Terms of delivery for group, meeting, event and restaurant reservations

Terms of delivery for group, meeting, event and restaurant reservations

TERMS OF DELIVERY FOR GROUP, MEETING, EVENT AND RESTAURANT RESERVATIONS AT S GROUP'S HOTELS

These terms apply to all S Group's hotels in Finland and concern meeting, restaurant and group reservations at the hotels. To ensure that group, meeting and event arrangements run smoothly, we comply with the terms and conditions stated below, unless otherwise agreed.

 

Confirmation and validity of reservations

These terms apply when the customer has received confirmation of the reservation in writing. The confirmation includes the details, terms and prices of the reservation. Changes to a reservation must be made in writing or by telephone with sales services.

 

The hotel is entitled to select the facilities based on the number of participants. The reservation is valid for the number of participants stated by the customer. If the number of participants changes, the hotel is entitled to assign a different facility for the purposes of the reservation and to renegotiate the details and cost of the event. For conference reservation of more than one day, we reserve the right to rent out the meeting rooms for evening use.

 

Event programme and list of names

Please send us a detailed event programme and a list of names with accommodation arrangements no later than two (2) weeks before the date of the group's arrival. The following information is required:

  • Name of the group and the arrival and departure dates
  • Group leader
  • Estimated check-in time
  • Mealtimes and special diets (1 menu per group), if applicable

Assignment of the agreement

The customer is not entitled to transfer the agreement or hand over the rented facilities to a third party without consent from the hotel or restaurant.

 

General terms of cancellation

Cancellations of reservations and changes to reservations can be made free of charge according to the original confirmed number of rooms or participants as follows:

 

1–15 participants or overnight stays

16–40 participants or overnight stays

41–60 participants or overnight stays

61–120 participants or overnight stays

121–200 participants or overnight stays

100% of the reservation 

7 days prior to the event   

14 days prior to the event 

28 days prior to the event 

42 days prior to the event 

56 days prior to the event 

50% of the reservation

5 days prior to the event 

10 days prior to the event   

14 days prior to the event 

28 days prior to the event 

42 days prior to the event 

25% of the reservation 

3 days prior to the event 

7 days prior to the event 

7 days prior to the event 

14 days prior to the event 

28 days prior to the event 

10% of the reservation 

1 day prior to the event 

4 days prior to the event 

4 days prior to the event 

7 days prior to the event 

7 days prior to the event 

For events with more than 200 participants, the terms and cost of cancellation can be negotiated separately, if necessary.  If this is not necessary will the terms for 121-200 participants or overnight stays be applied.

 

Participant = A person participating in a meeting or restaurant reservation

Overnight stay = The total number of overnight stays included in an accommodation. For example, if a reservation includes 15 rooms for two days, the total number of overnight stays is 30 (15 rooms × 2 nights).

 

Terms of cancellation

The cost of cancellation is charged separately for accommodation and meeting and restaurant services in accordance with the cancellation rules. If the number of participants or overnight stays increases from the original reservation, the hotel is entitled to apply terms of cancellation in accordance by the actual participants or nights. The hotel is entitled to charge the full price if the customer arrives later or leaves earlier than agreed or in case of no-show. The hotel is entitled to charge the full price for all services and products reserved in advance. This also applies to services provided by subcontractors. The customer is invoiced in accordance with the confirmed number of people. If the actual number is higher than the confirmed number, the customer will be invoiced in accordance with the actual number.

 

Terms of Payment

Only one invoice will always be prepared for the whole group i.e. there will be one invoice per event or a stay. The customer is responsible for all costs, unless otherwise agreed in writing. Unless otherwise agreed, the customer shall pay in cash or by using debit or credit card. If the customer pays on-site, the customer is required to submit a credit card number and expiration date for confirmation and advance verification purposes. If the customer has a valid billing agreement with the hotel owner (Sokotel Ltd or a regional cooperative), an invoice may be stated. The invoice shall include a hotel specific billing surcharge. All rights to changes are reserved. In case the invoicing has been agreed please note that hotel is entitled to a partial or full advance billing when applicable.  If the advance invoice is not paid by the due date, the hotel is entitled to cancel the reservation.

 

Changes to reservations

The hotel is entitled to cancel a reservation or make changes to a reservation under circumstances that are beyond its control (such as a strike or a lockout). No compensation is provided for any damage arising from such circumstances. Furthermore, the hotel is entitled to stop or cancel an event at any time if the event disturbs other operations or poses a threat to the safety or reputation of the hotel.

 

Prices

The prices of events, meetings and conferences are always negotiated case by case.  S Group reserves the right to change prices if the changes arise from changes in statutory payments determined by legislation or the authorities during the forthcoming agreement period. The customer will be notified about such changes in writing. Furthermore, we reserve the right to change prices if the reservation changes (with regard to dates or duration or the number of people, facilities or rooms). The prices do not include commission, unless otherwise stated in the reservation.

 

Customer´s liability

The customer is responsible for ensuring that the rented facilities and furniture are not damaged. The customer is liable for all damage to the premises or the hotel's movable property caused by its equipment, personnel, performers or meeting participants. The customer is responsible for any equipment and movable property they bring to the hotel. The customer agrees to comply with the instructions issued by hotel staff regarding the premises and the use of furniture and equipment. The customer is responsible for the reservation in full.

 

Special arrangements

If any special permit, programme, an orchestra, special decorations or special technical equipment is needed for the event, the customer is responsible for the costs arising from these.

 

Taking photographs at the hotel

If you intend to take photographs at the event, please contact the hotel in advance for permission.

 

Renovation of the hotel

If the hotel enters into renovation or repair agreements after signing this agreement, the hotel is obligated to inform the customer about such arrangements in writing within a reasonable time. A renovation or repair project at the hotel does not constitute grounds for cancelling the agreement, unless otherwise agreed between the parties.

 

Governing Law and Jurisdiction

The exclusive place of jurisdiction for all disputes arising out of and in conjunction with this contract shall be Helsinki for both contracting parties, insofar as a different place of jurisdiction is not provided for under mandatory statutory law. This contract is subject to Finnish law.