CONTRACT FORMATION - APPLICATION

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

BOOKING 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 scheduled on the booking form.
If the client occupies the room outside the period stipulated in the contract, they are required to pay an additional amount, fixed proportionally to the base price and the additional period of 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 cause a price adjustment. Any change in the room setup on the day of the event will be invoiced at 250 EUR per hour of work and per person and cannot be guaranteed.
The seminar package is a price per person per day including VAT. Any use of the main meeting room outside the contracted hours must be approved by "Van der Valk Hôtel Congres" and may incur additional costs, unless previously agreed.
The size of the main meeting room or the largest of the reserved meeting rooms depends directly on the number of seminar packages contracted.
Meeting room foyers are an integral part of the hotel's public spaces and may therefore be shared with other guests.
All buffets are served for a minimum of 30 invoiced persons, with the exception of sandwich buffets (minimum of 10 persons).
The client is required to confirm the menu and/or buffet choices in writing at the latest 7 days before the start of the event. Otherwise, the menu and/or buffet will be at the Chef's choice.
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 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 invoiced as a supplement. Any equipment provided by the client or one of their suppliers must be approved in advance by the technical services of "Van der Valk Hôtel Spa" based on the characteristics submitted by the client at least one month before the event.
IT requirements (Wi-Fi access, VPN) must be submitted for approval in writing at the latest 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 invoiced additionally.
Complete details of decoration, signage, or technical installation projects must be submitted to the hotel for prior approval. The hotel declines all responsibility for material brought into the hotel by the client. At the end of the event, the client undertakes to remove all their installations at their own expense so that the premises are left in their original state, within a timeframe fixed in agreement with the hotel.
It is forbidden to apply posters to the wall, floor, or ceiling using glue, staples, or any other method. The costs of repairing damage resulting from non-compliance with these rules will be borne by the client.
The total cost of repair or replacement of hotel property will be invoiced to the client, whether the damage was caused directly by the client or by one of their subcontractors or any other participant.
"Van der Valk Hôtel Congres" can receive the client's parcels starting from 3 working days before the date of the event. To ensure the proper receipt of the parcel, the client is required to label the parcel with the following information: the name of the event and the organizer, the name of the sales department contact person, the name and address of the hotel, the date of the event, the name of the event room, and the number of parcels delivered. Any parcel not respecting the previous conditions or sent before the requested date may be refused. In the case of delivery of valuable equipment, the delivery date must be agreed upon before sending. The client is responsible for the collection and shipment of the material after the event, within a timeframe fixed in agreement with the hotel. The hotel declines all responsibility for material left in the hotel after the event.
The client is in no way authorized to bring food or drinks to be consumed during the event, unless prior written agreement is reached with the hotel. In this case, service fees, a catering fee, or a corkage fee will be claimed by the hotel.
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 "Van der Valk Hôtel Congres". All costs related to SABAM rules are borne by the client. The hotel will forward to the client all correspondence related to legal procedures in case of non-compliance with SABAM rules. The contact telephone number for SABAM is +32 2 286 82 11.
At all times, 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 sound level in case of excess. The end time of each event is fixed at a maximum of 2:00 AM.
To ensure that appropriate arrangements are made for any "sensitive" or "high-value" event, "Van der Valk Hôtel Congres" reserves the right to require the signatory to provide a professional security service for the entire duration of the event.
The client will be informed, and it is their responsibility to inform the participants, that it is not permitted to leave personal belongings unattended in the hotel lobby, restaurant, corridors, or meeting rooms. The hotel cannot be held responsible for the theft or disappearance of personal belongings occurring in these places and in public areas in general.
It is advised to deposit valuables in the room safe or at reception. If the client fails to observe this obligation, "Van der Valk Hôtel Spa" declines all responsibility for the loss or theft of valuables.
The client will indemnify "Van der Valk Hôtel Spa" for all damages, claims, suits, liabilities, judgments, costs, and expenses, either on the basis of the contract or as a consequence of a tortious act or non-compliance by the client or participants with 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 current social law legislation.
"Van der Valk Hôtel Spa" 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,
strikes, civil disorder, failure of transport or transport equipment, or any other emergency or event beyond its control.

Nothing in this contract shall 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 subsidiaries 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" according to the guidelines of "Van der Valk Hôtel Congres". "Van der Valk Hôtel Spa" reserves the right, without prior notification or compensation, to cancel any contract violating moral values or conduct, public order, and/or the appropriate use of the spaces made available to the client. In order to ensure the smooth running of the event, the client will inform "Van der Valk Hôtel Spa" in writing of the exact number of people attending the event at the latest 2 weeks before it begins. Check-in at the hotel will only be possible from 3:00 PM on the arrival day provided for in the contract. In case of arrival before this time, the hotel will do its best to make the room available but is not bound by an obligation of result. A participant arriving before this time and wanting to be certain of room availability upon arrival has the option to pre-register the previous night at the cost of an additional night. Check-out officially takes place at 12:00 PM. Additional fees may be claimed in case of 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. Early departure: If the participant decides to leave the hotel before the departure date provided for in the contract, the hotel reserves the right to claim payment, at the conventional price, for the remaining nights due until the scheduled departure day. "Van der Valk Hôtel Spa" does not guarantee the absence of competitors of the client during the duration of the event. The following advance payment conditions (deposits) apply 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 total prepayment of the event may be requested, and must be paid at the latest 10 days before the arrival date, into the hotel's account: 33. Belfius Banque 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 sending written notification (email or mail) 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 rooms and meeting rooms in the event that 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 right and without specific notification: a) Up to 90 days before the scheduled arrival date, all or part of the reservation may be cancelled without indemnity. b) Up to 30 days before the scheduled arrival date, any cancellation will be subject, by right, to the payment of a flat-rate indemnity equal to 50% (fifty) of the cancellation amount. c) Within 30 days and up to 3 working days preceding the scheduled arrival date, any cancellation will be subject, by right, to the payment of a flat-rate indemnity equal to 75% (seventy-five) of the cancellation amount. d) Within 3 days preceding the scheduled arrival date, any cancellation will be subject, by right, to the payment of a flat-rate indemnity equal to 100% (one hundred) of the cancellation amount. Furthermore, the aforementioned cancellation conditions and all other conditions of this agreement will also be applied to the organizer's expenses when participants are responsible for paying for their room, breakfast, and supplements, and do not show up. "No shows" and unexpected departures will be invoiced based on the room block contractually planned on a day-to-day basis. An increase in the room block confirmed after the signature of the contract is subject to the cancellation conditions listed 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 occupants. Additional rooms may be requested in writing and their availability is subject to the prior agreement of the hotel. If the hotel does not receive the complete room list at the latest 20 days before arrival, the hotel reserves the right to release the untaken rooms and to invoice 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 confirmation of cancellation must clearly mention which room and event requirements are to be cancelled.

Final Payment

Final payment must be settled upon receipt of the invoice. To definitively confirm the reservation, we would be grateful if you would complete the contract and return a copy duly signed for agreement. The client has read and accepts the attached conditions, which form an integral part of the contract and agrees thereto.

Hotel Bank Details Belfius Banque sa Boulevard Pachéco 44 B-1000 Bruxelles Belgique BIC Code (Swift): GKCCBEBB IBAN Code: BE42 0689 4889 5554

GENERAL CONDITIONS

All our invoices are payable in Euro at the hotel address in cash and without discount and must be paid upon receipt thereof, unless different agreements are concluded by both parties.
Regarding their admissibility, all complaints about invoices must be filed in writing within 7 days following the date of the invoice. A total cancellation of the "rooms" section will result in a complete cancellation of the "event" section, unless otherwise stipulated.
If the invoice has not been paid by the due date, interest of 1% will be due legally and automatically, without notice. In the absence of payment of any invoice by the due date, the total remaining amount will be due automatically and without notice.
In the event that 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 flat-rate penalty clause. In such a case, the hotel reserves the right to immediately cancel any future reservation without cost or indemnity, and to terminate the contract with immediate effect from the notice – sent by registered mail – of its decision to cancel, without the need to have sent a formal notification before this notice.
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.
This agreement is valid only if it has been signed by the client and accepted by the hotel.
This contract is governed by 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 discussion arising from or in connection with this agreement.
All prices mentioned in this contract include VAT. VAT and other taxes may be subject to change resulting from modifications to local legislation.
The invoice will be issued according to the billing address, VAT number, and reference communicated at the signing of the contract. If a request is subsequently made to the hotel to modify this data, "Van der Valk Hôtel Spa" reserves the right to invoice an additional 50.00 EUR per invoice for administrative costs.
The organizer's attention has been fully drawn to the aforementioned conditions which are fully included in this agreement, and they agree to comply with them.
The organizer confirms that the person signing this agreement has the powers to bind them.
This agreement is only valid when duly signed and returned to the hotel.