Begin Contract Process:

• First time to Mission Springs: Complete Guest Group Inquiry Form
• Returning Group: Contact the Director of Guest Groups at [email protected] or call 831-335-9133 x16 to discuss available dates and begin the contract process. 
• View lodging and meeting space options on our website: www.missionsprings.com/guest-group

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.

Planning your Retreat

• Our Guest Care Team Coordinator 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 Mission Springs waiver to all participants
• 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

Finalizing your Retreat

• Our Guest Care Team Coordinator 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.

Finalizing your Retreat

• Our Guest Care Team Coordinator 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

Additionally for Youth Retreats

• Finalize chaperone affidavit

End registration for retreat

Submit documents

• Submit check request to church/organization for guaranteed minimum balance
• Total dietary counts from Mission Springs waiver and report final tallies on prep sheet 
• Submit all prep documents to our Guest Care Team Coordinator 

Remind your participants…

• 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.

• Complete rate sheet (provided at check in) with actual numbers and return to host

• Check in with our guest care team if you have questions or needs
• Vacate rooms and collect keys by 9am on checkout day
• Check out with our guest care team prior to departure

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

• Finalize invoice and any remaining balance with guest groups director 
• Confirm dates for next year!