GENERAL TERMS AND CONDITIONS – GROUPS & EVENTS - The President Brussels Hotel
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GENERAL TERMS AND CONDITIONS – GROUPS & EVENTS
  /  GENERAL TERMS AND CONDITIONS – GROUPS & EVENTS

ARTICLE 1 – GENERAL POINTS

 

1.1. The purpose of these general terms and conditions is to govern the contractual relationship between the SPRL (private limited company) “THE HOTEL PRESIDENT”, hereinafter referred to as “THE PRESIDENT BRUSSELS HOTEL”, and any natural or artificial person wishing to use the services of THE PRESIDENT BRUSSELS HOTEL within the framework a group booking, hereinafter referred to as the “Client”. The term “Parties” refers to both THE PRESIDENT BRUSSELS HOTEL and the Client.

1.2. These general terms and conditions apply in full to any contract concluded by the Client with THE PRESIDENT BRUSSELS HOTEL for groups and, by exclusion, take precedence over any divergent terms and conditions, provisions or terms stated in brochures, leaflets, on Websites or in sales and marketing material, irrespective of their nature.

1.3. Every booking made by the Client with THE PRESIDENT BRUSSELS HOTEL implies full and complete acceptance of these general terms and conditions, notwithstanding any inconsistencies with any of the Client’s general terms and conditions, even if the latter are dated later than and/or contain a clause equivalent to these general terms and conditions.

1.4. These general terms and conditions are brought to the attention of the Client, on the one hand, by their addition to the service-level offer (booking, etc.) and, on the other hand, by their attachment to the invoices or by reference to the back of the invoices. Therefore, whenever a Client uses the services of THE PRESIDENT BRUSSELS HOTEL, he is deemed to have read these general terms and conditions carefully and agreed to them unreservedly for any subsequent booking.

1.5. Should THE PRESIDENT BRUSSELS HOTEL decide, at any given time, not to seek application of any provision whatsoever of these general terms and conditions, that fact shall not, under any circumstances, be interpreted as amounting to the waiving, on its part, of the right to seek application of that provision subsequently.

 

 ARTICLE 2 – DEFINITIONS

 

It is agreed that the terms (words) included in these general terms and conditions will have the following meanings:

Room: a concept that covers all of the rooms offered by THE PRESIDENT BRUSSELS HOTEL (the classic room, the duplex, the superior room, etc.).

Data: personal data within the meaning of the General Data Protection Regulation, that is to say, any information relating to an identified or identifiable natural or artificial person. Any natural or artificial person who/which can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to his/its natural (physical) or artificial (legal), physiological, genetic, mental, economic, cultural or social identity, is deemed to be an “identifiable natural or artificial person”.

Technical equipment: technical equipment which can be ordered through the audiovisual partner of THE PRESIDENT BRUSSELS HOTEL.

Pro forma invoice: estimation by THE PRESIDENT BRUSSELS HOTEL of the total price of the services provided by the hotel, calculated on the basis of all the services provided.

Final invoice: the total price of the services provided by THE PRESIDENT BRUSSELS HOTEL, calculated on the basis of all the services provided to the Client.

No-show: booking which has not been cancelled by the Client even though the latter has not checked in, with all of his participants, at THE PRESIDENT BRUSSELS HOTEL for which he had a booking.

Offer: the offer given to the Client by THE PRESIDENT BRUSSELS HOTEL.

Participants: members of the group.

Service provider: any natural or artificial person working together with THE PRESIDENT BRUSSELS HOTEL within the framework of the services offered to the Client.

Privacy policy: charter relating to the processing of data of a personal nature. The charter explains the way in which data of a personal nature is processed by the company.

Group booking: booking made by the Client for a group of at least ten (10) people.

Catering: supply of meals and drinks by THE PRESIDENT BRUSSELS HOTEL.

Services: all of the services offered to the Client within the framework of the contract concluded with THE PRESIDENT BRUSSELS HOTEL. The basic price of these services does not cover the costs (such as salaries/wages, municipal taxes payable for shows and entertainment events, SABAM fees and additional fees) of musical and other events organised by the Client or by THE PRESIDENT BRUSSELS HOTEL at the Client’s request. The Client assumes full liability for the payment of the taxes, fees and costs.

Extra services: Any additional service requested by the Client or one of his delegated representatives, in addition to those specified in the contract. The Client is invoiced for those extra services.

Website: all Web pages which can be accessed via the Internet and contain information relating to THE PRESIDENT BRUSSELS HOTEL and the services offered by it and the ways of obtaining them.

Tourist tax: regional tax on tourist accommodation which the Client has to pay and which is payable to the authorities.

Processing: any operation consisting, among other things and without this list being exhaustive, of collecting, storing, organising, amending, using and deleting personal data.

 

ARTICLE 3 – START OF THE CONTRACT

 

3.1. The duration of the offer is stated expressly in the contract concluded between THE PRESIDENT BRUSSELS HOTEL and the Client.

3.2. The contract is concluded at the point in time when, during the validity period of its offer, THE PRESIDENT BRUSSELS HOTEL receives a dated and signed copy of the offer along with a copy of these general terms and conditions for groups. Each of the documents must bear the Client’s signature and/or stamp, if the Client is an artificial person, and be marked “bon pour accord” (read and approved, good for agreement).

 

ARTICLE 4 – AMENDMENT TO THE CONTRACT

 

Any amendment to the contract can be made only with the tacit and written agreement of both contracting parties.

 

ARTICLE 5 – RATES

 

5.1. The room rates indicated in the offer presented by THE PRESIDENT BRUSSELS HOTEL are net prices, including VAT (6% for overnight stays, 12% for food and 21% for drinks) and all other taxes except for tourist tax, and include high-speed WIFI and the breakfast buffet.

5.2. The rates for services indicated in the offer presented by THE PRESIDENT BRUSSELS HOTEL are net prices, including VAT (12% for food and 21% for drinks, room hire and audiovisual equipment) and all other taxes, and include service charges. However, no VAT is charged to the Client’s account when the latter hires a room or rooms only without using the services of THE PRESIDENT BRUSSELS HOTEL.

5.3. The rates indicated in the offer presented by THE PRESIDENT BRUSSELS HOTEL are valid only for the dates and quantities stated. Any amendment made to the programme proposed by THE PRESIDENT BRUSSELS HOTEL (dates, models, volumes, etc.) may entail a price review.

5.4. The rates proposed by THE PRESIDENT BRUSSELS HOTEL are subject to official changes.

5.5. Any extra services requested by the Client after the contract is signed will be subject to the same terms and conditions as in the contract signed by the Parties.

5.6. The Client shall be liable for the payment of all the costs of services not included in the contract but ordered by the Client or one of his participants, either directly from the hotel or from a third party during the stay at the hotel and/or during the event. The Client shall be unconditionally liable for the payment of all the charges relating to those additional services, including any invoices that a third party may address to the hotel, under the false impression that the order was placed in the name and on behalf of THE PRESIDENT BRUSSELS HOTEL.

 

ARTICLE 6 – BOOKING POLICY

 

6.1. Room bookings within the framework a group booking can be made in three (3) different ways:

– either, THE PRESIDENT BRUSSELS HOTEL receives the detailed “rooming list” within the fourteen (14) days before the arrival of the first participants. This “rooming list” should be in Excel format and contain the following information: surnames, first names and titles of each participant; arrival dates, departure dates, arrival times and departure times in European format; types of rooms, specifying single or double occupancy; names of VIPs; other specific needs or requirements.

– or, THE PRESIDENT BRUSSELS HOTEL receives the individual bookings from each of the participants by means of a URL link. THE PRESIDENT BRUSSELS HOTEL accepts individual bookings up to fifteen (15) days before the arrival date at the latest. Past that date, any rooms not booked will be automatically released from the block of rooms reserved within the framework of the group booking and any additional booking will be subject to availability at the best rate available.

– or, THE PRESIDENT BRUSSELS HOTEL receives individual bookings from each of the participants by means of booking forms completed by them and sent to the bookings department of THE PRESIDENT BRUSSELS HOTEL, at the following address: reservations@presidentbrusselshotel.be.  At the time of the individual bookings, THE PRESIDENT BRUSSELS HOTEL will ask the participants for a credit card, which will be debited for the first night.

6.2. Bookings will not be effective until the Client receives the booking confirmation by e-mail or, if applicable, by post. The Client must check the accuracy of the information given in the confirmation e-mail/letter and inform THE PRESIDENT BRUSSELS HOTEL, in writing and within twenty-four (24) hours, in the event of any inaccuracy. Failing that, any subsequent dispute will be deemed belated and null and void, and the booking price will be payable.

6.3. Any booking which is irregular, incomplete or fraudulent could be cancelled at the costs of the Client, without prejudice to the right of THE PRESIDENT BRUSSELS HOTEL to claim damages on those grounds.

6.4. Any booking is non-transferable and cannot be changed without the prior written agreement of THE PRESIDENT BRUSSELS HOTEL.

 

ARTICLE 7 – INSUFFICIENT NUMBER OF ROOMS

 

7.1. If, on arrival at the hotel, it becomes apparent that not enough rooms are available for the group participants supposed to stay at the hotel and for whom the booking has been confirmed in accordance with Article 8 of these general terms and conditions, THE PRESIDENT BRUSSELS HOTEL has, in that case, the right to accommodate part or all of the group in another hotel of the same grade.

7.2. THE PRESIDENT BRUSSELS HOTEL shall determine alone the choice of that alternative hotel and assumes the costs of transport to the alternative hotel as well as the costs  of accommodation at that hotel. Under no circumstances will THE PRESIDENT BRUSSELS HOTEL be obliged to pay damages of any kind whatsoever to the Client.

 

ARTICLE 8 – ARRIVAL/DEPARTURE TIMES AND CONDITIONS OF ACCESS TO THE HOTEL

 

8.1. The earliest time of arrival at THE PRESIDENT BRUSSELS HOTEL is scheduled for 15.00 h. On the day of departure, the Client, and his participants should have left the premises by 12.00 h noon at the latest.

8.2. Access to THE PRESIDENT BRUSSELS HOTEL is arranged by the provision of codes prior to the arrival of the Client and of his participants. Those codes are sent to the Client and to the participants when the booking has been confirmed and guaranteed by the payment from the Client in accordance with these general terms and conditions. They are provided, at the latest, on the actual day of the arrival of the Client and of his participants.

8.3. In the event of occupancy requested between 06.00 h and 11.00h in the morning, a whole night will be invoiced. In the event of occupancy requested between 11.00 h in the morning and 15.00 h, a surcharge of 50 EUR will be invoiced. In the event of late departure or occupancy: (i) until 16.00 h: a surcharge of 50 EUR will be payable, (ii) after 16.00 h: an additional night will be invoiced.

 

ARTICLE 9 – OBSERVANCE OF THE HOTEL RULES AND REGULATIONS

 

9.1. The Client and his participants undertake to conduct themselves in a sensible and responsible manner in THE PRESIDENT BRUSSELS HOTEL and to follow the rules and regulations of the Hotel.

9.2. Any serious or repeated breach of this provision will be regarded as gross misconduct on the part of the Client, giving THE PRESIDENT BRUSSELS HOTEL the right to terminate the Client’s stay and/or that of the people under his responsibility, without notice and without prejudice to the amounts payable.

 

ARTICLE 10 – RESPONSIBILITY/LIABILITY OF THE CLIENT

 

The Client is liable to THE PRESIDENT BRUSSELS HOTEL both as far as the people under his responsibility are concerned and for any damage, loss or injury that he or they may cause to people, the property, equipment or facilities and other fixtures, fittings and installations of THE HOTEL PRESIDENT; and, in general, to the areas to which the public have access.

 

ARTICLE 11 – FORCE MAJEURE

 

THE PRESIDENT BRUSSELS HOTEL shall not be held liable for the full or partial non-fulfilment of its obligations, if that non-fulfilment is due to the occurrence of a factor constituting an act of God or the occurrence of a factor constituting force majeure, such as, among other things and without this list being exhaustive: flooding, fire, storms, terrorism, strikes or an act of the public authority.

 

ARTICLE 12 – THEFT OF AND DAMAGE TO EQUIPMENT OR MATERIAL

 

12.1. THE PRESIDENT BRUSSELS HOTEL is not liable for the theft of equipment or material, the deterioration of equipment or material or damage caused by the equipment or material brought to the hotel by the Client.

12.2. The Client must ensure personally the integrity and the safety and security of that equipment and material and take out, himself, the insurance policies for theft, damage and liability that he considers necessary.

 

ARTICLE 13 – ANIMALS AND SMOKERS

 

13.1. The presence of animals is limited to small pets (maximum 10kg) and must be mentioned by the Client or his participants when booking, specifying the type of animal in question. THE PRESIDENT BRUSSELS HOTEL reserves the right not to admit certain animals or types of animal. The Client will be liable to pay a surcharge of 40 EUR per animal per day for room servicing. The Client will be invoiced for any damage caused by the animals.

13.2. Smoking is banned in THE PRESIDENT BRUSSELS HOTEL (including but not limited to: rooms, stairwells, lifts and corridors and any area accessible to the public, in accordance with the law of 22nd December 2009). In the event of infringement of this ban, a cleaning forfeit of 250 EUR (net of VAT) will be invoiced to the Client, on the understanding that a higher amount could be invoiced to the Client if THE PRESIDENT BRUSSELS HOTEL were to observe more significant damage (including but not limited to being prevented from taking another  booking for the room).

 

ARTICLE 14 – MINORS

 

14.1. No bookings may be made by minors (persons under 18).

14.2. THE PRESIDENT BRUSSELS HOTEL reserves the right to refuse any minor unaccompanied by his/her legal representative access to its premises and to cancel any booking.

14.3. THE PRESIDENT BRUSSELS HOTEL may also cancel any stay if it becomes apparent that the booking will be used to accommodate minors unaccompanied by their legal representatives.

 

ARTICLE 15 – PROTECTION OF PERSONAL DATA

 

15.1. By booking a stay and/or an event at THE PRESIDENT BRUSSELS HOTEL, the data of the Client and of his participants which is collected is processed by the hotel. This data is necessary to manage the Client’s booking, and that of his participants, and may be used for the purpose of becoming better acquainted with the Client and his participants and sending him information about the products and services of THE PRESIDENT BRUSSELS HOTEL.

15.2. The Client’s data is intended for THE PRESIDENT BRUSSELS HOTEL and for the service providers. The Client’s data may be transferred to entities set up outside of the European Union in order to manage the Client’s bookings, to follow up his guest file within the framework of precontractual measures or on the basis of authorisation from the competent authority for data protection.

15.3. THE PRESIDENT BRUSSELS HOTEL implements data processing, for which it is responsible, for the purposes of commercial management of its bookings, invoicing and payment, commercial prospecting and promotion/coordination, commercial statistics and satisfaction surveys. The data is intended for THE PRESIDENT BRUSSELS HOTEL and for its providers, each as far as it concerns them.

15.4. In accordance with the legislation, the Client and his participants have the right to access, query, correct, object to and delete the data at THE PRESIDENT BRUSSELS HOTEL as well as the right to specify instructions for the processing of his/their data.  To do this, the Client and his participants shall use the following unique address: info@presidentbrusselshotel.com

15.5. The Client acknowledges that he has read carefully the charter on the processing of personal data, which he can read by clicking on the following link: https://www.presidentbrusselshotel.be/privacy-policy/ ; also available on the Website of THE PRESIDENT BRUSSELS HOTEL.

 

ARTICLE 16 – NULLITY

 

16.1. If any provision whatsoever of these terms and conditions or of the service-level agreement is declared unworkable or invalid, whether wholly or partially, the relevant provision (or, if applicable, the relevant part of that provision) will be deemed not to form an integral part of the agreement. The validity and fulfilment of the other parts of the agreement will not be affected under any circumstances.

16.2. In addition, the parties will, immediately and in good faith, enter into negotiations with the aim of replacing the provision declared null or unworkable, if applicable with retroactive effect to the date on which the agreement came into effect, with another provision, which is valid and workable and the legal effects of which are as close as possible to the invalid or unworkable provision.

 

ARTICLE 17 – APPLICABLE LAWS AND COMPETENT COURTS

 

17.1. These general terms and conditions and the contractual relations between parties arising from them are governed exclusively by Belgian law to the exclusion of the rules on the conflict of laws.

17.2. In the event of a dispute, the courts and tribunals of Brussels have sole jurisdiction.


GENERAL TERMS AND CONDITIONS – GROUPS AND EVENTS

 

ARTICLE 1 – CONFIRMATION AND PAYMENT

 

A booking is regarded as definite only following receipt of the order confirmation form signed “FOR APPROVAL”. The Hotel will confirm this to you by sending a contract with details of payment of a deposit (down payment).

 

A booking is regarded as definite only after receipt of the contract signed “FOR APPROVAL” and receipt of 50% (fifty per cent) of the total estimated costs by way of advance payment. Bookings for which the advance is not paid within the set time limit will be cancelled. A further payment of 50% (fifty per cent) will be requested 30 days before the group’s arrival date.

 

ARTICLE 2 – BOOKING ROOMS

 

List of rooms. The definitive list of rooms shall be sent to the hotel, in writing, at least 14 days before arrival. A detailed list of the names, arrival and departure dates and times should be clearly indicated. In addition, all room list bookings are guaranteed against withdrawals and late cancellations by the Client. Individual request. In the event of a customer of the Client being responsible for booking his/her own room, all allocations of unused rooms will be released on the agreed date. However, the Client may keep the unused allotment if he guarantees payment for the unused nights. Changes. At any time, the Client must inform the hotel in writing of any change regarding the details of arrival, for example. Arrival and departure dates, change of guest name. No verbal agreement will be accepted. No show-performance and unexpected departure. The Client is liable for any unoccupied room at the agreed contractual rate. ARTICLE 3 –NUMBER OF PERSONS TO BE INVOICED The Client must inform the hotel in writing of the exact number of participants. Changes may be made as from the signing of the contract up to a maximum of 5 working days before the date of the event and shall not, under any circumstances, exceed 10% of the initial number of participants. If the number of participants or rooms increases, the invoice will be drawn up according to the last confirmed number of participants or rooms. All other confirmed income will be invoiced in full. For the rooms, we allow a discrepancy of 5% compared with the last confirmed number of rooms per night. Residential meetings: the accommodation contract and the banquet contract are indissociable. Any change that reduces the contractually agreed banquet receipts (income) by more than 20% will, ipso facto,  result in the cancellation of the agreed rates and the application of the international rates for businesses. THE PRESIDENT BRUSSELS HOTEL guarantees, for its part, the provision of 10% of additional covers (place settings) compared with those indicated in the final number of guests for a group of maximum 100 people and 5% additional covers for a group of 100 or more people. These “additional” places will, of course, be invoiced to the Client and, consequently, the actual number of guests attending will be charged for. ARTICLE 4 – FULL CANCELLATION EVENTS OR ROOMS Cancellation fees will be incurred according to the following criteria and are not cumulative: Dating from the signing of the contract, up to 30% of the value of the contract will be invoiced if the event is cancelled up to 180 days before its starting date. 50% of the contractually agreed value between  179 and 90 days before the cancellation of the event. 80% of the contractually agreed value between 89 and 30 days before the cancellation of the event. 90% of the contractually agreed value between 29 and 15 days before the cancellation of the event. 100% of the contractually agreed value between 29 and 15 days before the cancellation of the event. ARTICLE 5 – CANCELLATION OF ROOMS BOOKED BY ROOMING LIST Between the date on which this contract is signed and the dates stated below, you may reduce the number of contractually agreed rooms. No cancellation fee will be invoiced in relation to that reduction (provided that the reduction percentages shown below are not exceeded). These reductions are not cumulative. 25% of the contractually agreed nights up to 90 days before the first arrival.  10% of the contractually agreed nights between 80 and 30 days before the first arrival.  5% of the contractually agreed nights between 29 and 15 days before the first arrival.  0% as from 14 days before the first arrival.  

Any change to the number of rooms after the contract is signed will be automatically subject to the terms and conditions of this contract.

ARTICLE 6 – ATTRITION RATES FOR EVENTS

Between the date on which this contract is signed and the dates stated below, you may reduce your contractually agreed needs concerning the event. No cancellation fee will be invoiced in relation to that reduction (provided that the reduction percentages shown below are not exceeded). These reductions are not cumulative. 25% of the contractually agreed nights up to 90 days before the start of the event.  10% of the contractually agreed nights between 80 and 30 days before the start of the event. 5% of the contractually agreed nights between 29 and 15 days before the start of the event. 0% as from 14 days before the start of the event. 

Any change to the number of rooms after the contract is signed will be automatically subject to the terms and conditions of this contract.

 

 

ARTICLE 6 – ATTRITION RATES INDIVIDUALLY BOOKED ROOMS (link or form)

Terms and conditions of cancellation of individual bookings:

A credit card will be requested for each booking in order to guarantee the bookings in the case of no-show, late cancellation, early departure or non-payment. At the time of booking, the first night will be charged, as a deposit (down payment), to the credit card of each person. Bookings may be cancelled without charge up to 28 days before the planned arrival date and the deposit will be refunded to the credit card.

In the case of cancellation 27 days or less (date to be confirmed) before the planned arrival date, the full price of the stay will be debited from the credit card.

The hotel guarantees the release of the unbooked rooms under the following terms and conditions:

50% of the rooms 60 days before the first arrival of the group.

75% of the rooms 30 days before the first arrival of the group.

100% of the rooms 30 days before the first arrival of the group.

ARTICLE 7 – ADDITIONAL CHARGES

7.1 If an event lasts longer or if a group remains for longer than the agreed period, the Hotel reserves the right to invoice additional charges.

7.2 The Hotel will invoice the Client for all meals, drinks and other services not included in the booking agreement unless the hotel is informed, in writing, that those charges are to be borne individually. However, if no information is provided regarding these arrangements, the person who has signed the agreement will be invoiced for any differences in price.

7.3 The Hotel reserves the right to adjust the prices according to economic indicators, changes in the VAT rate or excise duties and changes in all rates of taxation and service charge percentages without notifying the Client in advance.

ARTICLE 8 – LIABILITY

8.1 The event must be organised and held in an orderly and civilised way. Groups should also behave in an orderly and civilised way. Consequently, the Client will be held liable for any damage or inconvenience caused directly or indirectly by the event/the group, whether in the function room where the event is held or in any other part of the Hotel.

8.2. The Hotel shall not be held liable in the case of force majeure or actions by third parties (strike, fire, theft, etc.).

8.3 The Hotel reserves the right, without notice or reimbursement for damages, to cancel any contract which contravenes the customary standards of morality or good conduct, public order and/or the normal use of the space made available to the Client.

8.4 The Client undertakes to take out the necessary insurance cover for the booking and/or event and to produce an insurance certificate before the event.

8.5 The Client is responsible for asking the Hotel to lock the meeting rooms. The Hotel cannot be held liable for documents relating to the meetings or for any other information or item left unsupervised in the Hotel.

ARTICLE 9 – ORGANISATION

9.1 The Client shall not, under any circumstances, bring to the hotel drinks which are to be served to his customers. If the Client does, nevertheless, bring such drinks to the hotel, the hotel is entitled to charge corkage fees. 9.2 No decorations, technical installations and/or adaptations to function rooms and/or other public spaces may be carried out unless prior written permission is obtained from the Hotel management. 9.3 The Client will always have the option of submitting his choice of musical accompaniment to the Hotel management. 9.4 At the end of each event, the Client should ensure that all his equipment and material (his own or hired property) is removed from the Hotel premises. If that does not happen, the Hotel will invoice the Client for the costs of appropriate removal. Article 10 – ADVERTISING 

Any use of the Hotel logo, the Hotel name or any other form of advertising or reference to the name of “THE PRESIDENT BRUSSELS HOTEL” is prohibited without prior permission from the Hotel management. Taking or using photographs relating to this Hotel is also prohibited without such permission.

 BUSINESS REGISTRATION NUMBER: BE0711.984.948