General terms and conditions of Meetings & Events

General terms and conditions of Kämp Collection Hotels Meetings & Events 

1. Prices
All prices are in euros and include VAT.

2. Setup Charge
All facilities are subject to a charge, unless mentioned otherwise in the offer. Meeting and break out rooms are charged with separate rent specific to the premises. Changes in furniture, extra furniture and other arrangements are charged separately. Audio and audio-visual services and devices which are not part of the basic fixtures of the restaurant/meeting facility will be charged separately. If on request of the customer the supplier of the served goods acquires special permits such as an extended license to dispense alcohol or a notification on temporary catering or undertakes special arrangements such as acquiring a show, band, decorations and structures, etc., the customer shall be liable for all costs incurred by these actions.

3. 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.

4. Customers responsibility
The customer will be responsible for all damage caused to the premises and all equipment included in the rented venue. The customer takes also full responsibility for all equipment brought to the premises.

The customer agrees to follow the instructions given by the staff of the location in matters concerning the usage of the house, furniture and devices. In the case of an accident, Kämp Collection Hotels shall charge the customer for all repairs and cleaning costs, etc.

5. Assigning the contract
The customer shall not have the right to assign the contract or sign over the rented facilities to a third party without the consent of the M&E venue in question.

6. Reservation terms

6.1 Order confirmation and verifying the total number of attendees

The order confirmation must include:

• total number of attendees
• schedule and program of the event, catering and times of meals and possible special diets and allergies
• table set up, meeting equipment and signage for the billboard
• names and contact details of hosts

Events of over 30 people

• order confirmation at the latest two (2) weeks before the date of the event
• after this, the total number of attendees can be changed by +/- 10%
• the final invoice is based on the confirmed total number of attendees, confirmed four (4) business days before the event.

Events with 11-29 people

• order confirmation at least one week before the date of the event
• after this, the total number of attendees can be changed by +/- 10%
• the final invoice is based on the confirmed total number of attendees, confirmed three (3) business days before the event.

Events with 1-10 people

• order confirmation at the latest three (3) days before the date of the event
• the final invoice is based on the total number of attendees confirmed with the order confirmation

If the order confirmation has not been submitted by the deadline, we reserve the right to choose the best alternative in catering at average prices. After the deadline for any changes Kämp Collection Hotels shall reserve the right to: 1.revise the price of the event, 2. charge separate room rental, 3. change the rented facility to another one and 4. renegotiate other details of the event.

6.2 Cancellation terms
The order by the customer is binding. However, the customer may cancel the order, in which case Kämp Collection Hotels reserves the right to charge a cancellation fee according to the below cancellation terms. If the details and catering of the event have not been agreed on, the grounds for the cancellation charge are facilities-based rent of the above-mentioned event and, with regard to catering, the lowest-priced meeting package or offer-related menu.