Information and forms to assist you in planning your stay at Estes Park Center. Planning Guide

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1 Inside Information and forms to assist you in planning your stay at Estes Park Center. June 2012 May 2013 Serving Groups, Conferences, Retreats, Family Reunions and Celebrations for more than a Century. 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

2 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 Group Leader Timetable 4 Meal Options 13 Activities 15 Chaplain s Faith-based Spiritual Programs 15 Summer Day Camp 16 Area Information Forms 5 Meeting Room & Equipment 7 Billing Information Agreement 7 Sales Tax-Exempt 8 Refreshments, Food & Grills 9 All-you-can-eat Summer Cookouts 10 Group Room Roster 11 Private Adventure Activities 12 Private Group Activities Contact Information Phone: (970) or (888) Conference Office... x1021 Chaplain... x1012 Food Service... x1102 Program Department... x1104 Fax: (970) (Please include a cover sheet.) s: Conference Department conferenceepc@ymcarockies.org Chaplain bhuth@ymcarockies.org Program Department epcactivities@ymcarockies.org Shipping FedEx and UPS Estes Park Center YMCA of the Rockies Estes Park, CO U.S. Postal Service Estes Park Center YMCA of the Rockies 2515 Tunnel Road Estes Park, CO Printed on Recycled Paper. MM 1.5K / 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 firstfloor 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 Alcohol 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. Brochures and 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 We offer limited maid services. Please ask your Conference Coordinator for details pertaining to your accommodations. Payment and Cancellations 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. 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. 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. 2 caring honesty respect responsibility faith

3 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) 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 in the mail. Please sign and return with initial payment. The deposit is due when you confirm your reservation with Group Sales. Amount paid $ Six (6) 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 (pages 11 12). * 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. Complete the Summer Cookout Form (page 9). Sixty (60) 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 penalty charges. Please contact the Conference Office with your final numbers (see contract for penalties). Contract Date (see contract): 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 7 to 10 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 (3) Weeks Prior to Arrival 1. Submit Room Roster (Date to Submit) Complete the Room Roster Form on page 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: 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 Family Reunion University February or November 2 4, 2012 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 10th annual Family Reunion University, a weekend program that will teach you how to throw a successful reunion for all ages. Call now! (970)

4 Aspen Dining Room Meal Options All-You-Can-Eat Meals All meals in the Aspen and Walnut 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. Catering Options For information about our catering options, please call (970) , 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. Aspen Dining Room Hours Breakfast 7 AM 9 AM Lunch Dinner Enjoy delicious all-you-can-eat buffet-style meals! 11:30 AM 1:30 PM 5 PM 7:30 PM Other Meal Options Rustic Café Located in the Administration Building Open daily at 7 AM Snacks, espresso drinks and light meals Pine Room Restaurant Adjacent to the Aspen Dining Room Open daily, Memorial Day through Labor Day À la carte lunch is available Monday Friday and brunch on Sunday. A prime rib buffet dinner is offered seven days a week except during special events. Inquire about reserving the Pine Room for your private event (35 person minimum) x Rustic Café Summer Cookouts All-you-can-eat Tuesday, Thursday and Saturday evening public summer cookouts. Private cookouts available Sunday, Monday, Wednesday and Friday. Advanced reservations required for all cookouts. See page 9 for more information. Wedding and Special Events YMCA of the Rockies offers a variety of indoor and outdoor venues for weddings, receptions and special catered events. For more information contact our Special Events Coordinator at (970) , x Pine Room Restaurant 4 CARING / HONESTY / RESPECT / RESPONSIBILITY / FAITH

5 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 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. Group Group Size: Date/Time: / No. of Chairs: No. of Tables: Wheelchair accessible? Yes No Do you have a band*? Yes 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): Please remove this page, complete and then make copies of all forms before mailing. 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. Submitting Forms Please fill out this form and return to the Conference Office sixty days prior to your arrival. FedEx and UPS Estes Park Center YMCA of the Rockies 116 Kallenberg Drive Estes Park, CO U.S. Postal Service Estes Park Center YMCA of the Rockies 2515 Tunnel Road Estes Park, CO Fax: (970) Please include a cover sheet. Contact Information Telephone (888) (970) , x1021 conferenceepc@ymcarockies.org Square Theater Classroom U-Shape Picnic Custom (indicate below) Equipment Rental (limited availability) Type of Equipment Price (per day) How Many Date Time 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) $ 5 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 $ 100 (after initial setup) * Bands must be finished by 11 PM. 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. can be checked in terminals in our library. Please call the library for details at (970) , 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

6 Audio Visual 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 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. Submitting Forms Please fill out this form and return to the Conference Office sixty days prior to your arrival. FedEx and UPS Estes Park Center YMCA of the Rockies 116 Kallenberg Drive Estes Park, CO U.S. Postal Service Estes Park Center YMCA of the Rockies 2515 Tunnel Road, Estes Park, CO Fax: (970) Please include a cover sheet. Contact Information Telephone (888) (970) , x1021 conferenceepc@ymcarockies.org * 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. can be checked in terminals in our library. Please call the library for details at (970) , 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. Group Phone (Day): Date/Time: / Please list any additional needs: Contact Group Size: Please review the set-up sheet carefully and contact the A/V Department at (970) , x 1121 or via fax: (970) Please 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) How Many Date Time LCD Projector and Screen $ 175 Overhead Transparency Projector $ 35 and Screen 8 Projection Screen $ 20 6 Projection Screen $ 15 Single or Double Speaker PA System $ 80 (D) Includes 1(S) or 2(D) speakers, mixer/ $ 60 (S) amp, wired microphone and all stands. Please circle if you need inputs for: laptop ipod CD/DVD Computer Speakers $ 20 Handheld Wireless System $ 30 Requires own or rented PA system. Headset Wireless System $ 30 Requires own or rented PA system. Lavalier Wireless Microphone $ 30 System Requires own or rented PA system. Digital Kar-Y-Oke System $ 130 Includes digital karaoke player, 2 speakers, 2 wired mics, and a video monitor for the best fun-for-yourmoney 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 6 caring / honesty / respect / responsibility / faith

7 Please remove this page, complete and then make copies of all forms before mailing. Billing Information Agreement Submitting Forms Please make a copy and send via: FedEx and UPS Estes Park Center YMCA of the Rockies 116 Kallenberg Drive Estes Park, CO U.S. Postal Service Estes Park Center YMCA of the Rockies 2515 Tunnel Road Estes Park, CO Fax: (970) Please include a cover sheet. Contact Information Telephone (888) (970) , x1021 conferenceepc@ymcarockies.org Billing Information Agreement 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 3 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. Group Contact Leader: Arrival Date: Departure Date: Please check one: 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 3 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 3 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 3 weeks of check in or during my stay. I also understand that full payment is due at check out. Signature: Date: Affidavit of Non-taxable Sale to Tax-exempt Organization Sales Tax Exemption Any group that pays with something other than a tax-exempt organization s check or credit card will be charged applicable sales tax. This affidavit must be presented at each visit, prior to check-in. The undersigned declares, under penalties of perjury, that the tangible personal property or taxable service purchased without payment of otherwise applicable Colorado sales tax(es) from YMCA of the Rockies is to be paid from the tax-exempt organization s fund and that said organization has not and will not receive any reimbursement through either direct payment, collection or donation from any person(s) for the use or consumption of said tangible personal property or services. Name of Tax-Exempt Organization Sales Tax-Exemption No. Group Name Contract No. Signature Title 7

8 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 of this form, one for each order. Fill out the forms and return to the Conference Office three weeks prior to your arrival. FedEx and UPS Estes Park Center YMCA of the Rockies 116 Kallenberg Drive Estes Park, CO U.S. Postal Service Estes Park Center YMCA of the Rockies 2515 Tunnel Road Estes Park, CO Fax: (970) Please include a cover sheet. Contact Information Telephone (888) (970) , x1021 conferenceepc@ymcarockies.org 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) , x1099 or x1128. For Internal Use Only (Please make additional copies for multiple orders.) Group Delivery location: Date/Time: / No. of people: 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) gallon hot cocoa ($16 per gallon) dozen muffins ($ 8 per dozen) gallon hot cider ($12 per gallon) dozen cookies ($ 8 per dozen) gallon lemonade ($12 per gallon) Special Instructions: gallon hot tea ($12 per gallon) gallon iced tea ($12 per gallon) gallon hot water ($ 4 per gallon) gallon cold water ($ 4 per gallon) bottles cold water ($.75 per bottle) ice ($3 per 8 lbs.) Platters (25 person minimum) Vegetable platter ($3 per person) No. of people: Seasonal fruit platter ($3 per person) No. of people: Food Breaks (25 person minimum) 1. Fiesta Break ($4 per person) No. of people: Crispy chips and salsa 2. Deluxe Continental Breakfast ($10 per person) No. of people: Bagels, cream cheese, pastries, fresh seasonal fruit, yogurt, granola, cold cereal, coffee, juice and milk 3. Ice Cream Social ($6 per person) No. of people: (includes whipped cream, nuts and cherries) Select two (2) flavors of ice cream (additional flavor add $2 per person): vanilla chocolate strawberry Select one (1) syrup flavor (Additional flavor add $1 per person): chocolate butterscotch strawberry 4. Deli Lunch ($10 per person) No. of people: Fresh sliced meats, cheeses, assorted breads, condiments, potato chips, one cold salad, canned sodas and bottled water 5. Health & Fitness ($10 per person) No. of people: Fresh fruit tray and vegetable tray with dip, whole grain muffins, hummus, pita, assorted fruit juices 6. Movie Time Break ($5 per person) No. of people: Includes popcorn, pretzels, and mixed candy bars 8 caring / honesty / respect / responsibility / faith

9 Fruit Baskets Please remove this page, complete and then make copies of all forms before mailing. 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 Sack lunches can be picked up by the Group Leader at the Aspen Dining Room during meal hours (see page 4). Orders must be placed by 12 PM the day prior with your Conference Coordinator, x1021. Pickup Date: Group 1. Sack Breakfast No. $ 7 per meal* Includes cereal, milk, juice, muffin, fruit, and granola bar 2. Turkey Sack Lunch No. $ 9 per meal* Includes turkey sandwich, chips, fruit, sweet snack, drink, condiments 3. Peanut Butter & Jelly Sack Lunch No. $ 9 per meal* Includes sandwich, chips, fruit, sweet snack, drink 4. Sack Dinner No. $ 13 per meal* Includes a half of a roasted chicken, deli salad, roll, vegetable, sweet snack, drink * No additional charges if on meal plan. BBQ Grill Rental Gas grills can be delivered to your cabin or picnic area. Lunch hours: 9 AM 3 PM, Dinner hours: 4 PM 10 PM Large Grill Delivery and pickup: $50 per meal or $100 per day 2 x 5 cooking surface with 68 lb. propane tank and grilling tools Delivery Date: Delivery Time: Location: Pick-up Date: Pick-up Time: Small Grill Delivery and pickup: $30 per meal or $60 per day Propane tank and grilling tools Delivery Date: Delivery Time: Location: All-you-can-eat Summer Cookouts Plan early we start taking reservations in February! Cookouts are every Tuesday, Thursday and Saturday, 5 PM to 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. Menu offerings include 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. Once we receive this form, our Conference Office will contact you to confirm your cookout date. Group Group Leader: Phone: Best time to call: Group Cookout (35 person minimum) No. of adults ON meal plan x $3/pp = $ No. of adults NOT on meal plan x $16/pp = $ Private Cookout (35 person minimum) Please have someone contact me. Cost per adult: $19 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 Date: Pick-up Time: 9

10 Group Room Roster Request Form Use this form if you are a group leader making room assignments for your group. Lodge/Cabin 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. Group Leader: Arrival Date: Departure Date: Codes: A = adult C = child (ages 6-12) I = infant (Please indicate by circling below) Room numbers will be 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 deposits to be transferred from leader to individual rooms prior to departure. Keys WILL not be issued WITHOUT a completed roster. Submitting Forms Please fill out this form and return to the Conference Office three weeks prior to your arrival. FedEx and UPS Estes Park Center YMCA of the Rockies 116 Kallenberg Drive Estes Park, CO U.S. Postal Service Estes Park Center YMCA of the Rockies 2515 Tunnel Road Estes Park, CO Fax: (970) Please include a cover sheet. Contact Information Telephone (888) (970) , x1021 conferenceepc@ymcarockies.org Room No.: Crib: Y N Deposit: $ Handicap: Y N Room No.: Crib: Y N Deposit: $ Handicap: Y N Room No.: Crib: Y N Deposit: $ Handicap: Y N (Please feel free to copy this form or make your own.) Room No.: Crib: Y N Deposit: $ Handicap: Y N Room No.: Crib: Y N Deposit: $ Handicap: Y N Room No.: Crib: Y N Deposit: $ Handicap: Y N 10 caring / honesty / respect / responsibility / faith

11 Submitting Forms Please fill out this form, make a copy and return to the Program Office. Each form must be accompanied by a $30 nonrefundable deposit. Checks should be made out to YMCA of the Rockies. Please remove this page, complete and then make copies of all forms before mailing. If you have not received a confirmation for activities within two (2) weeks of making a request, please contact the Program Office at (970) , x1106. FedEx and UPS Estes Park Center YMCA of the Rockies Attn: Program Department 517 Association Drive Estes Park, CO U.S. Postal Service Estes Park Center YMCA of the Rockies Attn: Program Department 2515 Tunnel Road Estes Park, CO Fax: (970) Please include a cover sheet. Contact Information Telephone (888) Program Office (970) , x1106 mpierce@ymcarockies.org Private Adventure Activities Request Form This Request Form is for private groups and family reunions at Estes Park Center. Please visit us at ymcarockies.org for a complete list of activities. Activities are available Memorial Day through Labor Day. If you wish to book outside summer season, please contact mpierce@ymcarockies.org Group Group Leader: Contact Address: City/State/Zip: Phone No.: High Challenge Course: 3 hours (Start time: 9 AM or 1 PM) Our High Challenge Course is a series of individual and group physical challenges that require a combination of teamwork, skills and individual commitment. A series of ropes and cables are constructed up to 40 feet above the ground and located in a pristine Ponderosa Pine forest. A 250 foot zip line is the grand finale of this breathtaking team experience! Low Challenge Course: 3 hours (Start time: 9 AM or 1 PM) Designed specifically for team building, our low elements focus on the entire group. By working together, communication, trust, leadership and sensitivity are developed. Climbing Wall: 1.5 hours (Start time: 8:30 AM, 10:30 AM, 1 PM or 3 PM) Our 30 foot, three-sided climbing wall offers a wide variety of climbing for beginner to intermediate climbers. Equipment provided. Deadlines Summer season (Memorial Day to Labor Day): May 1. All others: minimum one month prior to arrival. Cancellation Policy: Activities not cancelled two weeks prior to reserved date will be charged full price. Zip Line: 1.5 hours (Start time: 8:30 AM, 10:30 AM, 1 PM or 3 PM) An absolute thrill! Our 800 ft. zip line takes you on an exciting ride across a beautiful mountain valley. You must be at least 12 years of age to participate, with a minimum/ maximum weight of 80 to 220 lbs. NOTE: there is a fairly strenuous return walk back to the starting point after the ride. Activity Group Cost Min. Age Max. No. No. of People Date Time Low Challenge $ 20* 15 High Challenge $ 20* Climbing Wall $ Zip Line $ Please arrive 15 minutes before your activity start time. * Prices are per person. Corporate groups, please call for pricing. 11

12 Submitting Forms Please fill out this form, make a copy and return to the Program Office. Each form must be accompanied by a $30 nonrefundable deposit. Checks should be made out to YMCA of the Rockies. If you have not received a confirmation for activities within two (2) weeks of making a request, please contact the Program Office at (970) , x1172. FedEx and UPS Estes Park Center YMCA of the Rockies Program Department 517 Association Drive Estes Park, CO U.S. Postal Service Estes Park Center YMCA of the Rockies Attn: Program Department 2515 Tunnel Road Estes Park, CO Fax: (970) Please include a cover sheet. Contact Information Telephone (970) , x1172 ptaylor@ymcarockies.org Private Group Activities Request Form This Request Form private groups and family reunions at Estes Park Center. Group Group Leader: Contact Address: City/State/Zip: Archery: 1 hour (9 AM 12 PM or 1 5 PM) Includes instruction and time to practice skills. Campfire Rings: 3 hours Phone No.: 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 joins 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. Snowshoe Hike (seasonal): 2 4 hours Enjoy the beauty of the mountains in winter. Rentals $5/person. Additional National Park fees, $10 per person not included. 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. Deadlines Summer season (Memorial Day to Labor Day): May 1. All others: minimum one month prior to arrival. Cancellation Policy: Activities not cancelled two weeks prior to reserved date will be charged full price. Activity Group Cost Min. Age Max. No. No. of People Date Time Archery $ Campfire Ring $15 Family Fun Night $75 Guided Hike $40 14 Night Walk $30 20 Orientation & Free Icebreakers Snowshoe Hike $ caring / honesty / respect / responsibility / faith

13 Mootz Family Craft & Design Center and main playground Activities & Adventure for All Ages Families and groups can choose from a multitude of fun activities and programs. Most are free, but some do require a small fee. For information please call (970) , x1104 or epcactivities@ymcarockies.org. Craft & Design Center All ages will enjoy our 7,500 sq. ft. Mootz Family Craft & Design Center. Choose from hundreds of children s and adult crafts, including tie-dye, jewelry, ceramics, woodcraft, mosaics and leather crafts. Children must be in the 4th grade or higher to be in the Big Kid area. Additional summer offerings include basket making, silk painting and special workshops. Materials Fee Information: (970) , x1132 Family Programs 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 (some require a small fee). On-site sign-up begins two (2) days prior to the scheduled activity. On-site sign-up required at the Sweet Memorial Building. Program offerings: or see the program bulletin Fishing We stock Dorsey Lake, located at our entrance, every spring. Rental equipment is available in the Sweet Memorial Building or bring your own equipment and bait. For children 14 years of age or younger. No license required, catch and release preferred Memorial Day through Labor Day Information: (970) , x1104 Fly Fishing 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. Summer Only. Pre-registration required: (303) Group Photos by Dill Get the group together and arrange for a professional photo. Locations available throughout Estes Park Center. Advance reservation required. Photos by Dill: (800) or Horse Activities Explore the Rockies by horseback. Jackson Stables offers a variety of rides including short hour-long trips, breakfast rides, saddle bag lunch rides, dinner rides for groups and pony rides for little cowpokes. All ages and levels. Advance reservation required. Jackson Stables:(970) or (970) , x Children 6 years of age and older can ride their own horse. Continued on next page. 13

14 Maude Jellison Library We offer titles from the latest best sellers to old favorites, or enjoy the latest periodicals. The lower level of the library is home to a wonderful children s section. Computer workstations with Internet access are also available at no cost. x1133 Indoor Games 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. Indoor Swimming Pool Lifeguards are on duty at our 25-yard pool during scheduled hours. Locker rooms, showers and towels are provided. Cameras, videos or camera phones are NOT allowed in pool or locker rooms. x1135 Longhouse Gym & Roller Skating Rink Open fall, winter and spring for indoor basketball, volleyball, shuffleboard and roller skating. Refundable cash deposit required. Lula W. Dorsey Museum Housed in a 1924 guest lodge, the museum features several period room settings and display galleries. There is also a variety of restored and reproduction guest accommodations to view, including a cabin from 1908 and tents used in x1136 Outdoor Fields & Courts 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 and an 18-hole miniature golf course. Refundable cash deposit required. Playgrounds There are eight family gathering/playground areas located throughout our grounds where children can safely scramble on the most popular play equipment. Self-Guided Hikes There are a variety of trails in Rocky Mountain National Park and on the YMCA of the Rockies grounds for all abilities. For more information and maps please visit the Sweet Memorial Building. Skate Park Open in the summer to skateboards and roller blades. Children under age 18 must have a signed parental waiver. Bring your own equipment, helmets required. Summer Hiking Program Our experienced personnel lead several hikes each day into Rocky Mountain National Park. Easy nature hikes to more challenging hikes for conditioned hikers are available. For more information and maps please visit the Sweet Memorial Building. National Park entrance fee required. Information: (970) , x caring / honesty / respect / responsibility / faith

15 Faith-based Programs Our Chaplain Bill Huth and the chapel staff offer 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 For more information please contact Chaplain Bill Huth at (970) , x1012. For weddings, receptions and catered events, call our Special Events Coordinator at (970) , x1024 Hyde Chapel Sunday Worship, June September, 10 AM Multi-denominational service Ponder Chapel Sunday Worship, Late Fall through May, 10 AM Multi-denominational service Legett Christian Center Monday Friday Christian Educational Experiences Sara Smith Outdoor Chapel Seasonal Summer Worship, Wednesdays, 7 PM Vespers service and communion Summer Events Friday Evening Family Faith Films Christian Concert Series Estes Park Center Summer Day Camp Give your children a camp experience to remember horseback riding in the mountains, hiking and exploring trails, developing archery skills, splashing and playing in the pool, singing to their hearts content, creating crafts and more all under the care of specially trained staff who bring attention to the YMCA core values of caring, honesty, respect, responsibility and faith. We offer programs for children age 3 to high adventure programs for teens. Camp Schedule Monday Friday 8:15 AM 3:15 PM June through mid-august Choose the days that fit your schedule. Before and after care is available. Registration To register for camp, view more information or download a Day Camp brochure please visit: EPC_DayCamp.htm (970) x1280 daycampepc@ymcarockies.org 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. Camper Groups Bennett Beavers Ages 3 4 Legett Programs Grades K 8 Adventurer Program Grades 9 12 OutPost Program Week-long, Grades 5 8 Ponder Chapel 15

16 Guest / Area Information YMCA of the Rockies: (970) / Airports Denver International (DIA) (303) (800) Airport Shuttle Estes Park Shuttle (970) Alcohol 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. ATM/Gift Shop/General Store Administration Building (970) , x1015 Estes Park Convention & Visitors Bureau (800) 44ESTES Chapel & Worship Faith-based programs for families and groups. All faiths, all ages. (970) , x1012 Computers Computer stations are available in the library at no charge. (970) , x1233 Colorado Road Conditions (877) Craft & Design Center (970) , x1132 Day Camp (970) , x1280 Firewood Available for a fee at the Sweet Memorial Building. (970) , x1104 Fly Fishing Sasquatch Fly Fishing (303) Golf Courses Estes Park Golf Course 18-hole (970) Lake Estes Executive Golf Course 9-hole (970) Group Photos Photos by Dill (800) Housekeeping / Lost & Found Please remind family members or conference attendees to check their rooms for any personal items before checking out. (970) , x1225 Laundry A coin-operated laundry is located in the lower level of the Longhouse. Library Books for all ages. Check the program bulletin for offerings. (970) , x1133 Museum (970) , x1136 New Venture Cycling Mountain Bike Rentals (970) Outdoor Education Spring and Fall Programs are offered to school groups. (970) , x 1106 For lodging: (800) Post Office Located below the Walnut Dining Room. (970) , x1124 Rapid Transit Rafting (800) Stables Jackson Stables (970) (970) , x Medical Estes Park Medical Center (970) National Park Rocky Mountain National Park (970) Ski Area Eldora Mountain Resort (303) Snow Report (303) 825-SNOW Swimming Pool (970) , x1135 Volunteer Opportunities (970) , x1071 For additional copies of the Estes Park Center Planning Guide please visit

17 June 2012 May 2013 Conferences / Retreats / Family Reunions / Celebrations Group Planning Guide Snow Mountain Ranch is the place for bringing together family and friends! Inside you ll find helpful information to use in planning your stay, group activities, meal options and forms that you will need to complete prior to your stay. Our Program Department can also help customize recreational packages, educational activities and spiritual worship for your group. For additional copies of this guide please visit or call (888)

18 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 Group Leader Timetable 4 Meal Options 9 Activities 15 Chaplain s Faith-based Spiritual Programs 15 Summer Day Camp 16 Area Information Forms 5 Meeting Room & Equipment 6 Refreshments, Food & Grills 7 All-you-can-eat Summer Cookouts 8 Billing Information Agreement 8 Sales Tax-Exempt 10 Group Activities 10 Free Promotional Materials 12 Group Room Roster 13 Adult Waiver of Liability 14 Child Waiver of Liability Contact Information Phone: (970) Conference Office... x4127 Chaplain... x4003 Food Service... x1701 Nordic Center... x4173 Program Department... x4135 Fax: (303) (Please include a cover sheet.) s: Conference Department smrconference@ymcarockies.org Program Department mdegginger@ymcarockies.org MaryAnn Degginger, Program Director jayer@ymcarockies.org Janene Ayer, Assistant Program Director Nordic Center (for winter activities) nordic@ymcarockies.org Shipping FedEx and UPS U.S. Postal Service Snow Mountain Ranch Snow Mountain Ranch YMCA of the Rockies YMCA of the Rockies 1101 County Road 53 PO BOX 169 Granby, CO Winter Park, CO 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 firstfloor 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 Payment and Cancellations 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. If you are a travel agent, full payment is due 45 days prior to arrival. If you are a travel agent, full payment is due 45 days prior to arrival. You must report the guaranteed number of rooms, cabins, campsites 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. Alcohol 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. Computers Computer areas are located at the Buckboard Grill. There is an Internet access fee of $5 per day. Free wireless is available in the Administration building, all lodges, and in six, seven and eight-bedroom cabins. Maid Service We offer limited maid services. Please ask your Conference Coordinator for details pertaining to your accommodations. Self-service Laundry A coin operated laundry is located behind the swimming pool. Please see your guest bulletin for hours. Printed on Recycled Paper. MM 1.5K / caring honesty respect responsibility faith

19 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) Please review your contract for accuracy and record important dates below foreasy reference. Upon Making a Reservation 1. Pay Deposit You will receive a contract in the mail. Please sign and return with initial payment. The deposit is due when you confirm your reservation with Group Sales. Amount paid $ Six (6) Months Prior to Arrival 1. First Cancellation Date This is the first deadline to cancel reserved rooms, cabins and campsites. Please contact the Conference Office with your final attendance numbers. Contract Date (see contract): 2. Meeting Room & Equipment Request Complete and submit the Meeting Room & Equipment Request Form (page 5). Meeting rooms are assigned on a space-available basis. 3. Wheelchair Accessible or First-floor Room Request Please identify this request on the Room Roster Form (page 12) or call the Conference Office. Sixty (60) Days Prior to Arrival 1. 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 Group Activities Request Form (pages 10 11). * Activities must be cancelled two weeks prior to reserved date or you will be will be charged full price. 2. Final Cancellation Date Your deadline to cancel reserved rooms, cabins, campsites and nights is on your contract. Failure to meet this deadline will result in penalty charges. Please contact the Conference Office with your final numbers (see contract for penalties). Contract Date (see contract): Thirty (30) Days Prior to Arrival 1. 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. 2. Submit Tax Exempt Affidavit (if applicable) and Billing Information Agreement. Fill out and submit forms (page 8). Three (3) Weeks Prior to Arrival 1. Submit Room Roster Complete the Room Roster Form (page 12). Date to Submit: 2. Order Refreshments, Food & Grills Refreshments can be delivered to your meeting room, sack lunches can be provided for outings and summer cookouts can be arranged by request (see pages 6 7). Grills can be delivered to your cabin or fire ring. Arrival at Snow Mountain Ranch 1. Check in hours: 3 PM 6 PM Accommodations will be ready at 3 PM or later, during peak season 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. 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 Family Reunion University October 19 21, 2012 If your family is like most, you are busy! Are you wanting to organize a family reunion but afraid of planning it? Snow Mountain Ranch is hosting its 7th annual Family Reunion University, a weekend program that will teach you how to throw a successful reunion for all ages. Call now! (970) , x

20 Schlessman Commons Hours Spring, Summer & Fall Breakfast 7 AM 9 AM Schlessman Commons Lunch Dinner 11:30 AM 1 PM 5 PM 7:30 PM Meal Options All-You-Can-Eat Meals All meals in the Schlessman Commons Dining Room are served buffet-style. Individuals in each group receive paper meal tickets that must be presented at each meal. A fee will be charged to replace lost tickets. Special meals or menus must be arranged in advance. Meat and vegetarian sack lunches can be ordered, see page 7 for details. If you have food allergies or special dietary concerns please contact our Food Service Department at (970) , x1701. Ski Season Breakfast Lunch Dinner Enjoy delicious all-you-can-eat buffet-style meals! 6:30 AM 9 AM 11:30 AM 1 PM 5 PM 7:30 PM Other Meal Options Buckboard Grill & Grocery A variety of grocery items are also available at the store. Location: Administration Building Buckbord Grill & Grocery Espresso Stop Schlessman Commons 7 AM 1 PM Cappuccino, mocha latte s and more. Skinny Ski Café Nordic Center Open winter season for meals and refreshments. Skinny Ski Café Summer Cookouts All-you-can-eat. Saturday evenings. Advance reservation required. See page 7 for more information. 4 caring honesty respect responsibility faith

21 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 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. Group Group Size: Date/Time: / No. of Chairs: No. of Tables: Wheelchair accessible? Yes No Do you have a band? Yes No If yes, what time will they be playing? Please list any additional needs: Choose a room set-up (for custom please submit drawing request): Please remove this page, complete and then make copies of all forms before mailing. If your group is staying in cabins, a meeting room is not included in your lodging fee, a $6 per person/ per day/per meeting room. Based on availability. $50 minimum will apply. Additional charges may apply. Submitting Forms Please fill out this form and return to the Conference Office six months prior to your arrival. FedEx and UPS Snow Mountain Ranch 1101 County Road 53 Granby, CO U.S. Postal Service Snow Mountain Ranch PO BOX 169 Winter Park, CO Fax: (303) Please include a cover sheet. Contact Information Conference Office Telephone (888) (970) , x4127 smrconference@ymcarockies.org Square Theater Classroom U-Shape Picnic Custom (indicate below) Equipment Rental (limited availability) Type of Equipment Price (per day) How Many Date Time pa (Speakers, 1 Microphone) $ 50 Wired Microphone $ 10 Wireless Microphones (2) $ 30 Microphone Lapel $ 50 Microphone Stand $ 10 Music Stand $ 10 Overhead Projector $ 20 Slide Projector $ 20 Screen $ 10 lcd Digital Projector w/screen $ 50 32" TV $ 25 DVD Player $ 25 Vcr $ 20 Portable CD Player $ 25 Easel $ 10 Flip Chart or Whiteboard & Easel $ 15 Podium $ 20 Extension Cord / Powerstrip $ 5 8 x 4 Stage Sections (up to 25) $ 20 each Meeting Room Set-up Change (after initial set-up) $ 50 Special requests must be made prior to arrival for telephones, electrical and tents. Wireless is available in many areas, check with the Conference Office. 5

22 Refreshments, Food & Grill Request Form Please make additional copies of this form, one for each order. Delivery Location: Group Group Size: Day/Date: / / Delivery Time: Pickup Time: Refreshments & Snacks Refreshments can be delivered to your meeting room between 7 AM and 9 PM. Orders are picked up nightly or before additional refreshments orders for the next day are received. Submitting Forms Complete the forms, make copies and mail or fax to the Conference Office. Submit forms at least three weeks prior to your arrival. FedEx and UPS Snow Mountain Ranch 1101 County Road 53 Granby, CO U.S. Postal Service Snow Mountain Ranch PO BOX 169 Winter Park, CO Fax: (303) Please include a cover sheet. Contact Information Conference Office Telephone (888) (970) , x4127 smrconference@ymcarockies.org For Internal Use Only To Grill/Conference Service File: Initials: _ Date: _ Total posted to Maestro: $ gallon(s) regular coffee ($16 per gallon) doz. Cookies ($7/dozen) gallon(s) decaf coffee ($16 per gallon) doz. Muffins ($7/dozen) gallon(s) hot chocolate ($16 per gallon) doz. Donuts ($7/dozen) gallon(s) lemonade ($8 per gallon) doz. Brownies ($7/dozen) gallon(s) sugar-free lemonade ($8 per gallon) gallon(s) hot tea ($6 per gallon) gallon(s) hot water ($4 per gallon) gallon(s) hot cider ($12 per gallon) gallon(s) iced tea ($6 per gallon) gallon(s) cold water ($4 per gallon) ice ($1.50 per 6 lbs) Chips & Salsa ($4 per person) No. of people Veggie tray ($4 per person) No. of people Fruit tray ($4 per person) No. of people Fruit bowl ($4 per person) No. of people apples, oranges, bananas, seasonal fruit Naked Juices ($3.50 per juice) No. of juices NOTE: 1 gallon serves 16 people Refreshment Breaks 1. Sunrise Special ($8 per person) No. of people: Includes bagels, cream cheese, yogurt, bananas, granola, milk, coffee and assorted Naked juices 2. Activate America ($4 per person) No. of people: Includes, popcorn, tortilla chips w/salsa, apples and regular or sugar-free lemonade 3. Scream for Ice Cream ($5 per person) No. of people: Select two ice cream flavors: vanilla chocolate neapolitan Select three toppings: chocolate strawberry caramel nuts sprinkles 4. Health & Fitness On The Go ($10 per person) No. of people: Includes meat and cheese tray, assorted breads and condiments, fruit tray, coffee, iced tea and lemonade 5. Choc-O-Holic ($4 per person) No. of people: Includes chocolate chip cookies, brownies, chocolate milk or hot chocolate and coffee 6. Apple of Your Eye ($4 per person) No. of people: Includes basket of crispy apples, apple-cranberry muffins, coffee and hot apple cider or apple juice 7. Great Get-Together ($4 per person) No. of people: Includes Boulder Chips, popcorn, fresh apples and regular or sugar-free lemonade 8. Gourmet Lunch Box ($10 per person) No. of people: Choice of turkey, ham or beef with cheese on a croissant, fruit, Boulder Chips, granola bar and Naked Juice No. of each: Turkey Ham Roast Beef Special Requests: 6 caring honesty respect responsibility faith

23 Fruit Baskets Requested by: Occasion: Deliver to: Date/Time: / Please remove this page, complete and then make copies of all forms before mailing. 1. Garden of Eden / $20 per basket No. of baskets: Apples, oranges, grapes, strawberries, peaches, pears, nectarines, bananas, kiwi and other seasonal fruit, bottled water 2. Tropical Fruit Medley / $20 per basket No. of baskets: Pineapple or cantaloupe, apples, grapes, strawberries, bananas, kiwi and other seasonal fruit 3. Deluxe Fruit Basket / $40 per basket No. of baskets: Pineapples, apples, oranges, grapes, strawberries, kiwi, bananas, etc., sparkling cider, classic cookies BBQ Grill Rental Gas grills can be delivered to your cabin or picnic area. Lunch hours: 9 AM 3 PM, Dinner hours: 4 PM 10 PM Large Grill Delivery and pickup: $50 per meal or $100 per day 2' x 5' cooking surface with 68 lb. propane tank and grilling tools included. Small Home-style grill Delivery and pickup: $15 per meal or $30 per day Propane and grilling tools included. Delivery Date: Location: Pick-up Date: Delivery Time: Pick-up Time: Sack Lunches Order by 1 PM the day prior. For special dietary needs, please call x4127. All-you-can-eat Summer Cookouts Plan early we start taking reservations in February! Enjoy an evening of food and fun at the Mountain Air Cookout Shelter! Cookouts are every Saturday from the second weekend of June through the second weekend in August. The shelter accommodates 200 people so your group may be sharing the space with others. Reservations are in half-hour increments, but feel free to stay as long as you like. Menu offerings include steak, roasted chicken, hamburgers, hot dogs, veggie burgers, corn on the cob, baked beans, potato salad, corn bread, watermelon, lemonade, water and iced tea. Once we receive this form, our Food Service Department will contact you to confirm your cookout date. Group Group Leader: Phone: Best time to call: Sack lunch orders should be placed with your Conference Coordinator. Lunches can be picked up anytime after breakfast on your pickup date. Group leaders can arrange to pick up lunches at the Buckboard Grill in the Administration Building. No. of meat lunches: + No. of vegetarian lunches: = (total lunches) Pickup Date: Pickup Time: Will any group members be eating at the Schlessman Commons Dining Hall? Yes No If Yes, how many? No. of guests ON meal plan x $6/pp = $ No. of adults NOT on meal plan x $20/pp = $ No. of children (ages 6 12) NOT on a meal plan x $15/pp = $ Requested Cookout Date: Requested Time (please check one): 5 PM 5:30 PM 6 PM 6:30 PM 7 PM Cancellation Policy: To cancel due to inclement weather you must contact Food Service by noon the day of your cookout by calling x4122 or x

24 Billing Information Agreement Submitting Forms Please make a copy and send via: FedEx and UPS Snow Mountain Ranch 1101 County Road 53 Granby, CO U.S. Postal Service Snow Mountain Ranch PO BOX 169 Winter Park, CO Fax: (303) Please include a cover sheet. Contact Information Conference Office Telephone (888) (970) , x4127 smrconference@ymcarockies.org Billing Information Agreement 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 30 days 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. Group Contact Leader: Arrival Date: Departure Date: Please check one: 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 Snow Mountain Ranch with a room roster at least 3 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 Snow Mountain Ranch with a room roster at least 3 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 30 days of check in or during my stay. I also understand that full payment is due at check out. Signature: Date: Affidavit of Non-taxable Sale to Tax-exempt Organization Sales Tax Exemption Any group that pays with something other than a tax-exempt organization s check or credit card will be charged applicable sales tax. This affidavit must be presented at each visit, prior to check-in. The undersigned declares, under penalties of perjury, that the tangible personal property or taxable service purchased without payment of otherwise applicable Colorado sales tax(es) from YMCA of the Rockies is to be paid from the tax-exempt organization s fund and that said organization has not and will not receive any reimbursement through either direct payment, collection or donation from any person(s) for the use or consumption of said tangible personal property or services. Name of Tax-Exempt Organization Sales Tax-Exemption No. Group Name Contract No. Signature Title 8 caring honesty respect responsibility faith

25 Please remove this page, complete and then make copies of all forms before mailing. Free Activities * Snow Mountain Ranch offers more free activities than anywhere else. Included with your stay: basketball indoor pool tennis boccé ball indoor roller rink tetherball croquet ladderball sand volleyball foosball miniature golf volleyball hiking pumptrack 18-hole disc golf horseshoes table tennis Family Programs Please pick up a copy of our Program Bulletin at check-in. You ll find information on scheduled activities, musical performances, dancing, wildlife education, family campfires, night hikes and other family fun! Historical Sites The Rowley Homestead lets you experience the way life was as a Rocky Mountain rancher in the late 1800s and early 1900s. Indoor Swimming Pool Lifeguards are on duty during all scheduled pool times. Cameras, camera phones and video equipment are not allowed in the pool area or locker rooms. 25-yard heated pool and adult lap time aquatic climbing wall sauna and showers Library Stop by the library for a great selection of books and games. Trail Running/Walking Snow Mountain Ranch offers miles of beautiful trails for running, biking and walking. * In most cases, children must be accompanied by a responsible adult 18 years or older. May require refundable deposit for equipment rental. Other Activities Snow Mountain Ranch also offers these additional self-scheduled, fee required activities: Fishing & Fly Fishing Fishing areas are located on the grounds. No license is required at Gaylord Reservoir. Equipment rental is available at the Program Building, please call (970) , x4135. Group Photos by Dill Advance reservation required. Photos by Dill: (800) Get the group together and arrange for a professional photo. Locations available throughout Snow Mountain Ranch. Horse Activities Trail rides, all ages and levels. Advance reservation required. Sombrero Stables (970) Explore our beautiful trail system by horseback. Children age 6 and older may ride their own horse. We offer breakfast rides, saddle bag lunch rides and dinner rides. Helmets available upon request. Pony rides are also available for children ages 5 and under. Seasonal Winter Sleigh and Wagon Rides Whether the snowflakes are flying or not, these rides are great fun for small groups and families. Mountain Biking Join our guides, summer and fall to explore miles of scenic trails. Full or half day rental fee includes bike and helmet. White Water Rafting Off-site. Advance reservation required. For a wet and wild ride reserve a full or half-day white water adventure trip through Mad Adventures at (800) fun@madadventures.com Online: 9

26 Group Activities Request Form Please note this is a Request Form. A Snow Mountain Ranch representative will contact you to confirm program dates and times based on availability. Please fill out this form, make a copy and return it to the Conference Offices as soon as possible. Activity bookings are on a first come, first served basis. Group Arrival Date: Date Submitted: Departure Date: Contact Phone (Day): Phone (Evening): Fax: Contact Address: Submitting Forms Please make a copy and send via: FedEx and UPS Snow Mountain Ranch 1101 County Road 53 Granby, CO U.S. Postal Service Snow Mountain Ranch PO BOX 169 Winter Park, CO Fax: (303) Please include a cover sheet. smrconference@ymcarockies.org Contact Information Program Department Telephone (970) x4135 Free Orientations You can request a Program Coordinator to come to your meeting room or Reunion Cabin and provide a brief overview of Snow Mountain Ranch and the activities listed on page 9 and 11. Date Requested: Time Requested: No. of People Location: Meeting Room Reunion Cabin Self-led Campfire Fire Rings Gather around the campfire with your group for your own planned activities. One-hour time slots are available. For Program-led evening campfire rings please see page 11. Firewood is available for purchase. Date Requested: No. of People Time Requested: Softball Field Get your group together for a game of Softball. Reserve our field by the hour for your group. Date Requested: Time Requested: mdegginger@ymcarockies.org Program Director jayer@ymcarockies.org Assistant Program Director Cancellation Policy All groups not canceling activities at least two weeks prior to your scheduled date will be charged for the full amount of the activity. Market your event! Snow Mountain Ranch offers complimentary brochures that can help you market your event with descriptions of services, recreational activities, climate, telephone numbers, maps of the property and driving directions. Please send me: Snow Mountain Ranch Center Guides (quantity) Address: City: State: Zip: 10 caring honesty respect responsibility faith

27 Activity (fee-based) Fee (per session) Date Session (AM) Session (PM) No. of People Archery $ AM 1 2 PM 4 5 PM Age: AM 2 3 PM 5 6 PM Limit:10 per session 11 AM 12 PM 3 4 PM 6 7 PM Campfire Ring (program led) $ PM 8 9 PM Includes: s mores, songs and skits Canoeing (Summer Only) $ AM 1 2 PM Age: Must fit in life jacket AM 2 3 PM Limit: 20 per session 11 AM 12 PM 3 4 PM Location: Gaylord Reservoir Climbing Wall $ :30 AM 1 2:30 PM 5:30 7 PM Age: 4+ 10:30 AM 12 PM 2:30 4 PM 7 8:30 PM Limit: 12 per session 4 5:30 PM 8:30 10 PM Craft Shop $25/hr 6 7 PM 8 9 PM Group reservations plus craft fee 7 8 PM Please remove this page, complete and then make copies of all forms before mailing. Guided Hikes (carpooling) Waterfall: 3 miles (easy) $30 9 AM 12 PM 1 4 PM Forest Ecology: 2 miles (easy) $30 9 AM 12 PM 1 4 PM Barney Beaver: 2 miles (easy) $ PM 6 8 PM Night Hike: 1 mile (easy) $30 Dusk (by season) Revelation Point: 3 miles (int) $30 9 AM 12 PM 1 4 PM High Challenge Course (May Oct) $300 9 AM 12 PM 1 4 PM 5 8:30 PM Weather permitting Zip line not included Age: 12+ / Limit: 20 per session Desired Learning Outcomes: Low Challenge Course Based on 9 AM 12 PM 1 4 PM 5 8:00 PM For families and groups that participants desire to bond with purpose. and desired learning outcomes Desired Learning Outcomes: Snowshoe Hike (Winter Only) $180 9 AM 12 PM 1 4 PM Weather Permitting Age: 8+ / Limit: 15 per hike Location: Nordic Center Includes: snowshoe rental Family Zip Line (May Oct) $ :30 AM 1 2:30 PM 4 5:30 PM 35 ft climb, 600 ft zip 10:30 12 PM 2:30 4 PM 5:30 7 PM Weather permitting Age: 10+ / Limit: 10 per session Weight Limit: 200 lbs High Zip Line (May Oct)* $ :30 AM 1 2:30 PM 4 5:30 PM 55 ft climb, 700 ft zip 10:30 AM 12 PM 2:30 4 PM 5:30 7 PM Weather permitting Age: 12+ / Limit: 200 lbs Limit: 10 per session Winter Fun Park & Pavilion $25/hr 6 7 PM 8 9 PM Group Reservations 7 8 PM * High Zip Line has limited weekday availability. 11

28 Group Room Roster Form Group Group Leader: Arrival Date: Departure Date: Please indicate the appropriate code by circling below: A = Adult C = Child (ages 6 12) I = Infant (ages 5 and under) Please list the first and last name of each group member in a lodge room or cabin to ensure we are able to contact group members regarding phone calls and emergencies. List all children and infants lodging with their parents. 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. NOTE: Room numbers will be assigned at check-in. Room No.: Room No.: Deposit: $ Deposit: $ Circle if needed: Crib Handicap Circle if needed: Crib Handicap Room No.: Room No.: Deposit: $ Deposit: $ Circle if needed: Crib Handicap Circle if needed: Crib Handicap Room No.: Room No.: Deposit: $ Deposit: $ Circle if needed: Crib Handicap Circle if needed: Crib Handicap Mail or fax this form at least three weeks prior to your arrival. 12 caring honesty respect responsibility faith

29 Please remove this page, complete and then make copies of all forms before mailing. Assumption of Adult Risk/Waiver of Liability Form Adults 18 years and older. Please read before signing. Please make a copy of this form and have each person enrolled in the following activities read and sign this waiver. Activities requiring a signed waiver: Climbing Wall High Challenge Course Zip Line Questions: Snow Mountain Ranch Outdoor Education Director (970) , x4131 Submitting Form Complete this form, make copies and mail or fax to the Program Office. FedEx and UPS Snow Mountain Ranch Attn: Program Office 1101 County Road 53 Granby, CO U.S. Postal Service Snow Mountain Ranch Attn: Program Office PO BOX 169 Winter Park, CO Fax: (303) Please include a cover sheet. Contact Information Telephone Program Office (970) , x4135 mdegginger@ymcarockies.org MaryAnn Degginger, Program Director jayer@ymcarockies.org Janene Ayer, Assist. Program Director There are risks involved in this activity and/or these activities. You need not participate. It is your choice whether you participate in this activity or these activities and to what level. Our philosophy is Challenge By Choice, which means you select the degree of challenge (if any) to which you will be exposed. However, in order for you to participate at any level in this activity or these activities you must sign this document, and your signature forever waives your right to sue the YMCA of the Rockies (and its directors, staff, employees and other contracted parties) for any injury (or death) you may suffer arising out of your participation in this activity or these activities. ACKNOWLEDGEMENT OF RISK I acknowledge that there are risks and hazards in any of the activities in which I have chosen to participate. These risks include, but are not limited to: physical injury, trauma, emotional injury, death, and property damage. These hazards include but are not limited to: Falling from a height of up to 50 feet (climbing wall and high challenge course only); equipment failure; interference from other activities in the vicinity; high altitude (above 8,000 feet); and rigorous physical activity and exhaustion. The activity or activities in which I have chosen to participate may include intense physical challenges which, aggravated by high altitude conditions, may place unusual demands on my bodily systems. I acknowledge that this is not an exhaustive list of the risks or hazards I may encounter, and that I may encounter unforeseen situations. CERTIFICATION OF FITNESS I certify that I am completely healthy (both physically and emotionally) and capable of participating in this activity or these activities. I have listed below any medical conditions that the YMCA should be aware of which may hinder my participation in the activity selected. However, I understand that it is solely my responsibility to determine whether there is any medical reason, including personal or family history of cardiac disease, why I should not participate in the selected activity. DO YOU HAVE ANY MEDICAL CONDITIONS THAT WE SHOULD BE AWARE OF THAT MAY HINDER YOUR PARTICIPATION? No Yes IF YES, PLEASE EXPLAIN: WAIVER OF LIABILITY In order to participate in the activity or activities listed above, I forever waive my right to sue the YMCA of the Rockies (including its directors, staff, employees and other contracted parties) for any injury (including death) I may suffer arising out of my participation in this activity or these activities. I understand that by signing this document all liability of the YMCA (including its directors, staff, employees, and other contracted parties) to myself for any injuries (including death) I may suffer arising out of my participation in the activity or activities listed above will be forever extinguished. I, THE UNDERSIGNED, HAVE READ, UNDERSTAND AND ACCEPT THE TERMS OF THIS ACKNOWLEDGEMENT OF RISK/WAIVER OF LIABILITY FORM. I FURTHER ACKNOWLEDGE THAT NO ORAL REPRESENTATIONS CONCERNING THIS DOCUMENT HAVE BEEN MADE TO ME AS AN INDUCEMENT TO SIGNING THIS DOCUMENT. Name of Participant (please print): Age: Address: City: State: Zip: Phone (H): Phone (W): Phone (C): IN THE CASE OF EMERGENCY PLEASE CONTACT: Relationship: Phone (H): Phone (W): Phone (C): Signature of Participant: Date: 13

30 Assumption of Minor Child Risk/Waiver of Liability Form Adults on behalf of a minor child (17 years or younger). Please read before signing. Please make a copy of this form and have each person enrolled in the following activities read and sign this waiver. Activities requiring a signed waiver: Climbing Wall High Challenge Course Zip Line Questions: Snow Mountain Ranch Outdoor Education Director (970) , x4131 Submitting Form Complete this form, make copies and mail or fax to the Program Office. FedEx and UPS Snow Mountain Ranch Attn: Program Office 1101 County Road 53 Granby, CO U.S. Postal Service Snow Mountain Ranch Attn: Program Office PO BOX 169 Winter Park, CO Fax: (303) Please include a cover sheet. Contact Information Telephone Program Office (970) , x4135 mdegginger@ymcarockies.org MaryAnn Degginger, Program Director jayer@ymcarockies.org Janene Ayer, Assist. Program Director There are risks involved in this activity and/or these activities. Your child need not participate. It is your child s choice whether your child participates in these activities and to what level. Our philosophy is Challenge By Choice, which means your child selects the degree of challenge (if any) to which your child will be exposed. However, in order for your child to participate at any level in these activities you must sign this document, and your signature forever waives your right (and your child s right) to sue the YMCA of the Rockies (and its directors, staff, employees and other contracted parties) for any injury (or death) your child may suffer arising out of your child s participation in this activity or these activities. ACKNOWLEDGEMENT OF RISK I acknowledge that there are risks and hazards in any of the activities in which my minor child has chosen to participate. These risks include, but are not limited to: physical injury, trauma, emotional injury, death and property damage. These hazards include but are not limited to: Falling from a height of up to 50 feet (climbing wall and high challenge course only); equipment failure; interference from other activities in the vicinity; high altitude (above 8,000 feet); and rigorous physical activity and exhaustion. The activity or activities in which my minor child has chosen to participate may include physical challenges, which, if aggravated by high altitude conditions, may place unusual demands on my minor child s bodily systems. I acknowledge that this is not an exhaustive list of the risks or hazards my minor child may encounter, and that my minor child may encounter unforeseen situations. CERTIFICATION OF FITNESS I certify that my minor child is completely healthy (both physically and emotionally) and capable of participating in the activity or activities. I have listed below any medical conditions that the YMCA should be aware of which may hinder my minor child s participation in the activity or activities selected. However, I understand that it is solely my responsibility to determine whether there is any medical reason that my minor child should not participate in the selected activity. DOES THE PARTICIPANT FOR WHOM YOU ARE SIGNING HAVE ANY MEDICAL CONDITIONS THAT WE SHOULD BE AWARE OF THAT MAY HINDER HIS/HER PARTICIPATION? No Yes IF YES, PLEASE EXPLAIN: WAIVER OF LIABILITY In order that my minor child may participate in the activity or activities listed above, I forever waive my right (and my child s right) to sue the YMCA of the Rockies (including its directors, staff, employees and other contracted parties) for any injury my minor child may suffer arising out of my minor child s participation in these activities. I understand that by signing this document all liability of the YMCA (including its directors, staff, employees, and other contracted parties) to myself and my minor child for any injuries my minor child may suffer arising out of my minor child s participation in the activity or activities listed above will be forever extinguished. I, THE UNDERSIGNED, HAVE READ, UNDERSTAND AND ACCEPT THE TERMS OF THIS ACKNOWLEDGEMENT OF RISK/WAIVER OF LIABILITY FORM. I FURTHER ACKNOWLEDGE THAT NO ORAL REPRESENTATIONS CONCERNING THIS DOCUMENT HAVE BEEN MADE TO ME AS AN INDUCEMENT TO SIGNING THIS DOCUMENT. Name of Participant (please print): Age: Address: City: State: Zip: Phone (H): Phone (W): Phone (C): IN THE CASE OF EMERGENCY PLEASE CONTACT: Relationship: Phone (H): Phone (W): Phone (C): Signature of Participant: Date: 14 caring honesty respect responsibility faith

31 Chaplain s Faith-based Spiritual Programs The ministry at Snow Mountain Ranch wants to do our best to meet your specific needs. Our ordained Chaplain offers year-round, on-site worship and customized spiritual programs for all faiths and ages. If you haven t booked a special event with us ahead of time we offer last minute guided experiences such as: Bible studies Communion hikes and/or private sessions Family celebration services Hikes and snowshoeing experiences Prayer labyrinth at Hidden Sanctuary Worship services Outdoor chapel For more information please contact the Chaplain s Office at (970) , x4003. Snow Mountain Ranch Summer Day Camp Get ready for fun! Snow Mountain Ranch offers Day Camp, Monday through Friday, throughout the summer months. All campers enjoy age-appropriate activities such as hiking, swimming, climbing wall, songs, archery, crafts and so much more. Whispering Pines Chapel Sunday Chapel Service See the Program Bulletin for times or call x4003. Ecumenical Worship Celebration for all guests and ages. Music, devotional message, praise and worship, children s message. Communion and Vesper Services Scheduled seasonally NOTE: Please check our weekly schedule or contact the Chaplain Department for seasonal programs and/or arrange a special service. Registration Monday Friday 8 AM 8:45 AM Location: Day Camp Building Payment is due at registration for the days your child will be enrolled. In order to complete the registration process and allow your child(ren) to return to day camp the following day we require: A copy of their immunization records A health statement, filled out and signed by a physician or health care professional stating they are in good condition to participate in day camp. Early Registration Pre-register your child for summer day camp by phone or . (970) , x4144 smrdaycamp@ymcarockies.org Day Camp Fees Day Camp $ 25 (per day) Lunch $ 6 (per day) Wagon Rides $ 10 (per ride) Trail Rides $ 25 (per ride) Camper Groups Buckaroos K 1st Grade* Explorers Grades 2 3 Pioneers Grades 4 6 * Minimum age

32 Area Information Airport Denver International (DIA) (303) (800) Airport Shuttle Home James (800) Chambers of Commerce Grand Lake (800) Greater Granby (800) Winter Park (800) Denver Metro Convention & Visitors Bureau (800) Downhill Ski & Snowboard Rentals Snow Mountain Sports (970) , x4149 Group Photos Photos by Dill (800) www. photosbydill.com Hot Sulphur Springs (800) Golf Courses Grand Lake Golf Course (970) Pole Creek Golf Course (970) Granby Ranch Golf Course (800) Grand Elk Golf Course (877) Medical Centura Health Granby Medical Center (970) Timberline Family (970) Miscellaneous Snow Report (303) 825-SNOW Colorado Road Conditions (877) National Park Rocky Mountain National Park (970) Ski Areas Sol Vista Ski Resort at Granby Ranch (800) Winter Park Resort (303) 572-SNOW Snowmobiling On the Trails Rental (888) White Water Rafting Mad Adventures (800) For additional copies of this guide please visit or call (888)