Group reservations

Parking Policy (from January 1, 2026)

Hotel parking | H1 - H2 - H3

• €2.50 per hour, with a maximum rate of €20 per day

• 3 hours free parking using QR code only for meeting & events guests, maximum rate is €12.50 per day

• At your own expense: direct payment at the kiosk. Scan QR discount code, maximum rate is €12.50 per day

• On company account: validate ticket at our reception, maximum rate is €12.50 per day

Parking B | Blue Towers - underground (external parking during busy times)

• At own expense: payment at kiosk parking B, fixed rate of €12.50 per day

• At company expense: ticket validation at our reception, fixed rate of €12.50 per day

Cancellations and reduction of participants for events and services

Files up to and including 50 people

• Up to and including 45 days before the scheduled arrival date, the entire reservation or part of it can be canceled without cancellation fees.

• Between 44 and 30 days before the expected arrival date, can40%The number of participants and the reserved services linked thereto can be cancelled without cancellation fees. Any further cancellations will be charged at the contractual price.

• Between 15 and 29 days before the scheduled arrival date, can20%The number of participants and the reserved services linked thereto may be canceled without cancellation fees. Any additional cancellation will be charged at the contractual price.

• Between 7 and 14 days before the scheduled arrival date, can10% the number of participants and the reserved services associated with them may be canceled without cancellation fees. Any further cancellation will be charged at the contractual price.

• Less than 7 days for the scheduled arrival date, a flat cancellation fee will be payable equal to100%of the price for the canceled number of participants or services.

Files for 51 or more people

• Up to and including 60 daysBefore the scheduled arrival date, the entire reservation or part of it can be canceled without cancellation fees.

• Between 59 and 45 daysbetween before the expected arrival date, can60%The number of participants and the reserved services linked to them may be cancelled without cancellation fees. Any additional cancellation will be charged at the contractual price.

• Between 44 and 30 daysbetween before the scheduled arrival date, can40%The number of participants and the reserved services linked to it may be cancelled without cancellation fees. Any further cancellation will be charged at the contractual price.

• Between 29 and 15 daysbefore the expected arrival date, can20%The number of participants and the reserved services linked to them can be cancelled without cancellation fees. Any additional cancellation will be charged at the contractual price.

• Between 7 and 14 daysbefore the scheduled arrival date, can10%The number of participants and the reserved services associated with them may be cancelled without cancellation fees. Any additional cancellations will be charged at the contractual price.

• Less than 7 daysPrior to the scheduled date of arrival, a flat-rate cancellation fee will be payable which is equal to100%for the price of the cancelled number of participants or services.

Room - cancellations and reduction in the number of room bookings

Files up to and including 50 rooms

• Up to and including 45 daysBefore the originally scheduled arrival date, the entire reservation or part of it can be canceled without cancellation fees.

• Between 30 and 44 daysbefore the originally scheduled arrival date, can50%of the number of rooms per night may be cancelled without cancellation fees. Any additional cancellation will be charged at the contractual rate.

• Between 15 and 29 days.for the initially expected date of arrival, can25%of the number of rooms per night may be cancelled without cancellation fees. Any additional cancellation will be charged at the contractual rate.

• Less than 15 daysFor the initially scheduled arrival date a flat cancellation fee will be payable equal to100%of the price of the cancelled room reservations.

• The customer mustno later than 14 daysto prepare a detailed list for the originally scheduled arrival date at Van der Valk Hotel Gent, indicating per room the following details: the occupancy (single, double, etc.), the name of the participant(s) concerned (i.e.: surname, first name, nationality). In the event of late submission of the above, additional charges may be applied.

Files from rooms 51 to 100.

• Up to and including 60 daysBefore the originally scheduled arrival date, the entire reservation or part of it can be cancelled without cancellation fees.

• Between 59 and 45 daysbefore the originally scheduled arrival date, can75%of the number of rooms per night may be canceled without cancellation fees. Any additional cancellation will be charged at the contractual price.

• Between 44 and 30 daysbefore the originally scheduled arrival date, can50 percentof the number of rooms per night may be cancelled without cancellation fees. Any further cancellation will be charged at the contractual price.

• Between 29 and 15 daysbefore the originally scheduled arrival date, can25%Some of the rooms per night may be cancelled without cancellation fees. Any additional cancellation will be charged at the contractual price.

• Less than 15 daysFor the initially scheduled arrival date, a flat cancellation fee will be payable which is equal to100%of the price of the canceled room reservations.

• The customer mustno later than 14 daysto submit to Van der Valk Hotel Ghent, prior to the originally scheduled arrival date, a detailed list specifying for each room the following information: the occupancy (single, double, etc.), and the name of the relevant participant(s) (i.e., last name, first name, nationality). In the event of late submission of the foregoing, additional charges may be applied.

Files for rooms 101 to 150

• Up to and including 90 daysUntil the originally scheduled arrival date, the entire reservation or part of it can be cancelled without cancellation charges.

• Between 89 and 60 daysbefore the originally scheduled arrival date, can65%A number of rooms per night may be cancelled without cancellation charges. Any additional cancellation will be charged at the contractual price.

• Between 59 and 45 daysbefore the originally scheduled arrival date, can45%of the number of rooms per night may be cancelled without cancellation fees. Any additional cancellation will be charged at the contractual price. 

• Between 44 and 30 daysfor the initially scheduled arrival date, can25%of the number of rooms per night may be canceled without cancellation fees. Any additional cancellation will be charged at the contractual price.

• Between 29 and 15 daysfor the originally scheduled arrival date, can15%of the number of rooms per night can be canceled without cancellation fees. Each additional cancellation will be charged at the contractual price.

• Less than 15 daysFor the originally scheduled arrival date, a flat cancellation fee will be due equal to100%of the price of the canceled room reservations.

• The customer mustno later than 14 daysto provide Van der Valk Hotel Gent with a detailed list before the originally scheduled arrival date, indicating for each room the following information: occupancy (single, double, etc.), the name(s) of the respective participant(s) (i.e.: last name, first name, nationality). In case of late submission of the above, additional costs may be charged.

Files from 151 rooms

• Depending on the size of the dossier (>151 rooms), different terms may apply and will be determined on a case-by-case basis.

Deposit and invoicing

• The deposit is based on 50% of the total invoice and must be paid at least 14 days before the start of the event.

• If the customer fails to comply with the conditions regarding payment of the deposit or the fully prepaid bill, the hotel reserves the right to cancel the reservation, or will only provide those services corresponding to the amount of the deposit already paid.

• The billing address specified in the contract is binding. Changes to it can only be communicated prior to the events and/or overnight stays. Invoices are sent by email only. By accepting the general terms and conditions, the customer gives consent to this. A billing email address must be provided by the customer no later than the start of the event. Exceptions to this are only possible if otherwise agreed.

• At the end of the activity the final balance will be calculated and the party undertakes to pay the amount on the final invoice upon leaving the activity, unless otherwise agreed in writing. Payment may be made in cash or by Visa, Eurocard, Bankcontact or Mastercard. Unless otherwise agreed.

• Invoices must be paid within 14 days of the invoice date, in accordance with the general invoicing terms which form an integral part of this agreement.

• An interest of 2% per month will be charged without prior notice for invoices not paid within 30 days after the invoice date. In addition, a flat-rate compensation of 15% of the outstanding invoice amount is due, with a minimum of €50.00, without prejudice to court and enforcement costs. All complaints of any kind must be submitted to us in writing and by registered mail within eight days after the invoice date. After this period has expired, any protest will no longer be admissible and will be considered non-existent.

• If the client has organized an event at the Van der Valk hotel and has used Van der Valk’s facilities for this (including the provision of hotel rooms), and Van der Valk, at the client’s request, has invoiced these facilities/hotel rooms and appurtenances individually to one or more participants designated by the client, the client nevertheless remains, together with the participants concerned, jointly and severally liable — each for the other's default — to pay Van der Valk all amounts owed by the participants, including principal, interest and costs.

Agreement

• This reservation agreement will only come into effect after it has been accepted and signed by Van der Valk.

• Until that has been done, Van der Valk shall not be bound in any way towards the client and/or its participants, and Van der Valk shall accordingly have the right to regard the event as non-existent and to release and/or make available to third parties all rooms and/or spaces intended by the client.

• The customer therefore has no entitlement to any services from Van der Valk until the moment a definitive agreement has been signed and delivered to both parties. After signature, and thus acceptance by Van der Valk, all obligations between the parties shall be governed exclusively by this agreement, which shall replace all prior arrangements between the parties.

• All changes or additions to this contract must be made exclusively in writing and by both parties. Oral agreements will be regarded as invalid and non‑existent.

• The organizer is fully aware of the above-mentioned conditions, which form an integral part of the contract, and accepts them thereafter

Miscellaneous

Increase in the number of participants for events and services

If the client informs Van der Valk less than 14 days before the scheduled date of an increase in the number of participants, the Hotel will make every reasonable effort to provide its services for this increased number, without the Hotel being held liable for any consequences if it does not or does not fully succeed in doing so.

The exact number of participants must, in any case, be confirmed no later than five working days before the event.

Audiovisual and EDP equipment

• If Van der Valk makes audiovisual or EDP equipment available to the client, the client is responsible for it for the entire duration of the event. Unless the client raises any objection immediately after it is made available, the client shall be deemed to have received this equipment in good condition and in proper working order.

• If the customer uses their own equipment and/or equipment procured from third parties, the customer (with the express exclusion of Van der Valk) shall be and remain responsible for it for the entire duration of the event, and, where applicable, must also take the necessary measures to prevent damage and theft.

• The client must inform the Hotel in advance if he wishes to make use of the walls, the tables or the floor of the room he has reserved. He must also request written permission from Van der Valk in advance to place posters, signs, flags or any other advertising material.

• The client must remove all of his materials and equipment from the hotel no later than at the end of the event. The Hotel cannot be held responsible for material/equipment that was not removed in time.

Reserved conference rooms

 The names of the meeting rooms, as listed in the contract, are merely indicative and not binding. The Hotel reserves the right to change the names of the meeting rooms unilaterally and without obligation at any time. Van der Valk is only required to inform the Customer of this, and no later than the day of arrival.

Check-in / check-out rooms

• Check-in will be possible from 3:00 PM. If the customer/their participant arrives before this time, Van der Valk will, to the best of its ability and without obligation, try to make the room available earlier, without being obliged to do so.

• If the customer or their participant wishes the assurance of being able to use their room before 3:00 PM, this is only possible if the customer/participant pre-registers: this means that the preceding night must be booked at the normally applicable rates.

• The official check-out time is 11:00. In case of late check-out and/or extensions until 17:00, an additional charge will be payable equal to the half-day rate for the room in question. Furthermore, the possibility of an extension will always depend on the room's actual availability and cannot be guaranteed.

Early departure

If the client decides to terminate the event early, and/or if the client or a participant decides to vacate the meeting rooms and/or the hotel before the booked departure date, Van der Valk is entitled to charge the remaining scheduled/booked days and/or overnight stays, including the reserved facilities and ancillary services, in full at the contractually agreed rate.

Schedule

The client expressly undertakes to start and finish their event within the contractually agreed times. Van der Valk is entitled to charge the client for any additional hours or other expenses resulting from failure to comply with this schedule, which the client accepts.

Menu selection

• The final choice of the menu and program must be sent to Van der Valk no later than ten days before the event.

If the customer's menu choice has not been confirmed to Van der Valk within that time, Van der Valk is entitled to make the menu selection itself in order to ensure optimal preparation of the event.

• If the customer makes changes to her menu selection less than seven days before the event, Van der Valk (provided it is able to supply the amended menu) may charge the guest for any additional costs incurred as a result of this late change.

Additional requests

In order to enable Van der Valk to provide maximum service, all additional requests must already be stated on this document signed by the customer.

Only those specific requests to which Van der Valk subsequently gives her express written consent shall form part of this agreement and of Van der Valk’s obligations.

Smoking ban / anti-drug policy

Van der Valk Hotel Ghent has a strict anti-drugs policy. On the premises and in the buildings, the sale, possession and use of drugs is strictly prohibited.

The improper sale, use or possession of nitrous oxide is also included. Smoking is not permitted in the buildings and therefore not in the hotel rooms either. If a violation of any of the above is found, the hotel will charge a fine of €150 and the person(s) will be asked to leave immediately.

Liability / insurance

• The client undertakes to take out insurance with a recognized Belgian insurance company to cover his liability as organizer during the period stipulated.

• Furthermore, the client must ensure that his participants behave properly, in accordance with the hotel's house rules.

• The client or her participants are hereby prohibited from using the provided spaces for meetings related to extreme ideologies and/or movements, or for meetings that could directly or indirectly have a negative impact on normal hotel operations or disturb the peace of other hotel guests.

• The client shall, in any case, together with its participants, be jointly and severally and indivisibly liable—one in default of the other—to compensate Van der Valk for any damage or nuisance caused by the client's participants. The client shall also be required to indemnify Van der Valk against any claim (including principal, interest and costs) that may be made against Van der Valk by any of the other guests/clients as a result of damage or inconvenience they suffer due to the event and/or the attitude, behaviour or omissions of the Client or its participants.

• The Hotel can in no case, in any way, be held liable in the event of theft of or damage to goods/objects/etc. that are brought into the hotel by the Client or its participants.

Termination / damages

• Van der Valk has the right to terminate this agreement by simple written notice to the customer/organiser in the event the above-mentioned conditions are not complied with by the customer. In that case the latter shall be liable to pay Van der Valk compensation equal to 50% of the amounts that would have been payable by the customer had the agreement not been terminated.

• If Van der Valk finds that it cannot provide the rooms/meeting rooms/facilities as reserved by the client and accepted by Van der Valk at the scheduled time, Van der Valk shall notify the client of this fact as soon as possible. In that case Van der Valk will be solely obliged to provide the client with equivalent rooms and facilities, and this at the nearest equivalent hotel, Van der Valk being only required to reimburse the client for any resulting price difference, with the express exclusion of any other compensation or costs.

• If Van der Valk complies with the provision in the previous paragraph, the client shall be obliged to indemnify Van der Valk against any claim that may be brought by the client's participants against Van der Valk as a result of the latter's failure to make the designated rooms/meeting rooms available.

Fire prevention and safety procedures

• Emergency exits must always remain free of obstructions and indications of their location must be left visible for everyone who needs them. Where explicitly stated, fire and emergency doors must always remain closed. Nothing may be attached to the panic hardware, nor may materials be placed behind the doors in advance.

• Stairwells that serve as escape routes must be kept clear of obstructions.

• It is forbidden to bring flammable, explosive or hazardous liquids or products into the hotel, as well as to make alterations to existing installations, materials, furniture or equipment thereof without the prior written permission of the hotel management. If such alterations prove necessary, they must be requested in writing to the hotel management at least 21 days before the event.

• Curtains, wall coverings and any other decorative material hung on or fastened to or against walls and ceilings must be made of at least fire-retardant or fireproof material. If these materials are hung in doorways or corridors, they must be parted down the middle and secured so that they can be easily drawn aside.

• The electrical installations must not be overloaded.

• Firefighting equipment must not be misused.

• The smoking ban must always be respected.

• If the organizer hires external security personnel for the event, the contracted security company must be licensed by the Ministry of the Interior and its personnel must comply with the Act of 10 April 1999 on security companies, security firms and internal security services. The number, names and whether or not the security personnel are armed must be notified in writing to the hotel management in advance.

• It must be ensured that the maximum permitted number of people in a room is not exceeded without prior written permission.

Authority / Legislation

This agreement is governed exclusively by Belgian law.

Any dispute concerning its validity, interpretation, performance of the agreement, or invoicing in connection therewith falls within the exclusive jurisdiction of the courts of the Ghent judicial district.