The Uniform Conditions for the Hotel and Catering Industry

The UVH are registered with the District Court and the Chamber of Commerce and Industry in The Hague. For further information go to khn.nl/uvh-en.

General Terms and Conditions – Van der Valk Hotel Ghent, Akkerhage 10, 9000 Ghent

General Terms and Conditions – Individual Reservations

1. Cancellations of individual hotel rooms

Up to 24 hours before the scheduled arrival date (3:00 p.m. 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, cancellation or modification is not possible. The full amount will always be charged.

“For corporate reservations with a framework agreement, additional or different terms and conditions may apply, as stipulated in that agreement.”

2. Individual reservations for packages or services

For packages (e.g., including breakfast or dinner):

Up to 24 hours before arrival date: free cancellation.
Less than 24 hours before arrival or in case of no-show: 100% of the total amount will be charged.

For public holidays or special events, different cancellation policies may apply.

3. Payments and invoicing

For online bookings, prepayment of the full amount may be required.
Invoices must be paid within 14 days of the invoice date.
In case of late payment, a default interest of 2% per month will be charged, as well as a fixed compensation of 15% (with a minimum of €50).

4. Other provisions

Check-in from 3:00 p.m. – Check-out until 11:00 a.m.
Early check-in or late check-out only upon request and subject to availability; a surcharge may apply.
Smoking is prohibited in all rooms; violations are subject to a fine of €250.
The hotel is not liable for loss of or damage to personal belongings.

General Terms and Conditions – Group Reservations

1. Cancellations and reduction of participants for events and services

1.1 Dossiers for up to 50 people

• Up to 45 days before the scheduled arrival date, all or part of the reservation may be cancelled without cancellation fee.

• Between 44 and 30 days before the scheduled arrival date, 40% of the number of participants and the related reserved services can be cancelled without cancellation fee. Any additional cancellation will be charged at the contractual price.

• Between 29 and 15 days before the planned date of arrival, 20% of the number of participants and the associated reserved services can be cancelled without penalty. Any additional cancellation will be charged at the contractual price.

• Between 14 and 7 days before the planned date of arrival, 10% of the number of participants and the associated reserved services can be cancelled without cancellation fee. Any additional cancellation will be charged at the contractual price.

• Less than 7 days before the scheduled arrival date, a fixed cancellation fee equal to 100% of the price of the cancelled number of participants or services will be due.

  
  1.2 Cases of 51 persons or more

• Up to and including 60 days before the scheduled arrival date, all or part of the booking may be cancelled without cancellation fee.

• Between 59 and 45 days before the planned date of arrival, 60% of the number of participants and the related reserved services can be cancelled without cancellation costs. Any additional cancellation will be charged at the contractual price.

• Between 44 and 30 days before the planned date of arrival, 40% of the number of participants and the associated reserved services can be cancelled without penalty. Any additional cancellation will be charged at the contractual price.

• Between 29 and 15 days before the planned date of arrival, 20% of the number of participants and the associated reserved services can be cancelled without penalty. Any additional cancellation will be charged at the contractual price.

• Between 14 and 7 days before the planned date of arrival, 10% of the number of participants and the associated reserved services can be cancelled without cancellation fee. Any additional cancellation will be charged at the contractual price.

• Less than 7 days before the scheduled arrival date, a fixed cancellation fee equal to 100% of the price of the cancelled number of participants or services will be due.

  2. Room - cancellations and reduction of room bookings

  2.1 Cancellations up to and including 50 rooms

• Up to 45 days before the first scheduled arrival date, all or part of the reservation may be cancelled without cancellation fee.

• Between 44 and 30 days before the first scheduled arrival date, 50% of the number of rooms per night can be cancelled without cancellation charges. Any additional cancellation will be charged at the contractual price.

• Between 29 and 15 days before the date of arrival, 25% of the number of rooms per night can be cancelled without incurring cancellation fees. Any additional cancellation will be charged at the contractual price.

• Less than 15 days before the first expected arrival date, a fixed cancellation fee equal to 100% of the price of the cancelled room reservations will be due.

• The customer must provide Van der Valk Hotel Ghent with a detailed list at least 14 days before the first scheduled arrival date, stating the following information per room: occupancy (single, double, etc.), the name of the participant(s) concerned (namely: name, first name, nationality). In case of late delivery of the above, additional costs may be charged.     

2.2 Dossiers from 51 rooms up to and including 100 rooms

• Up to 60 days before the first planned arrival date, all or part of the reservation can be cancelled without cancellation charges

• Between 59 and 45 days before the first scheduled arrival date, 75% of the number of rooms per night can be cancelled without cancellation charges. Any additional cancellation will be charged at the contractual price.

• Between 44 and 30 days before the date of arrival, 50% of the number of rooms per night can be cancelled without incurring cancellation fees. Any additional cancellation will be charged at the contractual price.

• Between 29 and 15 days before the date of arrival, 25% of the number of rooms per night can be cancelled without incurring cancellation fees. Any additional cancellation will be charged at the contractual price.

• Less than 15 days before the first expected arrival date, a fixed cancellation fee equal to 100% of the price of the cancelled room reservations will be due.

• The customer must provide Van der Valk Hotel Ghent with a detailed list at least 14 days before the first scheduled arrival date, stating the following information per room: occupancy (single, double, etc.), the name of the participant(s) concerned (namely: name, first name, nationality). In case of late delivery of the above, additional fees may be charged.

2.3 Files from 101 rooms up to and including 150 rooms

• Up to 90 days before the first scheduled arrival date, all or part of the reservation may be cancelled without cancellation charges

• Between 89 and 60 days before the first scheduled arrival date, 65% of the number of rooms per night can be cancelled without cancellation fee. Any additional cancellation will be charged at the contractual price.

• Between 59 and 45 days before the date of arrival, 45% of the number of rooms per night can be cancelled without incurring cancellation fees. Any additional cancellation will be charged at the contractual price.

• Between 44 and 30 days before the date of arrival, 25% of the number of rooms per night can be cancelled without incurring cancellation fees. Any additional cancellation will be charged at the contractual price.

• Between 29 and 15 days before the date of arrival, 15% of the number of rooms per night can be cancelled without incurring cancellation fees. Any additional cancellation will be charged at the contractual price.

• Less than 15 days before the date of arrival, a fixed cancellation fee equal to 100% of the price of the cancelled room reservation will be charged.

• The customer must provide Van der Valk Hotel Ghent with a detailed list at least 14 days before the first scheduled arrival date, stating the following information per room: occupancy (single, double, etc.), the name of the participant(s) concerned (namely: name, first name, nationality). In case of late delivery of the above, additional fees may be charged.

2.4 Files from 151 rooms

Based on the size of the file (> 151 rooms), different conditions may apply which will be determined on a case-by-case basis. 

3. Deposit and invoicing 

• Deposit / Advance Payment

Groups are required to pay a deposit of 50% of the total amount at least one week prior to arrival.
Van der Valk Hotel Gent reserves the right to request full prepayment (100%) for last-minute bookings or if the company concerned is based abroad, as the hotel does not issue invoices to foreign companies.

• Invoicing and Payment Terms

Groups wishing to be invoiced by Van der Valk Hotel Gent agree to a payment term of 14 days after receipt of the invoice, in accordance with the general invoicing conditions, which form an integral part of this agreement.
Any deviation from this term is only possible with prior written approval from management.

If e-invoicing through an external accounting network is required, this must be indicated before the invoice is issued. In such cases, an administrative fee of €25.00 per invoice will apply.

The billing address stated in the contract is binding. Any changes must be communicated before the event or stay.
Invoices are sent exclusively by e-mail. By accepting the general terms and conditions, the client agrees to this method of delivery.
The client must provide a correct billing e-mail address prior to the start of the event. Exceptions are only possible if agreed upon in writing.

• Final Balance and Payment Method

After the event, a final balance will be prepared. The client agrees to settle this balance immediately upon departure, unless otherwise agreed in writing.
Payments can be made in cash, or by Visa, Eurocard, Bancontact or Mastercard.

• Late Payment and Complaints

For invoices not paid within 30 days from the invoice date, interest of 2% per month will be charged without prior notice.
Additionally, a fixed compensation of 15% of the outstanding amount (with a minimum of €50.00) will be applied, without prejudice to any legal or collection costs.

Any complaints regarding invoices must be submitted in writing and by registered mail within eight (8) days from the invoice date. After this period, no complaints will be accepted.

• Joint Liability in Case of Individual Billing

If the client organises an event at Van der Valk Hotel Gent and requests that individual invoices be issued to participants, the client remains jointly and severally liable with these participants for the full payment of all amounts due, including interest and costs.

4. Agreement 

• This reservation agreement shall only come into effect once it has been accepted and thus signed by Van der Valk.

• As long as this has not been done, Van der Valk shall in no way be bound to the customer and/or his participants, and Van der Valk shall be entitled to regard the event as non-existent and to release all rooms and/or areas intended by the customer and/or make them available to third parties.

• The customer shall therefore not be entitled to any services whatsoever from Van der Valk until a final agreement has been signed and handed over to both parties. After signing, and thus acceptance by Van der Valk, all obligations between the parties shall be governed exclusively by this agreement, which shall replace all previous agreements between the parties

• Any amendments or additions to this contract must be made exclusively in writing, and accepted by both parties Oral agreements will be considered invalid and non-existent

• The organiser is fully aware of the above conditions, which form an integral part of the contract, and accepts to comply with them.

5. Others 

• Increase in Number of Participants

If the client notifies Van der Valk less than 14 days before the event date of an increase in participants, the hotel will make all reasonable efforts to accommodate the higher number, without liability if this is not fully possible.
The final number of participants must be confirmed no later than five (5) working days prior to the event.

• Audiovisual and IT Equipment

If Van der Valk provides audiovisual or IT equipment, the client is fully responsible for it during the event.
Unless immediate comments are made upon delivery, the equipment is deemed received in good condition.
When using own or rented equipment, the client is solely responsible (Van der Valk expressly excluded) and must take all necessary precautions to prevent damage or theft.
Use of walls, tables, floors, posters, flags or promotional materials is only permitted with prior written approval from Van der Valk.
All materials must be removed at the end of the event. The hotel is not liable for items not collected in time.

• Reserved Conference Rooms

The room names stated in the contract are indicative. The hotel may unilaterally change the room designation and will inform the client by the day of arrival.

• Check-in / Check-out

Check-in from 3:00 p.m., early check-in not guaranteed.
Pre-registration (guarantee before 3:00 p.m.) only possible by booking the previous night at the applicable rate.
Check-out by 11:00 a.m.; late check-out until 5:00 p.m. subject to availability, ½ day charge applies.

• Early Departure

If the event ends early or rooms are vacated prematurely, remaining booked days and facilities will be charged at contract rate.

• Schedule

The client must start and end within the contractually agreed time.
Extra time or expenses caused by delay will be charged to the client.

• Menu Selection

Final menu and program due 10 days prior.
If not received, Van der Valk may choose a menu to ensure preparation.
Changes within 7 days only if feasible and may incur surcharges.

• Additional Requests

Only written and accepted requests form part of the contract.

• No Smoking / Anti-Drug Policy

Van der Valk Hotel Gent applies a strict anti-drug policy.
Sale, possession or use of drugs (incl. nitrous oxide) is prohibited.
Smoking is not allowed indoors or in rooms. Violation results in a €150 fine and possible immediate removal.

• Changes (General)

Changes accepted up to 7 days before (attendees, diet, setup, extras).
Later changes only if possible and may incur costs.

• Parking

Preferred: H3 (Akkerhage 10 – 9000 Ghent) ~150 spaces.
If full: use H1 + H2 (≈140 total).
H1/H2 reserved for hotel guests with luggage.
Rate: €10 per car / 24h.
Groups ≥ 20 persons: parking charged to account.

• Group Restaurant Bookings

Groups ≥ 10 persons: no-show/late cancellation = €20 per person.
More than 15 minutes late may cause extra costs.

• Dietary Needs / Allergies

Provide 8 days prior: name + one of:
Lactose-free / Gluten-free / Vegan / Vegetarian / Halal / Pregnant / Specific allergy (e.g. nuts).
Only these categories are operationally supported.

• Security

For parties of 80+ guests, at least one security guard required (€40/hour).

• Deliveries

Each delivery must state a contact name.
Hotel not responsible for lost goods delivered without contact.

6. Liability/insurance 

• The customer under takes to take out insurance with a recognised Belgian insurance company to cover his liability as organiser during the period as planned.

• In addition, the customer shall ensure that its participants are required to behave properly in accordance with the hotel's house rules.

• The customer/its participants are forbidden to use the rooms made available for meetings related to extreme ideologies and/or movements, or which could directly or indirectly have a negative impact on the normal hotel events, or disturb the peace of the other hotel guests.

• The customer and his participants shall in any event be jointly and severally liable, one in default of the other, to compensate Van der Valk for any damage or nuisance caused by the participants of the customer, interest and costs) which might be made against Van der Valk by one of the other guests/clients, as a result of damage/hindrance which they might experience as a result of the event and/or the attitude/behaviour or negligence of the Client or its participants.

• In any event, the hotel can never be held liable in any way whatsoever in the event of theft of or damage to goods/objects/ etc. which are brought into the hotel by the Client or its participants.

7. Cancellation/compensation 

• Van der Valk has the right to dissolve this agreement by means of a simple written notification to the customer, organiser, in case the aforementioned conditions have not been respected by the customer. In such case the latter shall owe Van der Valk compensation equal to 50% of the amounts that would have been due by the customer if the agreement had not been dissolved.

• Should Van der Valk find that it cannot deliver the rooms/meeting rooms/facilities as they have been reserved by the customer and accepted by Van der Valk, then Van der Valk must report this fact to the customer as soon as possible. Van der Valk shall then only be held to provide the customer with equivalent rooms and facilities in the nearest equivalent hotel, whereby Van der Valk shall only be held to reimburse the customer for the price difference, if any, with the express exclusion of any other compensation or costs.

• Should Van der Valk comply with the provisions of the previous paragraph, then the customer shall be required to hold Van der Valk harmless for any claims which may be made by the customer's participants against Van der Valk as a result of the latter's failure to make available the rooms/meeting rooms/conventions provided.

8. Fire prevention and safety procedures 

• Emergency exits should always be kept clear of obstructions and indications of their location left visible to all those who perform the function Where explicitly stated, fire and emergency doors should be kept closed at all times. Nothing may be attached to the panic locks, nor may materials be placed behind the doors in advance

• Stairwells serving as escape routes must be kept free of obstructions

  It is forbidden to introduce flammable, explosive or dangerous liquids or products into the hotel, as well as to make modifications to existing installations, materials, furniture or equipment thereof without the prior written consent of the hotel management If such modifications prove necessary, this must be requested in writing to the hotel management at least 21 days before the function takes place

• Curtains, wall coverings and any other decorative material hung or attached to or against walls and ceilings must be made of at least fire-retardant or fireproof If these materials are hung in doorways or corridors, they must separate at the centre and be fixed in such a way that they can be easily pulled aside

• Electrical facilities must not be overloaded

• Fire-fighting facilities must not be misused

• The smoking ban must be respected at all times

• If the organiser hires external security personnel for the function, the hired security company must be licensed by the Ministry of the Interior and its personnel must comply with the Law on Private Security Companies, Security Companies and Internal Security Services of 10 April 1999, on The number, name and armed or unarmed security personnel must be notified in writing to the hotel management in advance.

• Care must be taken not to exceed the maximum number of persons allowed in a room without prior written permission from the

9. Jurisdiction / law

• This agreement is exclusively governed by Belgian law.

• Any dispute relating to its validity, interpretation, execution of the contract or invoicing in execution thereof shall fall within the exclusive jurisdiction of the Courts of the district of Ghent.