General terms

1. These terms and conditions form an integral part of the hotel agreement. They can only be deviated from in writing. They apply to the exclusion of all general sales conditions found in documents issued by the client, insofar as they conflict with these terms.

2. Price quotes provided by the hotelier are non-binding and without any obligation.

3. The contracting party: a person staying in a hotel is not necessarily a contracting party; a hotel contract may be concluded on their behalf by a third party. For the application of these general sales conditions, the term “contractor” refers to the natural or legal person who concludes a hotel reservation contract and/or who is obliged to make a payment (as consideration). The term “client” refers to the natural person(s) intending to stay overnight at the hotel.

4. Services are provided at the hotelier’s location, unless otherwise agreed in writing.

5. Complaints regarding the services provided cannot be accepted if they are not received in writing by the hotelier within seven days after the service has been completed.

6. The hotel contract: in accordance with the hotel contract, the hotelier is obliged towards the client to provide accommodation and usual services. This refers to the ordinary services of the hotel according to its category, including rooms and various common facilities generally available to clients. The contractor is obliged to pay the agreed price.

7. Form of the contract: no specific form is required for the contract. The contract is concluded upon the client’s express acceptance of the offer. In the case of a written contract, the hotelier must specify the client’s arrival and departure dates, the agreed price, a description of the requested services, and any advance payment arrangements.

8. Duration of the reserved stay: if a specific number of nights is reserved by the client, the start and end dates must be specified in the hotel contract. The agreement then ends on the day specified in the hotel contract, no later than 12:00 noon on the day of departure. If the client has not vacated the room by 12:00 noon on the scheduled day of departure, an extra night will be charged. If no specific number of nights is reserved, the hotel contract is considered concluded for multiple consecutive days. In this case, a termination, ending the next day at 12:00 noon, must be given by one of the parties for the contract to be terminated. Termination by the hotelier to the client will be considered addressed to the contractor and will be done according to the aforementioned provisions. Termination will be confirmed in writing to the contractor. The contract will be considered terminated on the day the client leaves the room before 12:00 noon.

9. Execution of the contract: the hotelier and the contractor are obliged to comply with the provisions set out in the contract.

10. Payment: the hotelier may request full or partial prepayment. See Article 26. If the hotelier receives an amount in advance from the contractor, it will be considered as a deposit on the contractual price unless otherwise contractually agreed. Hotel bills are payable in cash, by Maestro, or credit card upon presentation. In case of partial dispute of the hotel bill, the undisputed portion must also be paid in cash, by Maestro, or by credit card. Unless otherwise specified, the hotelier is under no obligation to accept cheques, dividends, credit cards, or other deferred payment instruments, and payment must be made in the currency of the country where the hotel is located. The contractor is responsible for the payment of all services provided to the client, including services agreed upon at the conclusion of the contract, unless otherwise agreed in writing, whereby these costs are charged to the client.

11. Termination of the contract: any serious or repeated breach of contractual obligations gives the injured party the right to immediate termination of the contract without notice.

12. Liability of the hotelier and hotel safekeeping: the hotelier is not liable for damage arising from an event that, despite taking necessary precautions, given the circumstances and consequences, made it impossible to prevent (force majeure). Likewise, the hotelier is not responsible for damage resulting from the fault, even partially, of the client.

The Civil Code (Law of July 4, 1972, B.S. August 19, 1972) regulates hotel safekeeping, with the following articles:

Article 1952: The hotelier, as a custodian, is liable for damage, destruction, or theft of items brought to the hotel by a guest staying there. Such safekeeping is considered necessary. Items brought along include:

a) items in the hotel during the time the guest has access to accommodation.

b) items the hotelier or a person providing services on their behalf takes into custody outside the hotel during the guest’s stay.

c) items the hotelier or a person providing services on their behalf supervises inside or outside the hotel for a reasonable period before or after the guest’s stay. Liability under this article is limited per incident to 100 times the daily accommodation price.

The King may determine the data for establishing this price. The Royal Decree of June 24, 1973 (B.S. August 14, 1973) stipulates that the daily room rate (referred to in Article 1952, paragraph 3) includes the published overnight price, plus any percentage (if applicable) for services offered.

Article 1953: The hotelier’s liability is unlimited:

a) when items are entrusted to the hotelier or their service personnel for safekeeping.

b) when the hotelier refuses to take items into custody which they are obliged to safeguard.

c) when damage, destruction, or theft of the items referred to in Article 1952 is due to the fault of the hotelier or their service personnel. The hotelier must accept valuables, money, or valuable items for safekeeping. Refusal is allowed only if the items are dangerous or have an excessive commercial value or cause inconvenience, considering the hotel’s size and circumstances. Items may be requested to be stored in a sealed or locked container.

Article 1954: The hotelier is not liable insofar as damage, destruction, or theft is due to:

a) the guest or a person accompanying them, employed by them, or visiting them.

b) force majeure.

c) theft with violence.

d) the nature or defect of the item.

Article 1954bis: The guest’s rights lapse if they do not report damage immediately after it occurs, except when caused by the fault of the hotelier or their service personnel.

Article 1954ter: Any clause excluding or limiting the hotelier’s liability for harmful acts is null and void.

Article 1954quater: Articles 1952, 1953, and 1954bis do not apply to vehicles, their cargo left on-site, or live animals.

13. Responsibility of the client/contractor: the client and contractor are jointly responsible to the hotelier for any damage caused to persons, the building, furniture, hotel equipment, and areas accessible to the public.

14. Retention of items brought by the client: the hotelier has the right to retain and, if necessary, sell at market value items brought by the client as security for payment of amounts owed, including all accessories, based on Article 20, 6° of the Mortgage Law.

15. Behavior of the client: the client must comply with hotel rules and customs, which are available for inspection. Any serious or repeated violation gives the hotelier the right to immediately terminate the contract without prior notice.

16. Pets: if a client wishes to bring a pet to the hotel, they must ensure that hotel rules allow it.

17. Occupancy and release of rooms: check-in/check-out: unless otherwise contractually agreed, rooms reserved for a client must be available from 3:00 PM, and rooms of departing clients must be vacated by 12:00 noon.

18. Traveler verification: upon arrival, the client must present an identity card to allow registration on the police form, which they must sign.

19. Late arrival: a late arrival, i.e., after the agreed time, not notified by the client, automatically results in the termination of the hotel contract, with the right to compensation for the hotelier.

20. Telephone reservations: a reservation made by phone and accepted by the hotelier is only valid until 6:00 PM. In case of delay, the client must notify the hotelier and provide an exact arrival time.

21. Amounts not paid on their due date are automatically increased with default interest without notice. The interest rate equals the rate applied by the Belgian Bankers’ Association on cash credits, plus 2%. Conversely, a hotelier who fails to provide the agreed stay owes the contractor a fixed compensation of €50 per agreed but not provided night, up to a maximum of €250, increased by interest as above. This also applies if the hotelier fails to fulfill contractual obligations towards clients.

22. Any hotel bill subject to price reduction, refund, or commission allowed by the hotelier becomes void in case of non-payment on the due date.

23. Cancellation during the stay: for serious and proven reasons (illness, accident, death), at most the current day will be charged, and the hotelier may charge this day. In cases where the hotelier is neither responsible nor liable, the client pays half of the remaining reserved period pro-rata per person. For half- and full-board, half of unused meals will be charged for a maximum of two days.

24. Advances representing 30% of the total contractual amount must be paid immediately to the hotelier, no later than 30 days after receiving the advance invoice. If not paid, the hotelier may cancel the reservation without notice.

25. Group discounts: a group is defined as at least 5 paying rooms or via a sales department quote. Cancellation fees apply as follows:

Cancellation policy – hotel rooms

▪ Less than 5 rooms: 48 hours cancellation fee, first night charged

▪ 5 or more rooms: cancel 1 month in advance free, after 1 month 100% of nights charged

▪ 25 or more rooms: cancel 3 months in advance free, 2 months in advance 25% free, 1 month in advance 10% free, after 1 month 100% of nights charged

▪ Full privatization of 39 rooms: cancel 3 months in advance free, 2 months in advance 10% may be canceled, privatization no longer guaranteed, after 2 months 100% of nights charged

Cancellation policy – events and restaurant reservations

▪ 5–9 people (events from 2 persons): cancel 1 week in advance free, afterwards 100% charged

▪ 9 or more people: cancel 1 month in advance free, afterwards 100% charged

▪ Privatization of event spaces and restaurant: cancel 3 months in advance free, 2 months in advance 10% may be canceled, privatization no longer guaranteed, after 2 months 100% charged

Proforma:

▪ Under €5000 revenue = no proforma payment needed, credit card guarantee required

▪ Over €5000 revenue = 30% advance invoice of full proposed revenue (excluding consumables such as drinks), remainder invoiced every Friday after the event

Reservations of more than 5 rooms via an online travel agency are subject to the above T&Cs.

26. The hotel reservation contract is governed by Belgian law. All disputes arising from this agreement shall be settled by the competent court at the hotelier’s location.