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
- Retreat Schedule
- Room Assignments
- Retreat Liaison
- Participant’s Food Allergies
Please include:
-
- 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.
- Use of the Dodecagon or Lodge – Include a schedule of the times you plan on using the Dodecagon or Lodge for group activities.
- Arrival Times – Indicate the expected group leader, liaison and participant arrival times. Please note any early participant arrivals.
- Departure Time – Please note the time in which you expect your guests to check out.
- Room Assignments – An emailed copy of the spreadsheet is due one week before arrival and a hard copy upon arrival.
- 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.
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
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
- Vegetarian
- Vegan (Diary Free)
- 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.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.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.No TV's
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.
- 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.
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
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.
- The refrigerator in the dining hall is for guest use.
- Gratuity and tips welcomed for Buckhorn Staff.
Group Beer and Wine Pricing | Cost |
---|---|
Wine corkage | $7/ bottle |
Beer corkage | Please arrange |