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Mask requirements are changing at Estes Park Center and Snow Mountain Ranch. Learn more 

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Snow Mountain Ranch Group Planning Guide

June 24, 2021

This guide will help you plan everything you need to host a successful group event at Snow Mountain Ranch.

This guide will help you plan everything you need to host a successful group event at Snow Mountain Ranch. Lodging, meeting rooms and activities fill up quickly. In order to ensure you get the most out of your stay, plan in advance by submitting your request forms early. Our Conference Coordinators are here to help you with planning your itinerary and any special needs. When turning in the necessary forms, please return them to the Conference Office prior to your arrival. E-mail forms to your assigned Conference Coordinator, or to smrconference@ymcarockies.org. You may also fax or mail documents to the office at 970-887-8964.

*Please note, masks are required for all guests and groups in the Schlessman Commons Dining Room when not seated at a table.

Group Leader Timetable

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

UPON MAKING A RESERVATION

Pay Deposit

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

ONE YEAR PRIOR TO ARRIVAL

Reserve Activities

Many activities are free and you can participate in them once your group has arrived. However, we strongly encourage you to reserve private group activities in advance. You may make group activity reservations up to one year in advance by completing these Group Activities Request form.

  • Activities must be cancelled two prior to reserved date or you will be charged full price.

SIX MONTHS PRIOR TO ARRIVAL

First Cancellation Date

This is the first deadline to cancel reserved rooms, cabins and nights.

Wheelchair Accessible or Entry-Level Room Request

Please identify this need on your Room Roster form, or call your Conference Coordinator to reserve these rooms as soon as possible. Lodges do not have elevators.

60 DAYS PRIOR TO ARRIVAL

Final Cancellation Date

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

30 DAYS PRIOR TO ARRIVAL

Meeting Room & Equipment Request

Complete and submit the Meeting Room Request form  & Equipment/ Audio Visual Request form. Meeting rooms are assigned on a space-available basis. Specific meeting spaces are not guaranteed unless stated on your contract. Meeting rooms will be left empty unless setup information is received prior to arrival.

Submit Tax Exempt Affidavit (if applicable) and Billing Information. This form is required for all groups and must be filled out for each visit. Please complete and return to the Conference Office prior to your arrival.

THREE WEEKS PRIOR TO ARRIVAL

Submit Group Room Roster

Complete the Group Room Roster form.

Order Refreshments and Snacks

Refreshments can be delivered to your meeting room. Boxed lunches can be provided for outings and summer cookouts can be arranged by request. View the Refreshments and Food Request Form for more information.

CHECK IN & CHECK OUT

Your accommodations will be ready by 6 PM. Please be aware that on exceptionally busy days or holidays, your accommodations may not be available until after 6 PM. 

Group leaders should arrive prior to the group in order to confirm last-minute details, check the Room Roster and pick up room keys. Registered guests are free to participate in activities until accommodations are ready.

Check out by 10 AM

All groups check out at the front desk. Full payment is required at check-out unless you have made prior arrangements with your conference coordinator to receive the bill after your departure.

You will receive an invoice detailing all charges posted to the master account. For groups using our online reservation option, individual invoices will be provided.

Our Policies

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

Activities

One Stay Pass per guest is included in the price of your lodging accommodations. Your passes will be given to your group when checking in at the Administration Building.

Your pass should be worn during your stay to allow us to recognize you as a guest, and provide you with access to activities.

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

Meal Options

All-You-Can-Eat Meals

All meals are served buffet-style at the Schlessman Commons Dining Hall. Individuals in each group receive designated wristbands that must be presented at each meal. A fee will be charged to replace lost wristbands.

We do our best to accommodate dietary restrictions. If you have concerns, please contact the Schlessman Commons Dining Hall, 970-887-2152 x1701.

Special Meals

Boxed meals must be ordered by noon at least two days in advance of the date needed. All boxed breakfast and lunch orders are available for pick-up at the Buckboard Grill. For more information please contact your Conference Coordinator.

Catering

For more information about catering for your group, contact your Conference Coordinator. If you are interested in catering for a wedding or special event, please contact our Weddings and Special Events Coordinator at 970-887-2152 x4227.

For more information on our dining options, please visit our Dining webpage.

Forms

Please make sure to fill out the following forms prior to your group stay. Use the Group Leader Timetable to ensure all forms are turned in at the appropriate time. When turning in the necessary forms, please return them to the Conference Office prior to your arrival. E-mail forms to your assigned Conference Coordinator, or to smrconference@ymcarockies.org. You may also fax or mail documents to the office at 970-887-8964.

Download Billing Information Form.pdf
Download Group Activity Request Form.pdf
Download Refreshments and Food Request Form.pdf
Download Assumption of Risk/ Waiver of Liability.pdf
Download Meeting Room Request Form.pdf
Download Room Roster Form.pdf
Download Equipment/ Audio Visual Request Form.pdf
Assigned Categories: Snow Mountain Ranch