A tentative meeting agenda should be provided to our Event Planner to ease the planning for both parties. Please prepare and include the following information:
- Start and end times for all events and activities
- Breakout meeting and event titles with all room set up styles and requirements
- Audio Visual requirements
- Food and Beverage needs
- Contact names, phone numbers and a description of responsibilities for any staff that Chase on the Lake may be working with in addition to the main contact
- Contact information for service from any outside vendors planned for event
A non-refundable deposit is due with the return of your signed contract in order to secure and guarantee your space and your group meals, breaks and other meeting related charges. The deposit will be applied to your master bill as a credit.
A credit card authorization form will accompany your contract if you would like to pay by credit card. If personal check, please mail to: Cynthia Pitt at Chase on the Lake / P.O. Box 760, Walker, MN 56484. If you are not able to provide a credit card to guarantee these charges, please fill out the attached direct bill application, so that we may process it for direct billing privileges.
Reservations & Room Blocks
It is our understanding that you will provide a rooming list (30) days prior to the event. Your final rooming list must be received no later than (30) days prior to the event. After that date, you agree that we may offer unused rooms held in your block to other customers to reduce our losses and your obligations under the performance clause.
Individual Pay & Guest Booking Instructions
Once we receive a signed contract, we will create your Courtesy Room Block and send over a customized Guest Booking Instructions PDF. This document includes your confirmation #, accommodation types & rates within room block, along with other pertinent resort information. Send this document to your group. Please notify Chase on the Lake Event planner 48 hours before sending out booking instructions and/or emailing your group a reminder to make their lodging reservations.
Courtesy Room Block & Block Release
All non-booked rooms will be released 30 days prior to arrival unless otherwise denoted in contract. After that date, you agree that we may offer unused rooms held in your block to other customers to reduce our losses and your obligations under the performance clause. After cut-off date, guests may call our toll-free number 1-218-547-7777 to reserve lodging. Reservations requested by your attendees after this date will be accepted based upon availability.
Check In/Check Out Times
Check in is 4:00pm, Check out is 11:00am. When requested, the resort will do its best to accommodate earlier check ins or later check outs.
Cancellation of Individual Rooms
- Cancellations made 21 days or more prior to arrival, will be refunded their 1 night deposit less a $50 cancellation fee.
- Cancellations made less than 21 days prior to arrival, the deposit is non-refundable but may be changed to a new reservation within the next 6 months; we just ask that you have those dates picked out at the time of cancellation.
- Premium date reservations are non-refundable within 30 days of stay.
Group Cancellation and Performance
You agree and understand that in the event of a cancellation or lack of full performance by you, our actual damages would be difficult to determine. Therefore, you have agreed to pay reasonable liquidated damages to the Hotel for cancellation or lack of performance as described in this paragraph. Cancellation damages will be calculated as a percentage, based on the date of cancellation listed below, of the minimum revenue guarantees listed in this paragraph.
Date Of Cancellation Percentage Owed
61 days to 90 days before scheduled arrival | 50% of Total Anticipated Revenue
31 days to 60 days before scheduled arrival | 75% of Total Anticipated Revenue
Within 30 days of scheduled arrival | 100% of Total Anticipated Revenue
Resort Cancellation Policy
The Resort reserves the right to cancel this contract in its entirety if the (guest) planning representative is unreasonable and unwilling to work within the framework of the facility. If Resort cancels for any of the above reason, such cancellation will become effective immediately without any cost, penalty or liability to the Resort.
Taxes & Service Fees
All banquet and meeting fees are subject to applicable service, gratuity, state and local taxes. This service charge is not a gratuity and is the property of the Resort to cover discretionary costs of the event.
- Alcoholic Beverage Tax: 11.375%
- Service Charge: 20%
- State/Local Tax: 8.875%
- Resort Fee: 10%
Food & Beverage Service
Chase on the Lake is the only authorized licensee to sell and serve food, liquor, beer and wine on the premises. Therefore, all food and beverage must be supplied by the resort with the following exceptions –wine or champagne, or food you bring into your room. There is a $20 corkage fee per bottle, with no limit on the number of bottles. Any and all corkage bottles must be approved (10) days prior to event. You must obtain prior approval from us before you bring in any food or non-alcoholic beverages from outside sources.
Unconsumed food and beverage is not to be taken outside of the Walker Bay Ballroom, Waters Edge Room, Boardroom, Foyer or Patio area. Due to state law, you may not bring to the event alcoholic beverages. Any guest bringing their own alcoholic beverages into the function space will be asked to leave and not return for the duration of the event. Non-compliance to this policy is subject to a $500.00 fee per incident and also subject to eviction from the Resort premises.
It is the policy of the Resort to serve alcohol in a responsible manner. Towards this concern for your guest’s well being, the Resort reserves the right to:
• Request identification and proof of age from anyone who appears to be less than the age of 21, and refuse alcoholic beverages to anyone who is underage. State of Minnesota only allows adults above the age of 21 to consume alcohol.
• Refuse alcoholic beverages service to any pp who, in the sole opinion of the Resort management, appears intoxicated.
To ensure that every detail is handled in a timely manner, the resort requests that the menu selections and specific details be finalized (10) days to the function. If a guarantee is not received by this time, the original expected amount listed on your contract will be used and the Resort will prepare food and fees accordingly. You will receive a copy of the Banquet Event Orders to which additions or deletions can be made. When the BEO is finalized, please sign, e-sign, or acknowledge in an email approval and return within ten (10) days PRIOR to your first scheduled event. We do prepare for 5% over the guarantee number. We reserve the right to food substitutions based upon availability.
Special Dietary Needs
Chase on the Lake is happy to accommodate special dietary needs and customize your group meal options for guests who are Gluten-free, Dairy-free, Vegetarian, Vegan, or have food allergies. Additional charges may apply. Please contact your group sales manager for more information and at least (10) days prior to event.
We need your assistance in making all of your events a success. We request that our guests notify the group sales manager with the exact number of guests attending the function (10) days in advance. If fewer than the guaranteed number of guests attend the function, the guest is charged for the original guarantee.
Chase on the Lake does not provide any in-house transportation. However, we recommend the following shuttle and taxi services to accommodate your transportation needs.
- Leech Lake Area Taxi | 218.252.3118
- Bemidji Bus Line | 218.751.5311
- Northern Lights Casino Shuttle | 800.646.1197
- Pine River Riding Stable Bus | 218-587-5807
Chase on the Lake Resort and Spa reserves the right to inspect and control all private parties, bands and receptions being held on premises. Chase on the Lake Resort and Spa shall not assume responsibility for damage or loss of personal belongings. Client accepts liability in case of damage to Banquet rooms or Chase on the Lake Resort and Spa property. Please assign a personal attendant to gather the items you want to keep.
The Resort will prepare and have your bill finalized and available for payment 72 hours post event. Your group sales manager will contact you with this final bill via email and your preferred payment may be utilized at that time.