General terms and conditions of Kämp Collection Hotels as of 1st May 2017

1. Prices
All prices are in euros and include VAT. Prices are valid only for dates mentioned in the offer.

2. Methods and terms of payment
Payment Method must be agreed on when confirming the reservation. Possible payment methods are credit card / debit card, cash, full prepayment or bank transfer 14 days after receiving the invoice.

Post-invoicing must always be agreed in advance. Reservations that have been made directly through the hotel and the hotel’s website or in-house sales office, as well as reservations made through GDS channels, can be post-invoiced. Post-invoicing must be agreed on with the salesperson in advance for each reservation, even for reservations made through the GDS channel. Reservations made through OTA (Online Travel Agency) channels are not post-invoiced. If the method of invoicing has not been agreed on with the salesperson in advance, the reservation must be paid on spot either by cash or by credit card. The minimum amount for post-invoice at the first purchase by a customer is 500€. If the total value of the invoice is less than 500€, post-invoice won’t be send and the reservation must be paid on spot either by cash or by credit card.

3. Guarantee policy
Credit card guarantee is required for all bookings when confirming the reservation*. Please provide a credit card to guarantee the booking, including the number of the card, date of expiration and name of the card holder. Customers with an invoicing agreement may guarantee the reservation under company name. As an alternative method of guarantee, Kämp Collection Hotels reserves the right to require either a complete or partial advance payment in order to guarantee the reservation. Amount of prepayment and a schedule for prepayment will be contracted with customer in writing.
* Kämp Collection Hotels reserves the right to verify the credit card to the agreed amount.

4. Assigning the contract
The customer shall not have the right to assign the contract or sign over the reserved hotel rooms to a third party without the written consent of hotel.

5. Reservation terms
5.1. Cancellation terms and conditions
Customer shall have the right to cancel the accommodation reservation without liability to compensate the hotel within the framework of following cancellation periods:

Group reservation
A group reservation is a booking of minimum 10 rooms and requires one rooming list for the whole group. Group reservation cancellation terms are as follows and are binding to the original customer:

      10-30 room nights        31-50 room nights             51-100 room nights              101-200 room nights
100% of reservation 14 days 30 days 60 days          120 days prior to arrival
50% of reservation 7 days 21 days 30 days          60 days prior to arrival
25% of reservation 3 days 14 days 21 days          30 days prior to arrival
10% of reservation 1 days 7 days 14 days          21 days prior to arrival

Two rooms can be cancelled one day before the arrival day by 16.00 o’clock free of charge. The hotel shall be entitled to charge the full rate for the entire period booked for late cancellations or cancellations exceeding the number of rooms mentioned above. Any changes to bookings should be made in writing at all times.
Cancellation terms for reservations including more than 200 room nights are agreed separately.

Allotment
A room allotment is a block of rooms from which guests book their rooms by themselves either by calling/e-mailing the Reservations office or via internet. The rooms are available until an agreed release date or on the basis of availability. Kämp Collection Hotels offers two options: Fixed room allotment and Open room allotment.

FIXED ROOM ALLOTMENT
The hotel reserves an agreed number of rooms for your group and guarantees the availability of these rooms at the rate offered. Hotel rooms can be booked with dedicated booking reference until the agreed date.

Fixed room allotment cancellation terms are as follows and are binding to the original customer:

      10-30 room nights        31-50 room nights             51-100 room nights              101-200 room nights
100% of reservation 14 days 30 days 60 days          120 days prior to arrival
50% of reservation 7 days 21 days 30 days          60 days prior to arrival
25% of reservation 3 days 14 days 21 days          30 days prior to arrival
10% of reservation 1 days 7 days 14 days          21 days prior to arrival

For cancellations exceeding the above or late cancellations, the hotel shall be entitled to charge the organizer the full rate for the entire period booked. The organizers are also responsible for cancellations made by guests until the liability for cancellations is transferred to the individual guest. After that date, individual guests are liable for cancellations/no show. The terms and conditions for booking and cancellation are specified separately by each hotel.

Cancellation terms for reservations including more than 200 room nights are agreed separately.

OPEN ROOM ALLOTMENT
Hotel will make a reservation for a room allotment with offered room categories and rates. Rooms are subject to availability and the hotel has the right to withdraw the allotment unilaterally. There are no binding cancellation terms for the booker of the open room allotment, instead individual guests are liable for any reservations made from the open room allocation. Cancellation terms and conditions for individual bookings are informed to the organizer when making an open room allotment and confirmed to the guest in the booking confirmation. Credit card details are required to guarantee the booking.

5.2 Making a reservation

Group reservation
A group reservation is a booking of minimum 10 rooms and requires one rooming list for whole group. Together with the rooming list we kindly ask organizer to provide us with the following information by the due dates below:

Final Rooming list (with names, titles, room types and sharing guests), arrival and departure times, luggage handling, name and contact details of a tour leader, payment information (which charges are to be included on the master account), VIPs and special requests, room deliveries, transportation and schedule/program of the group.

14 days (10-15 room nights) | 21 days (16-50 room nights) | 28 days (51-200 room nights) prior to the event

If any changes occur after sending the final rooming list, all changes should be informed clearly in writing. Additional reservations can be made with the same conditions according to availability.

Allotments

Fixed room allotment and open room allotment
Participants book their rooms by referring to the dedicated booking reference. Bookings can be made by telephone or email via Kämp Collection Hotels sales office or via internet (GLO Hotels, Hotel Kämp, Hotel Haven, Hotel Fabian, Hotel Lilla Roberts).

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