General terms and conditions

General terms and conditions for reserving a room block and for conference and course events at Thon Hotels.

1. Introduction, definitions, and scope

Thon Hotels is committed to providing the best possible service and create satisfied customers. These general terms and conditions ('General Terms and Conditions') govern the contractual relationship between Thon Hotels and a Customer who purchases services from Thon Hotels.

'Thon Hotels' is a chain of hotels and destinations owned and/or operated by the Olav Thon Group (business VAT number. NO 988 969 656). In these General Terms and Conditions, 'Thon Hotels' refers to one or more of the hotels/destinations in the chain operated under the Thon Hotels brand, including separate and independent companies that are operated under the brand name.

The 'Customer' is the person(s) who buys/leases premises, rooms/room blocks, services, etc. from Thon Hotels in connection with a meeting, course, or conference event. The Customer is the person responsible for ordering the Event.

The 'Event' is a meeting, course or conference event, reception and/or reservation of a Room Block, etc.

A 'Room Block' is two or more hotel rooms that are reserved on entering into the Agreement.

'Participant' refers to the individual participants of the Event who are invited by the Customer.

The 'Agreement' is a collective term for the agreement entered into between Thon Hotels and the Customer, which contains the specific details of the Event. An Agreement is entered into by means of an order, correspondence between the parties, an agreement document, proposed solutions from Thon Hotels that are accepted, etc.

A 'Long-term Agreement' is a recurring Agreement for two or more Events (the Agreement is used as a collective term, and it must be clarified if a regulation only applies to Long-term Agreements).

The General Terms and Conditions apply to all Events organised by the Customer at Thon Hotels. Special regulations in the Agreement take precedence over the General Terms and Conditions.

2. Customer obligations prior to the Event

No later than 14 days before the Event, the Customer must provide Thon Hotels with final details relating to the Event, including the programme, list of names, choice of menu, wine, breaks, technology, etc. This is extremely important to ensure successful implementation.

Arrival and departure times must be provided in advance.

Special conditions, such as the placement of gifts, the use of special equipment, the setting up of decorations and posters, raising of flags/pennants, signage, etc. must be approved by Thon Hotels beforehand.

3. Availability of hotel rooms and meeting rooms

Hotel rooms are usually available from 3 pm on the day of arrival. The room are then available until 12 pm on the day of departure. Late check-out can be arranged individually if necessary for a fee.

Meeting rooms are usually available between 8 am and 5 pm, unless otherwise stated in the Agreement.

4. Customer use of Thon Hotel premises

The Customer must treat the premises and property in general with due care. The Customer's activities must not inconvenience other guests or neighbours through dust, noise, odour, vibration, or any other means. Smoking is prohibited. The Customer must ensure that the sound level is kept to an acceptable level and that all Participants comply with the agreed times for the end of meetings, catering, music, and dancing.

The Customer may not consume outside food and drinks in the event rooms at Thon Hotels.

Any equipment brought by the Customer must be removed immediately after the Event. Thon Hotels has the right to remove and store equipment at the Customer’s expense, unless otherwise agreed.

5. Prices and payment terms

The Agreement includes set prices for the execution of the Event and orders with fixed quantities ('Agreed Fee'). The costs of goods and services with fully/partially variable quantities are settled after the Event according to the applicable price list, unless otherwise stated in the Agreement. The Agreed Fee amount is binding for both parties, unless otherwise agreed or stipulated in the General Terms and Conditions.

Unless otherwise clearly stated in a specific price list/offer related to the Event, all prices are stated in NOK excluding VAT. Thon Hotels will add VAT if all or part of the services provided are subject to VAT obligations. Thon Hotels normally specifies in the offer to the Customer whether the price includes VAT.

Unless otherwise specifically agreed in the Agreement, the Customer must pay 100% of the Agreed Fee no later than 14 days before the Event.

Thon Hotels reserves the right to charge an amount corresponding to 10% of the Agreed Fee Unless otherwise specifically agreed in the Agreement ('Binding Amount'). The Binding Amount will not be refunded on cancellation.

Credit must be agreed in advance. If credit has been agreed, an invoice will be sent as soon as the Event has ended, with a payment due date of 14 days. For long-term contracts with credit, the agreed amount is due for payment 14 days after each Event.

Thon Hotels reserves the right to adjust all prices annually on 1 January in accordance with any increases in the consumer price index during the previous year, unless otherwise stated in the Agreement. Furthermore, Thon Hotels reserves the right to make price adjustments as a result of increased costs for the purchase of goods and services, increased taxes and duties or circumstances beyond the control of Thon Hotels. Thon Hotels may also adjust price lists and the Agreed Fee if the Customer changes the date or scope of the Event.

In the event of late payment, late payment interest will accrue in accordance with the Norwegian Act relating to Interest on Overdue Payments. An invoice fee of NOK 95 per invoice will be charged. In the event of late payment, the agreed credit will lapse. No invoices will be sent to foreign companies.

6. Cancellation

An Agreement is final and binding. As a general rule, the Customer may not cancel or change the Agreement or Event unless the specific Agreement entitles the Customer to this. Cancellations must be made in writing to the hotel. The cancellation deadlines are linked to each Event and can be found in the Agreement and should be understood as follows: the closer the start date of the Event/arrival day, the less of the Event or fewer the number of Participants can be cancelled free of charge. If one or more of the Participants fails to participate in scheduled Events, this does not give the right to a price reduction.

7. Cancellation of Long-term Agreements

An Event under a Long-term Agreement may be cancelled by written notice to Thon Hotels within 11 months of the Event. Thon Hotels has the right to change the Agreed Fee and other conditions for the remaining Events on cancellation of one or more Events in the Long-Term Agreement.

The prices are subject to a total order and payment of a joint bill. In case of multi-year agreements, the hotel reserves the right to change the Long-term Agreement if the Event deviates significantly from the originally proposed Event, including price adjustment, relocation, meeting rooms, etc. In case of multi-year agreements, Thon Hotels has the right to adjust the price in accordance with the annual increase in the consumer price index.

8. Customer request for Event changes

The Customer must notify as soon as possible of any conditions of significance to the implementation of the Event.

In principle, the Customer does not have the right to change the Event, but Thon Hotels always strives to adapt the implementation as far as possible.

If a change is requested, the Customer must notify Thon Hotels in writing by e-mail. A change of more than 20% usually results in a price increase.

9. Thon Hotels’ right to change, relocation, cancellation, and termination

Thon Hotels has the right to cancel an Event if the Customer does not fulfil its obligations under the Agreement and General Terms and Conditions. An Agreement may be terminated by Thon Hotels in the event of a material breach on the part of the Customer. Thon Hotels reserves the right to make changes related to the individual Event as required, provided that these changes are not essential to the Agreement or Event. For example, Thon Hotels can make changes related to the agreed layout of the Event venue, rooms, and other facilities in the event that a change to the number of Participants or other circumstances makes it appropriate to make such changes.

If a reorganisation/regrouping becomes necessary on short notice with regard to capacity utilisation, upgrading, renovation or repair of a hotel defined in the Agreement, Thon Hotels reserves the right to make the necessary adjustments to the Event, including moving the Event to another hotel in the same region with approximately equal facilities.

Thon Hotels also reserves the right to relocate an Event to another hotel with an equivalent standard at the same destination, if necessary, as a result of, for example, upgrading, renovation, repairs, or other special circumstances of significance to the execution of the Event of which Thon Hotels was not aware on entering into the Agreement. Written notice must be provided in this case and no later than 14 days before the Event.

10. Health, safety, and the environment

All forms of facility set-up and equipment must fulfil the applicable health, environment, safety, and fire requirements and be approved in advance by Thon Hotels.

11. Customer responsibility for costs charged to individual Participants

The Customer is responsible for informing all Participants about the costs that each Participant must pay and any costs that may be covered by the Customer. If a Participant does not pay the costs to be paid by the Participant, the Customer is responsible for direct settlement with Thon Hotels at the request of Thon Hotels.

Failure to attend on the part of one or more Participants does not entitle a price reduction.

12. Liability, damage, theft, etc.

The Customer is liable for all damage to Thon Hotels’ property/premises/assets/equipment caused by the Customer or persons invited by or in the service of the Customer, as well as Participants, exhibitors, suppliers, contractors and/or other persons invited or given access by the Customer to Thon Hotels’ premises and hotel rooms.

Thon Hotels is not responsible for any damage to, or theft of property brought by the Customer or others to Thon Hotels’ premises. Thon Hotels recommends that the Customer take out separate insurance. The Customer is also responsible for his or her own technical equipment and any material or personal injury these may cause. On receiving the keys to the premises/rooms, the recipient is responsible for keeping the premises/rooms under supervision or locked.

Thon Hotels accepts no liability for personal injuries to the extent permitted by law. This limitation of liability does not apply to gross negligence on the part of Thon Hotels employees. Thon Hotels has liability insurance.

13. Transfer of the Agreement

The Customer may not transfer the Agreement without the written consent of Thon Hotels.

14. Force majeure

The parties are not responsible for any breach or delay caused by circumstances beyond their control, such as extraordinary weather conditions, fire, natural elements, strikes, lockouts, blockades, acts of war, terrorism, epidemics, pandemics, or civil unrest, provided that the breach is not due to the party itself or that the breach could not be prevented by reasonable measures. 

15. Complaints

The Customer must submit any complaints in writing to Thon Hotels as soon as the Customer becomes aware of the circumstances in question, and in all cases no later than 14 days after the Event.

16. Applicable law and venue

All attempts must be made to resolve any disagreements that arise through arbitration.

Any disputes that the parties are unable to resolve amicably must be resolved in accordance with Norwegian law in a Norwegian court.

Attachment, cancellation policy for hotel rooms and participants.

Cancellation policy for hotel rooms, according to hotel size:

Number of days before arrival Percentage that can be cancelled free of charge Hotel with up to 100 hotel rooms Hotel with up to 200 hotel rooms Hotel with over 200 hotel rooms
30 days before arrival 100% of remaining order Up to
20 hotel rooms
Up to
40 hotel rooms
Up to
80 hotel rooms
29-14 days before arrival 50% of remaining order      
13-7 days before arrival 25% of remaining order      
6-1 days before arrival 25% of remaining order      
Number of days before arrival Percentage that can be cancelled free of charge Hotel with up to 100 hotel rooms Hotel with up to 200 hotel rooms Hotel with over 200 hotel rooms
60 days before arrival 100% of remaining order Up to
40 hotel rooms
Up to
80 hotel rooms
Up to
150 hotel rooms
59-30 days before arrival 50% of remaining order      
29-15 days before arrival 25% of remaining order      
14-7 days before arrival 5% of remaining order      
1 day before arrival 2 hotel rooms      
Number of days before arrival Percentage that can be cancelled free of charge Hotel with up to 100 hotel rooms Hotel with up to 200 hotel rooms Hotel with over 200 hotel rooms
90 days before arrival 100% of remaining order Up to
80 hotel rooms
Up to
200 hotel rooms
Up to
250 hotel rooms
89-45 days before arrival 50% of remaining order      
44-30 days before arrival 25% of remaining order      
29-15 days before arrival 10% of remaining order      
14-7 days before arrival 5% of remaining order      
1 day before arrival 2 hotel rooms      
Number of days before arrival Percentage that can be cancelled free of charge Hotel with up to 100 hotel rooms Hotel with up to 200 hotel rooms Hotel with over 200 hotel rooms
120 days before arrival 100% of remaining order Up to
200 hotel rooms
Over
200 hotel rooms
Up to
400 hotel rooms
119-60 days before arrival 50% of remaining order      
59-30 days before arrival 25% of remaining order      
29-15 days before arrival 10% of remaining order      
14-7 days before arrival 5% of remaining order      
1 day before arrival 2 hotel rooms      
Number of days before arrival Percentage that can be cancelled free of charge     Hotel with over 200 hotel rooms
180 days before arrival 100% of remaining order     Over
400 hotel rooms
179-120 days before arrival 50% of remaining order      
119-60 days before arrival 25% of remaining order      
59-30 days before arrival 10% of remaining order      
29-7 days before arrival 5% of remaining order      
1 day before arrival 2 hotel rooms      

Cancellation policy of participants:

Up to 15 total number of participants Proportion of the total order that can be cancelled
Number of days within event start Percentage that can be cancelled free of charge
14 days before arrival 100% of remaining order
7 days before arrival 50% of remaining order
3 days before arrival 5% of remaining order
1 days before arrival 1 participant
Up to 60 total number of participants Proportion of the total order that can be cancelled
Number of days within event start Percentage that can be cancelled free of charge
45 days before arrival 100% of remaining order
30 days before arrival 50% of remaining order
14 days before arrival 25% of remaining order
7 days before arrival 10% of remaining order
1 days before arrival 2 participant
Up to 120 total number of participants Proportion of the total order that can be cancelled
Number of days within event start Percentage that can be cancelled free of charge
60 days before arrival 100% of remaining order
45 days before arrival 50% of remaining order
30 days before arrival 25% of remaining order
14 days before arrival 5% of remaining order
1 days before arrival 2 participant
Up to 250 total number of participants Proportion of the total order that can be cancelled
Number of days within event start Percentage that can be cancelled free of charge
120 days before arrival 100% of remaining order
90 days before arrival 50% of remaining order
45 days before arrival 25% of remaining order
30 days before arrival 5% of remaining order
1 days before arrival 2 participant
Up to 400 total number of participants Proportion of the total order that can be cancelled
Number of days within event start Percentage that can be cancelled free of charge
180 days before arrival 100% of remaining order
120 days before arrival 50% of remaining order
90 days before arrival 25% of remaining order
45 days before arrival 10% of remaining order
30 days before arrival 5% of remaining order
1 days before arrival 2 participant
Over to 400 total number of participants Proportion of the total order that can be cancelled
Number of days within event start Percentage that can be cancelled free of charge
270 days before arrival 100% of remaining order
180 days before arrival 50% of remaining order
90 days before arrival 25% of remaining order
45 days before arrival 10% of remaining order
30 days before arrival 5% of remaining order
1 days before arrival 2 participant

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