Terms & Conditions

General terms and conditions Van der Valk Hotel Ghent, Akkerhage 10, 9000 Ghent

1. Cancellations and reduction of participants for events and services

1.1 Dossiers for up to 50 people

  • Up to 45 days before the scheduled arrival date, all or part of the reservation may be cancelled without cancellation fee.

  • Between 44 and 30 days before the scheduled arrival date, 40% of the number of participants and the related reserved services can be cancelled without cancellation fee. Any additional cancellation will be charged at the contractual price.

  • Between 29 and 15 days before the planned date of arrival, 20% of the number of participants and the associated reserved services can be cancelled without penalty. Any additional cancellation will be charged at the contractual price.

  • Between 14 and 7 days before the planned date of arrival, 10% of the number of participants and the associated reserved services can be cancelled without cancellation fee. Any additional cancellation will be charged at the contractual price.

  • Less than 7 days before the scheduled arrival date, a fixed cancellation fee equal to 100% of the price of the cancelled number of participants or services will be due.


    1.2 Cases of 51 persons or more

  • Up to and including 60 days before the scheduled arrival date, all or part of the booking may be cancelled without cancellation fee.

  • Between 59 and 45 days before the planned date of arrival, 60% of the number of participants and the related reserved services can be cancelled without cancellation costs. Any additional cancellation will be charged at the contractual price.

  • Between 44 and 30 days before the planned date of arrival, 40% of the number of participants and the associated reserved services can be cancelled without penalty. Any additional cancellation will be charged at the contractual price.

  • Between 29 and 15 days before the planned date of arrival, 20% of the number of participants and the associated reserved services can be cancelled without penalty. Any additional cancellation will be charged at the contractual price.

  • Between 14 and 7 days before the planned date of arrival, 10% of the number of participants and the associated reserved services can be cancelled without cancellation fee. Any additional cancellation will be charged at the contractual price.

  • Less than 7 days before the scheduled arrival date, a fixed cancellation fee equal to 100% of the price of the cancelled number of participants or services will be due.

    2. Room - cancellations and reduction of room bookings

    2.1 Cancellations up to and including 50 rooms

  • Up to 45 days before the first scheduled arrival date, all or part of the reservation may be cancelled without cancellation fee.

  • Between 44 and 30 days before the first scheduled arrival date, 50% of the number of rooms per night can be cancelled without cancellation charges. Any additional cancellation will be charged at the contractual price.

  • Between 29 and 15 days before the date of arrival, 25% of the number of rooms per night can be cancelled without incurring cancellation fees. Any additional cancellation will be charged at the contractual price.

  • Less than 15 days before the first expected arrival date, a fixed cancellation fee equal to 100% of the price of the cancelled room reservations will be due.

  • The customer must provide Van der Valk Hotel Ghent with a detailed list at least 14 days before the first scheduled arrival date, stating the following information per room: occupancy (single, double, etc.), the name of the participant(s) concerned (namely: name, first name, nationality). In case of late delivery of the above, additional costs may be charged.     

2.2 Dossiers from 51 rooms up to and including 100 rooms

  • Up to 60 days before the first planned arrival date, all or part of the reservation can be cancelled without cancellation charges
  • Between 59 and 45 days before the first scheduled arrival date, 75% of the number of rooms per night can be cancelled without cancellation charges. Any additional cancellation will be charged at the contractual price.
  • Between 44 and 30 days before the date of arrival, 50% of the number of rooms per night can be cancelled without incurring cancellation fees. Any additional cancellation will be charged at the contractual price.
  • Between 29 and 15 days before the date of arrival, 25% of the number of rooms per night can be cancelled without incurring cancellation fees. Any additional cancellation will be charged at the contractual price.
  • Less than 15 days before the first expected arrival date, a fixed cancellation fee equal to 100% of the price of the cancelled room reservations will be due.
  • The customer must provide Van der Valk Hotel Ghent with a detailed list at least 14 days before the first scheduled arrival date, stating the following information per room: occupancy (single, double, etc.), the name of the participant(s) concerned (namely: name, first name, nationality). In case of late delivery of the above, additional fees may be charged.

2.3 Files from 101 rooms up to and including 150 rooms

  • Up to 90 days before the first scheduled arrival date, all or part of the reservation may be cancelled without cancellation charges
  • Between 89 and 60 days before the first scheduled arrival date, 65% of the number of rooms per night can be cancelled without cancellation fee. Any additional cancellation will be charged at the contractual price.
  • Between 59 and 45 days before the date of arrival, 45% of the number of rooms per night can be cancelled without incurring cancellation fees. Any additional cancellation will be charged at the contractual price.
  • Between 44 and 30 days before the date of arrival, 25% of the number of rooms per night can be cancelled without incurring cancellation fees. Any additional cancellation will be charged at the contractual price.
  • Between 29 and 15 days before the date of arrival, 15% of the number of rooms per night can be cancelled without incurring cancellation fees. Any additional cancellation will be charged at the contractual price.
  • Less than 15 days before the date of arrival, a fixed cancellation fee equal to 100% of the price of the cancelled room reservation will be charged.
  • The customer must provide Van der Valk Hotel Ghent with a detailed list at least 14 days before the first scheduled arrival date, stating the following information per room: occupancy (single, double, etc.), the name of the participant(s) concerned (namely: name, first name, nationality). In case of late delivery of the above, additional fees may be charged.

2.4 Files from 151 rooms

Based on the size of the file (> 151 rooms), different conditions may apply which will be determined on a case-by-case basis. 

3. Deposit and invoicing 

  • The deposit is based on 50% of the total invoice and must be paid at least 14 days before the start of the event.

  • Should the customer fail to comply with the conditions regarding the payment of the deposit or the total invoice paid in advance, the hotel reserves the right to cancel the reservation, or will only offer those services corresponding to the amount of the deposit already paid

  • The billing address mentioned in the contract is binding for the Changes to this can only be communicated prior to the events and/or overnight stays. Invoices are sent by email only. The customer gives permission for this upon acceptance of the general terms and conditions. An invoicing e-mail address must be provided by the customer at the latest before the start of the event. Exceptions to this are only possible if otherwise agreed.

  • At the end of the activity, the final balance is drawn up and the party on the other hand undertakes to pay the final invoice amount when leaving the activity, unless otherwise agreed in writing. Payment is made in cash or by Visa, Eurocard, Bankcontact or Mastercard. Unless otherwise agreed

  • Invoices must be paid within 14 days of the date of the invoice, in accordance with the general invoice terms and conditions that form an integral part of this agreement.

  • Interest of 2% per month will be charged, without prior notice, for invoices not paid within 30 days after the invoice date. In addition, a fixed compensation of 15% of the outstanding amount of the invoice is due, with a minimum of € 50.00, without prejudice to legal fees and execution costs. All complaints of any kind must be notified to us by registered letter within eight days of the invoice date. After this period, protests shall no longer be admissible and shall be considered non-existent.

  • If the customer has organised an activity in Van der Valk's hotel and has used Van der Valk's facilities for that purpose (including the provision of hotel rooms) and Van der Valk, at the customer's request, has invoiced such facilities/hotel rooms and appurtenances individually to one or more (by the customer designated for that purpose) participants then the customer and the participants concerned shall nevertheless remain jointly and severally liable, one failing the other, for payment to Van der Valk of all sums owed by the participants concerned, whether in principal, interest or expenses. 

    4. Agreement 

  • This reservation agreement shall only come into effect once it has been accepted and thus signed by Van der Valk.

 

  • As long as this has not been done, Van der Valk shall in no way be bound to the customer and/or his participants, and Van der Valk shall be entitled to regard the event as non-existent and to release all rooms and/or areas intended by the customer and/or make them available to third parties.

  • The customer shall therefore not be entitled to any services whatsoever from Van der Valk until a final agreement has been signed and handed over to both parties. After signing, and thus acceptance by Van der Valk, all obligations between the parties shall be governed exclusively by this agreement, which shall replace all previous agreements between the parties

  • Any amendments or additions to this contract must be made exclusively in writing, and accepted by both parties Oral agreements will be considered invalid and non-existent

  • The organiser is fully aware of the above conditions, which form an integral part of the contract, and accepts to comply with them.

5. Others 

  • Increase in the number of participants for events and services

  • If the client informs Van der Valk less than 14 days before the anticipated date of an increase in the number of participants, the Hotel shall make every reasonable effort to provide its services to this increased number, albeit without the Hotel being held liable for the consequences should it fail to do so or fail completely.

  • In any event, the exact number of participants shall always be confirmed at the latest five working days before the event.

  • Audiovisual and EDP equipment

  • If Van der Valk makes audiovisual or EDP equipment available to the customer, then the customer shall be responsible for this for the entire duration of the event. In the absence of any remark immediately after the provision thereof, the customer shall be deemed to have to have received this equipment in good working order and condition.

  • Should the customer use his own equipment and/or equipment obtained from third parties, the customer (to the express exclusion of Van der Valk) shall be and remain responsible for such equipment for the entire duration of the event and, where applicable, shall take the necessary measures to prevent damage or theft.

  • The customer must notify the hotel in advance of the fact that he wishes to use the walls, tables or floor of the room reserved by him of the room he has reserved. The customer must also request prior written permission from Van der Valk to place posters, signs, flags or any other advertising material.

  • The Client must remove all his materials and equipment from the Hotel no later than the end of the event. The Hotel will not be able to be held responsible for material/equipment that was not removed in time.

  • Reserved conference rooms

  • The names of the conference rooms, as stated in the contract, are exemplary only and in no way binding. The Hotel is entitled to unilaterally change the names of the conference rooms at any time and without obligation. Van der Valk is only required to inform the Client thereof, and this no later than on the day of arrival.

  • Check-in/ Check-out rooms

  • Check-in will be possible as of 3 p.m. on the day of arrival. If the Client/participant arrives before this time, Van der Valk will endeavour, to the best of its ability and without obligation, to make the room available earlier, but cannot be obliged to do so.

  • If the customer/participant wishes to be sure of having his/her room available before 15:00, this is only possible if the customer/participant does a pre-registration: this means that the previous night must be booked at the normal rates.

  • The official check-out time is 11 am In case of late check-out and/or extensions up to 5 pm, an additional charge will be payable equal to the half-day rate for the room concerned. Furthermore, the possibility of extension will always depend on the possible availability of the room and cannot be guaranteed.

  • Premature departure

  •  If the customer decides to terminate the event prematurely, and or if the customer/a participant decides to leave the meeting rooms and/or the hotel before the booked departure date, Van der Valk shall be entitled to charge in full for the remaining scheduled/booked days and/or nights, including the reserved facilities/ appurtenances, at the contractually agreed rate.

  • Timetable

  • The customer expressly undertakes to start and end his event within the contractually stipulated times. Van der Valk shall be entitled to charge all additional hours or other expenses resulting from failure to comply with this timetable to the customer, who shall accept such charges.

  • Choice of menu

  • The final choice of menu and programme must be communicated to Van der Valk no later than ten days before the event.

  • If the choice of menu by the customer has not been confirmed to Van der Valk within that period, Van der Valk shall be entitled to make its own choice of menu in order to guarantee optimum preparation of the event.

  • Should the customer make changes to its choice of menu less than seven days before the event, Van der Valk shall be entitled (if it manages to deliver the modified menu) to charge the customer for the additional costs caused by this late choice.

  • Additional requests

  • In order to allow Van der Valk to provide maximum service, all additional requests must already be stated on the present document signed by the customer.

  • Only those specific requests, to which Van der Valk subsequently gives its express agreement in writing, shall form part of the present agreement and the obligations of Van der Valk.

  • Smoking ban / anti-drugs policy

  • Van der Valk Hotel Gent has a strict anti-drugs policy. On the premises and in the buildings, the sale, possession and use of drugs is strictly prohibited.

  • Improper selling, use or possession of nitrous oxide is also included here. Smoking is not allowed in the buildings and therefore not in the hotel rooms. Upon detection of violation of any of the above, the hotel will charge a fine of €150 and the person(s) will be asked to leave immediately.

6. Liability/insurance 

  • The customer under takes to take out insurance with a recognised Belgian insurance company to cover his liability as organiser during the period as planned.

  • In addition, the customer shall ensure that its participants are required to behave properly in accordance with the hotel's house rules.

  • The customer/its participants are forbidden to use the rooms made available for meetings related to extreme ideologies and/or movements, or which could directly or indirectly have a negative impact on the normal hotel events, or disturb the peace of the other hotel guests.

  • The customer and his participants shall in any event be jointly and severally liable, one in default of the other, to compensate Van der Valk for any damage or nuisance caused by the participants of the customer, interest and costs) which might be made against Van der Valk by one of the other guests/clients, as a result of damage/hindrance which they might experience as a result of the event and/or the attitude/behaviour or negligence of the Client or its participants.

  • In any event, the hotel can never be held liable in any way whatsoever in the event of theft of or damage to goods/objects/ etc. which are brought into the hotel by the Client or its participants.

7. Cancellation/compensation 

  • Van der Valk has the right to dissolve this agreement by means of a simple written notification to the customer, organiser, in case the aforementioned conditions have not been respected by the customer. In such case the latter shall owe Van der Valk compensation equal to 50% of the amounts that would have been due by the customer if the agreement had not been dissolved.

  • Should Van der Valk find that it cannot deliver the rooms/meeting rooms/facilities as they have been reserved by the customer and accepted by Van der Valk, then Van der Valk must report this fact to the customer as soon as possible. Van der Valk shall then only be held to provide the customer with equivalent rooms and facilities in the nearest equivalent hotel, whereby Van der Valk shall only be held to reimburse the customer for the price difference, if any, with the express exclusion of any other compensation or costs.

  • Should Van der Valk comply with the provisions of the previous paragraph, then the customer shall be required to hold Van der Valk harmless for any claims which may be made by the customer's participants against Van der Valk as a result of the latter's failure to make available the rooms/meeting rooms/conventions provided.

8. Fire prevention and safety procedures 

  • Emergency exits should always be kept clear of obstructions and indications of their location left visible to all those who perform the function Where explicitly stated, fire and emergency doors should be kept closed at all times. Nothing may be attached to the panic locks, nor may materials be placed behind the doors in advance

  • Stairwells serving as escape routes must be kept free of obstructions

    It is forbidden to introduce flammable, explosive or dangerous liquids or products into the hotel, as well as to make modifications to existing installations, materials, furniture or equipment thereof without the prior written consent of the hotel management If such modifications prove necessary, this must be requested in writing to the hotel management at least 21 days before the function takes place

  • Curtains, wall coverings and any other decorative material hung or attached to or against walls and ceilings must be made of at least fire-retardant or fireproof If these materials are hung in doorways or corridors, they must separate at the centre and be fixed in such a way that they can be easily pulled aside

  • Electrical facilities must not be overloaded

  • Fire-fighting facilities must not be misused

  • The smoking ban must be respected at all times

  • If the organiser hires external security personnel for the function, the hired security company must be licensed by the Ministry of the Interior and its personnel must comply with the Law on Private Security Companies, Security Companies and Internal Security Services of 10 April 1999, on The number, name and armed or unarmed security personnel must be notified in writing to the hotel management in advance.

  • Care must be taken not to exceed the maximum number of persons allowed in a room without prior written permission from the

9. Jurisdiction / law

  • This agreement is exclusively governed by Belgian law.

  • Any dispute relating to its validity, interpretation, execution of the contract or invoicing in execution thereof shall fall within the exclusive jurisdiction of the Courts of the district of Ghent.