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GENERAL TERMS AND CONDITIONS VAN DER VALK HOTEL BEVEREN PURCHASE ORDER AND INVOICE

ARTICLE 1 – ORDER CONFIRMATION 1.1 Only the order confirmation signed by VAN DER VALK BEVEREN NV (hereinafter “Hotel Beveren”) is binding upon Hotel Beveren. Performance takes place exclusively under the general terms and conditions included in the purchase order and/or the invoices, to the exclusion of any terms and conditions of the client, even if these are communicated at a later time. The agreement is established only upon written confirmation by Hotel Beveren. The start of performance qualifies as confirmation unless it occurs under reservation. Orders taken by a representative or employee of Hotel Beveren are valid only after written confirmation by a duly authorized individual. If such confirmation does not occur, Hotel Beveren is in no way bound toward the client or its participants, and the hotel retains the right to consider the event nonexistent and release or reassign any rooms and/or spaces to third parties.

1.2 Any cancellation of the order must be made in writing or by email (sales@hotelbeveren.be). It becomes valid only after written acceptance by Hotel Beveren. In case of cancellation, the client owes a fixed cancellation fee calculated as follows, without prejudice to Hotel Beveren’s right to prove greater damage:

  • From signature of the contract up to 3 months before the event: 25% of the total amount or the paid deposit.
  • Between 3 and 2 months before the event: 50% of the total amount.
  • Between 2 months and 10 days before the event: 75% of the total amount.
  • From 9 days before the event onward: 100% of the total amount. The client/organizer is responsible for the rooms they have booked. Unused rooms must be cancelled in time; the above cancellation terms apply. In case of no-show, the room is charged to the organizer, possibly offset against a provided deposit.

1.3 Any reduction in the number of participants and/or rooms must be made in writing or by email.

  • Up to 60 days before the event: free cancellation of 40% of the total number of guests. More than 40% is charged.
  • Between 59 and 30 days: free cancellation of 30%; more is charged.
  • Between 29 and 10 days: free cancellation of 10%; more is charged.
  • Between 9 and 4 days: free cancellation of 5%; more is charged.
  • From 3 days before the event: no further free cancellation; numbers are final.

1.4 Unless expressly stated otherwise, quotations are valid for 14 days.

1.5 Once signed by the organizer/client and accepted by Hotel Beveren, the agreement exclusively governs all obligations between the parties and replaces all prior arrangements. Any change must be made in writing or by email and accepted by both parties. Oral agreements are invalid. The organizer/client acknowledges and accepts all above terms as integral to the contract.

ARTICLE 2 – DESCRIPTION OF GOODS / SERVICES

2.1 Goods/services are delivered as defined in the purchase order or on the front of the invoice. 2.2 The client must provide Hotel Beveren with a detailed list at least 14 days before arrival, including room occupancy (single/double) and participant names. If guests must reserve individually, a number of rooms are held in option; unused rooms are released 14 days prior. Additional reservations become subject to availability. If the full event is cancelled, the client remains liable for rooms held in option. The cancellation terms apply. The organizer remains responsible for the rooms they have committed to. In case of no-show, the room is charged to the organizer.

ARTICLE 3 – PRICE

3.1 The applicable price is the one stated on the invoice unless Hotel Beveren must adjust it due to changes in fixed or variable costs (raw materials, wages, energy). Any revision complies with legally permitted mechanisms. The revised price stated on the invoice applies. 3.2 Prices include VAT. 3.3 Prices exclude delivery, transport, and insurance costs. Tourist taxes and similar charges are excluded unless stated otherwise.

ARTICLE 4 – MISCELLANEOUS

4.1 Increase in the number of participants If the client reports an increase fewer than 5 days before the event, Hotel Beveren will make reasonable efforts to accommodate the higher number, without liability if full accommodation proves impossible. Final participant numbers must be confirmed 3 business days prior, subject to Article 1.3.

4.2 Audiovisual and IT equipment Any equipment supplied by Hotel Beveren is under the client’s responsibility for the duration of the event. If the client provides their own equipment, they bear full responsibility, including preventing damage or theft. All client materials must be removed at the end of the event. The hotel is not liable for items left behind.

4.3 Reserved conference rooms Hotel Beveren may relocate activities to other rooms if participant numbers change or a more suitable room becomes available. The client will be informed in advance.

4.4 Check-in / Check-out Check-in from 3:00 p.m. Early arrival may allow early access on a non-guaranteed basis. Check-out is 11:00 a.m. Late check-out incurs extra charges and depends on availability. All guests must show valid identification upon arrival.

4.5 Early departure If the client or participants leave earlier than the booked date, the hotel may charge all remaining reserved nights and facilities at the contractual rate.

4.6 Schedule The client must respect the event’s agreed start and end times. Extra hours or costs resulting from non-compliance may be charged.

4.7 Menu selection Final menu choices must be communicated 10 days before the event. If not received on time, Hotel Beveren may choose a menu to ensure proper preparation. Changes fewer than 7 days before the event may incur extra charges.

4.8 Additional requests Only requests explicitly accepted in writing by Hotel Beveren form part of the agreement.

ARTICLE 5 – LIABILITY AND CONTROL

5.1 Hotel Beveren is liable only for intent or gross negligence. 5.2 The client must take out liability insurance for the event. Participants must behave properly and respect house rules. Damage, nuisance, or theft results in compensation. Use of event spaces for extremist, unlawful, or disruptive purposes is prohibited. The organizer is liable for damage caused by participants. The hotel is not liable for theft, loss, or damage to client or participant belongings, nor for bodily injury.

ARTICLE 6 – DELIVERY

Complaints regarding services must be sent by registered mail within 5 days of performance. Signing performance sheets constitutes conclusive proof that services were properly delivered.

ARTICLE 7 – PAYMENT

7.1 Payment is due in cash up to the legal maximum of €3,000. 7.2 Invoices must be paid net; discounts and bank charges are borne by the client. 7.3 In case of late or non-payment:

  • A 10% fixed fee applies (minimum €50).
  • Interest accrues automatically: 2.25% annually for individuals, 8.8% for B2B, calculated per started month. 7.4 & 7.5 Late payment renders all outstanding invoices immediately due and voids any payment facilities or discounts. 7.6 Bills of exchange do not constitute novation and do not alter the terms. 7.7 Invoice disputes must be lodged by registered mail within 5 days of receipt. 7.8 Hotel Beveren may request deposits, payable within 14 days. Failure to pay allows Hotel Beveren to cancel the event, with cancellation fees per Article 1.2. 7.9 The invoice address in the contract is binding. Address changes must be communicated proactively. 7.10 If the hotel invoices individual participants at the request of the client, the client remains jointly and severally liable for all amounts owed.

ARTICLE 8 – NON-PERFORMANCE AND REMEDIES

(Condensed but structurally faithful.) If the client fails to meet contractual obligations, Hotel Beveren may, after notice of default and lapse of eight days without remedy, terminate the agreement and charge 50% of what would have been owed. If Hotel Beveren cannot provide the reserved rooms or facilities, it must inform the client and arrange equivalent accommodations in the nearest comparable hotel. Only the price difference is reimbursed; no additional compensation applies. The client must indemnify Hotel Beveren against participant claims arising from such relocation.

ARTICLE 9 – FIRE SAFETY AND SECURITY

Summarized faithfully: Emergency exits must remain clear; fire doors must stay closed where indicated. Flammable or hazardous materials are prohibited without prior written approval. Decorations must be fire-retardant. Electrical systems may not be overloaded. Smoking bans apply. External security staff must be licensed and reported in advance.

ARTICLE 10 – SECURITY / GUARANTEES

If Hotel Beveren’s confidence in the client’s creditworthiness is compromised (late payment, legal actions, etc.), it may demand appropriate guarantees or cancel the order, with cancellation fees per Article 1.2. Hotel Beveren may withhold client property on the premises as security for unpaid debts.

ARTICLE 11 – FORCE MAJEURE

Force majeure releases Hotel Beveren from obligations without liability. Examples include accidents, equipment failure, weather, fire, strikes, theft, terrorism, or delays by third-party suppliers.

ARTICLE 12 – SEVERABILITY

Invalidity of a clause does not affect the rest. Parties must replace invalid clauses with valid equivalents reflecting the original intent.

ARTICLE 13 – DISPUTE RESOLUTION

Disputes fall under the exclusive jurisdiction of the courts of Beveren-Waas or Dendermonde, except where consumer law mandates otherwise. Belgian law applies exclusively. Collection costs, including attorney fees, are charged to the client.

ARTICLE 14 – PRIVACY

Reference to Hotel Beveren’s privacy policy at www.hotelbeveren.be/privacy. By booking a restaurant, hall, or event, the client consents to the use of event photos for promotional purposes.