Helpful Information

Confirmation of Lodging and Food Service Needs

Because early projections in size of your group may differ from the actual final count, it is critical that we are kept informed of significant changes in your group size. Fourteen (14) days prior to your event we will confirm your guaranteed minimum number for whom we will prepare. Charges will be for this “guaranteed number” or the actual count, whichever is higher.

Minimums

We have a minimum number of 25 for guest groups wanting meals. It is not cost efficient for us to open our kitchen for fewer people. If your number is smaller, you may pay for meals for 25 to qualify for food food service.

In addition we have a minimum usage fee of $2400.00 per group. This means your final bill will be $2400.00 or your actual charges, whichever is greater.

Activities Reservations

Because we may have other groups on the grounds during your visit, we ask that you reserve meeting rooms, audio-visual equipment and recreational options as soon as possible after your reservation is confirmed. We try to coordinate everyone’s schedule for maximum enjoyment of all our facilities.

Payment

Payment for your guaranteed minimum number of participants is due before or on arrival. Any additional charges will be invoiced to you and payable within 15 days. We accept payment by group check, MasterCard or Visa.

Arrival and Room Assignments

Your group’s Contact Person will be informed of housing arrangements and check-in times. Actual room assignments are made by the group. The Contact Person, Event Director, or their designate is requested to meet your group’s participants as they arrive.

Check-In and Check-Out Times

To accommodate the diverse schedules of our guests, we try to determine arrival and departure times group by group. Because of this variance, lodging rooms occasionally may not be accessible upon your arrival. But be assured, we will have your accommodations ready before your day is done. Departure times are also prearranged with your Contact Person. Please plan to be out of your lodging and meeting areas by the agreed-upon time, to facilitate the next group that may be arriving.

Not-For-Profit Groups

In order to keep our rates as low as possible for religious and not-for-profit groups, we ask that guests make their own beds upon arrival, and strip the bed linens upon departure. We also ask that these groups provide volunteers (about 10% of your number of participants) to help serve meals to their group. Please inform group members of Check Out Procedures found in the Director’s Folder of information.

Shuttle Service

Both downtown Kansas City or the KC International Airport are only about 30 minutes away. Shuttle service is available with advance notice.

Our Pledge To You

Whatever your group’s plans, be assured we will do whatever we can to accommodate you. Thank you for allowing Lake Doniphan the opportunity to serve you!