General Terms and Conditions – Individual Reservations
Van der Valk Hotel Ghent, Akkerhage 10, 9000 Ghent
All rates are subject to the applicable VAT regulations.
Parking Policy
Visitors (general)
- First 30 minutes free (no validation required).
- Thereafter: €2,50 per hour.
- Maximum: €20 per day.
Overnight Hotel Guests
- €10 per night.
- Settlement via the reception desk.
- Parking ticket is validated (scanners).
Restaurant Guests
- Restaurant guests receive a QR code on the restaurant receipt granting a 3-hour discount.
- Procedure upon departure:
- First present the parking ticket at the payment machine
- Then scan the QR-/discount code
- The 3-hour discount is automatically applied
Meetings & Events (M&E)
For Meetings & Events, priority is given to parking H1 – H2 – H3. Parking B (underground – Blue Towers) is used during peak times or when H1, H2, or H3 are full.
H1 – H2 – H3 - €12,50 per ticket - If paid individually: discount code available in the meeting rooms. - If charged to the company/organization: validation via reception at €12,50 per ticket.
Parking B (underground – Blue Towers) – during peak periods - €12,50 per ticket - If paid individually: payment is made directly at Parking B. - If charged to the company/organization: validation via reception at €12,50 per ticket.
1. Cancellation of individual hotel rooms
• Up to 24 hours before the scheduled arrival date (3:00 PM local time): free cancellation of the reservation.
• Less than 24 hours before arrival or in case of no-show: 100% of the first night will be charged.
Note: For non-refundable rates, no cancellation or modification is possible. The full amount will always be charged. “For business reservations with a framework agreement, additional or deviating conditions may apply, as stated in that agreement.”
2. Individual reservations for packages or services
• Up to 24 hours before the arrival date: free cancellation.
• Less than 24 hours before arrival or in case of no-show: 100% of the total amount will be charged.
• Different cancellation conditions may apply for public holidays or special events.
3. Payments and invoicing
• For online bookings, full prepayment may be required.
• Invoices must be paid within 14 days of the invoice date.
• In case of late payment, a late payment interest of 2% per month will be charged, as well as a fixed compensation of 15% (minimum €50).
• Invoicing is only possible when: a local contract has been agreed between the client and Van der Valk Hotel Ghent, or when a framework contract exists via Valk Business in which invoicing is included as a payment option.
4. Accommodation rates
• Our rates are demand-based. Rates may vary from day to day and depend on room availability.
• For refundable rates, the room will be held until 6:00 PM on the day of arrival in the absence of prepayment. For late arrivals, the reservation must be prepaid or guaranteed by credit card. Without confirmation of payment or guarantee, the hotel may cancel the reservation after 6:00 PM.
• For non-refundable rates, no cancellation or modification is possible. The full amount will always be charged.
5. Other provisions
• Check-in from 3:00 PM – check-out until 11:00 AM.
• Early check-in or late check-out only upon request and subject to availability; a surcharge may apply.
• Smoking is prohibited in all rooms; violation will result in a fine of €250. • The hotel is not liable for loss of or damage to personal belongings.
General Terms and Conditions – Group Reservations
Van der Valk Hotel Ghent, Akkerhage 10, 9000 Ghent
Cancellations and reduction of participants for events and services
Files up to and including 50 persons
• Up to 45 days before the scheduled arrival date, the entire reservation or part thereof may be cancelled free of charge.
• Between 44 and 30 days before arrival, 40% of the number of participants and the related reserved services may be cancelled free of charge. Any additional cancellations will be charged at the contractual price.
• Between 29 and 15 days before arrival, 20% may be cancelled free of charge. Any additional cancellations will be charged at the contractual price.
• Between 14 and 7 days before arrival, 10% may be cancelled free of charge. Any additional cancellations will be charged at the contractual price.
• Less than 7 days before arrival, a fixed cancellation fee equal to 100% of the price of the cancelled participants or services will be charged.
Files from 51 persons
• Up to 60 days before the scheduled arrival date, the entire reservation or part thereof may be cancelled free of charge.
• Between 59 and 45 days before arrival, 60% of the participants and related services may be cancelled free of charge. Additional cancellations will be charged at the contractual price.
• Between 44 and 30 days before arrival, 40% may be cancelled free of charge.
• Between 29 and 15 days before arrival, 20% may be cancelled free of charge.
• Between 14 and 7 days before arrival, 10% may be cancelled free of charge.
• Less than 7 days before arrival, a fixed cancellation fee equal to 100% of the price of the cancelled participants or services will be charged.
Room – cancellations and reduction of the number of room bookings
Files up to and including 50 rooms
• Up to 45 days before the first scheduled arrival date, the entire reservation or part thereof may be cancelled free of charge.
• Between 44 and 30 days before arrival, 50% of the number of rooms per night may be cancelled free of charge. Additional cancellations will be charged at the contractual price.
• Between 29 and 15 days before arrival, 25% of the rooms per night may be cancelled free of charge.
• Less than 15 days before arrival, a fixed cancellation fee equal to 100% of the price of the cancelled room reservations will be charged.
• At least 14 days before arrival, the client must provide Van der Valk Hotel Ghent with a detailed rooming list including occupancy type and participant details (name, first name, nationality). Late submission may result in additional charges.
Files from 51 to 100 rooms
• Up to 60 days before arrival, free cancellation applies.
• Between 59 and 45 days before arrival, 75% of the rooms per night may be cancelled free of charge.
• Between 44 and 30 days before arrival, 50% may be cancelled free of charge.
• Between 29 and 15 days before arrival, 25% may be cancelled free of charge.
• Less than 15 days before arrival, 100% of the cancelled room reservations will be charged.
• A detailed rooming list must be submitted at least 14 days before arrival.
Files from 101 to 150 rooms
• Up to 90 days before the first scheduled arrival date, free cancellation applies.
• Between 89 and 60 days before arrival, 65% of the rooms per night may be cancelled free of charge.
• Between 59 and 45 days before arrival, 45% may be cancelled free of charge.
• Between 44 and 30 days before arrival, 25% may be cancelled free of charge.
• Between 29 and 15 days before arrival, 15% may be cancelled free of charge.
• Less than 15 days before arrival, 100% of the cancelled room reservations will be charged.
• A detailed rooming list must be submitted at least 14 days before arrival.
Files from 151 rooms
• Due to the size of the booking (>151 rooms), specific conditions may apply and will be determined per file.
Deposit and invoicing
• A deposit of 50% of the total invoice must be paid at least 14 days before the start of the event.
• If the client fails to comply with advance payment conditions, the hotel reserves the right to cancel the reservation or limit services to the amount already paid.
• The invoicing address stated in the contract is binding. Changes must be communicated prior to the event and/or overnight stays. Invoices are sent by email only.
• After the event, the final balance will be drawn up and must be paid upon departure, unless otherwise agreed in writing. Payment may be made in cash or by Visa, Eurocard, Bancontact or Mastercard.
• Invoices must be paid within 14 days of the invoice date.
• Late payments incur interest of 2% per month and a fixed compensation of 15% (minimum €50), without prejudice to legal and enforcement costs.
Agreement
• This reservation agreement is only concluded after acceptance and signature by Van der Valk.
• Until such acceptance, Van der Valk is not bound and may release rooms or facilities.
• Any amendments must be made in writing and signed by both parties. Verbal agreements are invalid.
• The organizer fully acknowledges and accepts the above conditions as an integral part of the contract.
Miscellaneous
Increase in the number of participants for events and services
If the client informs Van der Valk less than 14 days before the event of an increase in participants, the hotel will make reasonable efforts to accommodate this increase without liability if unsuccessful. The final number of participants must be confirmed no later than five working days before the event.
Audiovisual and IT equipment
• The client is responsible for all audiovisual or IT equipment provided by Van der Valk during the event.
• Equipment is deemed to be received in good condition unless objections are raised immediately.
• The client is responsible for any own or third-party equipment used.
• Prior written approval is required for attaching materials to walls, tables or floors.
• All materials must be removed at the end of the event.
Reserved conference rooms
The names of the meeting rooms mentioned in the contract are indicative and not binding. The hotel may change room names at any time and will inform the client by the day of arrival at the latest.
Check-in / check-out rooms
• Check-in is possible from 3:00 PM. Early arrival is subject to availability and not guaranteed.
• Guaranteed early access requires booking the previous night.
• Check-out time is 11:00 AM. Late check-out or extensions up to 5:00 PM incur a charge equal to half the daily rate and are subject to availability.
Early departure
In case of early termination of the event or stay, Van der Valk is entitled to charge all remaining booked days, nights and reserved facilities in full.
Schedule
The client commits to starting and ending the event within the agreed contractual timeframes. Additional costs resulting from non-compliance may be charged.
Menu selection
• The final menu and program must be submitted at least ten days before the event.
• If no selection is received in time, Van der Valk may choose the menu.
• Changes made less than seven days before the event may result in additional charges.
Additional requests
All additional requests must be included in the signed contract. Only requests explicitly confirmed in writing by Van der Valk form part of the agreement.
Smoking ban / anti-drugs policy
Van der Valk Hotel Ghent enforces a strict anti-drugs policy. The sale, possession and use of drugs (including nitrous oxide) are prohibited. Smoking is not allowed indoors or in hotel rooms. Violations result in a €150 fine and immediate removal.
Liability / insurance
• The client must obtain liability insurance with a recognized Belgian insurer.
• The client and participants must comply with hotel house rules.
• The client is jointly and severally liable for damages caused by participants.
• The hotel is never liable for theft or damage to personal property.
Termination / compensation
• Van der Valk may terminate the agreement in case of non-compliance and claim compensation equal to 50% of the amounts that would have been due.
• If reserved facilities cannot be provided, Van der Valk will offer equivalent facilities at a nearby hotel and reimburse any price difference only.
Fire prevention and safety procedures
• Emergency exits must remain unobstructed and clearly marked.
• Fire doors must remain closed where indicated.
• Flammable or hazardous substances are prohibited.
• Decorations must be fire-retardant.
• Electrical installations must not be overloaded.
• Smoking bans must always be respected.
• External security staff must be licensed and approved in advance.
Jurisdiction / applicable law
This agreement is governed exclusively by Belgian law. Any disputes fall under the exclusive jurisdiction of the courts of the district of Ghent.