Booking Your Group

Group Reservations

Reservations are made on a first come, first-served basis. Please contact the Group Sales Department at 314-241-9622 or 573-438-2154 to make your reservation.
groupreservations@ymcastlouis.org

All policies and procedures pertaining to your reservation and stay are listed below. You will be provided with a Group Workbook, which will be your guide to planning the details of your stay and the means by which you will provide us with requested information.

A signed contract AND deposit are required to reserve a block of rooms. We offer two options for group reservations: individual pay or group pay.

GROUP PAY

Deposit Policy
The required deposit amount is 25% of the estimated amount due. Reservations are not guaranteed without a signed contract AND a deposit. The deposit is NON-REFUNDABLE and will be applied to the final bill.

Cancellation Policy
In the event of a cancellation, a 60-day notification is required IN WRITING, or the group is responsible for payment of the total estimated amount due.

Standard Booking Procedures

• The group leader will be responsible for all paperwork and arrangements and must adhere to the deadlines given. Any special requests must come from the group leader.
• The group leader is also responsible for distributing the necessary information to the individual group members (deposit deadline, policies, etc...). We recommend making a copy of the contract to distribute.
• The group leader will also provide a rooming list including names, telephone numbers and addresses of individual group members no later than one month prior to the arrival date.
• The $75.00 group membership fee and all other charges will be charged to the group bill unless other arrangements have been made.
• The group leader will provide a guaranteed number of individual group members no later than 60 days prior to the arrival date. This will be the number of people for which the group leader is financially responsible (with a 5% leeway).
• The group leader will be responsible for the total bill, which will be mailed within two weeks of the departure date.

INDIVIDUAL PAY

Deposit Policy
The group leader may hold a block of rooms with a signed contract and a $250.00 non-refundable deposit. (The $250.00 deposit will be applied to the group leader's room charges before or during check-out.) Each individual group member must then make an individual deposit with a credit card that is equal to one night's stay. Individual reservations must be secured with a deposit no later than six months prior to the arrival date. (If the reservation is made within six months prior to the arrival date, then the deposits will be due within two weeks from the initial reservation date.) Any room that has not been guaranteed with a deposit within the deadline date will be released from the block of rooms.

Cancellation Policy
If an individual room reservation is canceled within 48 hours of making the reservation, the deposit is 100% refundable. For reservations canceled after 48 hours and up to 60 days prior to the arrival date, deposits are 100% transferable to another night's stay within the current calendar year. A gift certificate will be issued equal to the deposit amount. If a reservation is canceled within two weeks of the arrival date, the deposit is non-refundable and non-transferable. (The 48-hour cancellation will not apply to reservations made within two weeks of arrival.)

Standard Booking Procedures

• Reservations will be accepted as long as rooms are available.
• A $10 per family membership fee will be charged to each individual family or a $75 group membership fee may be paid by the group leader.
• All charges other than activities (meeting room fees, a/v equipment, catering, etc.) will be charged to the group leader unless other arrangements have been made.
• The group leader will be responsible for all paperwork and arrangements and must adhere to deadlines. Any special requests must come from the group leader.
• The group leader is also responsible for distributing the necessary information to the individual group members (deposit deadline, policies, etc...). We recommend making a copy of the contract to distribute.
• Each individual family will be required to make a deposit equal to a one-night stay on their room.
• Each individual family will be required to sign an individual confirmation letter and return it to our sales staff.

Programmed Activities
The group will provide YMCA of the Ozarks with their program requests no later than 60 days prior to the arrival date. If the group fails to provide these requests, there will be no guarantee on the availability of programmed activities.

Check-In/Check-Out Times
Check-in time is 3:30 p.m. However, you are welcome to arrive prior to check-in and enjoy the facilities. If your room is clean and available, you may be able to check-in early. Checkout time is 11:30 a.m. Guests are invited to stay after checkout to enjoy the facilities, but rooms must be vacated to prepare for arriving guests. Late fees are charged at $25 per hour after 11:30 a.m.

Meal Shifts
You are assigned a mealtime during your stay. As we cater to many different groups and families on schedules of their own, please adhere to your assigned mealtime to prevent waiting in line for the dining room.

Quiet Hours/Noise Policy
Quiet hours are 10:00 p.m. - 8:00 a.m. At 10:00 p.m., the noise level must be reduced to a minimum. This includes, but is not restricted to, all areas of the Trout Lodge (Sunnen Center) including private rooms and balconies or patios, meeting rooms 1-7, family cabins, Hillcrest Hall, North Hall, the Teepee, the Recreation Center, Chapel, Sundeck, Camp Lakewood Cabins, Camp Lakewood Dining Hall, Center Hall, the Triangle Y Ranch, Chuck Wagon Site, parking areas, campfire areas, and waterfront areas. Unacceptable noise/activity includes, but is not restricted to, running in hallways or on stairs in private rooms, loud music, shouting or loud singing, misuse of elevators, loud automobile activity in parking areas, and any other activity deemed inappropriate by the Manager on Duty. If it is necessary for a YMCA staff member to ask members of your group to reduce the level of noise or activity within your group, the following steps will occur:

• Warning #1: You as the group leader will be informed that there is a problem. The Manager on Duty will review the noise policy with you at this time.
• Warning #2: Your group will be charged $50.00 (added to your bill) as a penalty. Once again, the Manager on Duty will review the noise policy with you.
• Warning #3: The local sheriff will be called to escort the offending members of your group from the premises. You will be charged for the remainder of the contracted fees.

Alcohol Policy
Alcoholic beverages are allowed, but not sold on the grounds and may not be consumed in public areas. You may have alcohol in your room, cabin or reserved meeting room. We do not provide, transport or handle alcohol.

Smoking Policy
Our buildings and rooms are non-smoking. Smoking is permitted outside only, though not at activity areas.

Parking
After unloading luggage, please move your car to the designated parking area. Please do not park on the grass anywhere on property.

Firearms & Hunting
Both firearms and hunting is prohibited on YMCA property.

Pets
In compliance with Missouri State Law, guests are not permitted to bring pets on YMCA premises.