Meeting and group terms and conditions

GENERAL TERMS AND CONDITIONS

Charges for the event are subject to possible alterations in the reservation.

Prices

All prices are in euros and VAT inclusive. We reserve the right to change the price in case there is a change to the booking´s dates, number of participants, number of meeting or hotel rooms. The prices are non-commissionable unless otherwise stated.

Payment

According to the confirmation or terms below.

Terms of payment

Meeting/ group reservation are always charged in one invoice. If not agreed otherwise, the customer pays directly at the hotel upon departure in cash or by credit/debit card. If the customer has a valid billing contract, the hotel can send the invoice (to the domestic companies with Finnish business id) after the event (minimum billing is 120€ including the billing fee is 20€). Foreign companies, associations and private persons will be invoiced in advance.

Our terms of payment are 14 days net with a penalty interest rate of 16%. The hotel reserves the right to change the method of payment if the customer’s credit history or payment behavior is not found to be satisfactory.

Meeting reservation

Meeting package is always charged as a whole package price, which includes pre-agreed meeting rooms, conference equipment and catering.  Meeting package will not be dismantled – it is always charged in whole – regardless of whether all the participants took part e.g. in all the meals.

Details for the event

Please provide the following details two weeks prior to the event:

• Number of participants and name list of the accommodating guests
• Timetable including lunch and/or coffee break times and possible allergies/diets
• Dinner menu option and drinks
• Seating arrangements in meeting room
• Billing address and ref (if billing contract is made)
• Text to the information board
• Conference equipment requirements and wishes
• Host of the event

MEETING, EVENT AND GROUP CANCELLATION POLICY

Possible cancellations must be informed in writing. Billing will be done according to the confirmation or the actual number of participants in case the total amount payable is greater than anticipated. If the number of participants changes considerably, the hotel reserves the right to appoint other meeting space for the event as well as re-negotiate the details and charges of the event.

Example of a room night calculation: If 30 rooms are booked for 2 nights there are a total of 60 room nights.

Bookings exceeding 200 room-nights are subject to separate terms of cancellation.

Allotments

Fixed room allotment

The hotel allots the required number of

rooms for the group and guarantees availability of these rooms at the price offered with the terms and conditions of the fixed allotment bookings (below).

The hotel has the right to charge full price for the entire reservation period of the rooms that are not booked, or that are cancelled after the specified deadline, as well as for the non-booked or cancelled rooms beyond the limits specified below. The booking and cancellation conditions are hotel-specific.

Open room allotment

The hotel allots a certain number of rooms at the price offered, which then are free for booking, subject to availability. The hotel gives booking code and its last valid date at the time of confirming open allotment. The hotel has the right to withdraw the allotment unilaterally. An individual room booked from the allotment can be cancelled without costs until 6 pm on the date of arrival (unless otherwise agreed).

Participants book their rooms directly (by phone, e-mail or web site), indicating the dedicated booking reference. Bookings must be guaranteed with credit card information.

Overbooking

The hotel will arrange new rooms for delegates and cover transportation costs to the other hotel in case of overbooking.

Liability and insurance

The hotel is not responsible for loss or theft of items owned by the guest.

Force Majeure

Strikes, lockouts, fire, problems with suppliers and other extraordinary situations over which the parties in this contract have no control over constitute ground for termination without liability for compensation.

Form of contract

Any amendments are valid only in writing and when signed by both parties. This reservation may not be transferred to a third party without written approval from the hotel. In case of transferring the reservation to a third party, the hotel reserves the right to alter rates and conditions of the original confirmation.