GENERAL TERMS OF SALE

 

GENERAL TERMS OF SALE

 

Our invoices are payable upon receipt and without discount. Any possible granting of terms, payment deadlines, or exchanges shall not constitute a novation or derogation from these general conditions. Payment fees and taxes are always borne by the client.

 

Any invoice issued by Van der Valk Hotel Verviers shall be considered definitively accepted by the client if it has not been subject to a written and motivated dispute by registered letter within eight (8) days after the invoice date.

 

Any unpaid invoice on its due date shall, by operation of law and without formal notice, be increased by 15% with a minimum of €100 as a flat-rate penalty clause. In addition, interest of 1% per month will be due starting from 15 days after the due date.

 

All disputes relating to 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

 

 

The final payment must be settled upon receipt of the invoice. To definitively confirm the reservation, we kindly ask you to complete the contract and return a duly signed copy as proof of agreement.

 

The client acknowledges having read and accepted the attached conditions, which form an integral part of the contract and expressly agrees to them.

 

 

 

BANK DETAILS – HOTEL

 

Belfius Banque SA

Boulevard Pachéco 44

B-1000 Brussels, Belgium

 

BIC / Swift: GKCCBEBB

IBAN: BE33 0682 5080 5146

 

 

CONTRACT FORMATION – APPLICATION

 

 

The offer from Van der Valk Hotel Verviers must be confirmed in writing. An order cannot be considered final without prior written confirmation by Van der Valk Hotel Verviers.

 

Contracts drawn up by Van der Valk Hotel Verviers are based solely on its own standard and specific general terms and conditions. Any other terms are only applicable if explicitly accepted and confirmed in writing by Van der Valk Hotel Verviers.

 

  

BOOKING CONDITIONS

 

  • Right to reallocate space: Van der Valk Hotel Verviers reserves the right to reassign the meeting space at any time, provided that the client is informed beforehand and that such reassignment does not affect the client’s original requirements.

  • Use of rooms: The use of rooms is strictly limited to the activities stated on the booking form.

  • Overtime use: If the client occupies the room beyond the period stipulated in the contract, they are required to pay an additional amount, proportionate to the base price and the additional occupation period. The possibility of using the room outside the contracted period is subject to availability and may be refused by the hotel.

  • Changes: Any change to the planned use will automatically lead to an adjustment of prices. Any change in room setup on the day of the event will be invoiced at €250 per hour per person and cannot be guaranteed.

  • Seminar package: The seminar package is a price per person per day, VAT included. Any use of the main meeting room outside the contracted hours must be approved by Van der Valk Hotel Verviers and may incur additional charges, unless agreed in advance.

  • Room size: The size of the main meeting room, or the largest reserved meeting room, directly depends on the number of seminar packages contracted.

  • Shared spaces: The foyers of the meeting rooms are integral parts of the hotel’s public areas and may therefore be shared with other clients.

  • Buffets: All buffets are served for a minimum of 30 paying persons, except sandwich buffets (minimum of 10 persons).

  • Menus: The client must confirm 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.

  • Equipment: The rented meeting space includes fixed systems and equipment specific to the space in question. Any additional services, provision of equipment not included in the room’s standard equipment, or any additional electrical system will be subject to a separate quotation and invoiced as a supplement.

  • External equipment: Any equipment provided by the client or one of its suppliers must first be approved by the technical services of Van der Valk Hotel Verviers, based on specifications submitted by the client at least one month before the event.

  • IT needs: IT requirements (Wi-Fi access, VPN, etc.) must be submitted for approval no later than one month before the event in writing. Any specific installation not included in the standard meeting room setup will be subject to a separate quotation and invoiced as a supplement.

  • Decorations / installations: Complete details of decoration projects, signage, or technical installations must be submitted to the hotel for prior approval. The hotel declines all responsibility for equipment brought into the hotel by the client. At the end of the event, the client undertakes to remove all installations at their own expense so that the premises are returned to their original condition within a timeframe agreed with the hotel.

  • Damage to property: It is strictly forbidden to affix posters to walls, floors, or ceilings using glue, staples, or any other method. Repair costs resulting from non-compliance with these rules will be borne by the client. All costs for repair or replacement of hotel property will be charged to the client, whether the damage was caused directly by the client, its subcontractors, or any other participant.

  • Deliveries: Van der Valk Hotel Verviers can receive client parcels up to 3 working days before the event. To ensure proper reception, the client must label parcels with: event name and organizer, sales department contact person, hotel name and address, event date, event room name, and the number of parcels delivered. Any parcel not meeting these conditions or sent before the requested date may be refused. For valuable items, delivery must be agreed before shipping. The client is responsible for collecting and shipping material after the event, within a timeframe agreed with the hotel. The hotel declines all responsibility for material left on the premises after the event.

  • Outside food & beverage: The client is not permitted to bring food or drinks to be consumed during the event, unless with prior written consent from the hotel. In such a case, service charges, corkage fees, or similar will be invoiced by the hotel.

  • Music & rights: The client must comply with SABAM (Belgian Society of Authors, Composers and Publishers) regulations when using music of any kind at Van der Valk Hotel Verviers. All related costs are borne by the client. The hotel will forward to the client all correspondence relating to legal procedures in case of non-compliance. SABAM contact: +32 2 286 82 11.

  • Noise restrictions: At all times, noise levels must not disturb hotel guests or the immediate neighborhood. Van der Valk Hotel Verviers reserves the right to limit sound levels in case of excess. The end time of each event is set at a maximum of 2:00 a.m.

  • Security: For “sensitive” or “high-value” events, the hotel reserves the right to require the client to provide professional security services for the entire event duration.

  • Personal belongings: The client will be informed, and is responsible for informing participants, that personal belongings must not be left unattended in the hotel lobby, restaurant, corridors, or meeting rooms. The hotel cannot be held liable for theft or loss of personal belongings in these or any other public areas. Valuables should be placed in the room or reception safe. Failure to do so releases the hotel from all responsibility in case of loss or theft.

  • Client liability: The client shall indemnify Van der Valk Hotel Verviers against all damages, claims, lawsuits, liabilities, judgments, costs, and expenses arising from breach of contract, tortious acts, negligence, or omissions by the client, participants, staff, agents, or subcontractors. The client is responsible for ensuring that its subcontractors comply with applicable social laws.

  • Force majeure: The hotel shall not be held liable for failure to meet its commitments in cases of force majeure beyond its control, including (non-exhaustive list): war, government decision, terrorism, disaster, strikes, civil unrest, transport or equipment failure, or any other emergency or event beyond its control.

 

 

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, automatically and without special notice:

 

a) Up to 90 days before the scheduled arrival date → full or partial cancellation may be made without penalty.

 

b) Up to 30 days before the scheduled arrival date → any cancellation is subject to a flat-rate indemnity equal to 50% of the cancelled amount.

 

c) Within 30 days and up to 3 working days before the scheduled arrival date → any cancellation is subject to a flat-rate indemnity equal to 75% of the cancelled amount.

 

d) Within 3 working days before the scheduled arrival date → any cancellation is subject to a flat-rate indemnity equal to 100% of the cancelled amount.

 

These cancellation conditions, as well as all other provisions of this agreement, also apply to the organizer’s expenses when participants are responsible for paying their own rooms, breakfasts, and extras but fail to show up. No-shows and early departures will be invoiced based on the contractually agreed room block, day by day.

 

Any increase in the confirmed room block after contract signature is also subject to the cancellation conditions described above.

 

The contract including accommodation and event services is indivisible. The rooming list must be sent to the hotel 20 days prior to arrival. This list must specify the total number of rooms per night and the names of the occupants. Additional rooms may be requested in writing, subject to prior approval by the hotel.

 

If the hotel does not receive the full rooming list at least 20 days before arrival, it reserves the right to release unallocated rooms and to invoice cancellation fees.

 

All cancellation notices must be received in writing from the client and shall take effect upon receipt by the hotel. Written confirmation of cancellation must clearly specify which room and/or event requirements are to be cancelled.

 

 

GENERAL CONDITIONS

 

 

  • All our invoices are payable in Euros, at the hotel’s address, immediately upon receipt, without discount.

  • Regarding admissibility, all complaints about invoices must be submitted in writing within 7 days following the invoice date.

  • A total cancellation of the “rooms” section will automatically result in a total cancellation of the “event” section, unless otherwise stipulated.

 

 

If the invoice is not paid by its due date, interest of 1% per month shall be due automatically and by right, without prior notice. In the absence of payment on any invoice at maturity, the total outstanding balance shall be immediately due, without prior notice.

 

If the client fails to pay the due invoice, Van der Valk Hotel Verviers will increase the amount owed by 15% with a minimum of €100 as a flat-rate penalty. In such cases, the hotel reserves the right to immediately cancel any future reservations without cost or compensation, and to terminate the contract with immediate effect by written notification (registered mail), without the need for prior formal notice.

 

The hotel reserves the right to cancel reservations by written letter addressed to the organizer if the above-mentioned conditions of this agreement are not respected.

 

This agreement is valid only if signed by the client and accepted by the hotel.

 

This contract shall be governed by and interpreted in accordance with Belgian law. The parties irrevocably acknowledge that the Commercial Court of Liège shall have exclusive jurisdiction to resolve any disputes arising from or related to this agreement.

 

All prices mentioned in this contract include VAT. VAT and other taxes may be subject to change due to amendments in local legislation.

 

Invoices will be issued according to the billing address, VAT number, and reference provided at the time of contract signature. If, afterwards, the client requests changes to this information, Van der Valk Hotel Verviers reserves the right to charge an additional €50 per invoice as administrative costs.

 

The organizer’s attention has been fully drawn to the above-mentioned conditions, which are fully incorporated into this agreement, and he accepts to comply with them.

 

The organizer confirms that the person signing this agreement is duly authorized to bind them.

 

This agreement is valid only once duly signed and returned to the hotel.

 

  

UNIFORM CONDITIONS FOR THE HOTEL AND CATERING INDUSTRY

 

The Uniform Conditions for the Hotel and Catering Industry (UCHCI) are registered with the District Court and the Chamber of Commerce and Industry in The Hague.

 

For more information, please visit: khn.nl/uvh-en

Terms and Conditions

The Uniform Conditions for the Hotel and Catering Industry

The UVH are registered with the District Court and the Chamber of Commerce and Industry in The Hague. For further information go to khn.nl/uvh-en.