FORMATION OF THE CONTRACT - IMPLEMENTATION

The offer from "Van der Valk Hôtel Spa" must be confirmed in writing. An order cannot be considered final without prior written confirmation from the "Van der Valk Hôtel Spa."
Contracts drawn up by the "Van der Valk Hôtel Spa" are based solely on its own standard and specific general terms and conditions. Any other terms and conditions are applicable only if explicitly accepted and confirmed in writing by the "Van der Valk Hôtel Spa".

RESERVATION CONDITIONS

"Van der Valk Hôtel Spa" reserves the right to reassign the meeting space at any time, provided that "Van der Valk Hôtel Spa" informs the client beforehand and that this reassignment does not affect the client's original requirements.
The use of the rooms is strictly limited to the activities specified on the reservation form.
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 period of additional occupation. The possibility of occupying the room outside the period stipulated in the contract is subject to availability and may be refused by the hotel.
Any change from the intended use will automatically lead to a price adjustment. Any changes to the room setup on the day of the event will be charged 250 EUR per hour of work per person and cannot be guaranteed.
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 Congres" and may incur additional charges, unless otherwise agreed.
The size of the main meeting room or the largest reserved meeting room directly depends on the number of seminar packages contracted.
The foyers of the meeting rooms are an integral part of the public areas of the hotel and can therefore be shared with other guests.
All buffets are served for a minimum of 30 billed people, except for sandwich buffets (minimum of 10 people).
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.
The equipment of the rented meeting space includes fixed systems as well as equipment specific to the space in question. Any additional service, the provision of equipment not included in the room's standard equipment, 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 Spa" based on the specifications submitted by the client at least one month before the event.

12. The computer needs (WI FI access, VPN) must be submitted for approval in writing at least 1 month before the event. Any specific installation equipment not included in the standard meeting room will be subject to a separate price offer and will be charged additionally.

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

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

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

17. "Van der Valk Hôtel Congres" can receive the client's packages starting 3 business days before the event date. To ensure the package is properly received, the client must label the package with the following information: the event and organizer's name, the commercial service contact person's name, the hotel's name and address, the event date, the event room name, and the number of packages delivered. Any package not meeting the above conditions or sent before the requested date may be refused. In the case of high-value material delivery, the delivery date must be agreed upon before shipping. The client is responsible for retrieving and sending the material after the event, within a timeframe agreed upon with the hotel. The hotel declines any responsibility for material left at the hotel after the event.

18. The client is not in any way authorized to bring food or drinks to consume during the event, except with prior written agreement with the hotel. In such a case, a service fee, plate fee, or corkage fee will be charged by the hotel.

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

20. At any time, the noise level on the premises must not disturb the hotel's clientele or the immediate neighborhood. "Van der Valk Hôtel Congres" reserves the right to limit the noise level in case of excess. The end time for 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 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 permitted to leave personal belongings unattended, either in the hotel lobby, restaurant, or in the hallways and 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 advised to deposit valuables in the room safe or at the reception. If the client fails to observe this obligation, "Van der Valk Hôtel Spa" declines all responsibility for the loss or theft of valuables.

24. The client will indemnify "Van der Valk Hôtel Spa" for any damages, claims, lawsuits, liabilities, judgments, costs, and expenses, either based on the contract, resulting from a tort, or due to non-compliance by the client or participants with any clause of this agreement, or due to any act of negligence or any voluntary or involuntary omission by the client, any participants or their staff, agents, or subcontractors. The client is responsible for ensuring that their subcontractors comply with current social legislation.

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

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

Nothing in this contract will give 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 prior consent from the other party. Consequently, the client agrees to use the exact logo, design, and phrasing of the intellectual property of "Van der Valk Hotel Congres" according to the directive of "Van der Valk Hotel Congres".
"Van der Valk Hôtel Spa" reserves the right without prior notice or compensation to cancel any contract violating moral values or conduct, public order, and/or the appropriate use of spaces made available to the client.
In order to ensure the smooth running of the event, the client will inform "Van der Valk Hotel Spa" in writing of the exact number of people attending the event no later than 2 weeks before it starts.
Check-in at the hotel will only be possible from 3:00 PM on the scheduled arrival day as per the contract. If arriving before this time, the hotel will do its utmost to make the room available but is not obligated to do so. A guest arriving before this time and wishing for certainty regarding room availability upon arrival has the option to pre-register the night before, incurring an additional night's charge. Official check-out is at 12:00 PM. Additional fees may be charged for late check-out: a rate of 50% of the room price will apply for delays not exceeding 6:00 PM on the scheduled day.
Early departure: If the participant decides to leave the hotel before the departure date stipulated in the contract, the hotel reserves the right to claim payment, at the contractual rate, for the remaining nights due until the departure day specified in the contract.
"Van der Valk Hôtel Spa" does not guarantee the absence of client's competitors during the event.
The following advance payment conditions (deposits) apply in order to guarantee the contracted services (accommodation, seminar packages, meeting rooms, catering, audiovisual equipment, and miscellaneous). A deposit of 75% of the total contracted amount must be paid in full after signing the contract (on the date stipulated in the contract), and a full prepayment of the event may be requested and must be paid no later than 10 days before the arrival date, to the hotel's account:

33. Belfius Bank sa // IBAN BE42 0689 4889 5554 - SWIFT (BIC): GKCCBEBB.

"Van der Valk Hôtel Spa" reserves the right to cancel the contract with immediate effect upon the sending of written notice (email or letter) in the event that deposits are not paid on 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 Spa" may require the payment of additional deposits in accordance with the payment schedule established above.
"Van der Valk Hôtel Spa" 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 the event 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:

a) Up to 90 days before the scheduled arrival date, the entire reservation or part of it can be canceled without compensation.
b) Up to 30 days before the scheduled arrival date, any cancellation will be subject, by right, to the payment of a lump-sum compensation equal to 50% (fifty) of the cancellation amount.
c) Within 30 days and up to 3 working days before the scheduled arrival date, any cancellation will be subject, by right, to the payment of a fixed compensation equal to 75% (seventy-five) of the cancellation amount.
d) In the 3 business days preceding the scheduled arrival date, any cancellation will be automatically subject to a fixed compensation equal to 100% (one hundred) of the cancellation amount.

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

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

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

Final payment

The final payment must be made upon receipt of the invoice. 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 of and accepts the attached conditions, which are an integral part of the contract and gives their consent.

Bank data Hotel

Belfius Bank sa

Boulevard Pachéco 44

B-1000 Brussels Belgium

BIC Code (Swift): GKCCBEBB

IBAN Code: BE42 0689 4889 5554

GENERAL CONDITIONS

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

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

In the event the client does not pay the due invoice, "Van der Valk Hôtel Spa" 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 reservations 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 the need to send a formal notification prior to 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 met by them.

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

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

according.

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

The invoice will be issued according to the billing address, VAT number, and reference provided at the signing of the contract. If subsequently a request is made to the hotel to modify this data, "Van der Valk Hôtel Spa" 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 bind it.

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