FOR YOUTH DEVELOPMENT® FOR HEALTHY LIVING FOR SOCIAL RESPONSIBILITY How to Organize your Reunion Family Reunion News YMCA of the ROCKIES–Estes park Summer 2013 In This Issue Special Event Opportunities.......2 Helpful Tips From Our Conference Coordinators............3 What to Expect on Arrival...........4 Our International Program..........5 Billing Information......................6 Our Family Reunion Conference Staff ........................7 Family Reunion University..........9 Photos by Dill Our conference staff is here to help! To book your reunion: 800-777-9622 If you have a reservation: 970-586-3341, x1021 Special Event Opportunities Getting the entire family together can be challenging at times, so when you do, you want to make sure to take advantage of every opportunity. The YMCA of the Rockies has plenty of lodging choices, beautiful outdoor spaces, activities and catering to offer you when you plan a reunion with us. Whether you are celebrating a birthday, anniversary, wedding, birth, or remembering those who have passed, we can help make your celebration one to remember. Welcome It is with great joy that we welcome you to the Estes Park Center – YMCA of the Rockies. We are honored that you have chosen us to host your reunion. I am sure you are excited and perhaps a bit overwhelmed about your family reunion. You are in good hands — it’s not difficult to put a family reunion together— it’s a simple puzzle really— not one of those puzzles with 1,000 pieces. Putting a family reunion puzzle together is more like putting a puzzle together of the United States; you know where all the pieces go — you just have to find them. My hope is that with the enclosed ideas and tips, we will help you assemble the puzzle. We are so excited that you remarkable people have chosen the YMCA of the Rockies for your family reunion. You are the flag bearers, the stewards, the story tellers of your family. By planning the family reunion you are adding to the family legacy. You made, or helped make the decision to bring everyone together. You are the authors of your family’s story and we are proud to be a part of that story. Have a wonderful time at your family reunion this summer. Let us help with the details so that you can spend your time sharing the stories of your family. Want to have a day where you celebrate everyone’s birthday from the past year? Need a special anniversary cake? Let our baker bake up a special cake for your celebration. Love ice cream? Let us help you plan an ice cream social where the entire family can gather together and celebrate. The perfect place to say “I do!” The YMCA of the Rockies can make this family celebration a special one. We offer both indoor and outdoor wedding sites with spectacular mountain back drops. Your reception and catering can be arranged in a formal reception room, or in a less formal location like a family cabin or meeting space. Our chapel sites can also be used for vow renewals and memorial services. Summer Cookouts What better way to get a family together than outside at a delicious evening barbecue with great Rocky Mountain views! Our cookouts are offered Tuesday, Thursday and Saturday nights at the Upper Cookout Pavilion. Reservations are required and fill up fast, so book early. Cordially, John Breed Conference Director Family Reunion News Summer 2013 No matter what your family wants to celebrate, we are here to help. Please contact our Conference Coordinators at 970-586-3341, x1021. ymcarockies.org 2 Helpful tips from our conference coordinators Whether it’s your family’s first time here or your 31st time, there are countless new experiences to be had at YMCA of the Rockies! These tips can drive participation and make your reunion more fun! 1. Celebrate Milestones Once the Conference Office receives your contract, we will send you a welcome letter and our Group Planning Guide. This guide is chock-full of important information about planning your upcoming reunion. It is essential for the group leader to read through the guide in its entirety and follow the group timetable. Plan around a special date. Important birthdays, a 50th anniversary, acknowledge graduations, births, baptisms, christenings and marriages. 2. Build in Expenses Group leaders should build in the cost of postage, special events, treats, etc. This way, participants aren’t constantly asked for more money. If there is extra money left over, you can always throw a pizza party, offer root beer floats or put it towards the next reunion. Planning Guide Forms If your group is staying in lodge rooms, a meeting room is included in your rates. If your group is staying in a reunion cabin, meeting rooms are not provided. If space is available one may be rented. You can find the Meeting Room & Equipment Request Form on page 5 of the guide. This form covers the setup type as well as any additional equipment that you may need. All tables and chairs are included with the use of the room, but these rooms are empty so you need to tell us what you need! To reserve audio visual equipment such as a speaker system or karaoke machine for a family talent show, please complete the Audio Visual Equipment Request Form on page 6. If your group is staying in a cabin and would like to rent any of our equipment, please do! If we have availability, we will deliver the requested items to you. If your group would like to have any snacks or refreshments during said talent show, you can order them. On page 8 of the Planning Guide is a list of various à la carte items and snack/meal packages. If you’d like to have an ice cream social or popcorn with a movie, all you need to do is tell us how many people and when, we’ll do the rest. Will people be hiking or shopping and have to miss a meal? No worries! We have an option for a sack breakfast, lunch or dinner which would replace the missed meal from your meal plan. Simply let the conference office know by 12 PM the day prior. The Room Roster Form is one of the most important forms to submit. We need to know the names and numbers of individuals in each room for several reasons. One reason is for your safety and in case of an emergency so our operators can get a message to you. Another important reason is to be as accurate as possible for billing. Our system charges per person and if this information is not accurate your billing process could be delayed. Any group that makes purchases from the YMCA of the Rockies must complete the tax affidavit and declare their tax status. An original of the affidavit on Page 7 of the Planning 3. Programs and Activities We can contact the program department to help you plan some great activities. How about icebreakers on the first night? Family campfires, hayrides, guided hikes, zip line, or craft sessions are also available. 4. Invite non-related family Neighborhood families you grew up with and friends are all additions that can add great value and fun stories to the reunion. 5. Delegate Tasks Find and use the hidden talents of family members to help you make your reunion run smoothly. For example, the accountant can figure out the money; the sales person can make phone calls; assign a social media savvy participant to set up a Facebook page, family blog or newsletter and upload details and photos. 6. Have a memorial service Our chaplains would be happy to help you with a special service for family members who have passed away. Continued on page 4 Family Reunion News Summer 2013 ymcarockies.org 3 How to Avoid Delays Upon Check-in By the time you arrive, the conference department should have all your information and billing agreement. If you have set up your contract through our online reservation system, you will NOT need to provide us with a room roster. Each member of your party should have made their own reservation and been assigned a room. A Room Roster Form is required if you have set up your contract where you are responsible for your entire party’s room assignments and everything will be paid on ONE master bill, OR you are responsible for all room assignments and then each person will pay for his/her own bill. If we have not received this form, we will need a list of all members of your party along with the room numbers that you have assigned to them BEFORE we can check you in and give you your room keys. Why is your Room Roster Form important? What to expect On arrival Check-in begins at 3 PM and can be as late as 6 PM. When you arrive please check-in at Guest Registration located in the Administration Building. • If you are on a meal plan, we need to know the exact number of meal tickets to issue you and make arrangements with food service. • The accuracy of your bill depends on the number of people you have in each room. • In case of an emergency we need to know who is where so we can contact them quickly. We also need to be able to contact individuals in your group in case your family or friends are trying to reach you. Transportation Please let us know if most of your party will have their own cars or if there is a bus that will remain on grounds during your stay. It is also important for us to know if the majority of your party is taking a shuttle service from the airport to Estes Park Center. The reason we ask this is for your safety in case of an emergency. Billing Verification and room keys We will review and verify your billing option with you at check-in. Most family reunions do not fall under tax-exempt status, but if yours does we must have your completed and signed tax-exempt affidavit at check-in. Estes Park Center can accommodate up to 5,000 guests every night. We offer: • 9 lodges (totaling 602 rooms) • 10 reunion cabins (ranging from 5 to 17 bedrooms per cabin) When all members of your party have checked in, you will receive two keys per room (additional keys can be supplied with advance notice.) You will also receive a map of the grounds, a program activity bulletin and an evaluation form. If you need additional copies of these pieces please let us know. Check-Out Check-out time is 10 AM at Guest Registration in the Administration Building. Full payment is required at the time of departure. We accept cash, personal checks, travelers checks, MasterCard, VISA, Discover and AMEX. We also accept multiple forms of payment (ie: 2 checks, 3 credit cards, etc.) All guests are welcome to stay on the property and use our facilities for the remainder of the day. Helpful Tips Continued from page 3 Guide workbook must be completed, signed and submitted prior to check-in for each visit. Special requests for rooms, i.e. handicap accessibility, stairs, and mobility issues are also important to know as soon as possible. In our office we try very hard to keep blocks of rooms together, while keeping in mind these special needs. It is very important to read through the Planning Guide well in advance of your group’s arrival. If you see something you’re interested in, return the form as soon as possible since space and availability are limited. If the forms are not pertinent to your group’s needs, then don’t worry, we’ll let you know what we need from you. The Planning Guide was created to assist you with your planning, to answer questions and to help you host the most memorable and meaningful family reunion possible. We look forward to working with you, answering your questions and learning about you and your family! Family Reunion News Summer 2013 ymcarockies.org 4 YMCA of the Rockies International Program The last two words in the YMCA of the Rockies’ Mission Statement are “for all.” “Life at the Y has opened my eyes. They taught me how to be more responsible, to care about others by listening and being patient, to help others when they need help and to share the joy of life every day and everywhere.” - Fallou, Senegal “I had the privilege of meeting donors, board members and senior volunteers ... If it wasn’t for them I believe my stay would not have been so wonderful. The care and love they showed was beyond anything I had ever seen.” - Melissa, South America The YMCA of the Rockies International Program was designed to provide opportunities for people of all nationalities, cultures and religions to learn about American culture and practice the English language. It enables our American staff members and guests the opportunity to build relationships with people from around the globe and strengthen their world perspective. Through this program our staff and guests interact and develop a world perspective by breaking down barriers and promoting peace and mutual understanding. Participants in the international program gain programmatic, administrative and communication skills, returning home with increased self-confidence and the initiative to lead in their communities. Cultural exchange experiences are provided through events such as the International Fair, where staff members set up displays in the Administration Building and talk to guests about their home country. In August 2013 we will also be hosting an International Dinner for guests and staff where the culinary treasures of each country will be featured and shared. Our 2013 summer international staff represents many countries. For more information Click here to visit us online. FOR Youth Development Family Reunion News Summer 2013 ymcarockies.org 5 Billing Information The YMCA of the Rockies offers three payment options. During your conversation with our Group Sales department your contract will be customized to your group specifications and preferred payment option. When you have chosen which billing option best suits your needs, please complete the Billing Information Agreement found on page 7 of the Group Planning Guide, and return it to our Conference Department at least 3 weeks prior to your arrival. NO CHANGES CAN BE MADE within three weeks of check-in or during your stay. 1 online reservation If you choose the online reservation option, each attendee will be responsible for making his/her own reservation and for any balance due at the end of their stay. The deposit for the room will also already be on their reservation. •Any charges that are made by the individuals such as horseback riding, craft fees, etc. will appear on their reservation. •Any 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. •Please let us know if you want any of your booking fee payments applied to individual’s bills prior to your arrival. 2 Group Leader Pays all If you choose this option you as the group leader will need to give us a Room Roster Form in the Group Planning Guide with the names of all the people attending. You will be the person responsible for payment of all charges incurred during your stay. All charges, including incidentals will be itemized on your bill so you can see the breakdown. As the group leader you will be the only one required to come to the Guest Registration Desk to check-out. NOTE: Reunion Cabins If you have booked any of our reunion cabins, you do not have a billing option. All reunion cabins will be billed as a unit price and the total charge will be the responsibility of the group leader. Unit price can not be split amongst individual guests. If you would like individuals to pay towards the total, you will need to provide the individual with the amount they should pay. The individuals can then come to the Guest Registration Desk and ask to apply this amount to the master invoice. It is our goal to help make your stay as enjoyable as possible. If you have any questions, please contact a Guest Registration Manager or Supervisor by dialing x1007 from your room phone. A Conference Office Representative is also available at x1021. The Conference Office can answer billing questions or have an invoice prepared for you in advance of your departure. Family Reunion News Summer 2013 3 Group Leader Makes reservations but Individuals pay If you choose this option the group leader is responsible for giving us a Room Roster Form in the Group Planning Guide with all of the names of your party and their assigned rooms. It is very important that we receive this 3 weeks prior to your arrival. •Attendees will be asked to checkin individually at the Guest Registration Desk. If you, as the group leader choose to receive the keys for everyone, you will be responsible for giving the correct keys to each guest as stated. This ensures that each individual’s bill at the end of their stay will be accurate. •Each attendee is responsible for his/her own 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. •Since we will not have billing information for each attendee, you as the leader will need to provide us with addresses and phone numbers for all attendees for safety reasons. Please also let us know if you would like any of your booking fees to be applied to individual reservations. •If we do not have this individual billing information and one of your attendees fails to pay the balance upon departure, you as the group leader will be responsible for payment. ymcarockies.org 6 our family reunion conference staff John Breed Switchboard Conference Director “I enjoy the varied John’s family started coming to the YMCA aspects of serving of the Rockies in 1960, when he was four. you as guests. ” Almost every summer John’s family left the heat of Southern Illinois and headed west to the cool mountain air and relaxing Administration Building porch. Over the summers, John worked in just about every department at the YMCA of the Rockies. His subsequent 30 year full-time career with the YMCA of the Rockies has been with the Conference Office. “I enjoy the varied aspects of serving you, our guests. It is challenging, exciting, sometimes simple or subtle but always magnificent. Thank you for the opportunity to be of service to your group. Outside of my duties at the YMCA of the Rockies—I am a church organist at the local Episcopal Church. I love to travel the world (with an affinity for France) and I’m quite the railroad buff. I am also accused of knowing someone everywhere, and of being a human GPS.” Emily Herman Events Coordinator Our operators are on duty 24 hours a day, seven days a week. If you need assistance contacting a department dial “0” from any on-grounds phone. If you have an emergency situation, please dial “222” from any on-grounds phone. Copy and Fax Services Copy and fax services are available at the Guest Registration Desk. Computers Computers and printers are available at no charge in the Administration Building for printing boarding passes. Personal Check Cashing Personal checks can be cashed at the Guest Registration Desk for up to $100 with the proper ID. “ Knowing that I get to help bring people together is what makes coming to work each day so easy.” Emily has worked at the YMCA of the Rockies since she graduated college in 2008. She started as a seasonal employee in our conference services department and transferred to the conference office in 2009. Emily works with a wide range of large groups, families and weddings. “My life can be described in three simple words—faith, family and friends. When I am not working I love to be outdoors, skiing, hiking, camping or just reading a book. My faith is what drives me every day to learn and grow. I love challenging myself to try new things and stepping out of my comfort zone to see what I’m fully capable of. Continued on page 8 WiFi WiFi is available in the Administration Building during operating hours, and in all lodges and the majority of reunion cabins. ATMs An ATM is available in our Administration Building for your convenience. Post Office There is a post office on-grounds located below the Walnut Dining Room. Summer hours: 11:30 AM – 4:30 PM. Notary We do have a Notary on staff. To schedule an appointment please dial “0” from any on-grounds phone. From left to right: Dylan Starks, Starlin Dotson, Alison Ostman, John Breed, Joni Fontaine, Janet Taylor, Emily Herman Family Reunion News Summer 2013 ymcarockies.org 7 Conference Staff Continued from page 7 Working with large groups, families and weddings is very rewarding, I get to help people create memories and experiences that they will carry with them for the rest of their lives.” Alison Ostman Conference Coordinator “I love meeting new Alison has a degree in people and hearing Communication, and why they love the Outdoor Education and YMCA of the Rockies Recreation from the so much! ” University of Minnesota, Duluth. She started working for the YMCA of the Rockies in 2007 as a Family Programmer and currently works in the Conference Office. “I’m originally from Minnesota where I grew up on the water and loved spending time outdoors. I moved to Colorado after graduating because it seemed to be just the right fit—Colorado has it all! The people who live here and vacation here are some of the nicest and most caring people that I have ever met. Many of our guests have been visiting here for generations and hope to continue that tradition with their families and organizations. Other groups are coming here for the first time to experience the magic of the Rockies.” Starlin Dotson Conference Coordinator in Recreation and Parks Management. One thing that has always stuck with me while working on my degree is my professors reinforcing in us that as recreation majors ‘it is our duty and goal to provide a great experience’. It is my goal to provide group leaders and guests at the YMCA of the Rockies with the best experience they can have.” Joni Fontaine Conference Coordinator Joni helps YMCA guests with event planning by answering questions, acting as liaison between departments and being there for the many questions that come up in the process. “ Family Reunions are my favorite because I have the opportunity to meet so many interesting and fun people.” “I am a Colorado native, love the outdoors and serving others. Both my husband and I work at the Y and feel very fortunate to be in such a wonderful environment and to be able to share our outstanding facilities with others. Family Reunions are my favorite because I have the opportunity to meet so many interesting and fun people and make their experience a smooth and enjoyable one. I love to hear about the various family traditions and, more often than not, the generations of family history with the YMCA of the Rockies.” “Please use our tips to help you with your family gathering. ” Starlin started working for the YMCA organization in 2009, he recently joined us here at the YMCA of the Rockies in 2012. Starlin’s previous experiences with other YMCAs help to make him great at customer service, and conference and event planning. “I am originally from Maryland where I earned my degree Family Reunion News Summer 2013 ymcarockies.org 8 Family Reunion University WhEn: Nov. 1–3, 2013 Where: Estes Park Center, CO “The entire experience was so beneficial. All materials were well organized and clear. Family Reunion University helped us in our planning process by providing us with the ability to see accommodations and food first hand and talk to the staff one on one.” – Karen “We want our reunion to be wonderful. This was exactly what we needed. So many possibilities! ” – Joan Join us for a fun weekend and learn easy reunion planning tips from our expert staff! Our Family Reunion University weekend includes: • • • • Two nights lodging Five buffet style meals A tour of our reunion facilities All your classes plus advice on custom programming, the booking process and a Q & A session. “ Family Reunion University helped to put the pieces of the puzzle together.” – Stan Cost: $125 per participant Reservations: 800-777-9622 Congratulations! Photos by Dill 2012 Family Reunion University graduate class