General terms & conditions
Charges for the event are subject to possible alterations in the reservation.
VAT
All prices are VAT inclusive.
Payment
According to the confirmation.
Terms & conditions of meeting reservations
Meeting package is always charged as a whole package price, which includes pre-agreed meeting
rooms, conference equipment and catering. Meeting package will not be dismantled – it is always
charged in whole – regardless of whether all the participants took part e.g. in all the meals.
Details for the event
Please provide the following details two weeks prior to the event:
• Number of participants and name list of the accommodating guests
• Timetable including lunch and/or coffee break times and possible allergies/diets
• Text to the information board
• Conference equipment requirements and wishes
• Host of the event
Meeting/catering cancellation policy
| Cancellation policy (persons) | 1-20 | 21-40 | 41-99 | 100-299 | over 300 |
|---|---|---|---|---|---|
| Cancellation free of charge (100%) | 7 days before the event | 21 days before the event | 30 days before the event | 40 days before the event | 60 days before the event |
| 50% of the confirmed booking | 3 days before the event | 14 days before the event | 21 days before the event | 30 days before the event | 40 days before the event |
| 25% of the confirmed booking | n/a | 7 days before the event | 10 days before the event | 14 days before the event | 21 days before the event |
| 10% of the confirmed booking | n/a | 3 days before the event | 5 days before the event | 7 days before the event | 10 days before the event |
Possible cancellations must be informed in writing. Billing will be done according to the confirmation or the actual number of participants in case the total amount payable is greater than anticipated. If the number of participants changes considerably, the hotel reserves the right to appoint other meeting space for the event as well as re-negotiate the details and charges of the event.
Group accommodation cancellation policy
Cancellations and modifications to bookings can be made free of charge:
| Cancellation policy (room nights) | 8-30 | 31-60 | 61-106 |
|---|---|---|---|
| Cancellation free of charge (100%) | Until 30 days prior to arrival | Until 40 days prior to arrival | Until 60 days prior to arrival |
| 50% of reserved room night | Until 14 days prior to arrival | Until 21 days prior to arrival | Until 45 days prior to arrival |
| 25% of reserved room night | Until 7 days prior to arrival | Until 14 days prior to arrival | Until 21 days prior to arrival |
| 10% of reserved room night | Until 3 days prior to arrival | Until 7 days prior to arrival | Until 10 days prior to arrival |
Allotment cancellation policy
Reverse cancellation policy applies to accommodation allotment.
Hotel reserves the right to deduct allotment as follows:
| Cancellation policy (room nights) | 10-30 | 31-60 | 61-106 |
|---|---|---|---|
| 25% of the reserved rooms | n/a | 90 days before arrival | 120 days before arrival |
| 50% of the reserved rooms | 45 days before arrival | 60 days before arrival | 60 days before arrival |
| 100% of the reserved rooms | 30 days before arrival | 30 days before arrival | 30 days before arrival |
At the time of 100% deadline allotment will be released to be sold to anyone. Rooms will be available at agreed rates upon availability at hotel’s discretion after 100% deadline.We encourage bookings to be made within the deadlines in order to guarantee special rates. Individual bookings made from the allotment may be modified or cancelled free of charge until 6pm on the day of arrival. Payment will be due upon arrival.
In case of early arrival or late departure a guest is liable to compensate the whole stay. Hotel Katajanokka will charge all reserved room nights in case of late cancellation. Cancellations include cancelling the whole reservation, shortening the reservation period or other substantial changes to the contract. Changes must be submitted in writing. Example of a room night calculation: If 30 rooms are booked for 2 nights there are a total of 60 room nights.
Payment
Hotel Katajanokka require a 70% deposit payment that corresponds to the services ordered. All current reservations shall be released in case of failure to follow the payment schedule. Prepayment will not be refunded incase amendments are made after the payment nor incase of no-show or late cancellation. If the customer has a valid billing contract, the hotel can send the invoice after the event (+20€).
Namelists
Final list of guest names with the room breakdown must be sent no later than 14 days before the first arrival. Revised namelists sent after this date must clearly indicate the change in question. All changes in writing.
Overbooking
Hotel Katajanokka will arrange new rooms for delegates and cover transportation costs to the other hotel in case of overbooking.
Liability and insurance
The hotel is not responsible for loss or theft of items owned by the guest.
Force Majeure
Strikes, lockouts, fire, problems with suppliers and other extraordinary situations over which the parties in this contract have no control over constitute ground for termination without liability for compensation.
Form of contract
Any amendments are valid only in writing and when signed by both parties. This reservation may not be transferred to a third party without written approval from Hotel Katajanokka. In case of transferring the reservation to a third party Hotel Katajanokka reserve the right to alter rates and conditions of the original confirmation.