Group Leader Package
Welcome and thank you for choosing Buckhorn Springs for your retreat. In an effort to
make things run as smoothly as possible for everyone please review this information.
Feel free to contact us for clarification or discussion if necessary. We encourage your
thoughts and suggestions.
What we need from you, please email:
1. The final meal times and participant’s food allergies/limitations is due one
week before your arrival date.
2. A copy of the retreat schedule, including space need times (see Group Schedule)
is due one week before your arrival date.
3. A draft of the room assignments is also due one week before the event, however
since numbers can be fluid just prior we should work together to finalize
assignments the day before.
Buckhorn Meals
Our meals, carefully planned and prepared by Chef Leslie Sargent and Buckhorn staff,
are served buffet style. We ask that you be mindful of your portions for the first round.
However, once everyone has had their meal, many do choose to help themselves to a
second and sometimes a third serving.
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The final meals numbers are due one week before your arrival date.
Additions can be made later, but please check in with Leslie to ensure there will
be enough.
We appreciate knowing about subtractions after the one-week before date but
unfortunately cannot make refunds.
If participants other than lodgers will be eating meals, we need billable numbers
for each meal by noon of the previous day. There are no refunds for meals, unless
otherwise specified in the contract.
Beer and Alcohol
Buckhorn has a Liquor License. We will be happy to prearrange beer &/or wine if you
would like to treat your group. Southern Oregon is well known for its winery’s and
breweries distinctive tastes. If you have a particular request please let us know at least
one week in advance. If you bring your own alcohol we will need to charge corkage fee if
consumed during Buckhorn meals.
Food Allergies
We can accommodate extreme allergies, and we can try to meet individual preferences if
they arise. Our vegetarian menu is based on complementary proteins, (grains and
legumes), local and seasonal farm fresh veggies, as well as dairy products and eggs. If
people have specific food preferences that differ from this diet, please advise them to
bring supplemental food. A small refrigerator is available in the dining room for
individual use.
If you have indicated food allergies in advance, every effort will be made to meet your
needs to include or eliminate foods, as you have requested. Often, you will share the main
meal with everyone else. Occasionally, a particular aspect of a meal will be altered to
meet your needs, in which case, that dish will be brought to a separate table in the dining
room.
Suggested Meal Times
Usually within a 1 hour time frame and
½ hour for snacks
7:30 - 8:30
Breakfast
7:00 - 8:00
AM Snack
10:00 – 10:30 10:30 – 11:00
Lunch
12:00 - 1:00
12:30 - 1:30
PM Snack
2:30 – 3:00
3:00 – 3:30
Dinner
5:30 – 6:30
6:00 - 7:00
8:00 - 9:00
6:30 - 7:30
* Coffee and tea is available ½ hour before breakfast start time
Unexpected Late or Early Meals
Kitchen staff must be notified if a meal needs to be served more than 10 minutes later
than the planned time. Letting the kitchen know as soon as possible is greatly
appreciated. Much care and heart goes into the preparation of each meal. It is hard for our
staff to prepare a meal and then have it put on hold. If the meal needs to be served more
than 30 minutes later than the planned time there may be an added charge to cover
additional staff time.
Kitchen Use
The kitchen is off- limits except by prior arrangement. Each group should have a
designated person for communicating with our staff. In the past there have been some
very difficult times when people have come into the kitchen with concerns that need
attention, unfortunately when our staff was in a critical meal preparation moment. Please
be considerate with the timing in which you choose to communicate a need.
Additional Meal Considerations
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Refrigerator in dining hall for guest use
Gratuity and Tips Welcomed for Buckhorn Staff
A 15% service charge will be added to all food & beverage prices.
Group Meal Pricing on Extras
Meal Extras
Per Person
Table service at Dinner
$3.00
Wild Salmon at Dinner (subject to market change)
$10.00
Wild Salmon at Lunch (subject to market change)
$5.00
Seasonal Fresh Fish at Dinner
Market Value
Seasonal Fresh Fish at Lunch
Market Value
Organic Chicken at Dinner
$6.00
Organic Chicken at Lunch
$3.00
Vegetarian fed Chicken at Dinner
$4.00
Vegetarian fed Chicken at Lunch
$2.00
Appetizers at Lunch or Dinner
$2.00-5.00
Dessert at Dinner
$5.00
AM Snack (Fruit, Sweetbread...)
$3.00
PM Snack (Fruit, Cheese...)
$4.00
Cookies
$2.00
Group Beverage Pricing
Coffee throughout the Day (about 8 Cups)
$12/pot
Wine corkage
$7/ bottle
Beer corkage
Please arrange
Group Rates Including Accommodations and Meals
For groups of 15 or more, we offer a per person rate. Our group prices depend upon the
level of service desired and the type of menus. See the chart below for our base rate.
Once we have a few details about your event we can quickly quote a price. Some
discounts are available for qualifying non-profit groups.
Groups of 15 or More
Adults (and children 8 and older) double
occupancy lodging, three meals a day and
service charge
Adult day use w/ a group (meals not included)
Per Person
$108/day
$15
Children 3 – 7 years old with bedding
$60/day
Children 3 – 7 years old no bedding
50% off
Children 2 and under
Extra Breakfast
Extra Lunch
Extra Dinner
Free
$10
$16
$20
Reservations and Cancelations
Deposit
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One night's deposit is required within seven days after making a reservation.
The balance is due before departure.
Cash and Checks are accepted.
A contract will be sent upon receipt of deposit.
Check In / Out
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Check in is between 3:00 pm and 6:00 pm
Checkout is usually around 1:00 pm.
Early or late arrival and late checkout must be prearranged
If we have a group arriving on the same day that your group is leaving, we may
ask people to be out of their rooms in the morning to facilitate housekeeping.
Cancellation
For Group deposit refund, cancellations must be made at least twelve weeks prior to date
of arrival. The deposit, less a $500 cancellation fee will be refunded. Cancellations less
than twelve weeks from the event will result in the forfeiture of all advance payments
unless the rooms can be re-booked.
Additional Information
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A two night minimum stay is required on High season weekends.
As a courtesy to all guests, smoking is allowed outdoors only.
No pets please.
There are no phones or TVs in the rooms. A phone is available in the lodge. All
calls within the Rogue Valley are local. A calling card will be needed for long
distance calls.
ATT is the only cell phone service, which works everywhere. A short walk uphill
from the Lodge will result in service for most other carriers.
Wireless Internet is available however know that we are on a satellite. The
service is fine for checking e-mail and limited surfing, however not for
downloading large files, streaming, Pandora, …
Housekeeping is done once a week unless prearranged for more often.
Weddings require a minimum lodging booking of $2,000 per night for 2 nights.
Housekeeping Services Available
Service
Per Person
Clean Sheets Every Four Days
$3.00
Clean Towels Every Four Days
$2.00
Load of Laundry
$7.50 ea
Group Meeting Spaces
Buckhorn Springs provides a natural setting for productive, engaging and memorable
meetings and events. With meeting spaces for groups from 6 to 85 people, Buckhorn
offers a wide range of options. Inclusive group rates make planning and budgeting easy.
Please see the graph and descriptions below to determine which space(s) suite your
group’s needs.
The Lodge
The historic Buckhorn Lodge includes a large open meeting area, dining area, fireplace,
reception room and expansive decks overlooking Emigrant Creek. The Lodge's L shaped
meeting/dining area, with its original fir wood floor, is quite adaptable and has been
successfully used for such gatherings as yoga, meditation, environmental, business, and
youth groups.
The Dodecagon
The 12-sided circular shaped Dodecagon meeting area is ideal for group meetings, and
the space most often used for gatherings. The building is set at the corner of the pasture
on the perimeter of Buckhorns grounds, providing a secluded and peaceful setting. The
entryway, facing east, includes two bathrooms along with a bench area for jackets and
shoes. We ask everyone to remove their outdoor shoes upon entering, slippers are fine.
There is also a water only policy in the Dodecagon. Truly a one of a kind building, the
beauty of the Dodecagon and its surroundings provide an awe inspiring meeting space for
groups.
Toft House and Cabins
Buckhorn also has two cabins and one house with living rooms that are used for smaller
group gatherings. Cabin One has an intimate space for up to six. Creekside's
kitchen/dining/living space opens to a deck and will work for ten. The Toft House has a
very comfortable living room large enough to accommodate up to 14.
Group Meeting Spaces and Rates
Group Meeting Spaces and Rates
Meeting
Facilities
Lodge
Dodecagon
Square
Footage
Max.
Dimensions Seating
Movement Cost
Meeting
Area
780
28’ x 28’
50
20
Dining
Room
375
15’ x 25’
30
Attached
Deck
1,200
16’ x 52’
plus
85
Interior
940
34’round
70
28
$150
$90 ½ day
8
$100
$60 ½ day
Room
$100
$60 ½ day
Attached
Deck
Toft House
Living
Room
320
15’ x 22”
14
Creekside
Cabin
Living
Room
190
14’ x 14’
8
$50
Cabin 1
Living
Room
120
12’ x 10’
6
$40
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Rates are for a full day (unless noted) and may be adjusted depending on amount
of lodging used.
There is a $90 per day fee for the Dodecagon unless your group has 20 or more.
Except for the Dodecagon, the cost of all meeting spaces is included if your group
is using that particular building.
Thank you for not bringing Food or Drinks into the Dodecagon.
Group Occupancy
Total Occupancy at Buckhorn
Total People
One Person per Room
21
One Person per Bed / no Futons
32
One Person per Bed w/Futons
39
Two People in Each Queen / no Futons
49
Two People in Each Queen w/Futons
58
Total Occupancy in Lodge
Total People
One Person per Room
8
One Person per Bed / no Futons
12
One Person per Bed w/Futons
15
Two People in Each Queen / no Futons
19
Two People in Each Queen w/Futons
22
Total Occupancy in Cabins
Total People
One Person per Room
9
One Person per Bed / no Futons
11
One Person per Bed w/Futons
14
Two People in Each Queen / no Futons
18
Two People in Each Queen w/Futons
23
Total Occupancy in Toft House
Total People
One Person per Room
4
One Person per Bed / no Futons
9
One Person per Bed w/Futons
10
Two People in Each Queen / no Futons
12
Two People in Each Queen w/Futons
13
If your group is less than 15 we suggest renting one or more of the following:
Guests
*High
Rate
**Low
Rate
TOFT (4 bedrooms)
6
$300
$250
Living room, kitchen, 2 1/2
baths, tub/shower, 1 king, 3
queen beds & 5 singles, deck
8
$330
$280
4
$200
$150
4
$165
$130
2
$95
$70
2
$90
$65
2
$105
$80
Accommodations
CREEKSIDE (2 bedrooms)
Living room, kitchen, claw foot
tub, 2 queen beds & 1 single
bunk, deck
CABIN 1 (2 bedrooms)
Living room, kitchen, shower,
queen bed, 2 single beds
CABIN 2 (2 bedrooms)
Mini kitchenette, share
bathhouse, queen bed, single
futon
CABIN 3 or 4 (1 bedroom)
Mini-kitchenette, share
bathhouse, queen bed
CABIN 5 (1 bedroom)
Bathroom, claw foot tub, queen
bed
NOTES:
*High Season: May - Oct
**Low Season: Nov - April
Please add $15 for each additional person
Group Schedule
The group leader should e-mail a copy of the retreat schedule one week before the
retreat. Please provide as much information about the group as possible so that our staff
can be prepared to respond to the group’s needs. Either the group leader or a designated
person should be available for contact between the group and Buckhorn staff. We will
assist in assigning rooms/cabins to participants if you would like, just call. Please arrive
with that list or arrange to meet with us upon your arrival to complete the room
assignments.
Please include
1. Orientation with Bruce Sargent. A 10 to 15 minute group orientation is necessary
for all groups. Please work that into your schedule on the first day.
2. Leader and participant arrival times. If there are early check-in’s, please provide
us a list of room/cabin assignments.
3. Meal times and participant’s food allergies/limitations.
4. Space need times (i.e. what time the Dodecagon or Lodge will be used)
5. Departure time
Buckhorn Suggestions
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Check with Buckhorn employees about communal lights, which will need to
be turned off at night. The last person out rule works well.
Please pick up rolling suitcases where needed (ex: in the dirt and woodchips).
Often we are asked if participants can strip their bed sheets. If one wishes,
please put bed sheets and pillowcases all in one pillowcase and leave the
mattress pad on the bed. Many thanks.
We always appreciate every attempt made to leave common spaces cleared
and put back to the way they were.
Dana
DANA is the Pali word for generosity and is one of the most important Buddhist virtues.
Based on our long-term relationship with Ashland’s local Buddhist group, we suggest
that you consider extending an offer of gratitude to our Buckhorn staff.
Thank you!
On behalf of Buckhorn Springs we thank you for choosing us to host your retreat. We
look forward to working with you to make your experience here as comfortable as
possible. Please don’t hesitate to contact us with any questions or concerns.
~ The Sargent Family and Buckhorn Staff