Cancellation conditions

CONTRACT FORMATION - IMPLEMENTATION

1. The offer from "Van der Valk Hotel Congres" must be confirmed in writing. An order cannot be considered final without having been previously confirmed in writing by the "Van der Valk Hotel Congres".

2. The contracts drawn up by the "Van der Valk Hôtel Congres" are based solely on its own standard and specific general terms and conditions. Any other terms are applicable only if explicitly accepted and confirmed in writing by the "Van der Valk Hôtel Congres".

RESERVATION CONDITIONS

1. "Van der Valk Hotel Congres" reserves the right to reassign the meeting space at any time, provided that "Van der Valk Hotel Congres" informs the client beforehand and that this reassignment does not in any way affect the client's original requirements.

2. The use of the rooms is strictly limited to the activities specified on the reservation form.

3. If the client occupies the room outside the period stipulated in the contract, they are required to pay an additional amount, set proportionally to the base price and the additional occupancy period. The possibility of occupying the room outside the period stipulated in the contract is subject to availability and may be refused by the hotel.

4. Any change from the intended use will automatically trigger a price adjustment. Any change in the room setup on the day of the event will be charged at 250 EUR per hour of work per person and cannot be guaranteed.

5. The seminar package is a price per person per day VAT included. Any use of the main meeting room outside the contracted hours must be approved by "Van der Valk Hotel Congress" and may incur additional charges, unless previously agreed.

6. The size of the main meeting room or the largest of the reserved meeting rooms directly depends on the number of seminar packages contracted.

7. The meeting room foyers are an integral part of the hotel's public spaces and can therefore be shared with other guests.

8. All buffets are served for a minimum of 30 billed persons, except for sandwich buffets (minimum of 10 persons).

9. The client is required to confirm in writing the menu and/or buffet choices no later than 7 days before the start of the event. Otherwise, the menu and/or buffet will be at the Chef's discretion.

10. The equipment of the rented meeting space includes the fixed systems as well as the specific equipment for the space in question. Any additional service, the provision of equipment not included in the standard equipment of the room, or any electrical system complementary to the standard equipment will be subject to a separate price offer and will be charged as an extra. Any equipment provided by the client or one of their suppliers must be approved in advance by the technical services of the "Van der Valk Hotel Congres" based on the specifications submitted by the client at least one month before the event.

12.   The IT needs (WI-FI access, VPN) must be submitted for approval in writing no later than 1 month before the event. Any specific installation equipment not included in the standard meeting room will be subject to a separate price quote and charged additionally.

13. The full details of decoration, display, or technical installation projects must be submitted to the hotel for prior approval. The hotel disclaims all responsibility for materials brought into the hotel by the client. At the end of the event, the client agrees to remove all their installations at their own expense so that the premises are left in their original state, within a timeframe agreed upon with the hotel.

14. It is prohibited to apply posters on the wall, floor, or ceiling using glue, staples, or any other method. The repair costs for damages resulting from non-compliance with these rules will be charged to the client.

16. The total cost of repair or replacement of the hotel's property will be charged to the client, whether the damage was directly caused by the client or by one of their subcontractors or any other participant.

17. "Van der Valk Congres Hotel" can receive client parcels starting from 3 business days before the event date. To ensure the proper receipt of the parcel, the client must affix the following information on the parcel: the name of the event and the organizer, the name of the commercial service contact person, the name and address of the hotel, the event date, the event room name, and the number of parcels delivered. Any parcel not complying with the previous conditions or sent before the requested date may be refused. In case of delivery of valuable materials, the delivery date must be agreed upon before shipment. The client is responsible for the collection and shipment of materials after the event within a deadline set in agreement with the hotel. The hotel declines all responsibility for materials left at the hotel after the event.

18. The client is in no way authorized to bring food or drinks to consume during the event, unless a prior written agreement is made with the hotel. In this case, service fees, a corkage fee, or a plate charge will be claimed by the hotel.

19. The client is required to be in compliance with the Belgian Society of Authors, Composers and Publishers (SABAM) when using music of any kind within the "Van der Valk Hôtel Congres." All costs associated with SABAM's rules are the responsibility of the client. The hotel will forward all correspondence related to legal procedures in case of non-compliance with SABAM's rules to the client. The contact phone number for SABAM is 32 2 286 82 11.

20. At any time, the noise level on the premises may not disturb the hotel's clientele or the immediate vicinity. "Van der Valk Hôtel Congres" reserves the right to limit the sound level in case of excess. The end time of each event is set, at the latest, at 2:00.

21. In order to ensure that appropriate arrangements are made for any "sensitive" or "high value" event, "Van der Valk Hotel Congres" reserves the right to require the signatory to provide a professional security service for the entire duration of the event.

22. The client will be informed, and it is their responsibility to inform the participants, that it is not allowed to leave personal belongings unattended, whether in the hotel lobby, the restaurant, the hallways, or the meeting rooms. The hotel cannot be held responsible for the theft or disappearance of personal belongings occurring in these areas and in public places in general.

23. It is advisable to deposit valuable items in the room safe or at the reception. If the client fails to observe this obligation, "Van der Valk Hôtel Congres" disclaims any responsibility for the loss or theft of valuable items.

24. The client will indemnify "Van der Valk Hôtel Congres" for all damages, claims, lawsuits, liabilities, judgments, costs, and expenses, whether based on the contract or as a result of a tort or violation by the client or the participants of any clause of this agreement, or as a consequence of any act of negligence or any intentional or unintentional omission by the client, all participants, or their staff, agents, or subcontractors. The client is responsible for ensuring that their subcontractors comply with the current legislation regarding social laws.

25." Van der Valk Hôtel Congres " cannot be held responsible for failing to meet its commitments in cases of force majeure beyond its control, such as (non-exhaustive list): force majeure, war, government decision, terrorism, disaster,

26. strikes, civil disorder, transportation failure or transport equipment failure or any other emergency or event beyond its control.

1. Nothing in this contract shall grant either party the right to use the names, logos, trademarks, copyrights, or other industrial or intellectual property rights belonging to the other party or its affiliates without the prior consent of the other party. Consequently, the client agrees to use the exact logo, design, and phrasing of the intellectual property of "Van der Valk Hôtel Congres" as directed by "Van der Valk Hôtel Congres".

2. "Van der Valk Hôtel Congres" reserves the right, without prior notice or compensation, to cancel any contract violating moral or conduct values, public order, and/or appropriate use of the spaces made available to the client.

3. In order to ensure the smooth running of the event, the client will inform "Van der Valk Hôtel Congres" in writing of the exact number of people attending the event no later than 2 weeks before it begins.

4. Check-in at the hotel will only be possible from 3:00 PM on the day of arrival specified in the contract. In case of arrival before this time, the hotel will make every effort to make the room available but is not obligated to guarantee the result. A guest arriving before this time who wants to be certain of the room's availability upon arrival has the option to make an advance booking for the previous night, at the cost of an additional night's stay. The check-out officially takes place at 12:00 PM. Additional charges may apply for late check-out: a rate of 50% of the room price will be applied for delays not exceeding 6:00 PM on the scheduled day.

5. Early departure: If the participant decides to leave the hotel before the contracted departure date, the hotel reserves the right to claim payment, at the agreed rate, for the remaining nights due until the departure date specified in the contract.

6. "Van der Valk Hotel Congres" does not guarantee the absence of the client's competitors during the event.

7. The following advance payment conditions (deposits) apply to guarantee the contracted services (accommodation, seminar packages, meeting rooms, catering, audiovisual equipment, and various services). A deposit of 75% of the total contracted amount must be paid in full after the contract is signed (on the date stipulated in the contract) and the total prepayment for the event may be required and must be paid no later than 10 days before the date of arrival into the hotel's account:

33. Belfius Bank sa // IBAN BE90 0689 0163 4932 - SWIFT (BIC): GKCCBEBB.

1. "Van der Valk Hôtel Congres" reserves the right to cancel the contract with immediate effect upon sending written notification (email or letter) if deposits are not paid by the scheduled dates. In this case, the reserved rooms and meeting rooms may be resold. In the event of an increase in the contracted amount, "Van der Valk Hôtel Congres" may require the payment of additional deposits in accordance with the payment schedule established above.

2. "Van der Valk Hôtel Congres" reserves the right to resell the rooms and meeting rooms if the contract is not returned signed, and initialed on each page, in its entirety by the date mentioned in the contract.

CANCELLATION CONDITIONS

In case of cancellation or reduction of accommodation and/or services related to the event or seminar, the hotel reserves the right to apply the following conditions, by full right and without special notification:

1. a) Up to 90 days before the scheduled arrival date, all or part of the reservation can be canceled without compensation.

2. b) Up to 30 days before the scheduled arrival date, any cancellation shall be subject, as a matter of right, to the payment of a fixed indemnity equal to 50% (fifty) of the cancellation amount.

3. c) Within 30 days and up to 3 working days before the scheduled arrival date, any cancellation will automatically be subject to a fixed compensation equal to 75% (seventy-five) of the cancellation amount.

4. d) Within 3 business days prior to the scheduled arrival date, any cancellation will be subject, by right, to the payment of a flat-rate compensation equal to 100% (one hundred) of the cancellation amount.

Moreover, the aforementioned cancellation conditions and all other conditions of this agreement will also apply to the expenses of the organizer when participants are responsible for paying for their room, breakfast, and extras, and do not show up. "No shows" and unexpected departures will be charged based on the contractually agreed room block on a day-to-day basis. An increase in the confirmed room block after the contract is signed is subject to the cancellation conditions mentioned above.

The contract including accommodation and event is indivisible. The room list must be sent to the hotel 20 days before the arrival date. This list must specify the total number of rooms per night and the names of the guests. Additional rooms can be requested in writing and their availability is subject to prior agreement from the hotel. If the hotel does not receive the complete room list no later than 20 days before arrival, the hotel reserves the right to release the unbooked rooms and charge cancellation fees. All cancellation notices must be received in writing from the client and will take effect

from the date of receipt by the hotel. The written cancellation confirmation must clearly state which room and event needs should be canceled.

Final payment

The final payment must be settled upon receipt of the invoice. In order to definitively confirm the reservation, we would be grateful if you could complete the contract and return a duly signed copy to us for agreement.

The client has taken note and accepts the attached conditions, which are an integral part of the contract and gives their agreement.

Bank data Hotel

Belfius Bank SA

Boulevard Pachéco 44

B-1000 Brussels Belgium

BIC Code (Swift): GKCCBEBB

IBAN Code : BE90 0689 0163 4932 

GENERAL CONDITIONS

1. All our invoices are payable in Euros at the hotel's address in cash and without discount and must be paid upon receipt, unless different agreements are made by both parties.

2. As for their eligibility, all complaints regarding invoices must be submitted in writing within 7 days of the invoice date. A full cancellation of the "rooms" section will result in a complete cancellation of the "event" section, unless otherwise stipulated.

3. If the invoice has not been paid by the due date, an interest of 1% will be legitimately and automatically due, without notice. In the absence of payment of any invoice by the due date, the total remaining amount will automatically be due without notice.

1. In the event that the client does not pay the invoice due, "Van der Valk Hôtel Congres" will increase the amount due by 15% with a minimum of 400 EUR as a fixed penalty clause. In such a case, the hotel reserves the right to immediately cancel any future reservation without cost or compensation, and to terminate the contract with immediate effect from the notice - sent by registered mail - of its decision to cancel. Without needing to send a formal notification before this notice.

5. The hotel reserves the right to cancel reservations by letter addressed to the organizer, in the event that the aforementioned conditions of this agreement are not respected by them.

6. This agreement is valid only if it has been signed by the client and accepted by the hotel.

7. This contract is governed by and must be interpreted in accordance with Belgian law. The parties irrevocably acknowledge that the Commercial Court of Liège will have exclusive jurisdiction to resolve any disputes arising from or related to this

Agreement.

8. All prices mentioned in this contract include VAT. VAT and other taxes may be subject to change resulting from modifications to local legislation.

1. The invoice will be issued according to the billing address, VAT number, and reference provided at the contract signing. If a request is later made to the hotel to change this information, "Van der Valk Hotel Congres" reserves the right to charge an additional 50.00 EUR per invoice for administrative fees.

The organizer's attention has been fully drawn to the aforementioned conditions, which are fully included in this agreement, and he agrees to comply with them.

The organizer confirms that the person signing this agreement has the authority to commit to it.

This agreement is only valid when duly signed and returned to the hotel.