Phone: (831) 335-9133

Mission Springs

Giving

Leader Planning Timeline

This is a guide exists to help group leaders plan their retreat, conference, or camp at Mission Springs. Dates are suggested time frames and not necessarily required deadlines unless noted.

Please keep in close contact with us throughout the planning process to ensure the best guest experience. Feel free to ask our advice on pre-event organization.

  • 12-6 months in advance

    Begin Contract Process:

    Contracts Will Require:

    • Dates for retreat
    • Organization information (Name, Address, Phone)
    • Lodging choice(s)
    • Meeting space(s) *assigned based on group size and needs
    • First Meal/Last Meal
    • Estimated number of people attending. 
    • Guaranteed Minimum number of people attending.  This is the minimum you are guaranteed to pay. 
    • 20% Deposit of the guaranteed minimum payment is due within two weeks of the contract being sent. Your deposit will be applied to your total balance due upon arrival.
    • Certificate of Liability 
    • You are considered fully contracted and your date is secure once we receive: the signed contract, deposit, and certificate of liability.
    • Youth Retreats: Require compliance with AB506 in regards to chaperone/camper ratios, training of chaperones/staff and appropriate background checks before you arrive for retreat.
  • 5-6 months in advance

    Planning your Retreat

    • Our Guest Care Team  will contact you and ensure you have all the needed planning documents
    • Chat with us about on-site adventure course availability and pricing
    • Arrange Transportation: bus, cars, etc.
    • Start promoting your retreat, collecting payments and all info you need to assign housing
    • Send out the electronic Mission Springs waiver to all participants.  This is required for everyone who comes onto the property
    • Begin planning your retreat specifics such as speakers, musicians, off-site events, etc. in accordance with Mission Springs supplied schedule

    Additionally for Youth Retreats

    • Ensure a minimum of 1 chaperone (over age 18) for every 15 youth
    • Ensure you are in compliance with AB506 in regards to training of staff and chaperones and appropriate fingerprinting
  • 3 months in advance

    Finalizing your Retreat

    • Our Guest Care Team  will check in with you to answer any questions
    • Finalize adventure activities
    • Finalize transportation 
    • Ensure every participant has all documents needed:
      • Your own registration information/waiver  
      • Mission Springs Waiver 

     

    Additionally for Youth Retreats

    • Ensure a minimum of 1 chaperone (over age 18) for every 15 youth
    • Ensure you are in compliance with AB506 in regards to training of staff and chaperones and appropriate fingerprinting.
  • 2 months in advance

    Finalizing your Retreat

    • Our Guest Care Team will check in with you to answer any questions
    • Begin to finalize registration as all prep pack documents are due 3 weeks prior to attending
    • Your guaranteed minimum payment is due soon.  Submit a check request for your guaranteed minimum payment. Check payable to Mission Springs

    Additionally for Youth Retreats

    • Finalize chaperone affidavit
  • 30 Days in advance

    End registration for retreat

    Submit documents

    • Your guaranteed minimum payment is due 30 days prior to arrival. Thanks for mailing us a check made payable to Mission Springs request to church/organization for guaranteed minimum balance
    • Total dietary counts from Mission Springs waiver and report final tallies on prep sheet 
    • All Prep documents are due soon! (21 days prior to attending)
  • 21 Days in Advance
    • Email all prep documents to our Guest Care Team. (prep sheets, confirmed numbers, meals, special diets, assigned lodging, schedule, etc.)
    • Get excited for your time in the redwoods!
  • 1-2 weeks in advance

    Remind your participants…

    • finalize your house charts and bring copies with you
    • To pack accordingly to the anticipated weather
    • Of check-in time and location at Mission Springs and first  meal provided 
    • To bring their own reusable water bottle and coffee/tea mug
    •  To bring desired snacks, sports equipment, etc.
  • During your stay
    • Upon arrival please check in with our Guest Care Team and will get you ready to welcome your event guests! Please remember to bring a finalized copies of your housing charts
    • Have an amazing time at Mission Springs. We are here to ensure you have the best time possible.  Check in with our Guest Care Team if you need anything or have any questions.
    • Complete the rate sheet (provided at check in) and give to our Guest Care Team no later than noon on your day.
    • Prior to your last morning, please remind your guests to vacate all lodging by 9:00am and return room keys to you
    • Prior to departure please check in with our Guest Care Team

    Additionally for Youth Retreats

    • Execute mandatory daily room checks by leaders to ensure: cleanliness, furniture not being moved/removed, general proper care of the facility
  • After departure
    • Finalize invoice and any remaining balance with guest groups director 
    • Confirm dates for next year!
  • Leader Setup Forms

Forms

Trail Map
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