1. Introduction, Definitions and Scope
Thon Hotels is committed to providing the best possible service and ensuring all customers are satisfied. These standard terms and conditions ("Standard Terms") govern the contractual relationship between Thon Hotels and the Customer purchasing services from Thon Hotels.
"Thon Hotels" is a chain of hotels and destinations owned and/or operated under Olav Thon Gruppen (org. no.: 988 969 656). In these Standard Terms, "Thon Hotels" refers to one or more of the hotels/destinations in the chain operating under the Thon Hotels brand, including separate and independent companies operating under the brand.
"Customer" is the person/persons who purchase/rent premises, rooms/room blocks, services, etc., from Thon Hotels in connection with meeting, training and conference events. The Customer is the responsible party placing the booking for an Event.
"Event" is a meeting, training, and conference arrangement, a function, and/or a reservation of a Room Block, among other things.
"Room Block" is two or more hotel rooms reserved upon entering into an Agreement.
"Participant" is an individual participant at an Event, invited by the Customer.
"Agreement" is a collective term for the contract entered into between Thon Hotels and the Customer, containing the specific details of an Event. An Agreement is entered into, for example, through a booking, correspondence between the parties, a contract document, a solution proposal from Thon Hotels that is accepted, and so on.
"Long-term Agreement" is an Agreement that is recurring for two or more Events (the Agreement is used as a collective term – it will be specified if a provision applies only to Long-term Agreements).
The Standard Terms apply to all Events booked by the Customer with Thon Hotels. Special provisions in the Agreement take precedence over the Standard Terms.
2. Customer Obligations Prior to an Event
No later than 14 days before the event, the Customer must provide Thon Hotels with final clarification of all details related to an Event, including programme, name list, choice of menu, wine, breaks, technical requirements, etc. This is of great importance to ensure a successful event.
Arrival and departure times must be specified in advance.
Special arrangements such as the placement of gifts, use of special equipment, installation of decorations and posters, hoisting of flags/pennants, and signage must be approved in advance by Thon Hotels.
3. Use of Hotel Rooms and Meeting Rooms
Hotel rooms are normally available from 15:00 on the day of arrival. The room is available until 12:00 on the day of departure. Late checkout can be arranged individually upon request for an additional fee.
Meeting rooms are normally available between 08:00 and 17:00, unless otherwise stated in the Agreement.
4. Customer Use of Thon Hotels Premises
The Customer shall treat the premises and property with due care. The Customer's activities must not disturb other guests or neighbours through dust, noise, odour, vibration or in any other way. Smoking is not permitted. The Customer must ensure that the noise level is kept at an acceptable level, and that all Participants comply with agreed times for the cessation of meetings, service, music and dancing.
The Customer may not consume food and beverages brought onto the premises of Thon Hotels.
Any equipment brought in by the Customer must be removed immediately after an Event. Thon Hotels has the right to remove and store equipment at the Customer's expense if not otherwise agreed.
5. ID Check at Check-in
All guests over 18 years of age must present valid identification at check-in. This measure has been introduced to increase the safety and security of our guests and staff. By verifying the identity of each guest, we help to prevent unauthorised access and reduce the risk of criminal activities.
6. Prices and Payment Terms
The Agreement sets out fixed prices for the execution of an Event and bookings with fixed quantities ("Agreed Remuneration"). Goods and services with fully/partially variable quantities are invoiced after an Event at the applicable price list unless otherwise specified in the Agreement. Agreed Remuneration is binding on both parties, unless otherwise agreed or provided for in the Standard Terms.
All prices are quoted in the currency applicable to the hotel's location, exclusive of value added tax, unless clearly stated otherwise in a specific price list/offer related to the Event. Thon Hotels will add value added tax to the extent that all or part of the services provided are subject to VAT. Thon Hotels normally specifies in offers to the Customer whether the price includes VAT.
Unless otherwise specifically agreed in the Agreement, the Customer shall pay 100% of the Agreed Remuneration no later than 14 days before an Event.
Thon Hotels reserves the right to charge an amount equivalent to 10% of the Agreed Remuneration upon entering into an Agreement, unless otherwise specifically agreed in the Agreement ("Commitment Fee"). The Commitment Fee is non-refundable upon cancellation.
Credit must be agreed in advance. If credit has been agreed, an invoice is sent as soon as an Event has been completed, with a payment period of 14 days. For Long-term Agreements with credit, the agreed amount falls due for payment 14 days after each Event.
Thon Hotels reserves the right to adjust prices annually on 1 January in accordance with any increases in the consumer price index from the previous year, unless otherwise specified in the Agreement. Furthermore, Thon Hotels reserves the right to make price adjustments as a result of increased costs of purchasing goods and services, increased taxes and duties, or circumstances beyond Thon Hotels' control. Thon Hotels may also adjust price lists and Agreed Remuneration if the timing or scope of an Event is changed by the Customer.
In the event of late payment, default interest will accrue in accordance with the Late Payment Interest Act. In the event of late payment, agreed credit will lapse. Invoices will not be sent to foreign companies.
7. Cancellation
An Agreement is final and binding. The Customer may not in principle cancel or amend an Agreement or an Event, unless the individual Agreement grants the Customer such a right. Cancellations must be made in writing to the hotel. Cancellation deadlines are tied to each individual event and are set out in the agreement. They are to be understood as follows: the closer to the event start date/arrival date, the fewer participants or the less of the event can be cancelled free of charge. Failure of one or more participants to attend planned events does not entitle the Customer to a price reduction.
7.1 Cancellation and No-show
If the customer needs to cancel after the deadline, a cancellation fee will apply in accordance with the applicable cancellation rules.
If the customer fails to show up without cancelling (no-show), a no-show fee will be charged. This is compensation for reserved capacity – VAT is therefore not added.
7.2 General Cancellation Deadlines for Hotel Rooms
| Cancellation Deadline | Hotel up to 100 rooms | Hotel up to 200 rooms | Hotel over 200 rooms |
|---|---|---|---|
| Number of days before start | Share that can be cancelled free of charge | ||
| 30 days before start | Up to 20 hotel rooms | Up to 40 hotel rooms | Up to 80 hotel rooms |
| 60 days before start | Up to 40 hotel rooms | Up to 80 hotel rooms | Up to 150 hotel rooms |
| 90 days before start | Up to 80 hotel rooms | Up to 200 hotel rooms | Up to 250 hotel rooms |
| 120 days before start | Up to 200 hotel rooms | Up to 400 hotel rooms | |
| 180 days before start | Over 400 hotel rooms | ||
Contract value over NOK 2,000,000 excl. VAT
| Number of days before start | Share that can be cancelled free of charge |
|---|---|
| 330 days before start | 100% of remaining booking |
| 220 days before start | 50% of remaining booking |
| 120 days before start | 25% of remaining booking |
| 60 days before start | 10% of remaining booking |
| 45 days before start | 5% of remaining booking |
| 1 day before start | 2 participants |
Contracts under NOK 2,000,000 excl. VAT
Up to 15 total participants
| Number of days before start | Share that can be cancelled free of charge |
|---|---|
| 14 days before start | 100% of remaining booking |
| 7 days before start | 50% of remaining booking |
| 3 days before start | 5% of remaining booking |
| 1 day before start | 1 participant |
Up to 60 total participants
| Number of days before start | Share that can be cancelled free of charge |
|---|---|
| 45 days before start | 100% of remaining booking |
| 30 days before start | 50% of remaining booking |
| 14 days before start | 25% of remaining booking |
| 7 days before start | 10% of remaining booking |
| 1 day before start | 2 participants |
Up to 120 total participants
| Number of days before start | Share that can be cancelled free of charge |
|---|---|
| 60 days before start | 100% |
| 45 days before start | 50% of remaining booking |
| 30 days before start | 25% of remaining booking |
| 14 days before start | 5% of remaining booking |
| 1 day before start | 2 participants |
Up to 250 total participants
| Number of days before start | Share that can be cancelled free of charge |
|---|---|
| 120 days before start | 100% |
| 90 days before start | 50% of remaining booking |
| 45 days before start | 25% of remaining booking |
| 30 days before start | 5% of remaining booking |
| 1 day before start | 2 participants |
Up to 400 total participants
| Number of days before start | Share that can be cancelled free of charge |
|---|---|
| 180 days before start | 100% |
| 120 days before start | 50% of remaining booking |
| 90 days before start | 25% of remaining booking |
| 45 days before start | 10% of remaining booking |
| 30 days before start | 5% of remaining booking |
| 1 day before arrival | 2 participants |
Over 400 total participants
| Number of days before start | Share that can be cancelled free of charge |
|---|---|
| 270 days before start | 100% |
| 180 days before start | 50% of remaining booking |
| 90 days before start | 25% of remaining booking |
| 45 days before start | 10% of remaining booking |
| 30 days before start | 5% of remaining booking |
| 1 day before arrival | 2 participants |
8. Cancellation of Long-term Agreements
An Event under a Long-term Agreement may be cancelled with written notice to Thon Hotels no later than 11 months before the Event. Thon Hotels has the right to amend the Agreed Remuneration and other terms for the remaining Events if one or more Events in a Long-term Agreement are cancelled.
Prices are conditional on a combined booking and settlement on a joint invoice. For multi-year agreements, the hotel reserves the right to amend the Long-term Agreement if the event deviates significantly from the original solution proposal, including price adjustments, change of location, meeting rooms, etc. For multi-year agreements, Thon Hotels has the right to adjust the price in accordance with the annual increase in the consumer price index.
9. Customer Requests for Changes to an Event
The Customer shall notify Thon Hotels as early as possible of any circumstances that are relevant to the execution of an Event.
The Customer is not in principle entitled to changes to an Event, but Thon Hotels will always endeavour to accommodate the Customer's needs as far as possible.
If a change is requested, the Customer must notify Thon Hotels in writing by email. A change of more than 20% will generally result in a price increase.
10. Thon Hotels' Right to Change, Relocate, Cancel and Terminate
Thon Hotels has the right to cancel an Event if the Customer fails to fulfil its obligations under the Agreement and the Standard Terms. An Agreement may be terminated by Thon Hotels in the event of material breach by the Customer. Thon Hotels reserves the right to make changes to individual Events as needed, provided that the changes are not material to the Agreement or an Event. For example, Thon Hotels may make changes to the agreed setup of premises, rooms and other facilities if a change in the number of participants or other circumstances makes it appropriate to adjust the setup.
If at short notice there is a need for reorganisation/regrouping of capacity utilisation, upgrading, renovation or repair of the hotel specified in the Agreement, Thon Hotels reserves the right to make the necessary adjustments to an Event, including relocating the Event to another hotel in the same region with approximately equivalent facilities.
Thon Hotels also reserves the right to relocate an Event to another hotel of equivalent standard at the same destination if this becomes necessary due to, for example, upgrading, renovation, repair or other special circumstances material to the execution that Thon Hotels was not aware of at the time the Agreement was entered into. Written notice of such relocation must be given no later than 14 days before an Event.
11. Health, Environment and Safety
All rigging of facilities and suspension of items must comply with applicable health, environment, safety and fire requirements, and must be approved in advance by Thon Hotels.
12. Customer Liability for Costs to be Charged to Individual Participants
The Customer is responsible for informing all Participants which costs each individual Participant must pay themselves, and which costs are covered by the Customer, if any. If a Participant fails to pay costs that are the Participant's responsibility, the Customer is liable to settle directly with Thon Hotels upon demand from Thon Hotels.
The absence of one or more Participants does not entitle the Customer to a price reduction.
13. Liability, Damage, Theft, etc.
The Customer is liable for all damage to Thon Hotels' property/premises/assets/equipment caused by the Customer itself or by persons invited by or in the service of the Customer, as well as Participants, exhibitors, suppliers, contractors and/or other persons whom the Customer has invited/granted access to Thon Hotels' premises and hotel rooms.
Thon Hotels is not liable for damage to or theft of property brought by the Customer or others to Thon Hotels' premises. Thon Hotels recommends that the Customer takes out its own insurance. The Customer is also responsible for its own technical installations and any material or personal damage these may cause. Upon handover of keys to premises/rooms, the recipient is responsible for keeping the premises/rooms under supervision or locked.
Thon Hotels disclaims all liability for personal injury to the extent permitted by mandatory law. This limitation of liability does not apply to gross negligence on the part of Thon Hotels' employees. Thon Hotels holds liability insurance.
14. Assignment of an Agreement
The Customer may not assign the Agreement without the written consent of Thon Hotels.
15. Force Majeure
The parties are not liable for any breach or delay caused by circumstances beyond their control, such as extraordinary weather conditions, fire, acts of nature, strikes, lockouts, blockades, acts of war, terrorism, epidemic, pandemic or civil unrest, provided that the breach is not the fault of the party itself or could not have been prevented by reasonable measures.
16. Complaints
The Customer must submit any complaints in writing to Thon Hotels as soon as the Customer becomes aware of the relevant circumstances, and in any event no later than 14 days after an Event.
17. Governing Law and Jurisdiction
All disputes that may arise shall be attempted to be resolved through dialogue.
Any disputes that the parties are unable to resolve amicably shall be resolved under Norwegian law before Norwegian courts.