Personalize Your Team's Experience

Planning Checklist For Group Leaders

We want to serve you well.

Please use the checklists and resources below to ensure we have all the information we need for your group before you arrive at WinShape!

Group Leader Planning Checklist

1. Complete your Participant/Rooming List

Download, complete, and email the Participant List Spreadsheet, below, to your Event Specialist. If you're staying in the cabins, use the cabin map for reference.

2. Looking to upgrade your meals or snack breaks?

3. Share your Meeting Room and A/V needs with us

4. Complete your Needs Assessment form

5. Have a special room delivery request?

We can make that happen! Contact your Event Specialist directly.

6. Reserving special activities for your group?

Important Dates Leading Up to Your Event

As you prepare for your time at WinShape, there are some important dates you’ll want to mark on your calendar.

Here is a planning timeline with a quick view of what to expect and when.

Experience Planning Timeline

Booking Date

Submit to your Sales Manager:
✓ Signed contract
✓ Deposit

10% due if more than 4 months from event.
35% due if less than 4 months from event.

6-Months Before Event

Submit to your Event Specialist:
✓ Optional room reduction up to 50%

If less than 6 months from event, please submit ASAP.

4-Months Before Event

Submit to your Sales Manager:
✓ Final deposit

25% due if initial deposit made was 10%.

2-Months Before Event

✓ Send ezWaivers to your group (link sent after signed contract)
✓ Share your vision and/or goals with your Event Specialist

If participating in WinShape Teams programming.

1-Month Before Event

Submit to your Event Specialist:
✓ Meeting/AV needs
✓ Rooming and/or participant lists with any special accommodations
✓ Final room count (with maximum of 10% lodging reduction opportunity)
✓ Room delivery requests
✓ Final meal and break selections, including dietary accommodations + meal counts
✓ Final recreation counts
✓ Phone call with your Program Lead
✓ Final count for Teams programming, if applicable

3-Weeks Before Event

✓ Assessments are sent to group members directly

For WinShape Teams programming, if applicable.

2-Weeks Before Event

✓ Event Specialist will send final details to group leader for review and final approval

Within 30-Days of Event

Submit to WinShape Accounting:
✓ Remaining balance

During Your Event

✓ Signed ezWaivers by all participants, if using WinShape Teams programming
✓ Enjoy your experience!

If you need anything, reach out to your Event Specialist.

Wondering what to pack for your WinShape experience?

We’ve got you covered!

✓ Comfortable Clothing

✓ Close-Toe (Athletic) Shoes

✓ Outerwear

✓ Bathrobe (not provided in lodging rooms)

✓ Toiletries (soap + shampoo are provided in lodging rooms!)

✓ Journal + Pen

✓ Camera (have we mentioned the 10,000+ deer on campus?)