Everything you need to plan a successful corporate retreat, team-building day, or company event at Whispering Pines — timelines, checklists, vendor recommendations, and insider tips.
Our 147-acre wooded property offers a refreshing change from conference rooms and hotel ballrooms. Here's what companies use our space for.
Full-day or half-day events using our grounds, trails, and facilities for outdoor challenges, group activities, and team bonding exercises.
Strategic planning sessions, leadership retreats, and department off-sites. Use the Lodge for structured meetings and the grounds for breakout time.
Employee appreciation days, holiday parties, milestone celebrations, and company picnics in a setting your team will actually enjoy.
A week-by-week roadmap to a well-organized corporate event
Clarify the purpose of your event: is this a strategic retreat, a team-building day, a training session, or a celebration? Establish your budget, expected headcount, and ideal date. Contact Whispering Pines to check availability and reserve your space. Start thinking about who will handle catering and whether you need A/V equipment.
Book your caterer and plan the menu — breakfast, lunch, snacks, and/or dinner depending on your schedule. Arrange A/V rentals if needed (projector, screen, speakers, microphone). Hire a facilitator or plan your team-building activities. Start drafting the agenda. Send calendar holds or save-the-dates to all attendees.
Finalize the agenda and schedule with time buffers built in. Arrange transportation if attendees are coming from out of town. Block hotel rooms at nearby accommodations. Order any printed materials: agendas, name badges, branded items, signage. Collect dietary restrictions and share with your caterer.
Send attendees a detailed confirmation with the agenda, directions to Whispering Pines, parking info, what to wear, and what to bring. Schedule a walkthrough at the venue to finalize room layout, A/V setup, and any outdoor activity areas. Confirm final headcount with your caterer.
Confirm every vendor and supplier one last time. Prepare all materials, presentations, and signage. Assign a day-of point person to handle logistics so you can focus on the event itself. Test any technology. Pack backup supplies: extension cords, markers, tape, extra name badges, phone chargers.
Arrive early to set up and do a final check. Brief your point person and any helpers. Welcome attendees, kick things off strong, and trust the planning you've done. Build in breaks — the grounds and nature trail are great for stretch-your-legs moments between sessions.
Corporate events almost always run behind. Add 15-minute buffers between agenda items. Your attendees will appreciate the breathing room, and you'll avoid the stress of falling behind schedule. Use buffer time for coffee refills, restroom breaks, or quick walks on the nature trail.
Each of our spaces serves a different purpose. Many events use a combination.
Climate-controlled indoor space with room for seating, buffet setup, and presentations. This is your home base for any event that needs walls, power outlets, and a roof overhead. Year-round availability.
Outdoor tiered seating in a natural semicircle. Creates an intimate, focused atmosphere for large-group sessions. Great acoustics for speakers. Seasonal availability (April–October).
A peaceful, intimate indoor space tucked among the pines. Perfect for small breakout groups, leadership circles, or moments of quiet reflection during a longer retreat. Climate controlled, year-round.
147 acres of open fields, wooded trails, and natural clearings. Ideal for scavenger hunts, outdoor challenges, group walks, picnics, and activity stations. Seasonal.
Our natural setting opens up activity options you simply can't do in a hotel. Here are some ideas to get you started.
Team walk on our marked nature trail. Great icebreaker or midday reset between sessions.
Relay races, problem-solving courses, or scavenger hunts across the grounds.
End the day around a fire pit with casual conversation, s'mores, and reflection.
Use separate spaces — Lodge, Chapel, and outdoor areas — for small group work.
Bring in a facilitator for photography, painting, or leadership exercises in a natural setting.
Add a group outing to Excel Brewing in nearby Breese for craft beer tastings and tours.
Click items to check them off as you go. Your progress saves automatically in your browser.
🖨 Tip: Print this page (Ctrl+P / Cmd+P) for a hard copy checklist
These are local businesses near Whispering Pines that can help make your corporate event a success. You are always welcome to bring your own vendors.
These are local suggestions to help you get started, not exclusive partnerships. You are welcome to bring any licensed and insured vendor to Whispering Pines. We recommend asking vendors if they've worked outdoor or off-site events, as our venue is a natural setting. For catering, confirm they can handle setup and service without a commercial kitchen on-site.
If your event is a multi-day retreat or you have out-of-town attendees, these hotels are a short drive from Whispering Pines.
Full-service hotel with business center, meeting rooms, indoor pool, and hot breakfast. Best option for corporate room blocks.
Modern rooms near Carlyle Lake with WiFi, pillow-top beds, and a relaxed atmosphere. Closest hotel to the venue.
Charming bed and breakfast with garden and terrace. Cozy option for smaller leadership groups or executive retreats.
Business-focused hotel off I-70 with meeting rooms, indoor pool, and hot breakfast. Good for groups traveling from St. Louis.
For a truly unique team experience, Whispering Pines also has campsites available through Firefly Reservations. Some corporate groups book campsites for an immersive outdoor retreat experience.
Yes. There is no exclusive catering arrangement at Whispering Pines. You're welcome to use any licensed and insured caterer. We recommend choosing someone experienced with outdoor and off-site events since there isn't a commercial kitchen on the property.
Cell service is available in the area. For events requiring reliable internet for presentations, we recommend discussing connectivity options during your walkthrough and considering a mobile hotspot as a backup. Some groups intentionally choose to "unplug" for their retreat.
The Lodge has full electrical service. You can bring or rent projectors, screens, speakers, and microphones. We recommend testing your setup during your pre-event walkthrough. Outdoor spaces may have limited power access depending on location.
Alcohol policies should be discussed when booking your event. Contact us directly to go over your specific plans, including whether you'll use a licensed bartender, self-serve arrangement, or prefer to keep the event alcohol-free.
Capacity varies by space and setup. The Lodge and Amphitheater can handle larger groups, while the Chapel is best for smaller breakout sessions (up to ~40). Contact us with your expected headcount and we'll help you find the right configuration.
We always recommend a backup plan for outdoor activities. The Lodge serves as an indoor alternative for outdoor sessions. Some groups also rent tents or canopies as weather insurance. We'll help you think through contingencies during your walkthrough.
Corporate events can often be arranged with 6 to 8 weeks notice, depending on availability. Peak season is May through October. For larger groups or multi-day retreats, we recommend reaching out 3+ months ahead to ensure your preferred date is available.
Whispering Pines is a 147-acre non-profit property with dedicated event facilities including a newly built Lodge, a private chapel, an amphitheater, and extensive grounds. While we do offer campsites, our event spaces are purpose-built for gatherings, meetings, and celebrations.
Tell us about your event and we'll get back to you with availability, pricing, and ideas for making it a success.