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GROUP TAKEOVER POLICY: What You Need to Know

A Total Hotel or Motel Takeover is a big deal—it’s an exclusive booking that gives a group full access to all guest rooms and common areas. These events require careful planning, clear communication, and a solid understanding of the policy to ensure a smooth experience for both the guests and our team.


Here’s what you need to know when handling a Group Buyout Inquiry:

Why It Matters:

  • Buyouts mean big revenue and high expectations—guests expect a personalized experience, so details matter!

  • These bookings require strict policies on deposits, cancellations, and guest expectations, so we avoid last-minute issues.


Who This Applies To:

  • Any guest inquiring about booking all 20 rooms at The Grove Hotel or 27 rooms at The Grove Motel.

  • Team members handling inquiries, reservations, and logistics for Group Buyouts.


Your Role as a Team Member:

  • When an inquiry is received (via email, phone, or in person), collect the guest’s email and send them the Group Buyout Inquiry Email Template.

  • Customize the template to match their event (i.e., if they mention a corporate retreat, don’t reference a wedding).

  • Ensure they understand the key details, including:

    • Pricing based on season and day of the week.

    • Deposit & payment schedule.

    • Cancellation policies.

    • Early check-in/late check-out fees.

  • Monitor Buyout Bookings to track deposits, deadlines, and ensure all guest expectations are managed.

  • Direct any complex situations to Erika or email groups@TheGrove.Rocks.


HOW A GROUP BUYOUT WORKS: A Quick Breakdown


🏨 What’s Included –

  • Full access to all 20 guest rooms and common areas.

  • Daily housekeeping (upon request).

  • Complimentary Wine & Cheese Check-In Reception, hosted by us from 4 PM – 6 PM on the arrival day.


💰 Rates & Fees –

  • Non-refundable $1,000 Reservation Fee, due at booking.

  • Pricing varies by property and season:

    • The Grove Hotel (Sept – April)

      • Weekdays: $3,250 + HST per night

      • Weekends: $3,750 + HST per night

    • The Grove Hotel (May – Aug)

      • Weekdays: $3,600 + HST per night

      • Weekends: $4,500 + HST per night (2-night minimum on weekends)

    • The Grove Motel (Sept – June)

      • Weekdays: $3,750 + HST per night

      • Weekends: $5,000 + HST per night

    • The Grove Motel (July – Aug)

      • Weekdays: $4,750 + HST per night

      • Weekends: $6,500 + HST per night (2-night minimum on weekends)


🕒 Check-In & Check-Out –

  • Check-in: 4:00 PM | Check-out: 11:00 AM

  • Early check-ins & late checkouts may be available for an extra fee ($50 per request).


💳 Payment & Cancellations –

  • Full payment is required 30 days prior to arrival.

  • Cancellation Policy:

    • More than 30 days before check-in: No additional penalty, but $1,000 deposit is non-refundable.

    • More than 7 days before check-in: 50% refund of the full amount.

    • 7 days or less: No refund.


THE FULL POLICY

For full details, see the attached Group Buyout Policy document.




FINAL NOTES FOR THE TEAM:

✅ Set expectations early—buyouts are high-touch bookings, so guests need clear communication.

✅ Be proactive—if anything seems unclear, escalate it before it becomes an issue.


Let’s keep Total Takeovers stress-free and memorable for our guests! 🚀



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