Meeting and events conditions

1. The offer from "Van der Valk Hôtel Verviers" must be confirmed in writing. An order cannot be considered final without having been previously confirmed in writing by "Van der Valk Hôtel Verviers".

2. The contracts drawn up by the "Van der Valk Hôtel Verviers" are based solely on its own standard and specific general terms and conditions. Any other condition is applicable only if explicitly accepted and confirmed in writing by the "Van der Valk Hôtel Verviers".

1. BOOKING CONDITIONS

2. "Van der Valk Hôtel Verviers" reserves the right to reassign the meeting space at any time, provided that "Van der Valk Hôtel Verviers" informs the client beforehand and that this reassignment does not affect the client's original requirements.

3. The use of the rooms is strictly limited to the activities specified on the reservation form.

4. If the client occupies the room outside the period stipulated in the contract, they are required to pay an additional amount, set proportionally to the base price and the additional occupation period. The possibility of occupying the room outside the period stipulated in the contract is subject to availability and may be refused by the hotel.

5. Any change from the intended use will automatically cause a price adjustment. Any changes to the room setup on the day of the event will be charged 250 EUR per hour of work per person and cannot be guaranteed.

6. 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 upon in advance.

7. The size of the main meeting room or the largest of the reserved meeting rooms directly depends on the number of seminar packages contracted.

8. The foyers of the meeting rooms are an integral part of the hotel's public spaces, and can therefore be shared with other guests.

9. All buffets are served for a minimum of 30 billed people, except for sandwich buffets (minimum of 10 people).

10. The client is required to confirm in writing the menu and/or buffet choices no later than 7 days before the start of the event. Otherwise, the menu and/or buffet will be at the Chef's discretion.

11. The equipment of the rented meeting space includes the fixed systems as well as the specific equipment for the space in question. Any additional service, the provision of equipment not included in the standard equipment of the room, or any electrical system complementary to the standard equipment will be subject to a separate price offer and charged as an extra. Any equipment provided by the client or one of their suppliers must be approved in advance by the technical services of "Van der Valk Hotel Verviers" based on the specifications submitted by the client at least one month before the event.

12. IT needs (WI FI access, VPN) must be submitted for approval no later than 1 month before the event in writing. Any specific installation equipment not included in the standard meeting room will be subject to a separate price offer and will be charged additionally.

13. The full details of decoration, display, or technical installation projects must be submitted to the hotel for prior approval. The hotel disclaims all responsibility for equipment brought into the hotel by the client. At the end of the event, the client agrees to remove all installations at their own expense so that the premises are left in their original condition, within a timeframe agreed upon with the hotel.

14. It is forbidden to apply posters on the wall, floor, or ceiling using glue, staples, or any other means. The costs of repairing damage resulting from non-compliance with these rules will be charged to the client.

15. The total cost of repairing or replacing the hotel property will be charged to the client, whether the damage was directly caused by the client or by one of their subcontractors or any other participant.

16. "Van der Valk Hôtel Verviers" can receive the client's packages starting from 3 business days before the date of the event. To ensure the proper reception of the package, the client must include the following information on the package: the name of the event and the organizer, the name of the contact person from the sales department, 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 aforementioned conditions or is sent before the requested date may be refused. In case of delivery of valuable equipment, the delivery date must be agreed upon prior to sending. The client is responsible for the retrieval and sending of the equipment after the event, within a timeframe agreed upon with the hotel. The hotel declines any responsibility for equipment left in the hotel after the event.

17. The client is in no way authorized to bring food or drinks to consume during the event, except with prior written agreement with the hotel. In this case, a service charge, corkage fee, or corking fee will be claimed by the hotel.

18. The client is required to comply with the rules of the Société Belge des Auteurs, Compositeurs et Editeurs (SABAM) when using music of any kind within the "Van der Valk Hotel Verviers". All costs related to the SABAM rules are the responsibility of the client. The hotel will forward to the client all correspondence related to legal procedures in case of non-compliance with the SABAM rules. The contact phone number for SABAM is 32 2 286 82 11.

19. At any time, the noise level on the premises must not disturb the hotel's clientele or the immediate neighborhood. "Van der Valk Hôtel Verviers" reserves the right to limit the sound level in case of excess. The end time of each event is set at a maximum of 2:00.

20. To ensure that appropriate arrangements are made for any "sensitive" or "high-value" event, "Van der Valk Hotel Verviers" reserves the right to require the signer to provide a professional security service for the entire duration of the event.

21. The client will be informed, and it is their responsibility to inform the participants, that it is not permitted to leave personal belongings unattended, either in the hotel lobby, restaurant, corridors, or meeting rooms. The hotel cannot be held responsible for the theft or disappearance of personal belongings occurring in these places and in public areas in general.

22. It is advised to deposit valuables in the room safe or at the reception. If the client fails to observe this obligation, "Van der Valk Hôtel Verviers" disclaims any responsibility for the loss or theft of valuables.

23. The client will indemnify "Van der Valk Hôtel Verviers" for all damages, claims, lawsuits, liabilities, judgments, costs, and expenses, either based on the contract, as a result of a tort, or due to the client's or participants' non-compliance with any clause of this agreement, or as a result of any act of negligence or any voluntary or involuntary omission by the client, all participants, or its staff, agents, or subcontractors. The client is responsible for ensuring that its subcontractors comply with the current social law legislation.

24. "Van der Valk Hotel Verviers" cannot be held responsible for failing to meet its commitments in cases of force majeure beyond its control such as (non-exhaustive list): force majeure, war, government decision, terrorism, disaster,

25. strikes, civil disorder, transport failure or transportation equipment failure or any other emergency or event beyond its control.

26. Nothing in this contract will grant 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 prior consent from the other party. Consequently, the client agrees to use the exact logo, design, and phrasing of the intellectual property of "Van der Valk Hôtel Verviers" according to the directive of "Van der Valk Hôtel Verviers".

27. "Van der Valk Hôtel Verviers" reserves the right, without prior notice or compensation, to cancel any contract violating moral or conduct values, public order, and/or the appropriate use of spaces made available to the client.

28. In order to ensure the smooth running of the event, the client will inform "Van der Valk Hôtel Verviers" in writing about the exact number of people attending the event no later than 2 weeks before it begins.

29. Registration upon arrival at the hotel (check-in) will only be possible from 3:00 PM on the arrival day specified in the contract. In case of arrival before that time, the hotel will do its utmost to make the room available but is not obliged to achieve a specific result. A participant arriving before that time and wanting to ensure room availability upon arrival has the option to pre-register the previous night at the cost of an additional night's stay. The bill payment upon departure (check-out) is officially done at 12:00 PM. Additional charges may apply in case of late formality: a rate of 50% of the room price will be applied for delays not exceeding 6:00 PM on the scheduled day.

30. 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 contractually agreed departure date.

31. "Van der Valk Hôtel Verviers" does not guarantee the absence of the client's competitors during the event.

32. The following advance payment conditions (deposits) apply to guarantee the contracted services (accommodation, seminar packages, meeting rooms, catering, audiovisual equipment, and miscellaneous). A deposit of 75% of the total contracted amount must be paid in full after the contract is signed (on the date stipulated in the contract) and full prepayment of the event may be requested and must be paid no later than 10 days before the arrival date, to the hotel account:

33. Belfius Bank sa // IBAN BE33 068 250 805 146: - SWIFT (BIC): GKCCBEBB.

34. "Van der Valk Hôtel Verviers" reserves the right to cancel the contract with immediate effect upon sending written notification (email or letter) if the deposits are not paid on the scheduled dates. In this case, the reserved rooms and meeting rooms may be resold. In the case of an increase in the contracted amount, "Van der Valk Hôtel Verviers" may require additional deposit payments in accordance with the payment schedule established above.

35. "Van der Valk Hôtel Verviers" 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 mentioned in the contract.

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, as of right and without specific notification:

1. a) Up to 90 days before the expected arrival date, the entire reservation or part of it can be canceled without compensation.

2. b) Up to 30 days before the scheduled arrival date, any cancellation will be subject, by right, to a fixed compensation payment equal to 50% (fifty) of the cancellation amount.

3. c) Within 30 days and up to 3 business days before the scheduled arrival date, any cancellation will be subject, by operation of law, to the payment of a flat-rate compensation equal to 75% (seventy-five) of the cancellation amount.

4. d) Within the 3 business days preceding the scheduled arrival date, any cancellation will be subject, by right, to the payment of a fixed indemnity equal to 100% (one hundred) of the cancellation amount.

Furthermore, the aforementioned cancellation conditions and all other conditions of this agreement will 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 charged based on the contractually planned room block on a day-to-day basis. An increase in the confirmed room block after the contract is signed is subject to the cancellation conditions mentioned above.

The contract including accommodation and event is indivisible. The list of rooms must be sent to the hotel 20 days before the arrival date. This list must specify the total number of rooms per night and the names of the guests. Additional rooms can be requested in writing and their availability is subject to the hotel's prior agreement. If the hotel does not receive the list of rooms in full at least 20 days before arrival, the hotel reserves the right to release the unoccupied rooms and charge cancellation fees. All notices of cancellation must be received in writing from the client and will take effect

from the date of receipt by the hotel. The written confirmation of cancellation must clearly state which room and event needs are to be canceled.

Final payment

The final payment must be settled 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 for agreement.

The client has acknowledged and accepts the attached conditions, which are an integral part of the contract and agrees to them.

Bank data Hotel

Belfius Bank sa

Boulevard Pachéco 44

B-1000 Brussels Belgium

BIC Code (Swift): GKCCBEBB

IBAN Code: BE33 068 250 805 146

GENERAL CONDITIONS

1. All our invoices are payable in euros at the hotel's address in cash and without discount and must be paid upon receipt, unless different agreements are made by both parties.

2. As for their eligibility, all complaints regarding invoices must be submitted in writing within 7 days from the invoice date. A full 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, an interest of 1% will be legitimately and automatically due, without notice. In the absence of payment of any invoice by the due date, the total remaining amount will be due automatically and without notice.

4. In the event that the client does not pay the due invoice, "Van der Valk Hôtel Verviers" will increase the amount due by 15% with a minimum of 400 EUR 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. Without the necessity of sending 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 aforementioned conditions of this agreement are not respected by him.

6. This agreement is valid only if it has been signed by the client and accepted by the hotel.

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

agreement.

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

9. The invoice will be issued according to the billing address, VAT number, and reference provided at the signing of the contract. If, subsequently, a request is made to the hotel to modify this information, "Van der Valk Hotel Verviers" reserves the right to charge an additional 50.00 EUR per invoice for administrative fees.

The organizer's attention has been fully drawn to the aforementioned conditions which are fully included in this agreement, and he agrees to comply with them.

The organizer confirms that the person signing this agreement has the authority to commit.