TERMS OF SALE AND CANCELLATION CONDITIONS

Terms of Sale

1. Our invoices are payable upon receipt and without discount. Any granting of terms, payment deadlines, or exchanges does not constitute novation or derogation from these general conditions. Payment fees and taxes are always the responsibility of the client.
2. Any invoice issued by Hotel Van Der Valk Spa is considered definitively accepted by the client if no motivated dispute has been submitted by registered letter within eight days of the invoice date.
3. Any invoice unpaid on its due date (“invoice due”) will automatically incur a 15% surcharge, with a minimum of €100, as a fixed penalty clause. In addition, interest of 1% per month will be due starting 15 days after the due date.
4. All disputes concerning our invoices fall under 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. To definitively confirm the reservation, please complete the contract and return a duly signed copy for approval.

The client has read and accepts the attached terms, which form an integral part of the contract and agrees to them.

Hotel Bank Details Belfius Bank SA Boulevard Pachéco 44 B-1000 Brussels, Belgium BIC (SWIFT) Code: GKCCBEBB IBAN: BE42 0689 4889 5554

CONTRACT FORMATION – IMPLEMENTATION

• The offer from Van der Valk Hôtel Spa must be confirmed in writing. An order cannot be considered final without prior written confirmation by 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. Any other conditions apply only if explicitly accepted and confirmed in writing by the Spa.

RESERVATION CONDITIONS

• 'Van der Valk Hôtel Spa' reserves the right to reassign the meeting space at any time, provided the client is informed beforehand and that the reassignment does not affect the client’s original requirements.
• The use of 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, an additional fee will apply, calculated proportionally to the base price and the extra period of occupation. Use of the room outside the stipulated period is subject to availability and may be refused by the hotel.
• Any change from the planned usage will automatically adjust the pricing. Any on-the-day changes to room setup will be billed at €250 per hour per person and cannot be guaranteed.
• The seminar package is a per-person, per-day rate including VAT. Use of the main meeting room outside contracted hours must be approved by Van der Valk Hôtel Spa and may incur additional charges unless otherwise agreed.
• The size of the main meeting room or the largest reserved meeting room depends directly on the number of contracted seminar packages.
• Meeting room foyers are part of the hotel’s public spaces and may be shared with other clients.
• All buffets are served for a minimum of 30 billed guests, except sandwich buffets (minimum 10 guests).
• Clients must confirm menu and/or buffet choices in writing at least 7 days before the event; otherwise, the chef will select the menu.
• The rented meeting space includes fixed systems and equipment specific to that space. Any additional services or equipment not included in the standard room setup will be separately quoted and charged. Equipment provided by the client or their suppliers must be approved by the hotel’s technical services at least one month prior to the event.
• IT requirements (Wi-Fi, VPN) must be submitted in writing for approval at least 1 month before the event. Any specialized installation not included in the standard room setup will be separately quoted and charged.
• All decoration, display, or technical installation plans must be submitted to the hotel for prior approval. The hotel disclaims all responsibility for materials brought in by the client. The client must remove all installations at their own expense after the event, leaving the premises in their original condition, within a timeframe agreed with the hotel.
• Posting of signs on walls, floors, or ceilings with glue, staples, or any other method is prohibited. Costs for repair due to noncompliance will be charged to the client.
• All costs of repair or replacement of hotel property will be charged to the client, whether the damage was caused directly by the client, their subcontractors, or any other participant.
• Van der Valk Hôtel Spa may receive client packages starting 3 working days before the event. Packages must include the event name, organizer, commercial contact person, hotel name and address, event date, room name, and number of packages. Packages not meeting these conditions or sent early may be refused. For valuable deliveries, the delivery date must be agreed upon beforehand. The client is responsible for returning or sending materials after the event within an agreed timeframe.
• The hotel is not responsible for materials left on-site after the event.
• Clients are not permitted to bring food or drinks for consumption during the event without prior written agreement; service fees, corkage, or other charges will apply.
• Clients must comply with SABAM regulations when using any music. All related fees are the client’s responsibility. The hotel will forward all correspondence related to legal procedures in case of SABAM non-compliance. SABAM contact: +32 2 286 82 11.
• Noise levels must not disturb hotel guests or the surrounding area. Van der Valk Hôtel Spa reserves the right to limit sound levels in case of excess. Event end time is no later than 2:00 a.m.
• For high-value or sensitive events, the hotel may require professional security services for the entire event duration.
• Clients are responsible for informing participants that personal belongings cannot be left unattended in public areas. The hotel is not responsible for theft or loss of personal items in public areas. Valuable items should be stored in the room safe or at reception.
• The client indemnifies Van der Valk Hôtel Spa for all damages, claims, liabilities, costs, and expenses arising from contract violations, torts, negligence, or noncompliance by the client, participants, or their personnel.
• Van der Valk Hôtel Spa is not responsible for failure to fulfill obligations due to force majeure, including (but not limited to) war, government decisions, terrorism, disasters, strikes, civil disorder, transport failures, or other events beyond its control.
• No party may use the other party’s names, logos, trademarks, copyrights, or intellectual property without prior consent. The client agrees to use the hotel’s intellectual property according to its guidelines.
• Van der Valk Hôtel Spa reserves the right to cancel any contract violating moral or public standards, without prior notice or compensation.
• Clients must provide the exact number of attendees at least 2 weeks prior to the event.
• Check-in is from 15:00 on the arrival date; early check-in is subject to availability and may require an extra night payment. Check-out is officially at 12:00.
• Late check-in may incur a 50% room charge for arrivals after 18:00. Early departures may be charged for the remaining nights.
• Van der Valk Hôtel Spa does not guarantee absence of competitors during the event.
• Advance payments (deposits) are required to secure services. A 75% deposit is due after signing the contract; full prepayment may be required 10 days before arrival. Payments to Belfius Bank SA, IBAN BE42 0689 4889 5554, SWIFT GKCCBEBB.
• The hotel may cancel the contract immediately if deposits are unpaid. Reserved rooms and meeting spaces may be resold. Additional deposits may be required for increased contract amounts.
• The hotel may resell rooms and meeting spaces if the contract is not fully signed and returned by the specified date.

CANCELLATION CONDITIONS

For cancellations or reductions of accommodation and/or event services:

• Up to 90 days before arrival: cancellations without penalty.
• Up to 30 days before arrival: 50% cancellation fee.
• 30 to 3 working days before arrival: 75% cancellation fee.
• Within 3 working days before arrival: 100% cancellation fee.

• These conditions also apply to “no-shows” or early departures when participants pay for their rooms, breakfast, or extras. Any increase in room blocks after contract signature is subject to these cancellation conditions.
• The contract combining accommodation and event is indivisible. The room list must be submitted 20 days before arrival, specifying total rooms per night and guest names. Additional rooms are subject to hotel approval. Late submission may result in released rooms and cancellation fees. All cancellations must be in writing and are effective upon receipt by the hotel.

GENERAL CONDITIONS

• All invoices are payable in Euro at the hotel address, cash, without discount, upon receipt. Complaints regarding invoices must be made in writing within 7 days of invoice date.
• If the “rooms” section is fully cancelled, the “event” section is also fully cancelled unless otherwise stated.
• Unpaid invoices incur 1% interest automatically. The hotel may increase the amount due by 15% (min €100) as a penalty and cancel future reservations immediately without compensation.
• The hotel may cancel reservations if terms are not met.
• This agreement is valid only if signed by the client and accepted by the hotel.
• This contract is governed by Belgian law. The Commercial Court of Liège has exclusive jurisdiction over disputes.
• All prices include VAT. VAT and taxes may change according to local legislation.
• Invoices are issued according to the billing address, VAT number, and references provided at contract signing. Amendments may incur €50 administrative fees per invoice.
• The organizer acknowledges and accepts these terms. The signatory confirms they have authority to bind the organizer.
• This agreement is valid only if signed and returned to the hotel.