General terms and conditions for conferences, group bookings and other events These general terms and conditions have been produced by industry organisation VISITA and apply to all bookings at Ulkeröds Gård.
An event is the provision of a venue with or without accommodation and/or catering, e.g. for conferences or for group or reception bookings. The customer is the legal or physical person that is liable for payment of the event. The supplier refers to Ulkeröds Gård, which supplies the event. The value of an order is the agreed price for the whole order or the total of the ordered number of participants multiplied by the agreed price per participant per day, together with the price for specially ordered services. A booking agency is a company that arranges event bookings, either including or excluding the arrangement of payment for the booking.
An order can be placed verbally or in writing. The supplier should confirm receipt of an order in writing.
A deposit of 50 percent of the confirmed amount should be paid when a booking is made less than three months in advance. If a booking is made more than three months in advance, a deposit of 25 percent should be paid when the booking is placed, followed by another 25 percent three months before the event. The deposit should be paid within 30 days of the invoice date. Invoices for the deposit amount will be sent immediately after confirmation of the booking, as well as three months before the event, depending on when the booking is made. The order is not considered binding on the supplier if the deposit has not been paid.
- Special requests when ordering
If the customer has a special request in relation to, for example, dietary requirements, pets, etc., this must be made at the time of ordering. The same applies if the customer requires special security arrangements.
- Valuable possessions
If the customer wants to bring valuable possessions and store them in the supplier’s storage rooms, luggage rooms or safes, the customer should inform the supplier of this. In the event of theft or a similar loss, the supplier is liable only if the supplier has provided written confirmation that they will assume responsibility for your possessions.
Cancellations should be made in writing. If a cancellation is made less than four weeks in advance of the event’s first day, the customer should pay the supplier a certain percentage of the order’s value. The percentage in question should be provided in the supplier’s confirmation of receipt of cancellation. If part of the order is cancelled, the compensation shall apply to the cancelled part.
The customer is responsible for all costs incurred in relation to the order. If the participants are to pay for their attendance, this must be approved by the supplier. Failure to participate in the ordered meal does not give rise to the right to a reduced price. Payment must be made according to the agreement. If it has been agreed that payment should be made via invoice, the customer must pay the full amount within 30 days of the invoice date. If the payment is delayed, the supplier has the right to charge default interest from the due date according to the applicable reference interest rate with an additional eight percentage points. An invoicing fee will be added to all invoices.
- Force majeure
In the event of strike, lockout, fire, explosion, war or war-like conditions, significant restrictions on deliveries, or similar conditions beyond the supplier’s control, the supplier has the right to terminate the agreement without being held responsible for any damages.
- Liability for possessions/allegation of damage
The supplier is not strictly liable for possessions that are stored in hotel rooms or on the supplier’s premises. Should it become apparent that the supplier or its employees have acted carelessly or negligently, or were otherwise at fault for the possessions becoming lost or damaged, the supplier will be held liable for the lost/damaged possessions. The supplier is also liable for possessions that are stored in the supplier’s locked storage rooms, unless the possession is of a particularly high value (see point 5). For their part, the customer is responsible for damage that they or their participants cause to the supplier through negligence.
In order to resolve disputes or ambiguities relating to conferences or other events, Visitas will make its liability committee available to the parties free of charge. Visitas’ member companies have committed themselves to adhering to the liability committee’s decisions.
- Booking through booking agencies
If booking and payment occur through a booking agency, the company should, without delay, keep the supplier’s money in a separate account until it is paid to the supplier. The company must also be held accountable to the supplier for the money it has received on behalf of the supplier. Valid from 1 November 2014