If you have booked a retreat at Woodlands, our team will be reaching out to the Group Leader to help plan all of the details of your retreat. On this page, you will find a timeline of what information you can expect from us, and when we will need certain information from you.

Email Timeline

    • We will provide a copy of our site map, rental agreement, and initial invoice.

    • We will connect you with our Tech Specialist who will be able to assist with any tech/ production related needs.

    • If you have any major updates to numbers or special requests in regard to free time/ etc. at this point, please let us know.

  • We will need from you:

    • Fill out production form

    • (Cabin groups only): Have your production team reach out to our Tech Specialist to schedule a load in time.

    • Specific Free Time Requests

    • Let us know of specific meal time requests (see rental agreement)

    • Updated numbers

    • Number of lodge rooms needed: Cabin groups- up to 6 rooms/ Lodge groups- An initial list of rooming occupancies (this can be edited as we get closer to your retreat date)

    • Estimated cabins to be used

  • We will need from you:

    • Allergy list

    • Updated numbers

    • Finalized schedule

    • (Lodge groups only): Coffee delivery times to LCR, LCR set up

    • Final cabins to be used

    • Any specific table set up needs (chapel, staff lounge, etc.)

    • Schedule a phone call with Groups Specialist

    • We will provide a menu for your retreat and updated invoice

    We will need from you:

    • Final numbers/ room

    • Final allergy list

    • Group Leader arrival time

    • We will connect you with your on call host for your retreat.

    • Please confirm you and your leaders have been made aware of all policies.