General conditions for hotel & catering reservations and additional services by AmsterdamIncentivesDMC/Guideline meetings & congress services
These conditions apply to all our reservations and services and are based on the Uniform Conditions for the Hotel and Catering Industry (UVH). The UVH are registered with the District Court and the Chamber of Commerce and Industry in The Hague. We will send you the complete document with terms and conditions upon request.
Furthermore below terms & conditions apply to to all contracts made by AMSTERDAMINCENTIVESDMC/GUIDELINE CONGRESS SERVICES in respect of the group reservation, or the holding of exhibitions and/or conferences.
CANCELLATION
Cancellation should take place in writing and is to be dated. The Customer cannot derive any rights from a verbal Cancellation. The date on which the written confirmation of the cancellation is received will be considered the definite date of cancellation. The cancellation fee will be based upon the total value of the reservation, as within the most recent confirmation letter of the group, event or conference.
The Customer is not entitled to cancel a Catering Agreement, unless he at the same time makes a binding offer to pay the amounts fixed
below. Every Cancellation is considered to include such an offer. Such an offer is considered to be accepted if the Catering Establishment
does not reject the offer forthwith. Cancellation should take place in writing and be dated. The Customer cannot derive any rights from a
verbal Cancellation.
In the event of No-show, the Customer is in all cases required to pay the Reservation Value.
In the event that not all the agreed Catering Services are cancelled, the conditions below apply pro rata to the Catering Services that are
cancelled.
Any amounts which the Catering Establishment already owes to third parties at the time of Cancellation based on the cancelled Catering
Agreement must at all times be fully reimbursed by the Customer to the Catering Establishment, provided the Catering Establishment has not acted unreasonably in entering into the commitments in question. The amounts involved shall go towards a reduction of the Reservation Value referred to in the following clauses.
HOTEL CANCELLATION POLICIES WITH OR WITHOUT MEETING FACILITIES & CATERING
In the event of cancellation of the agreement before arrival, the customer is obliged to pay the following cancellation charges, subject to the time of cancellation:
Up to 6 months before arrival: 10% good-faith deposit, 100% of the rooms can be cancelled
Up to 3 months before arrival: 50% of the estimated total amount , 50% of the rooms can be cancelled
Up to 2 months before arrival: 60% of the estimated total amount, 40% of the rooms can be cancelled
Up to 14 days before arrival: 85% of the estimated total amount , 15 % of the rooms can be cancelled
Within 14 days before arrival: 100% of the estimated total amount
Release of hotel accommodation/lodgings lodgings with or without related meeting facilities and catering
Reduction of a maximum of 100% of the total number of rooms or the total number of guests or participants up to 6 months before the commencement date is free of charge. Reduction is only free when the turnover guarantee is still met after the reduction
Reduction of a maximum of 50% of the remaining number of rooms or the total number of guests or participants up to 3 months before the commencement date is free of charge. Reduction is only free when the turnover guarantee is still met after the reduction.
Reduction of a maximum of 40% of the remaining number of rooms or the total number of guests or participants up to 2 months before the commencement date is free of charge. Reduction is only free when the turnover
Reduction of a maximum of 15% of the remaining number of rooms or the total number of guests or participants up 14 days before the commencement date is free of charge. Reduction is only free when the turnover guarantee is still met after the reduction.
Within 14 days before arrival: 100% of the estimated total amount
The customer must confirm entire or partial cancellation of the agreement in writing. The date of receipt of the afore mentioned confirmation by the Hotel or DMC shall be used as reference date for the calculation of the cancellation costs
DINNER CANCELLATION POLICIES
In the event of cancellation of the agreement before arrival, the customer is obliged to pay to the hotel following cancellation charges, subject to the time of cancellation
- more than 8weeks before arrival: 10% good-faith deposit
- between 8-4weeks before arrival: 20% of the estimated total amount
- between 4-2weeks before arrival: 33% of the estimated total amount
- between 2-1weeks before arrival: 50% of the estimated total amount
- between 7-4days before arrival: 75% of the estimated total amount
- within 4 days before arrival: 100% of the estimated total amount
The customer must confirm entire or partial cancellation of the agreement in writing. The date of receipt of the afore mentioned confirmation by the Hotel or DMC shall be used as reference date for the calculation of the cancellation costs. am 9, 1012 JS, Amsterdam
Tel: +31- 20-55.45.00Fax: +31-20-55. Email: Dit e-mailadres wordt beveiligd tegen spambots. JavaScript dient ingeschakeld te zijn om het te bekijken. AMSTERDTERMS & CONDITIONS FOR RESERVATIONS
Guarantee deposit and interim payment
The Catering Establishment can at any time require the Customer to deposit or arrange to have deposited with the Catering Establishment a guarantee deposit amounting at most to the Reservation Value less any interim payments already made. Guarantee deposits received shall be subject to proper accounting procedures, shall serve exclusively as security for the Catering Establishment and definitely do not count as already realised turnover.
Wihtin AMSTERDAM INCENTIVESDMC/GUIDELINE CONGRESS SERVICES following deadlines for deposit payments apply, unless different terms have been agreed upon and described within the final confirmation:
10% of the total reservations value within two weeks after confirmation of the reservation
40% of the total reservations value 2 months prior to the first arrival date
50% of the total reservations value 1 month prior to the first arrival date
100% of the total reservation value 14 days prior to the first date arrival
SETTLEMENT OF ACCOUNT AND PAYMENT
The Customer has to pay the price fixed in the Agreement or, in so far as the Agreement was signed more than twelve months before the time when the Services arising out of that Agreement have to be provided, the prices which apply at the time that the Service(s) has/have to be provided, taking into account a maximum yearly increase in rates of 5%. Changes in taxes (VAT, city tax) are always to be paid by the customer.
All accounts, including accounts relating to Cancellation or No-show, are due for payment by the Customer and/or Guest at the time they are presented to him.
Appendix addional services.
GENERAL CONDITIONS of AmsterdamIncentivesDMC/Guideline congress services
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Article 1. Definitions
1.1. In the absence of explicit statement to the contrary, the terms used in these general terms and conditions are defined as follows.
User: AmsterdamIncentivesDMC/Guideline congress services
Client: The client as stated in the contract
Article 2: General
2.1. These conditions are applicable to all offers, quotations and all contracts between the user and a client to which the user has stated
that these conditions are applicable, in so far as the parties have not made any specific written agreements to the contrary.
2.2. These terms and conditions are further applicable to all contracts with the user that are executed with the assistance of third parties.
2.3. Departures from these general terms and conditions are valid exclusively if expressly agreed in writing.
Article 3: Offers and quotations
3.1. All offers are subject to contract unless the offer contains an express written statement to the contrary.
3.2. In the absence of statement to the contrary, the prices stated in the offers and quotations are inclusive of VAT.
3.3. Offers and quotations are not automatically applicable to future orders.
Article 4: Execution of the contract, information and resources
4.1. The user will execute the contract to the best of his knowledge and ability and in accordance with high standards and in keeping
with the expertise the client can reasonably expect of the user. The user will determine how and by whom the order is carried out, but will
act in accordance with the client's indicated wishes wherever possible. If and in so far as required for the correct execution of the
contract, the user reserves the right to have the work carried out by third-parties.
4.2. The client shall that the user is provided in full and in good time with all information, as well as amendments thereto, in the form and
manner that the user indicates is necessary for the performance of the contract or which the client could reasonably expected to understand
is required both on commencement and during the execution of the contract. If the information required for the execution of the contract is
not issued to the user on time or in full, the user reserves the right to suspend execution of the contract and/or to charge the client with
extra costs incurred as a result of the delay at the current market rates.
4.3. The client guarantees the correctness, completeness and reliability of the information, resources and facilities he issues or has issued to
the user. The user cannot be held liable for losses of any nature whatsoever caused by the user's use of incorrect and/or incomplete
information provided by the client.
4.4. The client is obliged to inform the user without delay of changes to the issued information and other facts and circumstances that could be
important to execution of the contract.
Article 5: Payment
5.1. Payment of additional services other than hotel and catering service is due 14 days prior to the arrival of the group by transferring the
payable amount into the bank account stipulated by the user. Objections to the level of the bills do not suspend the payment obligation.
5.2. Payment of the final invoice is due 14 days after the invoice date.
5.3. In the event of the client being liquidated, declared bankrupt or granted suspension of payment, the claims of the user on the client shall
become immediately due and payable.
Article 6: Force majeure
6.1. The parties are not be required to comply with any obligation if prevented from doing so as a result of a circumstance that is beyond their
control and for which they cannot be held accountable by virtue of the law, a juristic act or generally accepted views.
6.2. In these general conditions, force majeure is defined - in addition to that which is deemed as such by law and legal precedent - as all
circumstances, foreseen or unforeseen, that are beyond the control of the user but which prevent the user from meeting his obligations.
Article 7: Confidentiality
Both parties are obliged to protect the confidentiality of all confidential information that they obtain from each other or from other
sources in the context of their contract. Information is deemed to be confidential if the other party has been informed that is the case
or if that is apparent from the nature of the information.
Article 8: Disputes
8.1. In the absence of mandatory rules of law to the contrary, the court in the user's place of establishment has exclusive competent
jurisdiction.
Article 9: Applicable law
9.1. All legal relationships between the user and the client to which these general conditions apply shall be governed by the laws of the
Netherlands. The Vienna Sales Convention is expressly excluded.
Article 10: Source of the conditions
10.1 These conditions have been filed at the offices of the Chamber of Commerce in Amsterdam
10.2 The most recently filed version or the version that was applicable at the time at which the contract was formulated shall be applicable at
all times.
