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Corporate Event Policies

Corporate Event Policies

Name(Required)
Who is your Madden's Event Manager?

Policies

Agenda(Required)
A tentative meeting agenda should be provided to your Madden’s Event Manager to ease the planning for both parties. Please include the following information: 1) Starting and ending times for all events and activities. 2)Meeting event titles along with all room set up styles and A/V requirements (a link to a meeting room plan will be provided.) 3) Contact name and phone number for your company’s onsite contact, if other than yourself. 4) Contact information for outside vendors providing services you have contracted for your event. 5) Reserved function space is available as outlined on your signed contract. Should your group require function space for additional hours, please notify your Event Manager so we may attempt to accommodate the additional time requested. *Time outside of the above guidelines is based on availability and fees may apply in half day increments.*
Deposits and Payments(Required)
A deposit of 50% of anticipated revenue is due with contract to guarantee the space. The 2nd 50% is due 30 days prior to arrival. An invoice will be provided for both deposits and payment may be made by check, cash, ACH, or credit card.  Credit card payments of $5,000 or more are subject to a 3% surcharge. Credit card payments may be made by calling Sheli Tiffany directly at 218.855.5953.  A summary of the charges will be emailed to the group with in 30 days of departure. All master account charges not paid within thirty (30) days of the billing date will bear interest at the lower rate 1.5% per month, compounded monthly, if permissible by law, or the highest rate permissible by law.                               
Pre-Event Activity(Required)
Review all charges 10 days prior to arrival with your billing coordinator/Event Manager. Upon the group’s departure your charges will be reviewed and sent to you once approved by Madden’s Accounting Department (approximately 14 days). Final payment will be due within 30 days of receipt of final statement. Finance charges will apply per contract.
Billing(Required)
Review all charges 10 days prior to arrival with your billing coordinator/Event Manager. Upon the group’s departure your charges will be reviewed and sent to you once approved by Madden’s Accounting Department (approximately 14 days). Final payment will be due within 30 days of receipt of final statement. Finance charges will apply per contract.
Rooming List(Required)
It is the group’s responsibility to collect the names and email addresses of all attendees (per your signed contract) and submit to your Rooms Coordinator by the deadline outlined on your contract. Attrition fees (if applicable) will be charged upon final billing.
Check-In/Out(Required)
Guest rooms are guaranteed for check-in at 4:30pm, however, guests may register early to use resort amenities. Check-out time is 11am. Check-outs after 11am are subject to a one-time late checkout fee of $75. Requests for early check in and/or late check out cannot be guaranteed and fees may apply.
Final Detail of Events(Required)
Required ten business days prior to arrival: Final details of events including food & beverage selections, number of guests, meeting room set ups and audio visual requirements. Additional fees will be assessed if information is not received or changes are made after the ten day deadline. Please note that Madden’s reserves the right to select a menu for your group should your selections not be made by the deadline for meals requiring private dining. Once final details have been submitted to your Event Manager, you will receive Banquet Event Orders (BEO’s) for each event. A signed BEO for each event is required. ***Events will not move forward without a signed Banquet Event Order and must be received prior to arrival.***
Changes(Required)
Each change received post deadline is subject to a $60 reprocessing fee. Final billing will be based on the guarantee or the actual number of guests served, whichever is greater. The chef reserves the right to make substitutions.
Private Function Spaces(Required)
Available on a first-come-first-served basis in accordance with your group guarantees, Madden’s reserves the right to change function rooms with advance notice and you will be notified of the change. Please note that public spaces i.e., pool decks, lobbies, Tennis & Croquet Club, and golf courses are available to all Madden’s guests and will not be closed for private functions. Private dining will be assessed a setup fee of $480-$1800 depending on the meal, location and number of guests. Private dining is based on availability. An indoor space will be reserved as a weather backup for all outdoor beach events with catering. Rain calls will be made at least four hours prior to the event. Madden’s reserves the right to make the final weather call.
Function Space(Required)
No materials may be taped, nailed or affixed to walls, furniture, or fixtures of the resort. Madden’s management must approve all signage prior to being displayed in public spaces.
Food Regulations(Required)
In compliance with Minnesota Health Department regulations and Madden’s company policy, it is required that all food and beverages consumed on the property be prepared and provided by Madden’s. No food or beverage of any kind is permitted to be brought into any contracted event space by guests (with the exception of cakes from a licensed Minnesota vendor (a copy of the license is required) in which a cake cutting fee will be assessed $4.80 per person). Minnesota Health Department regulations prohibit guests from removing any remaining food from an event, including “to-go” boxes.
Alcoholic Beverages(Required)
Guests are welcome to consume their own alcoholic beverage items in their guest room. They are not permitted to bring such items into any of Madden’s public space including but not limited to bars, restaurants, lobbies, outdoor seating areas, or events. It is the group planner’s responsibility to relay this to their guests. If a situation arises, the guest will 1st be asked to dispose of the beverage if the occurrence continues the guest will be removed from the venue.
Service Charge and Taxes(Required)
A service charge (which is not a gratuity) is automatically added to the pricing outlined in this guide. Current Minnesota state sales tax, and sales tax (7.375%) and alcohol sales tax (9.875%) will be added to appropriate catering items posted to your Master Account.
Gratuity Guidelines(Required)
An 18% gratuity for restaurant charges (parties of 10 or more) posted to your master account will automatically be applied to the food and beverage, not included in your meal package. Gratuities for package meals, the bell staff, housekeeping, forecaddies, and other service staff (such as recreation or marina) may be given at your discretion. An 18% gratuity will be added onto the following activities: facilitation of recreational events, pontoon drivers and spa services
Transportation(Required)
Complimentary shuttle service available on-property. Fees may be assessed based on the length of time. Other than airport shuttles, offsite transportation is not available by Madden’s. We are happy to provide contact information for local transportation services.
Noise Ordinance(Required)
Outdoor entertainment (including bands, DJ’s, etc.) is permissible 10am–10pm. Indoor entertainment may perform until midnight. Entertainment must be approved by Madden's. Madden’s reserves the right to control noise volume in any function space. Bands and DJ’s must contact Madden's two weeks prior to event to schedule A/V and electrical needs. Outdoor functions (after 10pm) that result in guests complaints will be shut down.
Liability and Damages(Required)
Madden’s shall not assume responsibility for damage to or loss of personal belongings. Meeting Planners assume full responsibility for the conduct of their attendees and for any damage done to persons or property.
I HAVE READ AND AGREE TO ACT IN COMPLIANCE WITH THE ABOVE POLICIES(Required)
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