Group & Event Booking and Cancellation Policy

Conditions applicable to groups (minimum 10 rooms) and private, public, or corporate events

1. Cancellation policy

This policy applies to group bookings of 10 rooms or more, as well as to any private, public, or corporate event. Any full or partial cancellation (reduction in the number of rooms or participants) will incur charges as follows:

Accommodation

  • Up to 3 months before arrival: 10% of the cancelled amount is charged

  • Up to 2 months before arrival: 30% of the cancelled amount is charged

  • Up to 1 month before arrival: 50% of the cancelled amount is charged

  • Up to 14 days before arrival: 90% of the cancelled amount is charged

  • From 14 days before arrival: 10% of the total number of confirmed rooms can be cancelled free of charge. Any additional cancelled rooms will be charged at 100%.

Event

  • Up to 3 months before the event: 10% of the cancelled amount is charged

  • Up to 2 months before the event: 30% of the cancelled amount is charged

  • Up to 1 month before the event: 50% of the cancelled amount is charged

  • Up to 14 days before the event: 100% of the cancelled amount is charged

  • From 14 days before the event: 10% of the total number of confirmed participants can be cancelled free of charge. Any additional cancellations will be charged at 100%.

2. Billing conditions

The amount invoiced corresponds to the total agreed upon at contract signature. This amount may be adjusted to include any additional services requested by the client and provided by the hotel during the event.

Payment terms:

  • 100% of the estimated total must be paid at the time of contract signature

  • In the event of non-payment, the hotel reserves the right to reallocate the reserved rooms or spaces without compensation

  • For any private event, a valid credit card is required as a guarantee, in addition to the prepayment

Bank details:

  • BIC: GEBABEBB

  • IBAN: BE43 0017 4634 9301

  • VAT number: BE 0598.803.962

  • Company name: Van der Valk Hôtel Luxembourg

  • Reference: LUX-xxxxxx

3. Additional charges

Any additional charges incurred during the event must be settled on-site before departure.

4. Guest list

The complete list of guests must be sent to the hotel no later than 15 days prior to arrival, in the following format:

LAST NAME | FIRST NAME | ARRIVAL DATE | DEPARTURE DATE