Group Leader Information for Groups Larger than 15

Welcome and thank you for choosing Buckhorn Springs for your retreat. In an effort to make things run as smoothly as possible for everyone please review this information. Feel free to contact us for clarification or discussion if necessary. We encourage your thoughts and suggestions.

Group Leaders

Please Email the Following Four Items One Week Before Date of Arrival

  1. Retreat Schedule
  2. Room Assignments 
  3. Retreat Liaison
  4. Participant’s Food Allergies
The group leader should e-mail a copy of the retreat schedule one week before the retreat. Please provide as much information about the group as possible so that our staff can be prepared to respond to the group’s needs. The more we know about when and where group activities are going on, the better we can respect your quiet, privacy, and other concerns.

Please include:

    1. Buckhorn Orientation – A 10 to 15 minute group orientation is necessary for all groups. Orientation will be lead by Bruce, Leslie or Russell Sargent. Please schedule a time for orientation into your Retreat Schedule on the first day.
    2. Use of the Dodecagon or Lodge – Include a schedule of the times you plan on using the Dodecagon or Lodge for group activities.
    3. Arrival Times – Indicate the expected group leader, liaison and participant arrival times. Please note any early participant arrivals.
    4. Departure Time – Please note the time in which you expect your guests to check out.
    5. Room Assignments – An emailed copy of the spreadsheet is due one week before arrival and a hard copy upon arrival.
    6. Meal Times – Please select one hour increments for the times you want Breakfast, Lunch and Dinner.

Our meals, carefully planned and prepared by Chef Leslie Sargent and Buckhorn staff, are served buffet style.

Meals Suggested Meal Window (Pick One Hour Increment)
Breakfast Window 7:00am –  9:30am
Lunch Window 12:00pm – 1:30pm
Dinner Window 5:00pm –  7:30pm
  • Breakfast, Lunch and Dinner are usually served buffet style within a 1 hour time frame.
  • Snacks are available for an additional charge. Please allow a ½ hour time period for snacks.
  • Coffee is available one hour before breakfast is served.
  • Tea is always available.

A draft of the Room Assignments is due one week before the event, however since numbers can be fluid prior to the event, we should work together to finalize assignments the day before. We are happy to assist in assigning rooms/cabins to participants if you would like, just call. Please arrive with a hard copy of your Room Assignments Spreadsheet.

Download and use the Room Assignment Spreadsheet to assign accommodations.

Lodging Beds Double Occupancy Extra Beds Extra Capacity Guests Assigned
 Lodge:          
 Willow  Q  2      
 Cowboy  Q & S  3      
 1900  Q  2  F  1  
 1864  Q  2  F  1  
 Emendal  Q  2      
 1940’s  Q & S  3      
 1920’s  Q & S  3      
 1930’s  2 – S  2  F  1  
 Cabins:          
 Cabin One – Front Bedroom  Q  2      
 Cabin One – Back Bedroom  2 – S  2      
 Cabin One – Living Room      POQ  2  
 Cabin Two – Front Bedroom  Q  2      
 Cabin Two – Back Bedroom  S  1      
 Cabin Three  Q  2  F  1  
 Cabin Four  Q  2  F  1  
 Cabin Five  Q  2      
 Cabin Six  2-S  2  F  1  
 Cabin Seven  Full  2      
 Creekside Cabin – Front Bedroom  Q & S Bunk 3      
 Creekside Cabin – Back Bedroom  Q & S  3      
 Creekside Cabin – Living Room      F  1  
 Toft House:          
 Toft House – 1st Floor Front Bedroom  Q & 2 – S  4      
 Toft House – 1st Floor Back Bedroom  Q  2      
 Toft House – 2nd Floor Front Bedroom  K & S  3      
 Toft House – 2nd Floor Back Bedroom Q & 3 – S  5      
 Toft House – 2nd Floor Living Room      POQ  2  
           
 Lodge, Cabin and House Totals    51    9  
           
 Camping  8 Sites  16    8  
           

Notes:  

  • Q = Queen Bed
  • S = Single Bed
  • 2 – S = 2 Single Beds
  • K = King Bed
  • F = Futon off Floor
  • POQ = Pull out Queen Bed

Download Room Assignment Spreadsheet

We require each group to designate a Retreat Liaison that group participants may come to with questions or concerns about the meal or an other aspects of their stay. The designated retreat liaison is then the contact person to bring comments, concerns or questions to the Buckhorn Springs staff. Often the Retreat Liaison is the group leader, but can also be a designated person. Please include the name of your Retreat Liaison one week prior to arrival and be sure to introduce him/her to Bruce or Leslie Sargent upon arrival.

In the past there have been some very difficult times when people have come into the kitchen with concerns that need attention, unfortunately when our staff was in a critical meal preparation moment. Please inform the Retreat Liaison be considerate with the timing in which you choose to communicate a need.

Buckhorn Springs prepares three healthful, delicious family-style vegetarian meals each day.  The original menus are thoughtfully prepared to utilize complementary proteins combining grains and legumes, with dairy products and eggs. Buckhorn Springs organic produce and other locally grown organic produce are used whenever possible.

Buckhorn Springs Caters to the Following Food Preferences

  1. Vegetarian
  2. Vegan (Diary Free)
  3. Gluten Free

For those who indicate the above diets or a serious food allergy, separate dishes generally will be prepared.  These dishes will be simple, unseasoned legumes, vegetables and grains.  

When separate dishes are prepared to accommodate these diets, these dishes will be set aside and clearly labeled. Since under these circumstances portions and ingredients are adjusted accordingly for the entire meal, please inform your participants to leave such dishes for those who need them. 

Food Allergies

If your participants have dietary needs, food preferences or mild food sensitivities that differ from a Vegetarian, Vegan or Gluten Free diet, participants are welcome to bring any supplemental food that they require to maintain a healthful diet during the retreat. Also, we are happy to recommend accommodations that include a full or mini kitchen for the participant to prepare and store their own meals. A small refrigerator is also available in the dining room for supplemental food storage.

Medical Emergency Food Sensitivities 

Please inform Chef Leslie Sargent of any serious medical needs in any group participants diets.  Every effort will be made to accommodate food sensitivities that could lead to a medical emergency. If the kitchen cannot accommodate a serious food allergy, the retreat coordinator will notify you in advance to discuss other options.

Amenities

Cell Phone Reception

ATT is the only cell phone service that works everywhere. A short walk across the creek and up the hill from the Lodge will result in service for most other carriers.
ATT is the only cell phone service that works everywhere. A short walk across the creek and up the hill from the Lodge will result in service for most other carriers.

Wifi at Buckhorn

Wifi is available however know that we are on a satellite. The service works for checking e-mail and limited surfing, however not for downloading large files, streaming, playing music on Pandora, etc.
Wifi is available however know that we are on a satellite. The service works for checking e-mail and limited surfing, however not for downloading large files, streaming, playing music on Pandora, etc.

Land Line Phone

There are no phones in the rooms. A phone is available in the lodge. All calls within the Rogue Valley are local. A calling card will be needed for long distance calls.
There are no phones in the rooms. A phone is available in the lodge. All calls within the Rogue Valley are local. A calling card will be needed for long distance calls.

No TV's

There are no TVs in any of the rooms, cabins, houses or communal areas.
There are no TVs in any of the rooms, cabins, houses or communal areas.

Reservations

Please check our reservation calendar to see if the dates of your retreat are available as we book up quickly. When you are ready to book, email or call Bruce Sargent to notify him of the dates and your reservation will be held for one week until we receive the deposit.

  • One night’s deposit is required within seven days after making a reservation.
  • The balance is due the day of arrival.
  • Cash and Checks are accepted.
  • A contract will be sent upon receipt of deposit.

  • Check in is between 3:00 pm and 6:00 pm
  • Checkout is usually around 1:00 pm.
  • Early or late arrival and late checkout must be prearranged
  • If we have a group arriving on the same day that your group is leaving, we may ask people to be out of their rooms in the morning to facilitate housekeeping.

For Group deposit refund, cancellations must be made at least twelve weeks prior to date of arrival. The deposit, less a $500 cancellation fee will be refunded. Cancellations less than twelve weeks from the event will result in the forfeiture of all advance payments unless the rooms can be re-booked.

  • A two night minimum stay is required on High season weekends.
  • As a courtesy to all guests, smoking is allowed outdoors only.
  • No pets please.
  • There are no phones or TVs in the rooms. A phone is available in the lodge. All calls within the Rogue Valley are local.  A calling card will be needed for long distance calls.
  • ATT is the only cell phone service, which works everywhere. A short walk uphill from the Lodge will result in service for most other carriers.
  • Wireless Internet is available however know that we are on a satellite. The service is fine for checking e-mail and limited surfing, however not for downloading large files, streaming, Pandora, …
  • Housekeeping is done once a week unless prearranged for more often.

Group Meeting Spaces 

Buckhorn Springs provides a natural setting for productive, engaging and memorable meetings and events. With meeting spaces for groups from 6 to 85 people, Buckhorn offers a wide range of options. Inclusive group rates make planning and budgeting easy. Please see the graph and descriptions below to determine which space(s) suite your group’s needs.

The historic Buckhorn Lodge includes a large open meeting area, dining area, fireplace, reception room and expansive decks overlooking Emigrant Creek. The Lodge’s L shaped meeting/dining area, with its original fir wood floor, is quite adaptable and has been successfully used for such gatherings as yoga, meditation, environmental, business, and youth groups.
The 12-sided circular shaped Dodecagon meeting area is ideal for group meetings, and the space most often used for gatherings. The building is set at the corner of the pasture on the perimeter of Buckhorns grounds, providing a secluded and peaceful setting. The entryway, facing east, includes two bathrooms along with a bench area for jackets and shoes. We ask everyone to remove their outdoor shoes upon entering, slippers are fine. There is also a water only policy in the Dodecagon. Truly a one of a kind building, the beauty of the Dodecagon and its surroundings provide an awe inspiring meeting space for groups.
Buckhorn also has two cabins and one house with living rooms that are used for smaller group gatherings. Cabin One has an intimate space for up to six. Creekside’s kitchen/dining/living space opens to a deck and will work for ten. The Toft House has a very comfortable living room large enough to accommodate up to 14.
Meeting Facilities Room Square Footage Dimensions Max. Seating Movement
Lodge Meeting Area 780 28’ x 28’ 50 20
  Dining Room 375 15’ x 25’ 30  
  Attached Deck 1,200 16’ x 52’ plus 85  
Dodecagon Interior 940 940 70 28
  Attached Deck        
Toft House Living Room 320 15’ x 22′ 14 8
Creekside Cabin Living Room 190 14’ x 14’ 8  
Cabin One Living Room 120 12’ x 10’ 6  

Buckhorn Meals

Our meals, carefully planned and prepared by Chef Leslie Sargent and Buckhorn staff, are served buffet style. We ask that you be mindful of your portions for the first round. However, once everyone has had their meal, many do choose to help themselves to a second and sometimes a third serving.

  • The final meals numbers are due one week before your arrival date. Additions can be made later, but please check in with Leslie to ensure there will be enough.
  • We appreciate knowing about subtractions after the one-week before date but unfortunately cannot make refunds.
  • If participants other than lodgers will be eating meals, we need billable numbers for each meal by noon of the previous day. There are no refunds for meals, unless otherwise specified in the contract.

Suggested Meal Times Suggested Meal Window (Pick One Hour Increment)
Breakfast Window 7:00am – 9:30am
Lunch Window 12:00pm – 1:30pm
Dinner Window 5:00pm – 7:30pm
  • Breakfast, Lunch and Dinner are usually served buffet style within a 1 hour time frame.
  • Snacks are available for an additional charge. Please allow a ½ hour time period for snacks.
  • Coffee and tea is available ½ hour before breakfast start time

We can accommodate extreme allergies, and we can try to meet individual preferences if they arise. Our vegetarian menu is based on complementary proteins, (grains and legumes), local and seasonal farm fresh veggies, as well as dairy products and eggs. If people have specific food preferences that differ from this diet, please advise them to bring supplemental food. A small refrigerator is available in the dining room for individual use.

If you have indicated food allergies in advance, every effort will be made to meet your needs to include or eliminate foods, as you have requested. Often, you will share the main meal with everyone else. Occasionally, a particular aspect of a meal will be altered to meet your needs, in which case, that dish will be brought to a separate table in the dining room.

Kitchen staff must be notified if a meal needs to be served more than 10 minutes later than the planned time. Letting the kitchen know as soon as possible is greatly appreciated. Much care and heart goes into the preparation of each meal. It is hard for our staff to prepare a meal and then have it put on hold. If the meal needs to be served more than 30 minutes later than the planned time there may be an added charge to cover additional staff time.
The kitchen is off- limits. 

  • The refrigerator in the dining hall is for guest use.
  • Gratuity and tips welcomed for Buckhorn Staff.

We will be happy to prearrange beer and or wine if you would like to treat your group. Southern Oregon is well known for its winery’s and breweries distinctive tastes. If you have a particular request please let us know at least one week in advance. If you bring your own alcohol we will need to charge corkage fee if consumed during Buckhorn meals.

Group Beer and Wine Pricing Cost
Wine corkage $7/ bottle
Beer corkage Please arrange