House Parties & Gatherings to Promote

The Mountain Retreat & Learning Center

Planning Guide for Hosts

Thank you for your willingness to host a gathering of those whom are or interested in becoming a part of The Mountain community! This is a wonderful way to build community while encouraging more people to get to The Mountain to experience itsprograms and camps, retreats, project volunteering, outdoor activities, and the beauty of its natural surroundings. We are eager to meet people, respond to their questions, and provide updates on all the great things happening atThe Mountain!

These gatherings are designed for groups of 15 to 30 invited guests who may already have connections with The Mountain as members, retreat attendees, or as MountainCampers and staff, and also those who may want to learn more.We can assist you with the planning process and work on getting a Mountain representative to the gathering, based on scheduling availability and logistical practicality.

Generally for these gatherings, hosts provide:

  • Home with a suitable space for a gathering of 15 to 30 people
  • Food and Refreshments appropriate to the time frame—wine and cheese, appetizers, dessert and coffee, dinner, luncheon, etc.
  • Some assistance in generating the invitation and guest list (names, email addresses) and communicating with The Mountain staff about planning needs and information.
  • Onsite hospitality during the event—welcoming guests, introducing The Mountain representatives, and assistance with presentation set up, handouts, etc.

Planning tasks and timeline:

5-6 weeks in advance—

___Host(s) and site for gathering confirmed

___Guest listgenerated by hosts and The Mountain staff

3-4 weeks in advance--

___Invitation designedand finalized

___Invitations sent out electronically by The Mountain

___ Hard copy invitations printed and mailed

___Food/Refreshments and program planned

1-2 weeks in advance—

___RSVP’s received and The Mountain representatives updated—event and number of guests confirmed

___Food/Refreshments plan and program finalized

1-3 days in advance—

___Check-in about event and final arrangements made.

___Final guest list and program outline—copies for hosts and The Mountain reps.

Day of the event—

___Host(s) set up gathering space and food/refreshment preparations.

___The Mountain representatives arrive at least 30 minutes early to set up and connect with hosts.

___List of guests in attendance, with contact information, if not otherwise available.

Within 1 week after the event—

___Thank you messages go out to hosts and guests.

___Follow up contacts with guests requesting information.

As a host for this gathering, we seek your feedback about the experience and welcome your suggestions for promoting The Mountain and its programs. Thank You so much for your support of The Mountain and for making these connections possible!

Laurel Amabile, Development Director

The Mountain Retreat & Learning Center

PO Box 1299, Highlands, NC 28741

Phone: (828) 526-5838 ext. 254 | Email: