Getting started at Boulder Creek
This guide walks you through how we handle inquiries and bookings, who to go to, and where to find what you need.
Start here · for the whole crew
If someone contacts you about booking, collect their name, preferred dates, group size, and contact information. Add the inquiry that day or forward it to events@. The Boulder Events team will follow up and help with pricing.
How to read booking status
The campus calendar shows both possible and confirmed bookings. The event title tells you where things stand.
Calendar titleINQUIRY - Miller Wedding
Inquiry
Someone is interested. The dates are still available to other groups.
Calendar titleHELD - Miller Wedding
Held
We have sent the agreement and deposit request and are holding the dates for this group.
Calendar titleMiller Wedding
Confirmed
The agreement is signed and the deposit is received. Remove the status label from the title.
A verbal yes or a text does not confirm a booking. Keep the INQUIRY or HELD label until both the signed agreement and the deposit are in.
In the Booking Sheet, these statuses are called Inquiry, Held, and Confirmed.
Keep event titles to the status label and event name. Put headcounts, prices, and other notes in the description.
Older events may say PENDING or QUOTED. They still display on the booking overview, but use HELD for new entries. Calendar colors are optional: Banana for inquiries, Sage for held dates, and Basil for confirmed bookings.
When an inquiry comes in
Website inquiries automatically arrive in two places:
- An email to events@ with the guest's information.
- A new entry on the Inquiry tab of the Booking Sheet.
The Boulder Events team replies within one business day, as promised on the website.
If someone reaches you by phone, text, or in person, collect their name, their preferred dates, their estimated group size, and their phone number or email. Use Add an inquiry to record it that day, or forward the information to events@. The Boulder Events team handles pricing and follow-up.
From first inquiry to confirmed booking
- Record the inquiry
Every inquiry goes on the Inquiry tab of the Booking Sheet, whether it comes through the website, a call, a text, or a conversation.
- Reply and update the status
The Boulder Events team responds and updates the Inquiries page so we can see what needs to happen next: a reply from the guest, a scheduled call, a quote, or closing an inquiry that isn't a fit.
- Check whether we can host the group
We consider the dates, what else is happening on campus, the group's needs, and whether the booking makes sense for Boulder Creek.
- Talk through the visit and pricing
Local guests can come for a walk-through. For others, we arrange a call. Use the current price sheet, including food. If a request falls outside the listed options, check before committing.
- Add the proposed booking
When the group is seriously considering a booking, add the dates to the campus calendar with
INQUIRYat the beginning of the title. Add the booking details to the Bookings tab of the Booking Sheet. - Send the agreement and deposit request
Send the agreement with a request for the 25% deposit. Change the calendar label to
HELDwhile we hold the dates for the group. - Confirm the booking
Once the agreement is signed and the deposit is received, remove HELD from the calendar title. Set the Booking Sheet status to Confirmed.
- Prepare for arrival
30 days before arrival: the next 50% payment is due.
14 days before arrival: confirm the final headcount and buildings needed.
Before arrival: send the guest sheet and waivers.
On arrival: the remaining 25% payment is due.
Where to find and update booking details
What you needWhere to go
Event dates and calendar entriesCampus calendar
Guest contacts, payments, booking status, and headcountsBooking Sheet, Bookings tab
Inquiries and follow-up statusInquiries page, or Booking Sheet, Inquiry tab
Current pricesPrice sheet
An overview of who's on campusBooking overview
The booking overview brings together information from the calendar and the Booking Sheet. You can view it there, but changes need to be made in the calendar or the Sheet. Updates appear in the overview within a minute.
Weekly updates
Monday morning
Inquiry report
Adam and Seth receive an email showing new inquiries, progress, and anything still open.
Monday
Boulder Weekly
The weekly campus update arrives by text and email. You can add something to share using the notes box at the bottom of the weekly page.
Saturday
Inquiry reminder
The Boulder Events team gets a text if any inquiries still need a status update before Monday's report.
Campus texts come from (208) 295-9612. Save the number as Barry Boulder.
Who to go to
Every booking has three levels of eyes on it. Website inquiries go to the Boulder Events team first.
- Lead: one person. They keep track of the booking from the first conversation through departure and answer questions about it. Most bookings need only this.
- Support: optional. A second person who helps with tasks or covers when the lead is away.
- Aware: people who are kept informed but do not act.
The chart below shows who usually takes each level by booking type. If two names are listed as lead, one of them takes the booking.
Useful links
Booking overview
See who's coming and what's scheduled.
Campus calendar
View the calendar and add a note to a day.
Inquiries
Review inquiries and update follow-up status.
Add an inquiry
Record a phone call, text, or in-person conversation.
Booking Sheet
Open booking and inquiry details in Google Sheets.
Pricing
Find current rates.
Boulder Weekly
Read this week's update or leave a note for a future edition.
Campus map
Every building and place on the property, with photos where we have them.
Guest sheets
The one-page sheet each group gets before arrival.
Guides and resources
Find instructions, standards, and the printable calendar reference.
Feedback
Help us make this easier to use
If something is confusing, missing, or taking more work than it should, please let us know. Tell us what you were trying to do and what would have helped.
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