General Terms & Conditions

8.1 Bedrooms cancellation and attrition policy

We would like to receive the definite rooming list two weeks prior to the event.

* Until 90 days prior to the first scheduled arrival date, the whole, or part thereof, of the reservation may be cancelled without penalty.

* Between 89 and 60 days prior to the first scheduled arrival date, 30% (tirty) of the number of rooms per night may be cancelled without cancellation fee. Any additional cancellations will be charged, based on the contracted revenue. This reduction cannot be cumulated with any of the preceding or following reductions.

* Between 59 and 30 days prior to the first scheduled arrival date, 20% (twenty) of the remaining number of rooms per night may be cancelled without cancellation fee. Any additional cancellations will be charged, based on the contracted revenue. This reduction cannot be cumulated with any of the preceding or following reductions.

* Between 29 and 15 days prior to the first scheduled arrival date, 10% (ten) of the remaining number of rooms per night may be cancelled without cancellation fee. Any additional cancellations will be charged, based on the contracted revenue. This reduction cannot be cumulated with any of the preceding or following reductions.

* Less than 15 days prior to the first scheduled arrival date, any cancellation will be subject to a penalty to 100 (hundred) % of the price of the reservation.

8.2 Services & Events cancellation and attrition policy

* Until 180 days prior to the first scheduled event date, the whole, or part thereof, of the reservation may be cancelled without penalty.

* Between 179 and 90 days prior to the first scheduled event date, 60% of the number of participants and / or booked services may be cancelled without cancellation fee.

* Between 89 and 60 days prior to the first scheduled event date, 40% (fourty) of the number of participants and / or booked services may be cancelled without cancellation fee.

* Between 59 and 30 days prior to the first scheduled event date, 30% (tirty) of the remaining number of participants and/or booked services may be cancelled without cancellation fee. Any additional cancellations will be charged, based on the contracted revenue. This reduction cannot be cumulated with any of the preceding or following reductions.

* Between 29 and 15 days prior to the first scheduled event date, 20% (twenty) of the remaining number of participants and/ or booked services may be cancelled without cancellation fee. Any additional cancellations will be charged, based on the contracted revenue. This reduction cannot be cumulated with any of the preceding or following reductions.

* Between 14 and 3 working days prior to the first scheduled event date, 5% (five) of the remaining number of participants and/ or booked services may be cancelled without cancellation fee. Any additional cancellations will be charged, based on the contracted revenue. This reduction cannot be cumulated with any of the preceding or following reductions.

* Less than 3 working days prior to the first scheduled event date, any cancellation will be subject to a penalty to 100 (hundred) % of the price of the booked services.

8.3 Payment of the hotel rooms

In case the organizer is a company, he guarantees the payment of the hotel rooms in case of individual payment by the participants. In case the reservation is made individually, and if one of the participants cancels his/her reservation 72 hours before the day of arrival or is no-show on the scheduled arrival date, the hotel has the right to charge the first night to the organizer and to claim the refund of all damages, including those referred in Article 1 of this agreement.

8.4 Increasing numbers of participants

When the hotel is informed at short-term of an increase in the number of participants, the hotel will do its outmost to provide the services for this increasing, but the hotel can not be held responsible for the failure to perform such services.

The exact number of participants should be confirmed at least 3 days prior to the event.

8.5 Audio-visual and EDP-equipment

The organization is responsible for all required equipment that is installed in the hotel for the group, whereby all costs will be charged for any damages or loss of the equipment.

The organization will announce the hotel that he wishes to use the walls, the tables or floor. He will ask for permission at the hotel to place posters, signs, flags or any other advertising material.

At the end of the event the organizer will ensure that all the material will be taken away from the hotel. The hotel will not be held responsible for material that was not removed.

8.6 Liability insurance

The organizer agrees that he needs an insurance covering his liability as an organizer during the period foreseen in the planning. Each participant at the event, need to conduct themselves properly, according to the house rules of the hotel.

The organizer will be held responsible for any damages or inconvenience caused by the participants at the hotel. The hotel denies any liability in case of theft or any damages caused to any objects that are kept in the hotel by the organizer or participants. For all other items of value mentioned in the contract, are optional.

8.7 Reserved meeting rooms

The names of the meeting rooms mentioned in the contract, are optional. The hotel has the right to change the meeting rooms, after having informed the organizer at least on the day of arrival.

8.8 Rooming list

A list of the rooms, the name of each of the participants of the group, the occupancy for each room (single, double, etc) and a valid credit card number (in case of individual payment), must be received at the latest 14 days before the scheduled arrival date of the group.

8.9 Check-in/Check-out

Check-in will be possible as from 13h00 on the arrival date. In case of arrival before that time, the hotel will do its outmost to provide the room. The hotel is not liable in case it does not.

If a participant/customer wants to make sure that his room is available at the time of arrival, he has the ability to do a

pre-registration prior to the night which will be charged.

The offical check-out time is 11h00. An additional cost is due in case of late check-out. Half day rates apply for extensions until 18h00 of which are also subject to the availability of the day.

8.10 Early departure

If a participants/customer decides to leave the hotel before the booked departure date, then the hotel is entitled to charge the additional hotel nights at the contracted rate until the booked departure rate.

8.11 Time schedule

The organizer agrees to begin and end the event at the agreed and foreseen time table. The hotel is entitled to charge any additional hours or expenses to the organizer, who accepts.

8.12 Menu choice

The final choice of the menu and programme needs to be provided at least 10 days prior to the event. In case the menu is not confirmed by the customer at the hotel within that time, the hotel is entitled to create a menu choice for the group to optimalize and guarantee the preparation for the event. The hotel is entitled to adjust the

menu, after the customer has been informed accordingly. Amendments to the choice of the menu, by the customer, within 7 days, will bring additional costs that will be charged to the organizer.

8.13 Additional costs

To allow the hotel for providing a maximum service, all additional requests should be mentioned by the organizer on the signed contract, that the hotel should accept.

Any changes or additions to this contract shall be made in writing and must be accepted by both parties. Verbal agreements are not valid. Until a final agreement is signed by both parties, the hotel has the right to cancel the event and to release all bloked rooms and/or spaces.

The organizer is not entitled to any services for the hotel until the time that a final agreement is signed and presented to both parties. The organizer is fully aware of those conditions, wich is an integral part of the contract, and accepts to comply.

The hotel has the right to terminate this agreement by written notification to the organizer, if the above conditions were not respected by the organizer. When the hotel can not provide the full accommodation that was reserved and confirmed by the hotel, it will last this fact prior to the schedulded arrival date to inform the organizer, and to provide accommodation for the organizer in the nearest equivalent hotel, and pay only the price difference. this agreement is only valid under the conditions that were signed and returned by both parties and accepted by the hotel.

This agreement is governed by the Belgian law. Any dispute regarding of varied structure, interpretation, implementation of the agreement, or concerning the invoicing, belongs to the exclusive jurisdiction of the Courts of Brussel and the Peace Judge of the 1st district.