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Group Request Forms

Not sure where to start? Click here for our helpful information packet on how to submit your request.

Our deadline for accepting Winter 18/19 and Summer 2019 is November 30, 2017. We will begin accepting requests for Summer 2020 on ______.

Booking Request Forms:

Summer Lodging Only

Winter Lodging & Amenities

Amenities Only

Tent Only Group Campsites

RV Caravans

New Operator Reference Worksheet

To ensure an enjoyable experience for all of our Yellowstone guests, we ask our groups to adhere to the following group policies and procedures.

Check-out time is 11:00 am.

Park entry fees are not included and must be paid upon arrival to the National Park Service.

Group rates are rack, non-commissionable, per room, per night, based on single, double, triple or quad occupancy as outlined. These rates are for rooms only and do not include any transportation, meals, maid gratuity, baggage handling, special surcharges or applicable taxes, unless expressly stated otherwise.

Tax rates are subject to change without notice.

Rates and terms for group transportation, meals, and other services and activities (subject to availability), if applicable, should be arranged through the Group Reservations Sales office.

We do require that all groups be accompanied by an escort who will accept complete responsibility for settlement of the master account, settlement of all incidentals and supervision of all group members.

A typed rooming list must be received by the Xanterra Parks & Resorts at least 30 days prior to the scheduled arrival date. The rooming list must identify individual guest names and indicate whether such guest is staying in a single, twin, triple or quad occupancy room. The escort’s name, address and arrival time also must be specified. The driver’s name and payment instructions for the driver’s room must be included. All children’s ages must be noted. Individual guests identified on the rooming list must be assigned to a room.

All unassigned rooms will be released.

The group may hold up to 10% of the group block as “TBAs” up to the day of arrival. However, the group will be charged the full room rate for the entire length of the group’s stay whether or not these rooms are occupied.

A deposit of 50% of the total must be received by Xanterra Parks & Resorts at least 3 months prior to the group’s scheduled arrival date.

Final payment (final 50%) must be received at least 30 days prior to the group’s scheduled arrival date unless direct billing is authorized and in effect.

If any of the payments described above is not received by Xanterra Parks & Resorts by the applicable date, the group’s reservation will automatically will be cancelled. The group has the burden of showing that Xanterra Parks & Resorts received the appropriate amount on or before the applicable date.

Delinquency or failure to pay either deposits or final payments could, in Xanterra Parks & Resorts’ sole discretion, impact the group’s future booking privileges.

All cancellations must be received by the company in writing. No phone cancellations will be accepted or valid. Winter cancellations differ from summer cancellations, please contact the group reservations for more details on winter cancellations. The details below reflect summer cancellation policies.

The group may cancel its reservation up to and including 30 days prior to the group’s scheduled arrival date without charge and all deposits will be fully refunded.

In the event of any cancellation made less than 30 days prior to the scheduled arrival date, the group agrees that the hotel will suffer significant damages and that such damages are extremely difficult or impractical to determine. Therefore, the parties agree that if the group cancels its reservation or reduces by more than 10% the number of rooms reserved less than 30 days but more than 14 days prior to the group’s scheduled arrival date, the customer will pay one night’s room charge for each room cancelled.

If the customer cancels its reservation or reduces the number of rooms reserved 14 days or less before the group’s scheduled arrival, the group will pay damages equal to the room charge for each room cancelled for each night for the entire length of the group’s scheduled stay.

Xanterra Parks & Resorts reserves the right to cancel a group’s reservation without notice if any of the above payment or rooming list requirements are not met.

Yellowstone is a fascinating and complicated ecosystem. To ensure your guests receive the best possible experience, we suggest adding an expert interpretive guide to your trip. We offer step-on guide service as well as a variety of tours and activities, including our Old West Cookout and Stagecoach Adventures. Our group reservations sales department can provide ample information for you to build a fun and rewarding group itinerary with the perfect interpretive activity(s.) Call 307.344.5282 for more information.