
beverages and alcohol is not allowed
in common areas. You may bring your
own and consume it in your lodge room,
cabin or meeting room.
Full payment is due at check-out. We
accept Visa, MasterCard, Discover,
American Express, checks and cash.
Please discuss your payment options
with your Conference Coordinator
during your initial booking. If you are
a travel agent, full payment is due 45
days prior to arrival (see page 7).
Brochures & Event Marketing
We offer complimentary brochures with
descriptions of services, recreational
activities, climate, telephone numbers
and maps of the property. Please
call the Conference Office to order
brochures, x1021.
Maid Service
Service is limited. Please ask your
Conference Coordinator for details
pertaining to your accommodations.
You must report the guaranteed number
of rooms, cabins and nights by the
date shown on your contract. If you
cancel after this date, you will incur a
cancellation fee and your deposit will be
forfeited. Please check your contract for
these dates and amounts.
Quiet Hours
For the comfort of all guests please
respect our grounds quiet hours from
11 PM –7 AM.
Self-service Laundry
A coin operated laundry is located
in the lower level of the Longhouse
Building and open 24 hours a day,
seven days a week.
Printed on Recycled Paper. MM 1.5K / 10-12
2
CARING
•
HONESTY
•
R E S P EC T
•
RESPONSIBILITY
•
FA I T H
GROUP LEADER TIMETABLE
You may reserve accommodations up to TWO YEARS in advance for summer and ONE YEAR in advance for winter. Call Group
Sales at 800-777-9622. Please review your contract for accuracy and record important dates below for easy reference.
Upon Making a Reservation
1. Pay Deposit
You will receive a contract via email. Please sign and return with
initial payment. The deposit is due when you confirm your reservation
with Group Sales.
Amount paid $
Six Months Prior to Arrival
1. First Cancellation Date
This is the first deadline to cancel reserved rooms and cabins. Please
contact the Conference Office with your final attendance numbers.
Contract Date (see contract):
2. Wheelchair Accessible or First-floor Room Request
Please identify this request on the Room Roster Form (page 10)
or call the Conference Office as soon as possible.
3. Reserved Activities*
Many activities are FREE and you can make arrangements to
participate in them once your group has arrived. To reserve
activities please complete the Private Group Activities Request
Forms on pages 11–13.
* Activities must be cancelled two weeks prior to the reserved date or you will be
charged full price.
4. Summer Cookouts
Reservations fill quickly, first-come, first-serve basis.
Please complete and submit the Summer Cookout Form on page 9.
Sixty Days Prior to Arrival
1. 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).
2. Meeting Room & Equipment Request
Complete and submit the Meeting Room and Equipment Request Form
(page 5). Meeting rooms are assigned on a space-available basis
seven to ten days before your arrival.
3. Submit Itinerary or Agenda
Thirty days prior to your arrival submit your itinerary or agenda to
the Conference Office, please include meeting room times and audio
visual needs.
4. Submit Tax Exempt Affidavit (if applicable) and Billing
Information Agreement (page 7).
Three Weeks Prior to Arrival
1. Submit Room Roster
(date to submit)
Complete the Room Roster Form on page 10.
2. Order Refreshments, Food & Grills
Refreshments can be delivered to your meeting room, sack lunches
can be provided for outings, and grills can be arranged by request
(see pages 8–9).
Arrival at Estes Park Center
1. Check in hours: 3 PM or later
Accommodations will be ready at 3 PM or later. During peak
season, accommodations may not be available until 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.
Group members may check in individually if arrangements are made in
advance (preferably 60 days in advance). Registered guests are free
to use the facility until accommodations are ready.
2. Check out: 10 AM
All groups check out at the front desk. Full payment is required at
check out. You will receive an invoice detailing all charges posted to
the master account. If advance arrangements were made for guests
to pay their own expenses, individual invoices will be provided.
Contract Date (see contract):
2013 FAMILY REUNION UNIVERSITY
February 8–10 or November 1–3, 2013
If your family is like most, you are busy! Are you wanting to organize
a family reunion but afraid of planning it? Estes Park Center is
hosting its annual Family Reunion University, a weekend program
that will teach you how to throw a successful reunion for all ages.
CALL NOW! 970-586-4444
ymcarockies.org
3
ASPEN DINING ROOM
HOURS
Aspen Dining Room
Breakfast 7 AM – 9 AM
MEAL OPTIONS
Lunch
11:30 AM – 1:30 PM
Dinner
5 PM – 7:30 PM
All-You-Can-Eat Meals
All meals in the Aspen and Walnut cafeteria dining rooms are served “all-you-can-eat” buffet style.
Meal tickets will be provided to all members of your group on a meal plan and must be presented
at each meal.
Enjoy delicious
all-you-can-eat
buffet-style
meals!
Catering & Special Events
For information about our catering options, please call 970-586-3341, x1024. YMCA of the Rockies
offers a variety of indoor and outdoor venues for weddings, receptions and special catered events.
For more information please contact our Event Coordinator at 970-586-3341, x1024.
Special meals or menus must be arranged in advance. Sack meals can be ordered a day ahead (see page 9)
and should be picked up by the group leader during meal hours in the dining room.
Rustic Café
Other Dining Options
Rustic Café
Snacks, espresso drinks and light meals
The café is open daily at 7 AM and located in the Administration Building.
Pine Room Restaurant
Pine Room Restaurant
Adjacent to the Aspen Dining Room the restaurant is open daily, Memorial Day through Labor Day.
À la carte lunch is available Monday–Friday and brunch is offered on Sunday. A delicious prime rib buffet
dinner is offered seven days a week (except during special events). To reserve the Pine Room Restaurant
for your private event (35 person minimum required), please call x1145.
Y’s Guys Pizza
Open seasonally
Fresh, made to order pizza, call x2000 (pick-up only).
Summer Cook-outs
Tuesday, Thursday and Saturday evenings we offer all-you-can-eat public summer cookouts.
Private cookouts are available Sunday, Monday, Wednesday and Friday. Advanced reservations are
required. See page 9 for more information.
4
CARING
•
HONESTY
•
R E S P EC T
•
RESPONSIBILITY
•
FA I T H
MEETING ROOM & EQUIPMENT REQUEST FORM
Meeting rooms are assigned on a firstcome, first-served basis, according to group
size, needs, room availability and date
request is received.
Please remove this page, complete and then make copies of all forms before mailing.
Please make copies of this form for each
meeting room/breakout room needed.
Additional meeting room space may be
reserved at a rate of $3 per person/per
day/per meeting room, based on availability
(minimum charge $25 per day). Chairs and
tables are provided at no additional charge.
If your group is staying in cabins a meeting
room IS NOT included in your lodging fee.
If you would like to request a meeting room
a rate of $6 per person/per day will be
applied (min of $50 per day). Additional
charges may apply, availability is not
guaranteed.
GROUP NAME:
GROUP SIZE:
CONTRACT NO/BOOKING NO.:
E-MAIL:
DATE/TIME:
/
NO. OF CHAIRS:
YES
WHEELCHAIR ACCESSIBLE?
DO YOU HAVE A BAND?*
YES
Please fill out this form and return to the
Conference Office SIXTY DAYS prior to
your arrival.
FedEx and UPS
Group Name
Attn: Conference Office
116 Kallenberg Drive
U.S. Postal Service
Estes Park Center – YMCA of the Rockies
Group Name
2515 Tunnel Road
Fax: 970-586-3501
CONTACT INFORMATION
Telephone
888-612-9622
970-586-3341, x1021
E-mail
[email protected]
ymcarockies.org
NO
NO
IF YES, WHAT TIME WILL THEY BE PLAYING?
PLEASE LIST ANY ADDITIONAL NEEDS:
CHOOSE A ROOM SET-UP (for custom set up, please submit a drawing request):
Meeting rooms are from the time of check-in to noon the day of departure. Early/late use may be
reserved for an additional fee.
Square
Theater
Custom (indicate below)
SUBMITTING FORMS
NO. OF TABLES:
Classroom
U-Shape
Picnic
Equipment Rental (limited availability)
TYPE OF EQUIPMENT
PRICE (PER DAY)
Music Stand
$ 10
Easel
$ 10
Easel w/Whiteboard
$ 15
Easel w/Flip chart
$ 20
Full-sized Podium
$ 20
Table-top Podium
$ 10
EZ Up Tent (10’ x 10’)
$ 50
Couch
$ 30
Loveseat
$ 25
Lounge Chair
$ 15
Coffee/End table
$ 10
Lamp (Floor or Table)
$
Microwave
$ 15
Stage Piece (4’ x 6’ x 14”) per unit
$ 25
Stage Piece (4’ x 8’ x 32”) per unit
$ 40
Setup Change of Meeting Room
(after initial setup)
$ 100
HOW MANY?
DATE
TIME
5
* Bands must be finished by 11 PM. Quiet hours are from 11 PM – 7 AM.
If you are renting electrical equipment, one extension cord and/or power strip is included. If you are renting a projector or
television, an AV cart or stand is included. Wireless Internet access is available. We do not supply computers. E-mail can be
checked in terminals in our library. Please call the library for details at 970-586-3341, x1133. Special requests for phones,
phone lines, internet hard lines, electrical service or tents must be supplied to the Conference Office in advance. Additional
fees may apply for last minute requests or changes.
5
AUDIO VISUAL EQUIPMENT REQUEST FORM
Meeting rooms are assigned on a first-come,
first-served basis, according to group size,
needs, room availability and date request is
received.
Please make copies of this form for each
meeting room/breakout room needed.
Additional meeting room space may be
reserved at a rate of $3 per person/per day/
per meeting room, based on availability
(minimum charge $25 per day). Chairs and
tables are provided at no additional charge.
If your group is staying in cabins a meeting
room IS NOT included in your lodging fee. If
you would like to request a meeting room a
rate of $6 per person/per day will be applied
(minimum of $50 per day). Additional charges
may apply, availability is not guaranteed.
SUBMITTING FORMS
Please fill out this form and return to the
Conference Office SIXTY DAYS prior to
your arrival.
FedEx and UPS
Group Name
U.S. Postal Service
Group Name
2515 Tunnel Road
Fax: 970-586-3501
CONTACT INFORMATION
Telephone
888-612-9622
970-586-3341, x1021
E-mail
[email protected]
* If you are renting electrical equipment, one extension
cord and/or power strip is included. If you are renting a
projector or television, an AV cart or stand is included.
Wireless Internet access is available. We do not supply
computers. E-mail can be checked in terminals in our
library. Please call the library for details at 970-5863341, x1133. Special requests for phones, phone lines,
internet hard lines, electrical service or tents must be
supplied to the Conference Office in advance. Additional
fees may apply for last minute requests or changes.
6
GROUP NAME:
CONTACT NAME:
CONTRACT NO/BOOKING NO.:
GROUP SIZE:
PHONE (DAY):
DATE/TIME:
E-MAIL:
/
PLEASE LIST ANY ADDITIONAL NEEDS:
Review the set-up sheet carefully and contact the A/V Department at 970-586-3341, x1121
or by fax: 970-586-3501. Attach a drawing or description of how you would like your A/V
equipment set up. The more detail you can provide, the better we will be able to serve your
group’s needs.
Equipment Rental (limited availability)
TYPE OF EQUIPMENT
PRICE (PER DAY)
LCD Projector and Screen
$175
Overhead Transparency Projector
and Screen
$ 35
8’ Projection Screen
$ 20
6’ Projection Screen
$ 15
Single or Double Speaker PA System
$80 (D)
$60 (S)
Includes:1(S) or 2(D) speakers, mixer/amp,
wired microphone and all stands.
Please circle if you need inputs for:
Laptop iPod ® CD/DVD
Computer Speakers
$ 20
Handheld Wireless System
$ 30
HOW MANY?
DATE
TIME
Requires own or rented PA system.
Headset Wireless System
$ 30
Lavalier Wireless Microphone System
$ 30
Digital Kar-Y-Oke System
$130
Includes digital karaoke player, 2 speakers,
2 wired mics, and a video monitor for the best
fun-for-your-money value available anywhere!
Flat Screen TV (27-inch)
$ 40
Electronic Keyboard and Stand
$ 35
Music Stand
$ 10
DVD Player
$ 25
VCR
$ 20
Conference Phone
$ 50
Cord Reel (4 outlet)
$ 10
Extension Cord
$ 5
Power Strip
$ 5
A/V Cart
$ 15
A/V Tech
$25/hr
Outdoor Equipment Setup Fee
$ 30
Provides for increased labor and
equipment exposure costs
A/V Setup Change Fee
$ 20
Covers major A/V setup changes after
equipment has been placed
CARING
•
HONESTY
•
R E S P EC T
•
RESPONSIBILITY
•
FA I T H
ESTES PARK CENTER
BILLING INFORMATION AGREEMENT
GROUP NAME:
During your discussion with Group Sales,
an agreement is made to the type of
contract you will create for your group/
family reunion. If you choose the Online
Reservation option, each of your attendees
will make their own reservation online
under your agreed contract and each are
responsible for their own payments. If you
decide not to choose this option, then
you as group leader are responsible for
collecting all payments from your attendees
and will pay the total balance due at
departure. Any changes to the billing plan
created for your group must be received
by the Conference Office at least THREE
WEEKS prior to arrival.
NO CHANGES TO THE BILLING WILL BE
MADE AFTER THAT DATE. ALL REUNION
CABINS WILL BE BILLED AS A UNIT
PRICE AND THE TOTAL CHARGE WILL BE
THE RESPONSIBILITY OF THE GROUP
LEADER. UNIT PRICE WILL NOT BE SPLIT
AMONG INDIVIDUAL GUESTS.
SUBMITTING FORMS
Please make a copy and send via:
FedEx and UPS
Estes Park Center—YMCA of the Rockies
Group Name/Contract No.
U.S. Postal Service
Group Name
2515 Tunnel Road
Fax: 970-586-3501
CONTACT NAME:
CONTRACT/BOOKING NO.:
ARRIVAL DATE:
DEPARTURE DATE:
Online Reservation Option/Each Attendee Responsible For Their Own Reservation
Each attendee will make their reservation online and be responsible for any balance due. Any
additional charges that are made as a group; such as refreshments, group activities, cookouts, etc.
will be charged to the master reservation and are the responsibility of the group leader.
Group Leader Pays All
The group leader will present Estes Park Center with a room roster at least THREE WEEKS prior to
arrival and will be responsible for payment of all charges incurred during their stay. All charges will be
listed on the master invoice.
Group Leader Makes Reservations/Individuals Pay
The group leader will present Estes Park Center with a room roster at least THREE WEEKS prior
to arrival. Each attendee will be responsible for their room charges and incidentals and will pay the
balance due at departure. Any additional charges made as a group; such as refreshments, group
activities, cookouts, etc. will be charged to the master reservation and are the responsibility of the
group leader. Along with the room roster, I agree to provide the Conference Office with:
1. Addresses and phone numbers for all attendees.
2. The amount of any booking fees that have been applied to the master reservation that you would
like applied to each individual reservation (Booking fees were paid at the time of contract signing).
Please list the above on a separate piece of paper and attach to this form.
I, the undersigned, agree to the billing terms specified above and understand that no changes will be
made within THREE WEEKS of check in or during my stay. I also understand that FULL PAYMENT IS DUE
AT CHECK OUT.
Signature:
Date:
MANDATORY AFFIDAVIT OF TAX STATUS
ANY GROUP that makes purchases from the YMCA of the Rockies must complete this affidavit and
declare their tax status. An original of this affidavit must be completed, signed and submitted prior to
check-in for each visit.
We DO NOT qualify as non-taxable under Colorado law or we do not have appropriate documentation
to that end. We agree to pay all applicable taxes associated with the charges incurred for goods and
services provided by the YMCA of the Rockies (complete items 3 through 9 below).
We DO qualify as non-taxable or tax exempt under Colorado law as outlined below. I understand and
declare, under penalty of perjury, that the following statements are true:
• The name of our tax exempt organization is included (in-part or full) in the name on this reservation.
• Any payments for non-taxable goods and services will be made with a check, drawn on the tax exempt
organization’s bank account, or with a credit card in name of the tax exempt organization.
• The tax exempt organization listed has not and will not receive any reimbursement through direct
payment, collection or donation from any individuals or other organization for the use or consumption
of said goods and services (complete items 1 through 9 below).
1. Name of Tax-Exempt Organization
2. Sales Tax-Exemption No.
CONTACT INFORMATION
3. Group Name (as it appears on your YMCA of the Rockies contract)
Telephone
888-612-9622
970-586-3341, x1021
4. Contract No/Booking No.
E-mail
[email protected]
ymcarockies.org
7. Name (Print)
5. Dates of Reservation
8.Signature
6. Today’s Date
9. Title
No changes to tax status will be made once your reservation is checked-in. The YMCA of the Rockies WILL NOT make any
adjustments to taxes assessed; rather it will be the responsibility of the organization to settle any tax adjustments with the
State of Colorado (see colorado.gov for more information).
7
REFRESHMENTS, FOOD & GRILLS REQUEST FORM
Refreshments can be delivered to your meeting room between 7 AM and 8:30 PM.
Deliveries outside of regular hours will be charged $20 per hour.
SUBMITTING FORMS
(PLEASE MAKE ADDITIONAL COPIES FOR MULTIPLE ORDERS.)
Please make additional copies of this form,
one for each order. Fill out the forms and
return to the Conference Office THREE
WEEKS prior to your arrival.
GROUP NAME:
FedEx and UPS
DELIVERY LOCATION:
NO. OF PEOPLE:
DATE/TIME:
/
E-MAIL:
Refreshments and Snacks
NOTE: One (1) gallon serves 16 people
gallon regular coffee
($16 per gallon)
dozen brownies
($ 8 per dozen)
gallon decaf coffee
($16 per gallon)
dozen doughnuts
($ 8 per dozen)
U.S. Postal Service
Group Name
2515 Tunnel Road
gallon hot cocoa
($16 per gallon)
dozen muffins
($ 8 per dozen)
gallon hot cider
($12 per gallon)
dozen cookies
($ 8 per dozen)
assorted soda
($.75 per bottle)
gallon lemonade
($12 per gallon)
gallon hot tea
($12 per gallon)
gallon iced tea
($12 per gallon)
Fax: 970-586-3501
gallon hot water
($ 4 per gallon)
gallon cold water
($ 4 per gallon)
bottles cold water
($ .75 per bottle)
ice
($3 per 8 lbs.)
CONTACT INFORMATION
Telephone
888-612-9622
970-586-3341, x1021
E-mail
[email protected]
Special Instructions:
Platters (25 person minimum)
Vegetable platter
($4 per person)
No. of people:
Seasonal fruit platter ($4 per person)
No. of people:
Food Breaks (25 person minimum)
FOOD ALLERGIES:
YMCA of the Rockies makes every attempt to identify
ingredients that may cause allergic reactions for those
with food allergies. Every effort is made to instruct our
food production staff on the severity of food allergies.
There is also a possibility that manufacturers of the
commercial foods we use could change the formulation
at any time without notice. Guests concerned with food
allergies need to be aware of this risk. We will do our best
to accommodate your needs. YMCA of the Rockies will not
assume any liability for adverse food reactions to foods
consumed, or items one may come in contact with while
eating at any of our food service establishments. Please
keep in mind that our menu is subject to change without
notice.
For additional information please contact Food Service at
970-586-3341, x1099 or x1128.
8
1. Fiesta Break ($4 per person)
Crispy chips and salsa
No. of people:
2. Deluxe Continental Breakfast ($12 per person)
Bagels, cream cheese, pastries, fresh seasonal fruit,
yogurt, granola, cold cereal, coffee, juice and milk
No. of people:
3. Ice Cream Social ($6 per person)
(Includes whipped cream, nuts and cherries)
Select two (2) flavors of ice cream
(additional flavor add $2 per person):
vanilla
chocolate
strawberry
No. of people:
Select one (1) syrup flavor (Additional flavor add $1 per person):
chocolate
butterscotch
strawberry
4. Deli Lunch ($12 per person)
Fresh sliced meats, cheeses, assorted breads, condiments,
potato chips, one cold salad, canned sodas and bottled water
No. of people:
5. Health & Fitness ($10 per person)
Fresh fruit tray and vegetable tray with dip,
whole grain muffins, hummus, pita, assorted fruit juices
No. of people:
6. Movie Time Break ($5 per person)
Includes popcorn, pretzels, and mixed candy bars
No. of people:
CARING
•
HONESTY
•
R E S P EC T
•
RESPONSIBILITY
•
FA I T H
Fruit Baskets
REQUESTED BY:
OCCASION:
DELIVER TO:
DATE/TIME:
/
1. Deluxe Fruit Basket / $40 per basket
No. of baskets:
Seasonal fruit, sparkling cider, party mix and assorted snacks
Sack Meals
All orders must be placed by 12 PM the day prior with your Conference
Coordinator, x1021.
Sack meals can be picked up by the Group Leader at the Aspen Dining Room
during meal hours (see page 4).
PICKUP DATE:
GROUP NAME:
$ 8 per meal*
ALL-YOU-CAN-EAT
SUMMER COOKOUTS
Plan early—we start taking
reservations in February!
Public cookouts are every Tuesday, Thursday and Saturday,
5 – 7 PM, from June to August. The pavilion accommodates up
to 250 people so your group may be sharing the space with
others. Private cookouts can be arranged, see below.
1. Sack Breakfast
Includes cereal, milk, juice, muffin,
fruit, and granola bar
No.
2. Turkey Sack Lunch
Includes turkey sandwich, chips, fruit,
sweet snack, drink, condiments
No.
$ 10 per meal*
MENU OFFERINGS:
BBQ beef, roasted chicken, hot dogs, veggie burgers (upon
request), corn on the cob, baked beans, potato salad, corn
bread, watermelon, lemonade, water, and coffee.
3. Peanut Butter & Jelly Sack Lunch
Includes sandwich, chips, fruit,
sweet snack, drink
No.
$ 10 per meal*
Once we receive this form, our Conference Office will contact
you to confirm your cookout date.
4. Sack Dinner
Includes a half of a roasted chicken, deli
salad, roll, vegetable, sweet snack, drink
No.
$ 14 per meal*
GROUP NAME:
* No additional charges if on meal plan.
GROUP LEADER:
PHONE:
BBQ Grill Rental
BEST TIME TO CALL:
Gas grills can be delivered to your cabin or picnic area.
Lunch hours: 9 AM–3 PM, Dinner hours: 4–10 PM
E-MAIL:
Large Grill (68 lb. propane tank)
Delivery and pickup: $50 per meal or $100 per day
2’ x 5’ cooking surface
Group Cookout (35 person minimum)
No. of adults ON meal plan
x $ 3/pp = $
No. of adults NOT on meal plan
x $16/pp = $
DELIVERY DATE:
Private Cookout (35 person minimum)
Cost per adult: $19
Please have someone contact me.
DELIVERY TIME:
LOCATION:
PICK-UP DATE:
PICK-UP TIME:
Small Grill (propane tank)
Delivery and pickup: $30 per meal or $60 per day
DELIVERY DATE:
DELIVERY TIME:
LOCATION:
PICK-UP DATE:
ymcarockies.org
Requested Cookout Date:
CANCELLATION POLICY:
To cancel due to inclement weather you must contact the Conference
Office by noon the day of your cookout by calling x1021.
PICK-UP TIME:
9
GROUP ROOM ROSTER REQUEST FORM
USE THIS FORM IF YOU ARE A GROUP LEADER MAKING ROOM ASSIGNMENTS FOR YOUR GROUP.
Please list the first and last name of
each group member staying in a lodge
room or cabin to ensure we are able to
contact group members regarding phone
calls and emergencies. List all children
lodging with their parents.
ROOM NUMBERS ARE ASSIGNED
AT CHECK-IN. Some cabins do not
have room numbers. Please indicate
individual(s) arriving and/or departing
on a different date. If rooms are
for different dates, write the arrival
and departure date next to that
room. Record any booking fees to be
transferred from leader to individual
rooms prior to departure.
KEYS WILL NOT BE ISSUED
WITHOUT A COMPLETED ROSTER.
LODGE/CABIN NAME:
GROUP NAME:
GROUP LEADER:
ARRIVAL DATE:
CODES:
DEPARTURE DATE:
A = ADULT
C = CHILD (AGES 6 -12)
Contract/Booking No.:
Room No.:
Crib:
Y
N
Room No.:
Crib:
Y
N
Deposit: $
Handicap:
Y
N
Deposit: $
Handicap:
Y
N
Name:
A,C or I?
Name:
A,C or I?
A C I
A,C or I?
Name:
A C I
A,C or I?
A C I
A,C or I?
Name:
Please make additional copies of this
form, one for each order. Complete and
return form(s) to the Conference Office
THREE WEEKS prior to your arrival.
FedEx and UPS
Group Name
U.S. Postal Service
2515 Tunnel Road
Fax: 970-586-3501
CONTACT INFORMATION
Telephone
888-612-9622
970-586-3341, x1021
E-mail
[email protected]
10
A C I
A,C or I?
Name:
A C I
A,C or I?
Name:
A,C or I?
Name:
A C I
Name:
SUBMITTING FORMS
I = INFANT (PLEASE INDICATE BY CIRCLING BELOW)
A C I
A C I
Name:
A,C or I?
Name:
A,C or I?
Name:
A,C or I?
Name:
A,C or I?
A C I
A C I
A C I
A C I
Room No.:
Crib:
Deposit: $
Handicap:
Y
N
Room No.:
Crib:
Y
N
Deposit: $
Handicap:
Name:
A,C or I?
Name:
A,C or I?
Name:
A,C or I?
Name:
A,C or I?
Name:
A,C or I?
Name:
A,C or I?
A C I
A C I
A C I
A C I
A C I
A C I
Y
N
Y
N
Name:
A,C or I?
Name:
A,C or I?
Name:
A,C or I?
Name:
A,C or I?
Name:
A,C or I?
Name:
A,C or I?
A C I
A C I
A C I
A C I
A C I
A C I
Room No.:
Crib:
Deposit: $
Handicap:
Y
N
Room No.:
Crib:
Y
N
Deposit: $
Handicap:
Y
N
Y
N
Name:
A,C or I?
Name:
A,C or I?
Name:
A,C or I?
Name:
A,C or I?
Name:
A,C or I?
Name:
A,C or I?
Name:
A,C or I?
Name:
A,C or I?
Name:
Name:
A C I
A C I
A C I
A C I
A,C or I?
A C I
A C I
A C I
A,C or I?
Name:
A C I
A,C or I?
A C I
A,C or I?
Name:
A C I
CARING
A C I
•
HONESTY
A C I
•
R E S P EC T
•
RESPONSIBILITY
•
FA I T H
PRIVATE ADVENTURE ACTIVITIES
REQUEST FORM
DEADLINES
SUMMER SEASON:
Memorial Day to Labor Day.
May 1st application deadline.
THIS FORM IS FOR PRIVATE GROUPS AND FAMILY REUNIONS ONLY.
Activities are available Memorial Day through Labor Day. For bookings outside the summer season
please call 970-586-3341, x1106 (availability will be limited).
GROUP NAME:
ALL OTHER SEASONS:
Minimum ONE MONTH prior
to arrival.
GROUP LEADER:
Activities not cancelled TWO
WEEKS prior to reserved date
will be charged full price.
CONTACT ADDRESS:
RESERVATION NO.:
PHONE NO.:
E-MAIL:
CITY/STATE/ZIP:
High Ropes Challenge Course: 3 hours (9 AM or 1 PM)
Groups: 6 to15 participants
ACTIVITY RATING SYSTEM
Please use the following rating system to
select the best activities for your group.
Easy-moderate (most people can do)
Moderate (some physical challenge)
Difficult (athletic ability required)
Designed to challenge individuals this activity involves a series of elements 40 feet above the
ground. The course includes a traverse over a balance beam, rope ladder and cables. Participants
will go through a safety training course to learn how to use the “lobster claws”. The challenge ends
with a 250 ft. zip line back to the ground!
Low Ropes Challenge Course: 3 hours (9 AM or 1 PM)
Group: 6 to 15 participants
This course is designed to facilitate team building and cooperation. A facilitator will present the
group with different challenges, and by working together the group will learn what teamwork
really means!
Zip Line Challenge: 1.5 hours (8:30 AM, 10:30 AM, 1 PM or 3 PM)
Group: up to 15 participants
SUBMITTING FORMS
Please fill out this form, make a copy and
return to the Program Office. Each form must
be accompanied by a $30 non-refundable
deposit. Checks should be made out to YMCA
OF THE ROCKIES.
If you have not received a confirmation
for activities within TWO WEEKS of
making a request, please contact
the Outdoor Education Office at
970-586-3341, x1106.
Shipping
Group Name
Attn: Outdoor Education
2515 Tunnel Road
Fax: 970-586-6078
CONTACT INFORMATION
Telephone
888-612-9622 or 970-586-3341, x1106
E-mail
[email protected]
ymcarockies.org
Our 800 ft. zip line starts with a 30 ft. climb up a telephone pole to the zip-line platform.
Participants then zip across the valley reaching a height of 50 feet, with speeds up to 35 mph.
After a running landing there is a strenuous hike back across the valley. Minimum/maximum weight
80 lbs./220 lbs.
Outdoor Climbing Wall: 1.5 hours (8:30 AM, 10:30 AM, 1 PM or 3 PM)
Group: up to 15 participants
Our 30 ft. climbing wall has three different sides catering to different levels of climbing, from
beginner to intermediate climbers. Equipment is provided.
Mary’s Lake Rock Climbing: 3 hours
(9 AM or 1 PM, Sundays and Wednesdays)
Group: 6 to 15 participants
For more advanced climbing we take participants off-grounds to Mary’s Lake. The basics of
climbing and belaying along with three different anchors allow participants to experience a variety
of climbing levels from 5.5 to 5.9. Climbing shoes, harnesses and helmets are provided.
Fees are per group unless otherwise noted.
ACTIVITY
GROUP COST
MIN. AGE
MAX. NO.
High Ropes
$ 20*
12
15
Low Ropes
$ 20*
–
15
Zip Line
$ 225
12
15
Climbing Wall
$ 150
7
15
Mary’s Lake
$ 30*
12
15
NO. OF PEOPLE
DATE
TIME
* Fees are per person.
All adventure activities will be postponed or cancelled in the event of lightning. Refunds will be available.
11
SUMMER
PRIVATE GROUP ACTIVITIES REQUEST FORM
DEADLINES
THIS FORM IS FOR PRIVATE GROUPS AND FAMILY REUNIONS.
SUMMER SEASON:
GROUP NAME:
GROUP LEADER:
RESERVATION NO.:
ALL OTHER SEASONS:
to arrival.
PHONE NO.:
E-MAIL:
CONTACT ADDRESS:
CITY/STATE/ZIP:
Archery: 1 hour (9 AM – 12 PM or 1–5 PM)
SUBMITTING FORMS
OF THE ROCKIES.
If you have not received a confirmation for
activities within TWO WEEKS of making a
request, please contact the Program Office
at 970-586-3341, x1172.
FedEx and UPS
Attn: Program Department
517 Association Drive
U.S. Postal Service
Group Name
2515 Tunnel Road
Fax: 970-586-6078
CONTACT INFORMATION
Telephone
970-586-3341, x1172
E-mail
[email protected]
12
Includes instruction and time to practice skills.
Please choose a Beginner (B) or Intermediate (I) class.
Campfire Rings: 3 hours
Plan ahead! Our campfire rings fill up fast.
Reservations required (accepted up to one year in advance).
Fee includes two bundles of firewood and reserves the campfire ring for three hours.
Subject to current fire bans and restrictions.
Family Fun Night: 1.5 hours
Our staff will join your group around a campfire for songs, games, skits, icebreakers,
and our favorite mountain dessert — s’mores.
Guided Hikes: 2–4 hours
Join our staff on a guided hike in Rocky Mountain National Park. National Park fees,
$10 per person not included.
Guided Night Walk: 2 hours
Experience the Y’s “night life” and learn about nocturnal animals and their special adaptations and
play night games. The hike will finish around 10 PM.
Orientation and Icebreakers: 30 minutes
A program staff member will join you at your meeting room or lodging and provide an overview
of the facility and what it has to offer. Our staff can also lead you in some fun games and
networking. If you would like to have the staff only go over the Orientation materials please
indicate that by circling “Orientation” on the form below.
ACTIVITY
GROUP COST
MIN. AGE
MAX. NO.
Archery
Please check one:
B
I
$45
9
12
Campfire Ring
$15
–
–
Family Fun Night
$75
–
–
Guided Hike
$40
–
14
Night Walk
$30
–
20
Orientation &
Icebreakers
FREE
–
–
CARING
•
HONESTY
NO. OF PEOPLE
•
R E S P EC T
•
DATE
RESPONSIBILITY
TIME
•
FA I T H
WINTER
PRIVATE GROUP ACTIVITIES REQUEST FORM
DEADLINES
THIS FORM IS FOR PRIVATE GROUPS AND FAMILY REUNIONS.
SUMMER SEASON:
GROUP NAME:
GROUP LEADER:
RESERVATION NO.:
ALL OTHER SEASONS:
to arrival.
PHONE NO.:
E-MAIL:
CONTACT ADDRESS:
CITY/STATE/ZIP:
Orientation and Icebreakers: 30 minutes
SUBMITTING FORMS
OF THE ROCKIES.
If you have not received a confirmation for
activities within TWO WEEKS of making a
request, please contact the Program Office
at 970-586-3341, x1172.
FedEx and UPS
517 Association Drive
U.S. Postal Service
Group Name
2515 Tunnel Road
Fax: 970-586-6078
CONTACT INFORMATION
Telephone
970-586-3341, x1172
E-mail
[email protected]
A program staff member will join you at your meeting room or lodging and provide an overview of
the facility and what it has to offer. Our staff can also lead you in some fun games and networking.
If you would like to have the staff only go over the Orientation materials please indicate that by
circling “Orientation” on the form below.
Snowshoe Hike: 2–4 hours
Enjoy the beauty of the mountains in winter. Not included in fees listed in the chart below:
snow shoe rentals: $5 per person and Rocky Mountain National Park entrance fee: $10 per person.
ACTIVITY
GROUP COST
MIN. AGE
MAX. NO.
Snowshoe Hike
$40
–
–
Orientation &
Icebreakers
FREE
–
–
NO. OF PEOPLE
DATE
TIME
Longhouse Gym: Available September 5 – May 15
Reserve space for your group in the gym. Rental includes use of half or the entire facility.
Basketball and volleyball equipment is included. The latest the gym can be reserved is 11 PM.
Day Hours:
1–8 PM, Monday – Thursday
Evening Hours: 9–11 PM, Monday–Thursday
Peak Hours:
All Day, Friday– Sunday
Please check your set-up below:
Half Gym
Full gym
HALF FACILITY
Gym
FULL FACILITY
Gym
Basketball
Volleyball
HALF DAY
HALF EVENING
HALF PEAK
$30/hr
$50/hr
$50/hr
DAY
EVENING
PEAK
$70/hr
$90/hr
$90/hr
Open Space
DATE
TIME
DATE
TIME
Roller Rink: Available September 5 – May 15
Reserve the rink for your group (the latest the roller rink can be reserved is 11 PM).
Rental includes skates* (for up to 40 people) and staff to run the music system.
Day Hours:
1–8 PM, Monday – Thursday
Evening Hours: 9–11 PM, Monday–Thursday
Peak Hours:
All Day, Friday – Sunday
BUILDING
Roller Rink
DAY
EVENING
PEAK
$40/hr
$60/hr
$60/hr
DATE
TIME
* Due to limited skate sizes this number of people may vary.
ymcarockies.org
13
FUN ACTIVITIES & ADVENTURE FOR ALL AGES
Families and groups can choose from a multitude of activities and programs. Most are free, but some do require a small fee.
For information please call 970-586-3341, x1104 or e-mail [email protected].
Craft & Design Center
Horse Activities
x1132
Materials Fee
Reservation required.
jacksonstables.com
Choose from hundreds of children’s and adult
crafts, including tie-dye, jewelry, ceramics,
woodcraft, mosaics and leather crafts.
Additional summer offerings include basket
making, silk painting.
Explore the Rockies by horseback with the
wranglers at Jackson Stables. Rides offered
include short hour-long trips, breakfast
rides, saddle bag lunch rides, dinner rides for
groups and pony rides for “little cowpokes.”
Family Programs
Indoor Games
On-site sign-up* required.
Our programs for families offer a wide range
of activities for all ages including nature
programs, sports, games and much more.
Most programs are free.
* On-site sign-up begins two days prior to the scheduled
activity at the Sweet Memorial Building.
Fly Fishing (summer)
Pre-registration required.
303-601-8617
sasquatchflyfishing.com
Our game room is located downstairs in the
Sweet Memorial Building where you will find
games, puzzles, a pool table, two ping-pong
tables and foosball.
Maude Jellison Library
x1133
We offer titles from the latest best sellers to
old favorites, or enjoy the latest periodicals.
Computer available at no cost.
Indoor Swimming Pool
x1135
Outdoor Fields & Courts
Lifeguards are on duty at our 25-yard pool
during scheduled hours. Locker rooms,
showers and towels are provided.
Refundable cash deposit
required.
Refundable cash deposit
required.
All fields and courts are first-come,
first-served. Enjoy tennis, a fitness track,
sand volleyball, basketball, softball,
horseshoes, soccer, 18-hole disc golf course,
18-hole miniature golf course, and a 9-hole
youth course.
Open fall, winter and spring for basketball,
volleyball, shuffleboard and roller skating.
Playgrounds
Reservation required.
photosbydill.com
Lula W. Dorsey Museum
Playground areas are located throughout
our grounds.
Get the group together and arrange for a
professional photo.
The Museum features several period room
settings and display galleries.
Sasquatch Fly Fishing offers half-day,
full-day and overnight trips suitable for all
levels, equipment included. Private trips
are available for groups. Located in Sweet
Memorial Building.
Group Photos by Dill
Longhouse Gym & Roller
Skating Rink
x1136
Summer Hiking Program
x1104
National Park entrance fee required.
Explore Rocky Mountain National Park with
one of our experienced personnel. Easy
nature hikes to more challenging hikes
available.
14
CARING
•
HONESTY
•
R E S P EC T
•
RESPONSIBILITY
•
FA I T H
FAITH-BASED PROGRAMS
Our Chaplain Department offers year-round, on-site
worship and customized spiritual programs for all faiths
and ages. Also offered are choirs and musical events,
Bible stories for kids and closing devotionals for Summer
Day Camp. Check our weekly schedule or contact the
Chaplain to arrange something special for your group.
Services and programs include:
• Memorial Services
• Family Reunion Services
• Vow Renewals
• Baptisms
• Family Bible Studies
• Communion Services and Devotionals
• Family Celebration Services
• Pastoral Care
SUMMER DAY CAMP
AT ESTES PARK
CENTER
Giving children a camp experience
to remember!
Our summer day camp offers children ages 3 to18 a
chance to experience horseback riding in the mountains,
hiking and exploring trails, archery, splashing and playing
in the pool, singing, creating crafts and more. Our speciallytrained staff bring attention to the YMCA core values of
caring, honesty, respect, responsibility and faith. We are proud
to have our Day Camp Programs accredited by the American
Camp Association which we earn by meeting or exceeding
current camp industry standards.
CAMP SCHEDULE
Monday – Friday (June through mid-August)
8:15 AM – 3:15 PM
Choose the days that fit your schedule.
Before and after care is available, fees apply.
CAMPER GROUPS
Bennett “Beavers”: Ages 3–4
Legett Programs: Grades K–8
OutPost Program (week-long): Grades 5–8
Teen Adventurer Program: Grades 9–12
REGISTRATION
To register for camp, view more information or download a Day Camp brochure
please visit:
ymcarockies.org/EPC_DayCamp.htm
970-586-3341, x1280
[email protected]
Hyde Chapel
Hyde Chapel
Sunday Worship 10 AM, June – September
Multi-denominational service
Ponder Chapel
Sunday Worship 10 AM, late Fall through May
Multi-denominational service
Legett Christian Center
Monday – Friday
Christian Educational Experiences
Summer Events
Vespers Service and Communion
Christian Concert Series
For more information please contact the Chaplain
Department at 970-586-3341, x1077.
For weddings and catered events contact our
Event Coordinator at 970-566-3341, x1024.
ymcarockies.org
15
GUEST /AREA INFORMATION
YMCA OF THE ROCKIES: 970-586-3341 / YMCAROCKIES.ORG
Airports
Firewood
Outdoor Education
Denver International (DIA)
303-342-2000
800-247-2336
flydenver.com
Available for a fee at the Sweet
Memorial Building.
970-586-3341, x1104
Spring and Fall Programs are offered
to school groups.
970-586-3341, x1106
For lodging: 800-777-9622
Airport Shuttle
Estes Park Shuttle
970-586-5151
Sasquatch Fly Fishing
303-601-8617
sasquatchflyfishing.com
Alcohol
Golf Courses
We do not sell or serve alcoholic
beverages. Alcohol is not allowed in
common areas. You may bring your
own and consume it in your lodge
room, cabin or meeting room.
Estes Park Golf Course
18-hole
970-586-8146
Fly Fishing
ATM/Gift Shop/General Store
Administration Building
970-586-3341, x1015
Lake Estes Executive Golf Course
9-hole
970-586-8176
Group Photos
Estes Park Convention &
Visitors Bureau
Photos by Dill
800-874-3455
photosbydill.com
Post Office
Located below the Walnut
Dining Room.
970-586-3341, x1124
Rapid Transit Rafting
800-367-8523
Rentals
Estes Park Center Rent All
970-586-2158
estesparkrentall.com
Stables
Jackson Stables
970-586-6748
970-586 3341, x1140
jacksonstables.com
800-44ESTES
Housekeeping / Lost & Found
Chapel & Worship
Medical
Faith-based programs for families and
groups. All faiths, all ages.
970-586-3341, x1012
Please remind family members or
conference attendees to check their
rooms for any personal items before
checking out.
970-586-3341, x1225
Computers
Laundry
Rocky Mountain National Park
970-586-1206
Computer stations are available in the
library at no charge.
970-586-3341, x1233
Colorado Road Conditions
877-315-7623
Craft & Design Center
970-586-3341, x1132
Day Camp
970-586-3341, x1280
A coin-operated laundry is located
in the lower level of the Longhouse
Building.
Library
Books for all ages. Check the program
bulletin for offerings.
970-586-3341, x1133
Museum
970-586-3341, x1136
Estes Park Medical Center
970-586-2317
National Park
Ski Area
Eldora Mountain Resort
303-440-8700
eldora.com
Snow Report
303-825-SNOW
coloradoski.com
Swimming Pool
New Venture Cycling
970-586-3341, x1135
Mountain Bike Rentals
970-231-2736
Volunteer Opportunities
970-586-3341, x1071
For additional copies of this guide please visit ymcarockies.org.

ESTES PARK CENTER Planning Guide

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