Group Booking Policies

Group Block Policy
Corporate Group Block Policy
a TOTAL Takeover Policy

Group Block Policy

We’re thrilled to help make your group’s stay at The Grove an unforgettable experience! Here’s how our GROUP BLOCK works (no boring fine print, we promise):

Booking & Deposit

A Group Block allows us to reserve a set number of rooms exclusively for your group for a limited time. A $100 per-room deposit is collected when the block is created to hold those rooms.

How the Timeline Works

  • 120 days prior to arrival: You’ll receive a notice with an opportunity to adjust your room count.
  • 90 days prior to arrival: Your room count is confirmed.
  • 60 days prior to arrival: Any rooms not booked by your guests are released back into public availability.

Holding Fee for Unbooked Rooms

At the 60-day release date, any unbooked rooms in the confirmed Group Block are subject to a $125 per-room holding fee. This fee reflects the time those rooms were held exclusively for your group.

Room Rates & Selection

  • Your group room rates will be locked in at the time the block is set up and remain in effect until the release date — no surprises here.
  • Room selection: That’s up to us, but we’ll do our best to keep your group’s rooms together.
  • A two-night weekend stay minimum is required during:
    • The Grove Hotel: May 1 – September 30
    • The Grove Motel: July 1 – August 31

Checking In & Out

  • Check-in: 4:00 PM | Check-out: 11:00 AM
  • Early check-ins and late checkouts aren’t available for Group Blocks – we like to play fair and keep things smooth for everyone.

Group Block Cancellation (Organizer)

If the organizer chooses to cancel the entire Group Block, the following terms apply:

  • 120 days or more prior to arrival: The Group Block may be cancelled with a full refund of deposits.
  • Between 119 and 61 days prior to arrival: The Group Block may be cancelled; however, deposits become non-refundable and are retained based on the room count in effect at the time of the cancellation.
  • 60 days or fewer prior to arrival: The Group Block may be cancelled. A $125 per-room holding fee applies to each room in the confirmed Group Block, regardless of individual guest booking or cancellation activity. Any deposits previously collected will be applied toward the total holding fee.

Individual guest reservations booked under the Group Block will remain subject to their own reservation cancellation policies (see below).

For Your Guests

Payment Details & Refunds

  • Each guest reservation made under the Group Block is subject to the individual reservation payment and cancellation policies in effect at the time of booking.
  • A $20 administration fee applies to each individual reservation and is non-refundable, including in the event of a cancellation or modification.
  • A payment equivalent to the first night will be processed as the time of the reservation under the Block.
  • Cancellation Fees:
    • More than 7 days’ notice: The payment made will be refunded in full (minus the administration fee).
    • 7 days or less: The Cancellation fee will be the cost of the first night’s stay (which was already collected at the time of the booking).
    • All remaining balances will be charged to the credit card upon expiry of the free cancellation period (7 days, up to the date of arrival).
    • New reservations made after the expiry of the free cancellation period (7 days) will be noncancellable and they will be charged the full amount due, at the current market rate.

We’re here to make your group getaway seamless and stress-free. Let’s get the planning started – your epic group stay awaits!

To process your Group Block request, please use our Group Booking Request Form.

All requests are addressed in the order they are received, so don’t delay—most dates fill up quickly! We’ll contact you before finalizing your booking to review your request and confirm the terms and availability.

Thank you for choosing The Grove for your Big Event! We look forward to making your group’s stay unforgettable.

Corporate Group Block Policy

(Because, admit it, business trips should feel a little less… business-y)

We’re here to make planning your company’s stay as smooth as your best sales pitch. Whether you’re hosting clients, teammates, or out-of-town execs, we’ve got you covered with flexible, no-fuss group bookings.

What’s Included

  • We’ll hold a block of rooms just for your crew, based on your needs and our availability.
  • The room rates are locked in at the current market rate, until the “Release Date” – so, no surprises here!
  • Room selection will be managed by our team to keep your group close, while being mindful of other guests.
  • The Booker (that’s you!) may or may not be staying, but you’re our go-to for all group communication.

Payment Options

Choose what works for your team:

  1. Master Bill: Your company pays for all rooms.
  2. Individual Pay: Each guest books and pays for their own room using your custom booking link or code.

Let us know your preference at the time of booking.

Deposit

A $500 non-refundable deposit is required to hold the block.

This amount will be applied to your final group balance, the organizer’s room booking, or refunded to the original card, if appropriate. However, if the entire block is cancelled at any time, the deposit is forfeited.

Release Date & Flexibility

For Individual Pay:

We’ll hold your group’s rooms at the agreed rate until 30 days prior to arrival (the Release Date).

At that point:

  • After release, rooms may still be available, but group rates are no longer guaranteed
  • Any unbooked rooms are automatically released
  • There is no penalty for rooms that were never booked

Cancellations Dates

For Individual Pay:

  • Guests may cancel 8+ days before arrival for a full refund.
  • Cancellations made 7 days or less before arrival will be charged one night’s stay.

For Master-Pay Blocks:

  • Any rooms cancelled after the 7-day mark will be charged one night per room to the master account.
  • The Booker is financially responsible for all rooms in the block.
  • A final rooming list is due 7 days before arrival. At that point, all rooms are guaranteed and non-refundable.

Other “Need-to-Knows”

  • Check-in: 4:00 PM | Check-out: 11:00 AM
  • A two-night minimum may apply on weekends depending on season and location.
  • Early check-ins and late checkouts aren’t guaranteed but feel free to ask – we’ll do our best.
  • Looking to up the experience? Ask us about meeting space, catering from JOE. Hot+Cold, or local add-ons like wine receptions and custom swag.

Let’s make your next group stay anything but boring.

Get Started

To process your Group Block request, please use our Group Booking Request Form or contact us directly at [email protected].

A Total Takeover

We are pleased to offer Total Property Takeovers for groups, subject to availability at the time of booking.

A Takeover provides your group with exclusive use of the entire property, including all guest rooms and common areas for the duration of your stay. Please note that Takeovers do not include JOE. Hot+Cold or other separately operated outlets, where applicable.

What’s Included?

  • Exclusive access to the full property and all guest rooms
  • Use of all hotel or motel common areas
  • Daily housekeeping services (available upon request)
  • A complimentary Check-In Reception hosted by us for your guests from 4:00pm to 6:00pm on the day of arrival

Pricing

Takeover rates are custom quoted and based on:

  • Seasonality and demand
  • Day(s) of the week
  • Length of stay
  • Scope of any added experiences or enhancements

Because pricing varies throughout the year, Takeover rates are not published. A minimum two-night stay may apply for weekend Takeovers during peak periods.

Reservation Fee & Payment Terms

A $1,000 non-refundable reservation fee is required at the time the Takeover is confirmed and the initial group block is established. This fee secures the property exclusively for your group.

Full payment for the stay is processed 7 days prior to arrival.
The Primary Booker is financially responsible for the reservation.

Cancellation Policy

Due to the exclusive nature of a Total Property Takeover, the following cancellation terms apply:

  • 31 days or more prior to arrival:
    The $1,000 reservation fee remains non-refundable. No additional charges apply.
  • 8–30 days prior to arrival:
    A cancellation fee equal to 75% of the total stay cost will apply.
  • 7 days or less prior to arrival:
    A cancellation fee equal to 100% of the total stay cost will apply.

Any amounts already paid, including the reservation fee, will be applied toward the applicable cancellation fee. These terms apply regardless of individual guest attendance, room usage, or changes within the group.

Check-In / Check-Out

  • Standard check-in: 4:00pm
  • Standard check-out: 11:00am
  • Early check-ins and late check-outs may be available upon request, subject to availability. Additional fees may apply.

Submitting a Request

To begin the process, please complete our:

GROUP BOOKING INQUIRY FORM

All Takeover requests are reviewed in the order they are received.  Submitting an inquiry does not guarantee availability, but allows us to review your request and confirm details before finalizing the booking.  Due to high demand, dates may fill quickly.