1. GENERAL TERMS & CONDITIONS OF HOTEL BERLAYMONT
With the exception of special written provisions drawn up by an authorised person, the present terms and conditions of sales apply to all the services provided by Hotel Berlaymont and to all contracts which have been agreed or are to be executed. These terms and conditions are clearly displayed in the premises and an annotation referring to these terms and conditions is printed in the footer of all invoices. They are, thus, deemed to have been sufficiently brought to the notice of clients, contracting parties and third parties.
The rates which have been confirmed in offers remain valid for a period of 3 days. Beyond the deadline, they may be modified in line with economic conditions. The rates which apply are those in force on the day the service is provided.
The Hotel Berlaymont manager shall not be held liable for any damage which may arise following an event which he is unable to foresee (force majeure), in spite of all the necessary precautions, in view of the circumstances and consequences. Nor shall he be held liable for damage caused by mistake, even partial mistake, by the client. Articles 1952 to
1954 quarter of the Civil Code apply with regard to safe-keeping.
The client must behave in accordance with accepted standards and the hotel’s house rules in which he is staying. Any serious or repeated violation of the hotel’s house rules entitles Hotel Berlaymont to put an end at the contract without prior notification. The client and the contracting party are jointly and severally liable towards Hotel Berlaymont for any damage caused to persons, hotel property, fittings and equipment and those areas to which the general public has access.
Clients agree to inform the hotel of any change in the use of the rented premises and not to invite any person whose behaviour, reputation or respectability may in any way prejudice the hotel’s property or moral reputation, with the latter reserving the right to intervene if necessary. In the event of non-compliance with this obligation, Hotel Berlaymont shall be entitled to cancel the event without compensation.
In order to confirm a guest room, a security deposit and a valid government-issued photo ID will be required upon check-in. The security deposit will cover the total accommodation as well as any incidental charges (such as telephone and restaurant costs) that may be incurred during your stay. Major credit cards are acceptable to establish the deposit. Your credit card will be authorized immediately, and the amount will be blocked on your credit card. Alternatively, the deposit can also be paid via a debit card or in cash. In case no incidental charges where incurred Hotel Berlaymont will release the remaining amount of the authorization if the deposit was paid via credit card. In case the security deposit was established with cash, Hotel Berlaymont will refund in cash (in € currency).
The client shall only be sent invoices which exceed 500 € and then only with written approval beforehand of the hotel. Nonetheless Hotel Berlaymont reserves the right to demand prior payment of the bill or corresponding bills. All recapitulative bills or invoices are payable in cash without discount. Such bills or invoices rightfully entitle the hotel to charge interest in arrears of 1.5% per month, without formal notification until full and final payment thereof. In addition, from the time the first formal notification for late payment is sent out, a lump-sum amount equal to 15% of the bill or the invoice with a minimum of 150 € may rights be demanded. Any late payment of a single bill or invoice entitles the hotel or any other of Hotel Berlaymont establishments to suspend all instructions, all bookings and all services and all sales or delivery, of whatsoever nature.
All invoices shall be settled by the Client’s customers upon departure, unless otherwise agreed in contract.
In the event of force majeure or unforeseeable event beyond one’s control, (such as and not limited to: acts of God, war, government authority, terrorism, disaster, strikes, civil disorder, curtailment of transportation or transportation facilities or any other emergency or event beyond control) the hotel is discharged from its obligations, without this giving rise to compensation. However, Hotel Berlaymont agrees to inform the other party via all possible mean so to limit all possible damage.
All complaints must be made in writing by registered post within 7 calendar days after the event. Any complaint received after this period will not be taken into consideration. In the case of disputes or legal proceedings only the courts of Brussels shall have jurisdiction and the laws of Belgium shall be applied in all such disputes.
ARTICLE 1.10: SMOKING POLICY
Please note that Hotel Berlaymontl is fully non-smoking.
In case guests do smoke in the hotel, a fine of 250 € for deep cleaning will be charged.
ARTICLE 1.11: PET POLICY
Due to organizational and hygienic reasons, the acceptance of pets is entirely up to the management on property to decide.
2. PARTICULAR TERMS & CONDITIONS FOR MEETINGS, EVENTS AND GROUPS
ARTICLE 2.1: CONFIRMATION & PAYMENTS
Reservation is only regarded as final after receipt of the detailed confirmation order signed ‘FOR APPROVAL’.
The hotel will confirm it, by sending a contract demanding an advance payment.
A reservation is only regarded as final after receipt of the signed contract ‘FOR APPROVAL’ and receipt of the 80% (eighty percent) of the total estimated costs as an advance payment. Reservations for which the advance payment is not paid within the stipulated period will be cancelled.
ARTICLE 2.2: ROOM BOOKINGS
Rooming List. The final rooming list will be submitted to Hotel Berlaymont in writing at least 10 days prior to the arrival. A detailed list of names, arrival and departure dates and times must be clearly indicated. Further all rooming list reservations are guaranteed for no show and late cancellation by the Client. Individual Call-In. In case a Client’s customer is responsible for its individual room reservation, all unused room allotment will be released at the agreed date. However, the Client may keep the unused allotment if he guarantees the payment for any unconsumed room nights. Modifications. At all times, the client shall inform the Hotel in writing of any changes regarding arrival details, e.g. arrival and departure dates, guest name changes. No verbal agreement shall be accepted. No shows & Unexpected departures. The Client shall be liable for any unoccupied room at the agreed contract rate.
ARTICLE 2.3: PARTIAL CANCELLATION
The hotel will accept by written confirmation, without any cancellation charge, a reduction in the number of participants and/or rooms within the limits indicated below:
REDUCTION IN ROOMS OR/AND PARTICIPANTS: CANCELLATION LIMIT
Until 45 days before arrival date: 20% in the number of participants or rooms
Between 44 and 21 days before arrival date: 10% in the number of participants or rooms
Between 20 and 10 days before arrival date: 5% in the number of participants or rooms
Any reduction that exceeds the above indicated percentages will be invoiced at 100% of the initial contracted rates.
ARTICLE 2.4: TOTAL CANCELLATION
In case of no shows the whole stay will be charged.
In case of early departure, the nights booked but not used by the participants will be fully charged.
When written cancellation is made to HOTEL BERLAYMONT, the following cancellation fees will be applied:
CANCELLATION PERIOD: CANCELLATION FEE
3 Months before the event starting date: 10% of total invoice
Until 45 days before the event starting date: 50% of total invoice
Between 44 days and 15 days before the event starting date: 90% of total invoice
14 days before the event starting date: 100% of the total invoice
Room block based on individual call in:
• Hotel Berlaymont will provide the client with a web link for online bookings at the preferential contracted rate.
- Each individual guest will be responsible to reserve and guarantee its own bedroom and will be liable in case of cancellations, no show or early departure.
• Any cancellation that is not communicated in written within 3 working days before the arrival date will not be taken into account and 100% of the stay will be charged. We will charge 100% of the stay for any no show.
The unused allotment will be released by the hotel as follows:
100% release of non-reserved bedrooms 1 month prior to the event. (Unless otherwise agreed earlier in the contract).
ARTICLE 2.5: EXTRA COSTS
The use of the function room is strictly limited to that which is agreed in the booking form/contract. In cases where an event lasts longer than the agreed time period, HOTEL BERLAYMONT reserves the right to invoice for the extra costs.
All meals, beverages, or other services not included in the booking agreement will be charged by the hotel to the client unless there is a written confirmation informing that the charges must be borne individually. However, where no information is provided regarding these arrangements, all price differences will be charged to the person who signed the agreement.
HOTEL BERLAYMONT reserves the right to adjust prices in the line with economic indicators, changed VAT rates or excise rates and variations in all tax rates and service percentages without previously notifying the client.
ARTICLE 2.6: LIABILITY
The event must be run in an orderly and civilised manner; by the client and will accordingly be held responsible for all damage or inconvenience caused or directly or indirectly attributed to the event, either in the hall where the event takes place or at any other location in the HOTEL BERLAYMONT.
HOTEL BERLAYMONT cannot be held liable for the non- occurrence or only partial occurrence of an event due to force majeure or the actions of third parties (strike, fire, robberies, etc.)
HOTEL BERLAYMONT reserves the right without prior notification or reimbursement for damages, to cancel any contract which violates the usual standards of morality or proper conduct, the public order and/or the normal use of the space made available to the client.
The client undertakes to arrange the necessary insurance cover in connection with his event and to present a certificate of insurance in advance of the event.
ARTICLE 2.7: MISCELLANEOUS
Under no circumstances whatsoever may the client bring drinks into the hotel from the outside which are to be served to his guests. Should the client nevertheless bring such drinks into the hotel, HOTEL BERLAYMONT is entitled to charge the client corkage fees.
All decorations, technical installations and/or adaptations of halls and/or other public spaces may only be undertaken subject to prior written permission from the hotel management.
The client shall always have the option of submitting his proposals for the musical accompaniment to the hotel management.
The use of the hotel logo, the hotel name, or any other form of publicity or reference to the name «HOTEL BERLAYMONT» or the taking or publicising of photographs relating to the hotel is forbidden without prior permission from the hotel management.
At the end of each event the client must ensure that all his equipment (his own property or hired equipment) is removed from the hotel premises. Where this does not occur, the hotel will invoice the client with the costs of such removal.
It is forbidden to attach posters to the wall, floors or ceilings by means of sticking, stapling or attaching in any other way.