Preparing & Planning
Arrival & Departure
When you book an event at Heartland, we will set up a contract for your group that will need reviewed, signed and returned with a 20% deposit to reserve your space.
Heartland will send your group automatic emails throughout the time leading up to your event with info and reminders to help you prepare.
There are two big deadline dates to be aware of for your event at Heartland…
30 days out from event: By 30 days out every group must give Heartland any requests for Heartland facilitated activities, and estimated number of attendees participating in these activities.
14 days out from event: Each group supplies the following info to Heartland by two week out:
Final number of attendees
Group’s event schedule (including arrival and departure times)
Dietary restrictions
Equipment request forms
Groups that do not provide this info by two weeks out from their retreat may be subject to additional fees.
Our standard check-in times for groups is 3:00p and our standard check-out time is 11:00a. This includes being checked out of all rented facilities, like meeting space and lodging. If a group desires to extend their stay they can request this with the Guest Services Department, but an extended stay is not guaranteed. If an extended stay is approved, a per hour fee will be applied to group’s invoice.
Arrival:
Unless worked out otherwise discussed with our Guest Services Department, final payment is due upon arrival at your event at Heartland. When you arrive, you will meet at our Oakwood Center with your host. At this meeting your host will give you your welcome packet and discuss any important details. Your host is happy to answer any questions you have throughout your time at Heartland!
Departure:
Before the end of your event, your Heartland host will meet with you to discuss your event and final invoice. Once it’s time to depart from the Heartland grounds, we encourage event leaders to do a final walk through to make sure nothing has been forgotten and no lights have been left on.
Meals
Our standard meal times are:
Breakfast - 8:00a
Lunch - 12:00p
Dinner - 5:00p
Most of our groups will eat meals at the same time in our dining room. However, we do try to stagger meal times for our groups so no one has to wait too long in our food line, so these times may need to be adjusted by 15-30 minutes! Each group has an hour meal time in our dining room. After that hour, the dining room is closed for cleaning and resetting for the next meal.
Groups will come into dining room, go through the food line and will sit at the tables with the same colored card as their wristbands. Attendees are welcome to get seconds if there is enough left over; they just need to get a new tray!
Our Sunday morning breakfasts are continental style breakfasts and are simplified to allow for a smooth and quick breakfast on departure day. This meal includes cinnamon rolls, hard boiled eggs, fruit, yogurt & granola and cereal.
Our team works hard to provide alternative food options for dairy free or gluten free dietary restrictions. We just ask that groups let us know the number of attendees with these restrictions at least two weeks prior to their event to provide us time to prepare these alternative options for those guests!
Dorm Lodging & Meeting Space
Our dorm lodges are setup with up to 196 bunk beds! We open up the amount of rooms needed for the amount of attendees for each group. If a group would like additional rooms opened up beyond what is needed, our hosts will open up additional space for $50/room per night.
For security, each night the Heartland host locks up all meeting spaces and dormitory lodging can be locked up if preferred by the group leader.
For the sake of safety and the care of all of our guests, all groups must adhere to Heartland’s quiet hours each night. From midnight to 6:00a all guests are encouraged to respect the quiet hour outside of their own lodging space.