Terms and conditions
Terms and conditions of sale
Our invoices are payable upon receipt and without discount. The granting of any terms, payment deadlines, or exchanges does not constitute a novation or derogation from these general terms and conditions. Payment costs and taxes are always borne by the customer.
Any invoice issued by Hotel Van Der Valk Spa shall be deemed to have been definitively accepted by the customer if it has not been disputed by registered letter within eight days of the invoice date.
Any invoice unpaid on its due date (‘invoice due’) shall automatically and without formal notice be increased by 15% with a minimum of EUR 100 as a fixed penalty clause. In addition, interest of 1% per month shall be payable from 15 days after the due date.
Any disputes relating to our invoices shall fall within the exclusive jurisdiction of the Courts of the judicial district of Verviers and the Justice of the Peace of Verviers.
Final payment
Final payment must be made upon receipt of the invoice. In order to confirm the reservation definitively, we would be grateful if you could complete the contract and return a duly signed copy to us for agreement.
The customer has read and accepts the attached terms and conditions, which form an integral part of the contract, and agrees to them.
Bank details Hotel
Belfius Bank sa
Boulevard Pachéco 44
B-1000 Brussels Belgium
BIC Code (Swift): GKCCBEBB
IBAN Code: BE42 0689 4889 5554
CONTRACT FORMATION - IMPLEMENTATION
The offer made by “Van der Valk Hotel Spa” must be confirmed in writing. An order cannot be considered final until it has been confirmed in writing by “Van der Valk Hotel Spa.”
Contracts drawn up by Van der Valk Hotel Spa are based solely on its own standard and specific terms and conditions. Any other terms and conditions are only applicable if explicitly accepted and confirmed in writing by the Spa.
BOOKING TERMS AND CONDITIONS
1. Van der Valk Hotel Spa reserves the right to reallocate the meeting space at any time, provided that Van der Valk Hotel Spa informs the customer in advance and that this reallocation does not affect the customer's original requirements.
2. The use of the rooms is strictly limited to the activities specified on the reservation form.
3. If the customer occupies the room outside the period stipulated in the contract, they are required to pay an additional amount, calculated in proportion to the base price and the additional period of occupancy. 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 to the intended use will automatically result in a price adjustment. Any change to the room layout on the day of the event will be charged at $250 per hour of work per person and cannot be guaranteed.
5. The seminar package is a price per person per day, including VAT. Any use of the main meeting room outside of the contracted hours must be approved by Van der Valk Hotel Spa and may incur additional costs, unless agreed in advance.
6. The size of the main meeting room or the largest of the reserved meeting rooms depends directly on the number of seminar packages contracted.
7. The foyers of the meeting rooms are an integral part of the hotel's public areas and may therefore be shared with other guests.
8. All buffets are served for a minimum of 30 people, with the exception of sandwich buffets (minimum of 10 people).
9. The customer is required to confirm their menu and/or buffet choices in writing no later than 7 days before the start of the event. Otherwise, the menu and/or buffet will be chosen by the Chef.
10. The equipment in the rented meeting space includes fixed systems as well as equipment specific to the space in question. Any additional services, the provision of equipment not included in the standard equipment of the room, or any electrical systems complementary to the standard equipment will be subject to a separate price quote and will be invoiced as a supplement. Any equipment provided by the customer or one of their suppliers must be approved in advance by the technical services of the “Van der Valk Hotel Spa” on the basis of the specifications submitted by the customer at least one month before the event.
11. IT requirements (Wi-Fi access, VPN) must be submitted for approval in writing at least one month before the event. Any specific installation equipment not included in the standard meeting room will be subject to a separate price quote and will be invoiced as an additional charge.
1. Full details of any decoration, display, or technical installation projects must be submitted to the hotel for prior approval. The hotel accepts no responsibility for any equipment brought into the hotel by the customer. At the end of the event, the customer undertakes to remove all installations at their own expense so that the premises are left in their original condition, within a time frame agreed with the hotel.
2. It is forbidden to affix posters to the walls, floor or ceiling using glue, staples or any other means. The costs of repairing any damage resulting from failure to comply with these rules will be borne by the customer.
3. The full cost of repairing or replacing the hotel's property will be charged to the customer, regardless of whether the damage was caused directly by the customer or by one of their subcontractors or any other participant.
4. Van der Valk Hotel Spa can receive packages from customers starting three business days before the date of the event. To ensure proper receipt of the package, the customer is required to include the following information on the package: 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 packages delivered. Any package that does not comply with the above conditions or is sent before the requested date may be refused. In the case of delivery of valuable equipment, the delivery date must be agreed upon before shipment. The customer is responsible for the return and shipment of the equipment after the event, within a period agreed upon with the hotel.
The hotel accepts no responsibility for any equipment left in the hotel after the event.
1. The customer is not permitted to bring food or drinks to consume during the event, unless prior written agreement has been reached with the hotel. In this case, a service charge, catering fee, or corkage fee will be charged by the hotel.
2. The customer is required to be in good standing with the Belgian Society of Authors, Composers and Publishers (SABAM) when using music of any kind within the “Van der Valk Hotel Spa.” All costs related to SABAM rules are the responsibility of the customer. The hotel will forward all correspondence relating to legal proceedings to the customer in the event of non-compliance with SABAM rules. The SABAM contact telephone number is 32 2 286 82 11.
3. At all times, the noise level on the premises must not disturb hotel guests or the immediate neighborhood. Van der Valk Hotel Spa reserves the right to limit the noise level in the event of excessive noise. The end time for each event is set at 2:00 a.m. at the latest.
4. In order to ensure that appropriate arrangements are made for any “sensitive” or “high-value” events, Van der Valk Hotel Spa reserves the right to require the signatory to provide professional security services for the duration of the event.
5. The customer will be informed, and it is their responsibility to inform 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 from these areas or from public areas in general.
6. It is advisable to deposit valuables in the safe in the room or at reception. If the customer fails to comply with this obligation, Van der Valk Hotel Spa accepts no liability for the loss or theft of valuables.
7. The customer shall compensate Van der Valk Hotel Spa for all damages, claims, lawsuits, liabilities, judgments, costs, and expenses, whether based on the contract, as a result of a tortious act, or as a result of the guest's or participants' failure to comply with any clause of this agreement, or as a result of any act of negligence or any intentional or unintentional omission by the guest, all participants, or their staff, agents, or subcontractors. The customer is responsible for ensuring that its subcontractors comply with the legislation in force in terms of social laws.
8. Van der Valk Hotel Spa cannot be held liable for failing to fulfill its obligations in cases of force majeure beyond its control, such as (non-exhaustive list): force majeure, war, government decision, terrorism, disaster, strikes, civil unrest, failure of transport or transport equipment, or any other emergency or event beyond its control.
9. Nothing in this agreement 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 customer agrees to use the exact logo, design, and wording of the intellectual property of “Van der Valk Hotel Spa” in accordance with the guidelines of “Van der Valk Hotel Spa.”
10. Van der Valk Hotel Spa reserves the right, without prior notice or compensation, to cancel any contract that violates moral or behavioral values, public order, and/or the appropriate use of the spaces made available to the customer.
11. In order to ensure the smooth running of the event, the customer shall inform “Van der Valk Hotel Spa” in writing of the exact number of people attending the event no later than two weeks before it begins.
12. Check-in at the hotel will only be possible from 3:00 p.m. on the day of arrival specified in the contract. If you arrive before this time, the hotel will do its utmost to make the room available but is not bound by any obligation to do so. Participants arriving before this time who wish to be certain that their room will be available upon arrival may pre-register the night before, subject to payment of an additional night's stay. The bill must be settled upon departure (check-out) by 12:00 noon.
Additional charges may be applied in the event of late check-out: a rate of 50% of the room price will be applied for delays not exceeding 6:00 p.m. on the scheduled day.
1. Early departure: If the participant decides to leave the hotel before the departure date specified in the contract, the hotel reserves the right to claim payment, at the agreed price, for the remaining nights due until the departure date specified in the contract.
2. Van der Valk Hotel Spa does not guarantee that the customer will not have any competitors during the event.
3. The following advance payment (deposit) conditions apply in order to guarantee the contracted services (accommodation, seminar packages, meeting rooms, catering, audiovisual equipment, and miscellaneous items). 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 full prepayment for the event may be requested and must be paid no later than 10 days before the arrival date to the hotel's account:
Belfius Bank sa // IBAN: BE42 0689 4889 5554 - SWIFT (BIC): GKCCBEBB.
1. Van der Valk Hotel Spa reserves the right to cancel the contract with immediate effect upon sending written notification (by email or post) in the event that the deposits are not paid on the agreed 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 Hotel Spa may require additional advance payments in accordance with the payment schedule set out above.
2. Van der Valk Hotel 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 specified in the contract.
CANCELLATION POLICY
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, as of right and without specific notification:
a) Up to 90 days before the scheduled arrival date, all or part of the reservation may be canceled without penalty.
b) Up to 30 days before the scheduled arrival date, any cancellation will be subject, as of right, to the payment of a fixed compensation equal to 50% (fifty) of the amount of the cancellation.
c) Within 30 days and up to 3 working days prior to the scheduled arrival date, any cancellation will be subject, by operation of law, to the payment of a fixed compensation equal to 75% (seventy-five) of the amount of the cancellation.
d) Within 3 working days prior to the scheduled arrival date, any cancellation will be subject, by operation of law, to the payment of a lump sum compensation equal to 100% (one hundred) of the amount of the cancellation.
In addition, the above cancellation conditions and all other conditions of this agreement shall also apply 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 billed on a daily basis based on the contractually agreed room block. Any increase in the number of rooms confirmed after the contract has been signed is subject to the cancellation conditions set out above.
The contract including accommodation and events is indivisible. The list of rooms must be sent to the hotel 20 days before the date of arrival. This list must specify the total number of rooms per night and the names of the guests. 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 list of rooms at least 20 days before arrival, the hotel reserves the right to release the unused rooms and charge cancellation fees. All cancellation notices must be received in writing from the customer and will take effect on the date of receipt by the hotel. The written confirmation of cancellation must clearly state which room and event requirements are to be canceled.
GENERAL TERMS AND CONDITIONS.
1. All our invoices are payable in US dollars to the hotel address in cash and without discount and must be paid upon receipt.
2. To be valid, all complaints regarding invoices must be submitted in writing within 7 days of the invoice date. A total 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, interest of 1% will be due legitimately and automatically, without prior notice. In the absence of payment of any invoice by the due date, the total amount remaining will be due automatically and without notice.
4. In the event that the customer does not pay the invoice due, “Van der Valk Hotel Verviers” will increase the amount due by 15% with a minimum of EUR 100 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. There is no 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 above-mentioned terms and conditions of this agreement are not complied with by the organizer.
6. This agreement is valid only if it has been signed by the customer and accepted by the hotel.
7 .This contract is governed by and must be interpreted in accordance with Belgian law. The parties irrevocably agree that the Commercial Court of Liège shall have exclusive jurisdiction to settle any dispute arising from or in connection with this agreement.
8. All prices mentioned in this contract include VAT. VAT and other taxes may be subject to change as a result of changes in local legislation.
9. The invoice will be issued according to the billing address, VAT number, and reference provided upon signing the contract. If, subsequently, a request is made to the hotel to change this information, Van der Valk Hotel Spa reserves the right to charge an additional $50.00 per invoice for administrative costs.
The organizer's attention has been fully drawn to the above conditions, which are fully incorporated into this agreement, and the organizer agrees to comply with them.
The organizer confirms that the person signing this agreement has the authority to bind the organizer.
This agreement is only valid once it has been duly signed and returned to the hotel.
General Terms and Conditions
The Uniform Conditions for the Hotel and Catering Industry
The Uniform Conditions for the Hotel Industry The CUIHR are registered with the District Court and the Chamber of Commerce and Industry in The Hague. For more information, visit khn.nl/uvh-en