What is involved in booking a Successful Function at LeTourneau?
The following is a compilation of information and trigger questions that may help you better prepare for your enjoyable stay at LeTourneau. We will cover a variety of areas that may provide information in advance of your arrival so your group can be better informed on what to expect. It makes a huge difference to the success of your function when those in charge are properly prepared and have communicated their expectations to all the guests prior to arrival at the facility, especially with large groups. It has proven to be true over time that by starting your planning early, at least 3-4 months in advance, everything works so much smoother. At thirty days prior to the event, you should have most of the details under control.
Planning Your Function
Start planning as early as possible - 4 months head start is good - get organized - ask the right questions - get the right answers - get realistic numbers of who will be attending - establish a plan - recruit reliable people to help - delegate who will do what - lay it out on paper - plan fun activities - consider the various age groups - have a back up plan - have a rainy day plan - what can be shifted around if necessary - create an agenda or timetable - book an available date with LeTourneau - secure the date with a contract & deposit - consider any extra transportation needed - consider the food requirements - will there be day guests who do not sleep here - how many meals will be required of LeTourneau - remember the kids and their needs - have a godly theme - what do you want to teach your people - what do you want your people to remember - consider the people mix when planning for accommodations - what about swimming - what about boating - are there special medical needs - are there any known food allergies - is there anything that LeTourneau should be informed about for special attention - do you have confirmed access to all the special equipment you will need for meetings, are you prepared to provide solid numbers at least 10 days prior to the event, etc.
Booking your Function
Contact LeTourneau as early as possible and share your ideas. Some of our regular patrons book their stay with us as far as one year in advance. It is always required to secure your reservation with the appropriate contract & deposit so get that completed early. Be prepared to provide information to adequately secure the required accommodations for your group. It is helpful if you can provide advanced documentation on your plans and activities. Communicate with LeTourneau regularly as to any changes you might need to make.
The information you gather from the above key questions will be most helpful to both of us as we help you plan your stay. The approximate number of attendees is critical for us to plan your housing and food requirements, with a definite number of attendees confirmed at least 10 business days in advance so we can manage the remaining facilities for other guests.
Providing us with a list of your anticipated activities helps ensure that your functions go smoothly. It is good to know in advance what special equipment you will need and who will be providing it. It is also good for anyone who has never visited our facility to come for a tour and get familiar with the property and its many provisions for an enjoyable event.
Arrival & Registration
Now that you have covered all the planning bases and the function day is approaching, the task of registering all the guests needs to be completed. In most cases the organization sponsoring the function will provide registration data as far in advance of arrival as possible. Notification of late arrivals or cancellations is very important for us to know. It is expected that once all your people have arrived and are checked in, you will provide the updated information to the LeTourneau office.
Enjoying your Stay at LeTourneau
As guests arrive and check-in there can be many anxious little hearts ready to leap into action and cover as much of the property as possible in the shortest period of time. There are several areas of concern that should be covered, especially with the younger guests. These are things like the roadway, the waterfront, swimming, boating, life jackets, fishing, and areas that are out-of-bounds.
Roadway - Since our property is divided into two sections by County Road 11, it is crucial that people pay close attention to traffic when crossing from the main property to the lake side. This is so important, especially for the children. It is advisable for youngsters to be accompanied by someone responsible when crossing the roadway.
Waterfront - Our waterfront is there for all to enjoy. We do however advise caution and supervision when youngsters are playing around the water. Young children should never be left unattended to play at the waterfront.
Swimming - Our swimming area is divided into several sections to accommodate swimmers of different capability. We require that all swimmers remain within the roped off boundaries directly in front of the LeTourneau property. Non-swimmers are restricted to the area between the shore and the first roped off area. Please check times scheduled for lifeguards to be on duty for open swimming. When lifeguards are not on duty, permission must be acquired from the Director's office before any swimming is allowed. Guidelines must be adhered to by all parties and a waiver must be signed by a parent or guardian, 18 years of age or older, who will be responsible and present with the individuals being granted swimming permission. (NY State Laws)
Boating - Canoes, rowboats and paddleboat are available for our guests to use. Again, there must be a responsible person involved with the use of these watercraft. Please contact the person in charge of the waterfront prior to using any of the watercraft. Life jackets must be used when people are using any of our boats.
Power Boats - LeTourneau has two powerboats along with properly licensed operators available for rental by our guests. See the Director for details on boat rental availability.
Life Jackets - We are required by New York State DOH to ensure that life jackets are properly used by all patrons using any of the boats operated by LeTourneau.
Fishing - Some guests bring a fishing pole along on their stay. Fishing is permitted from the docks provided that suitable supervision is present for youngsters and no swimmers are active in the waters.
Out-of-Bounds Areas - Guests are requested to remain within the common areas of the property and the guestrooms that are allocated to their family only. All other buildings, offices, storage buildings, repair shops or guest rooms should be considered Out-of-Bounds. We also require that no guests of LeTourneau trespass outside of our property lines and onto neighboring yards.
New! Noise By-law established - In June 2002 the Town of Gorham established a noise bylaw that directly effects LeTourneau. Due to the fact we are located in the midst of a residential area we are required to observe this new law. Between the hours of 11:00 pm and 7:00 am there can be no loud or disturbing noise spilling beyond our property lines. Please keep this in mind when planning your stay at LeTourneau. We need to be respectfull of our close proximity neighbors.
Parking - All vehicle parking is located in the main parking lot just outside the Dinning Hall. All firelane and traffic restrictions need to be respected.
Departure
We trust that your stay with us will be one to remember for many years to come. Our goal is for you to be anticipating your return visit to this beautiful piece of God's creation, here at LeTourneau. We do ask that, as you pack for home, you check thoroughly for all personal belongings and leave any soiled linens openly available for our housekeeping staff to gather. Be certain to check with the Director's Office to finalize your bill and take care of any other financial responsibilities prior to departure. We look forward to seeing you again soon and pray for your safe journey home.
