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Meeting & Event Policies

Meeting & Event Policies

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, room attendant gratuity, baggage handling, special surcharges or applicable taxes, unless expressly stated otherwise.

Tax rates and utility fees 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 Meetings & Events Sales office.

We require that all groups be accompanied by a single designated contact person who will accept complete responsibility for settlement of the master account, settlement of all incidentals, and supervision of all group members.

Food & Beverage Policies

We’re pleased to offer a variety of restaurants and group meal options. We offer prepaid meal coupons for all meals in our full-service restaurants. We can also arrange pre-set menus at specific dining times.  With some limitations, we can offer banquet-style meals at a few lodging properties. Additionally, deli lunches can be pre-ordered for those “on-the-go” itineraries.

A group may cancel meal reservations up to and including 7 days prior to the group’s scheduled arrival without forfeiture of the deposit.

Private meal cancellations occurring within 30 days of the group’s arrival will result in cancellation fees equal to the total charge for all canceled meals for the entire length of the group’s scheduled stay.

A complete menu should be selected a minimum of 30 days prior to your scheduled event. We will be pleased to assist you in selecting the proper menu items to ensure a successful event. All food and beverage served in our facilities must be provided by our facilities, with the exception of wedding cakes. All menu items are subject to change seasonally. In consideration of health and safety issues, food and beverages purchased in Yellowstone National Park Lodges facilities may not be removed from the premises.

Buffet Requirements

All breakfast and lunch buffets require a 25-person minimum. Groups with a final count of less than 25 will be charged for 25 people. All dinner buffets require a 50-person minimum. Groups with a final count of less than 50 will be charged for 50 people. Buffets scheduled longer than 1.5 hours will be charged an additional $1.75 per person, per half hour.

Meal Guarantee

A guaranteed attendance count must be received in writing no less than 30 days prior to your scheduled event. If a final guaranteed attendance is not received, the original number given will be considered the correct guaranteed number of attendees. After this date, a decrease in attendance will still be billed at the guaranteed attendance count. The location will be prepared to serve 5% over the guaranteed attendance count.

Outside Food Vendors

Xanterra is an authorized concessioner of the National Park Service. As such, we are solely responsible for providing conference services, and related services in our facilities. Outside caterers are not permitted to provide services in our facilities. Wedding cakes are the only outside food and beverage allowed

Group Lodging

A typed rooming list must be received by Yellowstone National Park Lodges 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 designated group contact’s name, address and arrival time also must be specified. 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.


A deposit of 50% of the total must be received by Xanterra 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 Yellowstone National Park Lodges does not receive any of the payments described above by the applicable date, the group’s reservation will automatically be canceled and will not be eligible for rebooking. The group has the burden of showing that Yellowstone National Park Lodges has received the appropriate amount on or before the applicable date.

Delinquency or failure to pay either deposits or final payments could, in Yellowstone National Park Lodges’ 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.

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.

If the customer cancels its reservation or reduces any of the reserved services within 30 days of group’s scheduled arrival, the group will pay damages equal to the full value of the cancelled contracted services as of the time of cancellation.

Yellowstone National Park Lodges reserves the right to cancel a group’s reservation without notice if the payment and/or rooming list requirements are not met.

Tours & Activities

Yellowstone is a fascinating and complicated ecosystem. We offer a variety of tours and activities that can enhance any meeting/event or wedding. Our sales department can provide ample information for you to build a fun and rewarding group itinerary with the perfect interpretive activity(s.) Tour and activity information can also be found on our website.