Corporate Event Policies

A deposit of 50% of anticipated revenue is due with contract to guarantee the event. 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 as outlined in your contract. Credit card payments may be made by calling Jean Pettis directly at 218-855-5954. 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.

A Master Account is a primary account established for a group, company, or event to centrally manage reservations, charges, and billing related to multiple guest rooms or services. The Master Account may be used to: • Consolidate room charges, taxes, and approved incidentals for a group or event • Link multiple individual guest reservations to a single billing account • Provide centralized invoicing and payment for authorized charges • Enable reporting and reconciliation of group-related expenses Individual guest accounts may still be maintained for personal charges not designated to the Master Account. Only charges specifically authorized by the Master Account Holder will be applied to the Master Account. The Master Account Holder is responsible for payment of all charges posted to the Master Account and for communicating approved billing arrangements to guests and the property in advance.

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.

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.

Your Event Manager will be your main point of contact for all details. Should another department be required to assist you, your Event Manager will introduce you to the appropriate contact. Please consider scheduling immediately: golf tee times, spa services, entertainment requests, pontoons, guided fishing, trapshooting, and any other recreation Madden’s offers. Activities are based on availability.

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/Event Manager by the deadline outlined on your contract. Attrition fees (if applicable) will be charged upon final billing. Cancellations made after the attrition deadline will be charged at the full contracted rate.

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.

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. (Activities such as teambuilding events, golf, spa, and marina rentals will be posted directly to your account and will not appear on a BEO unless catering is ordered.)

Each change received post deadline is subject to a $100 reprocessing fee. Final billing will be based on the guarantee or the actual number of guests served, whichever is greater. With changes pertaining to catering, the chef reserves the right to make substitutions.

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.

No materials may be taped, nailed or affixed to walls, furniture, or fixtures of the resort. Group acknowledges responsibility to repair any damages caused by failure to comply. Madden’s management must approve all signage prior to being displayed in public spaces.

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. Food cannot be displayed more than 2 hours. 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.

The sale and service of all alcoholic beverages is regulated by the Minnesota State Liquor Commission. Madden’s is responsible for the administration of those regulations. It is policy therefore that no alcohol may be brought into the resort and served in public areas for the purpose of hospitality entertainment. Last call for all private bar set ups is 11:45pm. There are no exceptions. Minnesota state law prohibits anyone under the age of 21 to consume alcoholic beverage. All guests that appear under the age of 30 will be carded. Identification is required for service. 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.

Parties of 20-29 may create a reservation where they can dine together and will be broken into 2-3 tables. Parties 30+ will be directed to work with a planner to arrange dining options. The planner will then work with the Food & Beverage team to execute and provide the best guest experience. Applies to Fairways and Mission Point only. Private spaces are based on availability and will incur a fee of $300.

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.

Outdoor entertainment (including bands, DJs, 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.

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.

Gratuity is not included in any package plans. An 18% gratuity for restaurant charges (groups of 10 or more dining together) posted to your master account will automatically be applied to the food and beverage, not included in your meal package. Gratuities for package meals, guest service staff, housekeeping, forecaddies, and other service staff (such as recreation or marina) may be given at your discretion.