Going the Extra Mile for Your Guests: The Coordinator Checklist

by SierraMerril

08 21, 2014 | Posted in Event planning, Location, Meeting, Preparing for your visit, Uncategorized | 0 comments

Conference Coordinators should be sure to schedule free time for their participants during their stay on Fallen Leaf Lake.

Allowing your guests free time to explore the Fallen Leaf Lake area can be inspiring, reenergizing, and a welcome break from meetings. Views like this on the Clark Trail are only a 30-minute hike from Camp!

Are you planning a meeting, wedding, retreat or conference at Stanford Sierra Conference Center? Camp’s staff takes care of most everything while you’re here, but there are a few extra things you can do prior to your arrival to make sure your participants have the best experience possible while at Fallen Leaf Lake! As hosts for several conferences a year, we also go through this coordinator checklist to make sure our guests are prepared for a well thought out and planned event.

  • Look at your agenda and make sure you’ve scheduled free time for your guests. Attending a conference at Fallen Leaf Lake, but not having time to paddle on the lake, hike, or relax and read a book just isn’t right! While the main focus of your stay with us may be work, free time can inspire and reenergize your participants.
  • Give your participants a packing list. We’re happy to provide a basic list for you and your guests, but do they need to bring specific items for the conference? Slides for a presentation? A nicer outfit for a formal dinner? Their best 70s garb for Disco Bingo?
  • Provide your guests with clear directions for getting to Camp.  Your first visit to Stanford Sierra Conference Center can be unnerving. We are at the end of a winding and narrow, but beautiful road. Watch our driving video and share it with your guests so they know what to expect on the drive into Camp.
    Tote bags are great conference gifts! As a coordinator, think about what gifts a guest might use while at Camp.

    Creative Camp participants show off their new tote bags!

  • Create a #hashtag for your event. Use your social media hashtag to advertise your event and connect your guests before and after their stay. You’ll also have access to your guests’ great pictures. Be sure to connect with us (@stanfordsierra) and tag us on Instagram and Twitter so we can see how much fun you had!
  • Create gift bags or schwag for your guests. Everyone likes free things. Even better? Free useful things! Think about what your guests may be able to use during their stay. Hats? Sunscreen? Flashlights? We’re happy to hand your gifts out at the front office when your guests check-in, or have them waiting in their rooms.
  • Have a craving for a special menu item or snack? Be sure to let us know if you’re hoping for something special at your social hour, coffee break, or any one of your meals. Our baker, Steve, receives several requests a year from repeat groups who can’t wait to enjoy his seven layer bars!
  • Request selected wine and beer. The Fountain, Camp’s store, is stocked with a variety of beer and wine. But are you looking for something special? Perhaps a few cases of wine from your favorite Stanford affiliated vintner? Let us know and we can ensure your group has all of your favorite beer and wine on hand.
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