Valid for bookings confirmed before 1st November 2018. Please see new terms&conditions here.
Terms and conditions
Charges for the event are subject to possible alterations in the reservation.
VAT
All prices are VAT inclusive.
Payment
According to the confirmation or terms below.
Terms and conditions of meeting reservations
Meeting package is always charged as a whole package price, which includes pre-agreed meeting rooms, conference equipment and catering. Meeting package will not be dismantled – it is always charged in whole – regardless of whether all the participants took part e.g. in all the meals.
Details for the event
Please provide the following details two weeks prior to the event:
• Number of participants and name list of the accommodating guests
• Timetable including lunch and/or coffee break times and possible allergies/diets
• Dinner menu option and drinks
• Seating arrangements in meeting room
• Billing address and ref (if billing contract is made)
• Text to the information board
• Conference equipment requirements and wishes
• Host of the event
Terms of payment
Meeting/ group reservation are always charged in one invoice. If not agreed otherwise, the customer pays directly at the hotel upon departure in cash or by credit/debit card. If the customer has a valid billing contract, the hotel can send the invoice (to the domestic companies with Finnish business id) after the event (the billing fee is 20€). Foreign companies invoicing in advance.
Our terms of payment are 10 days net with a penalty interest rate of 16%. The hotel reserves the right to change the method of payment if the customer’s credit history or payment behavior is not found to be satisfactory.
Meeting cancellation policy
| Cancellation policy (person) | 1-20 | 21-40 | 41-99 | 100-299 | Over 300 |
|---|---|---|---|---|---|
| Cancellation free of charge (100%) | 7 days before the event | 21 days before the event | 30 days before the event | 40 days before the event | 60 days before the event |
| 50% of conference package | 3 days before the event | 14 days before the event | 21 days before the event | 30 days before the event | 40 days before the event |
| 25% of conference package | - | 7 days before the event | 10 days before the event | 14 days before the event | 21 days before the event |
| 10% of conference package | - | 3 days before the event | 5 days before the event | 7 days before the event | 10 days before the event |
Possible cancellations must be informed in writing. Billing will be done according to the confirmation or the actual number of participants in case the total amount payable is greater than anticipated. If the number of participants changes considerably, the hotel reserves the right to appoint other meeting space for the event as well as re-negotiate the details and charges of the event.
Accommodation cancellation policy
Cancellations and modifications to bookings can be made free of charge:
| Cancellation policy (room nights) | 8-30 | 31-60 | 60-> |
|---|---|---|---|
| Cancellation free of charge (100%) | Until 30 days prior to arrival | Until 40 days prior to arrival | Until 60 days prior to arrival |
| 50% of reserved room nights | Until 14 days prior to arrival | Until 21 days prior to arrival | Until 30 days prior to arrival |
| 25% of reserved room nights | Until 7 days prior to arrival | Until 14days prior to arrival | Until 14 days prior to arrival |
| 10% of reserved room nights | - | Until 7 days prior to arrival | Until 7 days prior to arrival |
| 5% of reserved room nights | - | - | Until 3 days prior to arrival |
Allotment cancellation policy
Reverse cancellation policy applies to accommodation allotment. Hotel reserves the right to deduct allotment as follows:
| Cancellation policy (room nights) | 10-30 room nights | 31-60 room nights | 61 and over room nights |
|---|---|---|---|
| 25% of reservation | - | 90 days prior to arrival | 120 days prior to arrival |
| 50% of reservation | 45 days prior to arrival | 60 days prior to arrival | 60 days prior to arrival |
| 100% of reservation | 30 days prior to arrival | 30 days prior to arrival | 30 days prior to arrival |
At the time of 100% deadline allotment will be released to be sold to anyone. Rooms will be available at agreed rates upon availability at hotel’s discretion after 100% deadline.We encourage bookings to be made within the deadlines in order to guarantee special rates. Individual bookings made from the allotment may be modified or cancelled free of charge until 6pm on the day of arrival. Payment will be due upon arrival.
In case of early arrival or late departure a guest is liable to compensate the whole stay. Hotel Sveitsi will charge all reserved roomnights in case of late cancellation. Cancellations include cancelling the whole reservation, shortening the reservation period or other substantial changes to the contract. Changes must be submitted in writing. Example of a room night calculation: If 30 rooms are booked for 2 nights there are a total of 60 room nights.
Name lists
Final list of guest names with the room breakdown must be sent no later than 14 days before the first arrival. Revised name lists sent after this date must clearly indicate the change in question. All changes in writing.
Overbooking
Hotel Sveitsi will arrange new rooms for delegates and cover transportation costs to the other hotel in case of overbooking.
Liability and insurance
The hotel is not responsible for loss or theft of items owned by the guest.
Force Majeure
Strikes, lockouts, fire, problems with suppliers and other extraordinary situations over which the parties in this contract have no control over constitute ground for termination without liability for compensation.
Form of contract
Any amendments are valid only in writing and when signed by both parties. This reservation may not be transferred to a third party without written approval from Hotel Sveitsi. In case of transferring the reservation to a third party Hotel Sveitsi reserves the right to alter rates and conditions of the original confirmation.