Terms and Conditions

Eagle Pass Lodge General Business Terms and Conditions

Management

Eagle Pass Lodge (EPL) is the organizer of private event package described throughout the EPL brochure and website.  The term private event shall include weddings, corporate events, family gatherings, or any social gathering at Eagle Pass Lodge.

Any travel agent or individual representing EPL is acting only as an agent authorized for encashment. In the case that any travel agent or individual representing EPL contradict EPL’s GT&C’s, then EPL’s GT&C’s will take precedence.

Eagle Pass Lodge reserves the right to inspect, monitor any event and discontinue services to all guests in the case of any violations of Eagle Pass Lodge GT&C’s or Provincial & Federal laws.

EPL is not responsible for any third-party booking errors, or held liable, for any outside product or service sold in conjunction with all EPL products.  These services are directly provided by independent companies and can include but are not limited to any product or service such as recreational activities, permits, equipment rentals and/or transportation of clients to EPL. 

Private Event Host Responsibility

It is essential that the Private Event Host (Group Leader) and Guests familiarize themselves with the terms and conditions and the information below, as well as on the EPL website before booking their private event.  This will ensure they have a full understanding as to what their private event package includes, what their package does not include, and are fully aware of EPL’s policies in regard to cancellations and refunds. 

By submitting a signed Payment Authorization form the Private Event Host is confirming their booking with Eagle Pass Lodge and has agreed to a legally binding agreement with Eagle Pass Lodge as outlined in the policies and conditions below.

During the event, the Host is responsible for the conduct of all other guests invited to the private event and any damages to the property, equipment or employees of Eagle Pass Lodge.

Eagle Pass Lodge is not liable for any loss or damage to goods, property, and/or equipment brought into the facility by the Host or any third party acting on behalf of the Host.  The Host agrees to indemnify Eagle Pass Lodge is not liable for any claims arising out of negligent or willful acts conducted by the Host or any of its guests.

It is the responsibility of the Host to ensure any additional documentation and/or permits have been submitted and approved prior to the booking by both EPL and governing parties.  While it is not required, we strongly recommend event insurance for any private event that takes place at Eagle Pass Lodge.   This coverage provides a great piece of mind on your special event for a very reasonable price.  For a quote, please contact www.lcis.ca

Following departure, the host remains responsible for all incidental charges, theft, or damage discovered to either the room or Lodge.  In this event, Eagle Pass Lodge will contact the Host to process additional charges on the card on file and provide any additional statement/paperwork.

Facility Regulations

  • Check in is at 3:00 pm PST.  Check out is at 11:00 am PST unless arranged prior to arrival
  • A Lodge safe is provided to store any valuables.
  • Hot tub hours end at 10 pm each night.  After-hours access is not permitted.  Proper swimwear is required.
  • You are responsible for any damage.  Tread lightly.
  • No pets are allowed inside Eagle Pass Lodge due to allergy considerations
  • Eagle Pass Lodge is a smoke free environment.  Smoking is not permitted in any areas of the lodge including the rooms.  A $500 reconditioning fee will be assessed for guests that do not comply with the non-smoking policy. This charge will be applied to your invoice.
  • A $25 fee will be assessed for any guests that misplace or lose their room key.  This charge will be applied to your final invoice.
  • A 15% accommodation tax is charged on all lodge rates in compliance government regulations

Alcohol Regulations

Appropriate government Liquor Standards ID must be provided when purchasing alcoholic beverages. At any given time, if a guest is deemed to be intoxicated, Eagle Pass Lodge reserves the right to refuse alcoholic beverages to the guest and arrange a means of transportation to leave the premises at their own expense.

Eagle Pass Lodge has a zero tolerance for any illegal activity including consumption of alcohol in non-designated areas as well as illegal substances. Eagle Pass Lodge reserves the right to remove any guests that do not adhere to government policy and Eagle Pass Lodge terms and conditions.

Any alcohol on the premises that has not been purchased by Eagle Pass Lodge must be approved and a fee may be charged prior to the stay/event. Eagle Pass Lodge reserves the right to close the bar for the safety of its guests and employees and/or close down the event. Please be advised due to liquor regulations the bar will be closed at 1:00am unless the host has an approved special license for the occasion.

Payment Process - Deposits

A non-refundable deposit is required within two weeks of the booking date to confirm the reservation.  The deposit of the private event is 20% of the after-tax package price.

Payment Process – Final Payments

Final payment is required 90 days prior to the commencement of the private event or May 1st, whichever comes first.  If booking is less than 90 days prior to the start of the private event the full payment is due upon booking.   A 15% Hotel Tax is not included in any of the private event prices.   Full payment must be received prior to entering the property.

A damage deposit of $2000.00 will be taken upon arrival and held until departure of the last guests and inspection of the property.

Once the event has completed, an invoice will be presented for any additional incidentals that were occurred from time of final payment to event completion.

Confirmation will be sent via email when any payment has been received.  All rates and prices are in Canadian dollars (CAD) and are subject to change without notice. 

Cancellation and Refund Process

Eagle Pass Lodge is not responsible for any extenuating circumstances that result in a cancelled event or impacted booking including, weather, limit of available services due to outages or emergency situations, transportation closures or any other event not within direct control.

In the event of cancellation of an event by a guest:

If event is cancelled 12 months or more from arrival date of the event, a full refund of the deposit will be given less 5% in order to cover merchant fees and administrative costs incurred. 

If event is cancelled between the date range of 12 months prior to the event to April 30th, the deposit will be retained by Eagle Pass Lodge. 

If event is cancelled after May 1st, 50% of the event cost will be refunded to the guest.

In the event of a guest cancellation any third-party services booked by Eagle Pass Lodge on behalf of the guest, would be refunded at the sole discretion of each third-party service provider.  

Eagle Pass Lodge reserves complete discretion to refund, cancel or credit a host on a situational basis. 

 

 

 

 

 

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