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Group and event reservation and cancellation policy

Applicable conditions for groups (minimum 10 rooms) and private, public, or corporate events

1. Cancellation policy

This policy applies to group bookings starting from 10 rooms as well as any private, public, or professional event. Any total or partial cancellation (reduction in the number of rooms or participants) incurs fees calculated as follows:

Accommodation

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

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

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

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

  • From 14 days before arrival: 10% of the total number of confirmed rooms can be canceled without charge. Any room canceled beyond this threshold is charged at 100 %.

Event

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

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

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

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

  • From 14 days before the event: 10% of the total number of confirmed participants can be canceled without charge. Anyone canceled beyond this threshold is charged at 100 %.

2. Billing conditions

The billed amount corresponds to the total validated at the signing of the contract. This amount may be adjusted based on additional services requested by the client and provided by the hotel during the event.

Payment methods :

  • 100% of the estimated amount must be settled at the time of signing the contract.

  • In the event of non-payment, the hotel reserves the right to reallocate the reserved rooms or halls, without any compensation being due.

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

Bank details :

  • BIC : GEBABEBB

  • IBAN : BE43 0017 4634 9301

  • TVA : BE 0598.803.962

  • Company name : Van der Valk Hotel Luxembourg

  • Reference : LUX-xxxxxx

3. Additional charges

In case of additional costs incurred during the event, the remaining balance must be paid on-site before departure.

4. Guest list

The complete list of participants must be submitted to the hotel at the latest 15 days before arrival, in the following form:

NAME | FIRST NAME | ARRIVAL DATE | DEPARTURE DATE