--- title: Meeting Planner Guide date: 2026-06-05T10:24:00-05:00 author: Brenynn Mowery canonical_url: "https://www.maumeebaylodge.com/meeting-planner-guide" section: Pages --- ![](https://d3sxnlwgk048y3.cloudfront.net/generalUploads/Meetings/meeting-planner_header.png?mode=crop&pos=center-center&q=98&f=webp&c=2ff49820&v=9c86b944660d45e2e261cf39800cd68bb2882a8ba2f22325697c9a17d4bfc3a7) # Event Planning Guide Planning starts here. Browse meeting guides, venue details, catering options, room layouts, lodging information, and other helpful resources—all conveniently gathered in one location. Whether you're organizing a corporate retreat, conference, wedding, or social event, you'll find the tools and information you need to bring your vision to life. ## Floor Plan & Capacity Chart Explore the layout of the lodge and maximum capacities of our meeting rooms for standard set-ups. [View](https://www.maumeebaylodge.com/general-uploads/Files/MB-Meeting-Room-Seating-Capacities.pdf) ## Audio Visual Rentals Maumee Bay State Park Lodge offers comprehensive, cost-effective audiovisual packages through Markey’s Audio Visual. Coordinate all equipment needs directly with your Catering Sales Manager for a seamless event experience. [View](https://www.maumeebaylodge.com/general-uploads/Files/MB_AV_List_2021.pdf) ## Catering Menu From intimate gatherings to large conferences, our catering team creates memorable dining experiences with versatile menus and attentive service. [View](https://www.maumeebaylodge.com/general-uploads/Files/Maumee-Bay-Resort-Banquet-Menu-2025-Final-Web.pdf) ## Group Activities Turn your gathering into an experience with customized team-building activities, outdoor adventures, golf outings, and group bonfires that encourage connection. Call our group sales office to discuss your group needs. [419-836-1466](tel:419-836-1466) ## Meeting & Gathering Room Options Maumee Bay Lodge offers a variety of impressive meeting and gathering spaces, many of which boast stunning views of Lake Erie and the surrounding natural beauty. From the spacious Grand Ballroom, accommodating up to 400 guests and featuring natural light and balcony vistas, to more intimate function rooms, numerous options exist for events of all sizes. Whether for a conference, wedding, or family reunion, the blend of well-equipped facilities and breathtaking views of Lake Erie creates a memorable backdrop for any occasion. ![A spacious conference room with round tables and chairs, a clear podium at the front left, patterned carpet, high ceiling with lights, and large windows letting in natural light on the left wall.](https://d3sxnlwgk048y3.cloudfront.net/generalUploads/Meetings/Grand-Ballroom/0M9A8594.jpg?mode=crop&pos=center-center&q=98&f=webp&c=42da9b64&v=a0a53c0413b742da889bba76443b6eed74b3b16eb63f8d22a877c25251a5ffa6) ### Grand Ballroom The Grand Ballroom offers versatile meeting space, divisible into four distinct areas. Large windows showcase stunning Lake Erie views. An adjoining balcony provides picturesque outdoor access, making it ideal for both focused sessions and relaxed networking. [View Virtual Tour ](https://my.matterport.com/show/?m=kd9G5DVvVo2) ![A spacious conference room with large windows, U-shaped tables with chairs, a flat-screen TV on the wall, and neutral-colored walls and carpet. Natural light fills the room.](https://d3sxnlwgk048y3.cloudfront.net/generalUploads/Meetings/Starboard-Navigator/Maumee-Bay-Starboard-Navigator-Photo-3.jpg?mode=crop&pos=center-center&q=98&f=webp&c=89d24120&v=952573fe790ef1e7fbcf0e750afd434fc7776b9021205db3c8dd14b459936c6b) ### Starboard / Navigator The Starboard/Navigator meeting space offers a welcoming and naturally lit environment thanks to its ample windows. This flexible room can effortlessly transform into two separate, equally sized areas, making it an ideal choice for breakout sessions. [Watch Virtual Tour ](https://my.matterport.com/show/?m=R4mywRfYNnc) ![A conference room with a U-shaped table arrangement covered in dark tablecloths, surrounded by chairs. Notepads and pens are placed at each seat. The room has patterned carpet, light walls, and large windows on one side.](https://d3sxnlwgk048y3.cloudfront.net/generalUploads/Meetings/Mainsail/Mainsail-Other.jpg?mode=crop&pos=center-center&q=98&f=webp&c=a7b7cc04&v=d9f9c559cef87f952a5eaec9e1f05c85016669eb5493a09577e7fd9b92b98c57) ### Mainsail The Mainsail meeting space offers a versatile and inviting atmosphere, bathed in natural light. This well-appointed room provides a comfortable setting for a variety of events, from productive board meetings to engaging workshops. [View Virtual Tour ](https://my.matterport.com/show/?m=6mthdrUWNHo) ![A modern conference room with a long wooden table, black leather chairs, bottled water, notepads, and pens set for each person. On the side, there are refreshments, fruits, and a coffee machine. Landscape art hangs on the wall.](https://d3sxnlwgk048y3.cloudfront.net/generalUploads/Meetings/Lake-Erie/0M9A8743.jpg?mode=crop&pos=center-center&q=98&f=webp&c=d4c61a26&v=fe27858cb939bd78dc4981170c847b9fb89a8c8d7240872fce157709d1ba02d7) ### Lake Erie This inviting room provides a comfortable and well-equipped setting for smaller meetings. [View Virtual Tour ](https://my.matterport.com/show/?m=H4y8TiQcPiQ) ![Empty conference room with patterned carpet, large white folding wall, and ceiling lights. Floor-to-ceiling windows and glass doors open to a balcony with outdoor seating and a view of trees and sky outside.](https://d3sxnlwgk048y3.cloudfront.net/generalUploads/Meetings/Grand-Ballroom/Maumee-Bay-Blue-Heron-Photo-3.jpg?mode=crop&pos=center-center&q=98&f=webp&c=189584a1&v=c84a01e31be29b5c51551f3add1107f68ab9d9dca77dba45136fe41893f46f1b) ### Grand Ballroom - Blue Heron The Blue Heron division style of the Grand Ballroom provides 1,118 square feet of meeting spaces and offers a variety of table layouts with a maximum capacity of 126 people. [View Virtual Tour ](https://my.matterport.com/models/SWRdhrcwDNk) ![A conference room with rows of chairs facing a podium, patterned carpet, overhead lights, and large windows offering a view of an outdoor patio with tables and chairs.](https://d3sxnlwgk048y3.cloudfront.net/generalUploads/Meetings/Grand-Ballroom/Maumee-Bay-White-Egret-Photo-3.jpg?mode=crop&pos=center-center&q=98&f=webp&c=078cf304&v=024fce9747f39276aecab45f8d06db521843dd4c9d4dba3df214069a4e19b13d) ### Grand Ballroom - White Egret The White Egret division style of the Grand Ballroom provides 1,118 square feet of meeting spaces and offers a variety of table layouts with a maximum capacity of 126 people. [View Virtual Tour ](https://my.matterport.com/show/?m=LEnnNnMn7Z3) ![A spacious banquet room with round tables covered in dark tablecloths, each set with blue folded napkins and chairs. Large windows let in natural light, and the patterned carpet adds elegance to the setting.](https://d3sxnlwgk048y3.cloudfront.net/generalUploads/Meetings/Grand-Ballroom/Maumee-Bay-Bald-Eagle-Photo-4.jpg?mode=crop&pos=center-center&q=98&f=webp&c=afa27dca&v=1e09faa0080e27774d797c356f64dcf62ae6538ada202d97da7bca3fca79faa9) ### Grand Ballroom - Bald Eagle The Bald Eagle division style of the Grand Ballroom provides 2,106 square feet of meeting spaces and offers a variety of table layouts with a maximum capacity of 200 people. [View Virtual Tour ](https://my.matterport.com/show/?m=Ls82HDeVU5a) ![A small conference room with patterned carpet, rows of tables and chairs, a podium, and a large projection screen; windows at the back show an outdoor balcony and natural light.](https://d3sxnlwgk048y3.cloudfront.net/generalUploads/Meetings/Grand-Ballroom/Maumee-Bay-Tern-Photo-4.jpg?mode=crop&pos=center-center&q=98&f=webp&c=2769d3e7&v=d94dc223691dda091c84f7bc327716526d8e418b6c7aa380d55490febddba4a4) ### Grand Ballroom - Tern Layout The Tern Layout division style of the Grand Ballroom provides 1,118 square feet of meeting spaces and offers a variety of table layouts with a maximum capacity of 126 people. [View Virtual Tour ](https://my.matterport.com/show/?m=HnYMaSMAWQE) ## Location 1750 State Park Road #2 Oregon, OH 43616 - 15 minutes east of Toledo - 1 hour south of Detroit - 2 hours west of Cleveland - 2½ hours north of Columbus ![Aerial view of a lakeside lodge with a marina, outdoor pool, golf course, and waterfront grounds.](https://d3sxnlwgk048y3.cloudfront.net/generalUploads/Property/MaumeeBay_May2026_JWade-0481.jpg?mode=crop&pos=center-center&q=98&f=webp&c=c8e09dd8&v=7779d50178b3d0cad747506cf3150cb5271943b5496d174fdf999a328bf6cfe8) ## Conference Center Policies **Meeting Rooms** Please adhere to the agreed function schedule as other groups may be utilizing the same room prior to or following your event. Should your needs change, contact your Catering Sales Manager and every effort will be made to accommodate your requests. The seating capacity in the meeting rooms will vary depending on set-up, equipment and/or displays, head table, dance floor or other requirements. In order to maintain the quality and appearance of our facilities, stapling, tacking and taping to wall coverings or wood surfaces is prohibited. Please consult with our banquet staff regarding your requirements. **Billing** All banquet and meeting-related charges are subject to one master bill. All no-shows will be included in the master billing. We reserve the right to request payment in full or in part prior to the function. Functions must be paid for in advance or at the conclusion of such event unless direct billing status has been applied for and approved 10 days prior to your function. Full payment of all group charges incurred is due and payable 10 days from the billing date and is subject to a 2% per month service charge on any outstanding balance. **Tax Exemptions** Tax-exempt status will be granted if furnished with documentation 10 days prior to your event. Ohio laws require that the tax-exempt organization remit all monies on the tax-exempt billing. Local bed tax and sales tax on alcoholic beverages are not subject to exemption. We cannot offer tax-exempt status to anyone paying with a personal check or credit card. **Security** Liability for any damages incurred by conference attendees or guests at any resort facilities are the responsibility of the organization booking the event and will be billed accordingly. The resort is not responsible for the security of or delivery/pickup of equipment, displays, printed material or any other items necessary for any function. Please consult with our Sales & Catering Manager for additional information. ## Guest Room Policies & Guidelines **Group Arrival List** Maumee Bay Lodge & Conference Center must receive a group arrival list indicating all individuals with room reservations no later than 30 days prior to the actual arrival date. The list should indicate whether an individual will be alone or sharing accommodations with someone (name of second occupant required). This arrival list is critical to the prompt execution of your check-in and the lodge’s ability to provide you with the best accommodations available. We appreciate your cooperation.Failure to receive this information within the 30-day timeframe may result in automatic cancellation of your reservation. **Tax Exemptions** Guest(s) must be employed by a department, company, etc. that is exempt from sales tax in Ohio. - Guest(s) must be paying for the guest room with a check from the company, a business listed as sales tax exempt in Ohio on the exemption form. - Guest(s) must bring the sales tax exemption form with them and present it to reservation agent at the time of check-in. To expedite the check-in process, please fax your sales tax exemption form with your name, confirmation number, and arrival date to the sales office at least 1 day prior to checking in. - Form must be completely filled out and current. - Guest(s) are only exempt from the sales tax imposed by the state of Ohio, which varies in each county, and cannot be exempt from the lodging tax imposed by the hotel.