One page for whoever picks up the phone on a Boulder Creek inquiry. Lanes by gathering type, the questions that matter most for each, and the links to share.
Draft · not yet reviewedWritten with AI and not yet reviewed by the re•world team. Hattie reviews; the questions came from the July questionnaire.
Before you pick up
Five things worth having open before the phone rings.
The pricing page: what's already published and safe to quote.
The campus map: the buildings and grounds, so you can talk through the property.
The board: what's open, held, and confirmed right now.
This sheet: keep it open in another tab, or print it.
The first three minutes
Learn these four things before anything else. The order does not matter, only that you leave with all four.
Who: their name, and who or what they're calling on behalf of.
How many: a rough count is fine. A range is a real answer.
When: the dates they're picturing, and how firm those dates are.
What kind: which lane below fits, so you know which questions to ask next.
Say something honest, early: you're glad to hear about what they're planning, and you'll tell them plainly what we can and can't do, rather than promising anything on the spot.
Lanes
Pick the lane that fits, then work through its questions. Every question below is one of the twelve from the July questionnaire, sorted by gathering type.
Retreat or workshop
Questions to ask
How many people are you bringing, and how firm is that number?We sleep 123 across seven buildings. Your count picks your buildings.
What dates are you looking at, and how flexible are they?A week of flexibility can open better spaces.
What does a typical day look like, roughly (sessions, meals, free time)?The rhythm decides which rooms and outdoor spots we set up for you.
Are facilitators or leaders coming, and what do they need?Teaching setups and where the leaders sleep are what make a program feel smooth.
How does the group like to sleep: private rooms, shared lodge rooms, or a mix?This shapes the quote more than anything else.
How do you want meals to work: fully cooked, cook-your-own, or a mix?Changes both cost and the shape of the day.
What to listen for
A program-driven group. They'll often need indoor session space and a quiet spot for facilitators to prep, more than they need amenities.
What dates are you looking at, and how flexible are they?Weddings often already have one fixed date in mind. Find out early.
How many people are you bringing, and how firm is that number?Your count picks your buildings.
Which spaces do you want in the plans: the fire pit, outdoor ceremony field, sauna and pond, trails?Some spaces book by the day, and naming them holds them for you.
How does the group like to sleep: private rooms, shared lodge rooms, or a mix?This shapes the quote more than anything else.
How do you want meals to work: fully cooked, cook-your-own, or a mix?Our catering is a real option, and self-cook kitchens are too.
Anything complicated we should know about now: alcohol, minors, filming, late-night sound?Almost everything is workable when we know early. Surprises are the hard part.
What to listen for
This is personal to them. Acknowledge their story before moving into logistics: how they met, what the day means to them.
How many people are you bringing, and how firm is that number?Your count picks your buildings, and a range is a fine answer.
What dates are you looking at, and how flexible are they?Flexibility can open better spaces.
How does the group like to sleep: private rooms, shared lodge rooms, or a mix?Families often want a mix, and it shapes the quote more than anything else.
Anyone who needs particular care in placement: limited mobility, light sleepers, families with small kids?We'd rather place people right the first time.
How do you want meals to work: fully cooked, cook-your-own, or a mix?Changes both cost and the shape of the days.
Any dietary needs we should plan around?We're remote. We shop before the group arrives, not after.
What to listen for
Multi-generational, often with kids, and a more casual pace than a program-driven group.
How many people are you bringing, and how firm is that number?Even for a day event, the count shapes what we can host.
What dates are you looking at, and how flexible are they?Flexibility can open better spaces.
What does the day look like, roughly?Tells us which rooms and outdoor spots to set up.
Which spaces do you want in the plans: the fire pit, outdoor ceremony field, sauna and pond, trails, indoor session space?Some spaces book by the day, and naming them holds them for you.
Anything complicated we should know about now: alcohol, minors, filming, pets, insurance, noise?Almost everything is workable when we know early.
What to listen for
No lodging involved, but it's still a real booking. There's a per-person day fee on the pricing page.
No numbers live on this page. The rates, the day fee, and the deposit schedule are on the pricing page.
Answer first. If you know the number, say it before you explain how you got there.
Do the math out loud, simply. One line, not a spreadsheet.
Give one number they can use: usually a per-person total or a per-night rate.
End with the next step: what happens if they say yes, or what you still need from them.
Room rates, event spaces, and the day fee are on the pricing page and safe to quote directly. Per-person retreat packages and full-campus buyouts go through Roger first. See the quote standard.
Links to share
Copy-ready. Read these out or paste them into a text or email while you're still on the call.