Conference and group booking conditions

General conditions for conferences, group bookings and other events

The general terms and conditions apply between the customer / customer and the supplier / Källan Hotell Spa Konferens AB. These general terms and conditions take effect when the confirmation of the order is sent to the customer in writing.

These conditions are available on the hotel’s website.

1. Definitions
An arrangement is when premises are provided with or without accommodation and / or food, e.g. for conferences, or for group and banquet bookings.
The client is the person – legal or natural – who is liable for payment for the event. Supplier refers to the facility that delivers the event.
The value of an order is the agreed price for the entire order or the sum of the number of participants ordered multiplied by the agreed price per participant per day, and the price for specially ordered services.

A booking broker is a company that arranges event bookings including or excluding the payment of the booking.

2. Order
Ordering can be done orally or in writing. The supplier must confirm receipt of an order in writing.

An advance of 25 percent of the confirmed amount must be paid at the time of booking. The advances are due for payment within 10 days from the date of the invoices. Invoices for the advance amount will be sent immediately after confirmed booking. If the advance is not paid, the order is not binding on the supplier.

4. Special requests when ordering
If the customer has special requests regarding, for example, special diets, pets, etc., this must be stated at the time of ordering. The same applies if the customer requires special security arrangements.

5. Valuable property
If the customer wants to take property of high value and store it in the supplier’s storage space, luggage room or safe, the customer must inform the supplier of this. In the event of theft or the like, the supplier is liable for compensation only if the supplier by written confirmation has undertaken to be responsible for the property and for up to a value of 2000 Swedish kronor.

6. Cancellation
Cancellation must be made in writing to e-mail:

In case of cancellation, the following applies:

– if the cancellation is made at least 30 days before the first day of the event, the customer must be reimbursed 100% of the value of the order
cancellation made later than 30 days, but before 14 days before the first day of the event, the customer must reimburse the supplier with 25 percent of the value of the order.
– later than 14 days, but before 7 days before the first day of the event, the customer must reimburse the supplier with 50% of the value of the order.
– later than 7 days, but before 3 days before the first day of the event, the customer must reimburse the supplier with 75% of the value of the order.
– later than 3 days before the first day of the event, the customer must reimburse the supplier with 100% of the value of the order.

The applicable percentage must be stated in the supplier’s confirmation of receipt of the order. In the event of cancellation of part of an order, the compensation shall refer to the canceled part.

7. Payment
The customer is responsible for all costs incurred according to the order. If the participants are to pay something separately, this must be approved by the supplier. Failure to participate in the ordered meal does not entail the right to a reduction in the price. Payment must be made by agreement. If an agreement has been reached on payment against invoice, the customer must pay full payment within 10 days from the invoice date. If the payment period is exceeded, the supplier has the right to charge default interest from the due date with the applicable reference interest rate with an addition of eight percentage points. When invoicing, an invoicing fee will be added.

8. Reservation for price changes
a) If the supplier wishes to reserve himself for price increases, the supplier must clearly state this in his written confirmation of receipt of the order.
b) The supplier shall immediately inform the customer when the price surcharge takes place.

9. Force majeure
Strikes, lockouts, fires, explosions, wars or similar war conditions, pandemics, significant restrictions on deliveries or other circumstances beyond the supplier’s control, entitle the supplier to terminate the agreement without obligation to pay damages.

10. Liability for property / damage
The supplier has no strict responsibility for property stored in hotel rooms or in the supplier’s premises. Should it turn out that the supplier or its employees acted negligently or negligently or were otherwise at fault for property being lost or damaged, the supplier is responsible for the lost / damaged property. The supplier is also responsible for property that is stored in a storage space locked by the supplier, unless the property is of particularly high value (see item 5). The customer, in turn, is liable for damage caused by the supplier himself or his participants through negligence.

11. Disputes
To resolve disputes or ambiguities at conferences and other events, Visita’s Liability Committee is available to the parties free of charge. Visita’s member companies have committed themselves to follow the responsibility committee’s decision.

12. Booking through an intermediary
If booking and payment is made through a booking intermediary, this company shall, without delay, keep the supplier’s money separate in a separate account until payment has been made to the supplier. This company must also be accountable to the supplier for money it has received on behalf of the supplier.