Events at Lake Tahoe Zephyr Point Conference Center

Please complete the following information as it pertains to your upcoming event. Reference our website for a complete listing of Zephyr Point's current rates and policies, including descriptions and what to bring for each facility. See the attachment sent by email for a full listing of your event information and facilities reserved.

Event Details

Organization/Event Name*

Is your group affiliated with the PC(USA) denomination?*

Yes

Arrival Date*

Total number of attendees (all ages)*

Group leadership arrival time*

Check-in time for group leadership is 3:00pm. Guests may not proceed to facilities prior to check-in. It is recommended that attendees arrive no earlier than 4:00pm to allow group leadership time to prepare after check-in. Please indicate estimated arrival times.

Attendees arrival time*

Main On-Site Contact*

Keys will not be given to anyone other than the primary contact or a previously authorized person. Please list the full name(s) of on-site contact(s) authorized to check in and receive keys for the group:

First Last

Main On-Site Cell Phone*

Alternate Contact #1

First Last

Alternate Contact #1 Cell Phone

Alternate Contact #2

First Last

Alternate Contact #2 Cell Phone

Hidden

Authorized Individual(s)

Keys will not be given to anyone other than the primary contact or a previously authorized person. Please list the full name(s) of additional person(s) authorized to check in and receive keys for the group.

Check-In Location

Event attendees do not need to stop by the main office; they may check in directly with group leadership. Your default check-in location for attendees will be your largest meeting space. If you wish to designate a different check-in location (e.g. lodging facility, top of property), please indicate that here.

Marquee Sign

Your group's name will be placed on the marquee sign at the top of property. Please indicate if you would like something other than the Organization/Entity name listed on your event paperwork.

Lodging

Please note, the maximum occupancy of a facility is equivalent to bed count: 1 person per twin, 2 persons per double/queen (above age 3). Youth events must maintain a ratio of 1 adult leader per 8 youth participants and a minimum of 1 chaperone per cabin. Lodging facilities are booked for the full duration of the event; there are no discounts for part‑time attendees.

Special Requests

Please indicate in the space below if you have any special requests for lodging facilities. Be sure to indicate the specific room or cabin number for which the request is for. Examples include: - Extended dates including early arrival or late departure requests - Cancel a lodging unit (note the revision policy listed in your contract and corresponding email for cancellation allowances) - Extra key(s) - two keys will be provided by default for each Tallac or Tahoe room, cabin, dormitory, and meeting space - Service dog accommodation (advance notice appreciated but not required) - Mini-fridge for medically necessary items such as medication, insulin, breastmilk, etc. (limited quantity available) - Pack-n-play crib (limited quantity available) - Lodging exemption for attendee(s) with extenuating circumstances (if approved, special pricing may be arranged)

Is Hubbard Lodge reserved for your event?*

Yes

Total number of attendees in Hubbard Lodge (above age 3)*

Please enter a number from 1 to 55.

Is Lakeview Lodge reserved for your event?*

Yes

Total number of attendees in Lakeview Lodge (above age 3)*

Please enter a number from 1 to 30.

Would you like to rent linens from Zephyr Point?*

Bedspreads, blankets and pillows are provided in Hubbard and Lakeview Lodges. Sheets and towels may be rented for $5.00/set. One sheet set includes a fitted sheet, flat sheet and pillowcase(s). One towel set includes a bath towel, hand towel, and washcloth.

Yes

Sheet sets for Hubbard Lodge*

Please enter a number from 0 to 50.

Towel sets for Hubbard Lodge*

Please enter a number from 0 to 55.

Sheet sets for Lakeview Lodge*

Please enter a number from 0 to 30.

Towel sets for Lakeview Lodge*

Please enter a number from 0 to 30.

Lodging confirmation*

I have reviewed the dates, times, and locations of lodging facilities reserved for my event (listed on the attached Event Summary Form sent by email). They are accurate and I've noted any special requests and/or final edits.

Food Service

Is a meal plan included in your reservation?*

Yes

Total number of adults (ages 13 and up) for meals*

Total number of children (ages 4-12) for meals*

Total number of children ages 3 and under (no charge)*

Dietary Requests*

Zephyr Point does not offer custom menus. A limited quantity of dietary requests can be accommodated including vegetarian, vegan, non-gluten, and non-dairy diets. Such requests must be communicated through the guest group leader at least 10 days prior to arrival. Other allergies, intolerances, and preferences cannot be accommodated. An exemption from the meal plan may be requested for attendees with severe dietary restrictions. Zephyr Point’s kitchen facilities are not allergen free; even with extensive employee training there remains risk of contamination. It is also possible that commercial food manufacturers may change formulation of foods at any time, without notice. Guests should direct questions to Zephyr Point Food Service employees regarding specific ingredients that may be of concern in any of our menu options. Do any of your attendees have one or more of the special diets listed above?

Yes

Total number of vegetarian diets

Total number of vegan diets

Total number of non-gluten diets

Total number of non-dairy diets

Total number of vegetarian / non-gluten diets

Total number of vegan / non-gluten diets

Total number of non-gluten /non-dairy diets

Hidden

Combination of the above diets; please describe:

Meal service confirmation*

I have reviewed the dates, times, and locations of meals reserved for my event (listed on the attached Event Summary Form sent by email).

Snack Service

Additional food service options such as sack lunches, water service, and snack items are available by advance arrangement. All items require a minimum of 20 people. Deliveries are scheduled at 10:00am, 3:00pm or 7:00pm to your group’s designated meeting space, unless otherwise specified. Please review current options on our website or in the Guest Group Rates document and indicate any orders below.

Sack Lunch

Sack lunches are to be self-assembled and picked up in the dining hall at 9:00am. Includes a pre-prepared deli sandwich (meat, cheese, lettuce, tomato), condiment packets, chips, cookie, whole fruit, beverage, and towelette. Please indicate if you need sack lunches.

Yes, we need sack lunches.

Sack Lunch*

List quantity and date(s) requested.

Delivery Service

Groups of up to 75 people can request for sack lunches to be pre-assembled and delivered to a meeting space for a $2.00 surcharge. Please indicate if you want delivery service.

Yes, we want delivery service.

Delivery Location*

List location for sack lunches to be delivered at 9:00am.

Water Service

Please indicate if you would like water service during your event. Water service includes provision of Cambro(s) with ice water and cups in your meeting space. Did you know, Tahoe has the world’s best tap water! We encourage guests to bring reusable water bottles and fill from the tap instead. There are also self-service ice machines available for guests in Tahoe and Tallac Center.

Yes, we need water service.

Water Service*

List location(s) requested

Snack Items

Item

Qty

Date(s)

10am, 3pm, or 7pm

Location

Meeting Space

Meeting spaces are equipped with tables, chairs, piano, podium, projection screen, TV monitor with HDMI connection and DVD player (except IP, DH, EP), whiteboard-easel with dry erase markers, refrigerator, sink, microwave, coffee maker and filters, and nearby restroom. Dish soap, sponges, and paper towels are provided. Meeting spaces are also stocked for self-service coffee with regular and decaf coffee grounds, sugar, sweetener, nondairy powder creamer, cups, lids, sleeves, and stir straws. LCD Projectors are available upon request (require VGA, MDP or HDMI connection). Extension cords, surge protectors, printers, laptops, and adapters are not provided. • Dobbins Hall is furnished with an in-house sound system with Mackie Onyx 16 channel sound board, (3) handheld mics, (1) lapel mic, aux input, Bluetooth connectivity, (8) stage XLR inputs, (2) stage monitors, powered speakers, projector with HDMI input, two projection screens, (2) 75″ TV monitors, and stage lights. • Inspiration Point and Echo Peak are furnished with an in-house sound system with (2) handheld mics and (1) lapel mic, plus a Smart TV with Bose Bluetooth-enabled sound bar. • Fallen Leaf and Morning Star are furnished with a portable sound system with corded microphone and auxiliary cable.

Additional Equipment

Please indicate if you would like any of the following additional equipment:

Room set-up and tear-down service (fee equivalent to the meeting space nightly rate; diagram must be provided)

LCD projector (no charge; requires VGA, MDP or HDMI connection)

Flip chart paper and markers (no charge)

Iron(s) for sewing/crafting events (no charge)

Ironing board(s) for sewing/crafting events (no charge)

Table risers for sewing/crafting events (no charge)

Please list if you have any special requests relating to equipment (e.g., quantity, location)

Meeting space confirmation*

I have reviewed the dates, times, and locations of meeting space(s) reserved for my event (listed on the attached Event Summary Form sent by email). They are accurate and I've noted any special requests and/or final edits.

Propane gas firepits are available for no charge on a first-come, first-served reservation basis. Firepits may be reserved in two-hour increments no later than 10:00pm. If desired, please request a reservation(s) for either location below.

Firepit Reservation(s)

Donaldson Amphitheatre

Tallac Center

Cabin 28 (small groups only)

Please list the date(s) and hours requested for the Donaldson Amphitheatre firepit.*

Please list the date(s) and hours requested for the Tallac Center firepit.*

Please list the date(s) and hours requested for the Cabin 28 firepit.*

Additional activities offerings are available for groups according to the season. Visit our website for information about on-site activity rentals and upcoming events.

Transportation

Due to limited parking, carpooling is highly encouraged.

Reserved parking spaces are assigned to groups with meeting space(s) in Tallac or Tahoe Center. If your group has a reserved parking permit (indicated in your list of facilities reserved), we recommend using that vehicle to shuttle participants and/or luggage and equipment. Hubbard Lodge, Lakeview Lodge, and some specified cabins have designated parking spots. All other vehicles must park in an open parking spot along the loop road (limited quantity) or entrance parking lots.

Zephyr Point provides limited golf cart shuttle service upon request for guests in need of extra assistance. If you anticipate regular or frequent shuttling needs, consider bringing a golf cart(s) to use on property. Contact the office for prior approval and rental options at least 10 days before your event.

Are you using a passenger bus to transport attendees to and from Zephyr Point?*

Yes, 1 bus

Yes, 2 buses

Other

Bus Schedule

Please indicate arrival and departure schedule of the bus:

Will the bus(es) be staying on property?*

Yes

Please see instructions for bringing a bus here.

Final Reminders

Please review your contract for complete policies and requirements regarding the following items:

If your group has a schedule, please include a copy with this completed form.

Do you plan to have a third party vendor(s) for your event? Proof of insurance is required for any approved third party vendors at least 10 days before arrival. A third party vendor includes any person or business receiving payment in exchange for services provided on Zephyr Point property (e.g., massage therapist).

Yes

Events with an expected attendance of 50 or more people for which alcohol is provided by the User must obtain a Temporary Liquor License through Douglas County. If subject to this requirement, you must provide Zephyr Point a copy of the Liquor License at least 10 days prior to arrival.

While not required, groups are expected to provide their own liability insurance. If you have insurance and you have not done so already, please share a copy of the certificate with Zephyr Point named as an additional insured party for the duration of the event.

Please note any special arrangements or requests in the space below.

Completed by (print name)*

Email*

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Name

This field is for validation purposes and should be left unchanged.

EVENT SUMMARY FORM

Event Details

Lodging

Food Service

Snack Service

Meeting Space

Transportation

Final Reminders