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General terms and conditions

The terms and conditions of this agreement apply as the contract for events at Thon Hotels. The purpose is to clarify the terms of the agreement, so that we may provide our customers with the best possible service.

1. Validity

The following cancellation policy apply to all Event Contract for room blocks/meeting room facilities, made by the customer for the purpose of courses, meetings, conferences, private functions and similar – hereafter called the Room block/Event. The reservations of day delegate package rates and full board package, a minimum of 10 participants is required.

2. Cancellation

All cancellations must be given in writing to the contact person given in the Event Contract. The cancellation policy is always related to each properties room block/Event. The cancellation policy is read in the following way; the closer we get to the date of event start (first day of arrival), the smaller portion of the agreed room block/number of participants in the Event Contract can be cancelled without charge. The cancellation policy is specified after the size of event, room block, number of rooms/participants) of the event at time of signing the Event Contract. The cancellation policy come into effect at signing the Event Contract, for the original number of participants/rooms, and follow the room block/event all the way to the first day of arrival. 

A room night = number of rooms * nights. Example of 20 rooms for 3 days = 20 * 3 which is a total of 60 room nights and follows the cancellation policy of 60 room nights or participants.

Cancellation of 1-30-day delegate packages / full board packages / room nights or participants

Number of days within event start The percentage of the contracted event that can be cancelled free of charge
Within 30 days before first arrival date The entire event/room block* and any advances paid are refunded
29-14 days before first arrival date Up to 25% of original order
13-7 days before first arrival date Up to 10% of remaining order
6-2 days before first arrival date Up to 5% of remaining order

Cancellation of 31-60-day delegate packages / full board packages / room nights or participants

Number of days within event start The percentage of the contracted event that can be cancelled free of charge
Within 60 days before first arrival date The whole event/room block* and any advances paid are refunded
59-30 days before first arrival date Up to 25% of original order
29-14 days before first arrival date Up to 10% of remaining order
13-7 days before first arrival date Up to 5% of remaining order

Cancellation of 61-150-day delegate packages / full board packages / room nights or participants

Number of days within event start The percentage of the contracted event that can be cancelled free of charge
Within 90 days before first arrival date The whole event/Room block* and any advances paid are refunded
89-30 days before first arrival date Up to 25% of original order
29-14 days before first arrival date Up to 10% of remaining order
13-7 days before first arrival date Up to 5% of remaining order

Cancellation of 151-249-day delegate packages / full board packages / room nights or participants

Number of days within event start The percentage of the contracted event that can be cancelled free of charge
Within 120 days before first arrival date The whole event/Room block* and any advances paid are refunded
119-90 days before first arrival date Up to 50% of original order
89-60 days before first arrival date Up to 25% of remaining order
59-30 days before first arrival date Up to 10% of remaining order
29-14 days before first arrival date Up to 5% of remaining order

Cancellation of 250+ day delegate packages / full board packages / room nights or participants

Number of days within event start The percentage of the contracted event that can be cancelled free of charge
Within 180 days before first arrival date The whole event/Room block* and any advances paid are refunded
179-150 days before first arrival date Up to 25% of original order
149-90 days before first arrival date Up to 10% of remaining order
89-30 days before first arrival date Up to 5% of remaining order

*For Thon Congress Gardermoen, own cancellation policy applies from 11 months up to 180 days before the event date.

  • The entire event can be canceled free of charge up to 11 months prior to the arrival date
  • Up to 75% of the event can be canceled free of charge up to 290-180 days before the arrival date
  • Other cancellation deadlines apply to other cancellation deadlines

All cancellations or changes to the event, even within the given time frames, are to be confirmed in writing by Thon Hotels, stating the new number of rooms, room nights, participants or other content to the event/event plan. No changes are valid until this is confirmed by Thon Hotels. If cancellations are made after the above-mentioned deadlines, the customer is charged 100 % of the Event Contract value of the whole event. Cancellations after less than 48 working hours before the event or non-attendance on the actual meeting day will be charged with 100 % of the agreed price incl. VAT. Agreed package prices are unit prices and cannot be split or changed before, during or after the stay.

Cancellation charges as listed above in this section, applies even if the contracted room block/Venue cannot be used as a part of, or for the entire event. This also applies if the customer or participants are unable to make use of their rooms/venue for whatever reason, also beyond the control of the customer (including force majeure). 

2.1 Long-term Contracts

For cancellation of the entire events/room blocks it must be done within 11 months prior to the date of arrival. If events/room blocks have been booked for several years in advanced, the hotel reserves the right to reconsider these. All prices include VAT. The VAT rate on meeting room hire and lodging has been reduced from 12 % to 8% as a temporary arrangement from 1 January 2020. Food and beverage remains at 25 %. Prices are based on a total order and settlement on a joint account. In case of multiannual agreements, the hotel reserves the right to renegotiate the agreement if the Event Contract of event/room blocks deviates largely from the original contract. For multiannual agreements and unless otherwise noted, the hotel reserves the right to adjust the price according to the annual increase in the consumer price index.

3. Details of event

No later than 14 days before the event/arrival date, the hotel shall have received all details from the customer that are of significance for achieving a successful implementation of the event, for example the programme, name list, choice of menu, wine, coffee breaks, technical equipment, etc.

4. Disposal of hotel rooms

Arrival and departure times shall be stated in advance. In the circumstance of a late arrival that has not been agreed upon (after 4pm local time), the hotel can cancel the reservation. The rooms can be considered ready for use after 3pm on the arrival day and the guests must have checked out by 12pm the departure day unless another arrangement has been agreed to. The customer will be charged for an extra night if the deadlines are not adhered to.

5. Special conditions

Placement of gifts, use of special equipment, set-up of decorations and posters, rising of flags/pennants, signposting etc. must be agreed and approved in advance. The law does not permit consumption of food and drink purchased elsewhere than on the hotel’s premises. The customer must ensure that the level of noise is kept at an acceptable and agreed level, and that the guests adjust to agreed times when it comes to termination of meetings, dining, music and dance.

6. Prices and forms for payment

Agreed prices are binding for both parties. Goods and services that exceed what is agreed in the Event contract will be charged in relation to the applicable price list. The hotel reserves the right to adjust the prices as a result of changed costs through raised taxes, fees and other conditions beyond the control of the hotel.

With change of more than 40% of the Event Contract value, the hotel reserves the right to review the prices. Payment is to be made in accordance to the Event contract. Credit must be agreed upon prior to the event. For our credit customers the invoice shall be paid at least 14 days after the invoice has been received, with overdue payment a supplement of 1% per month is charged and credit will be assessed on subsequent occasions. There is an invoicing fee of NOK 95 per invoice. If there is disagreement over the invoice this shall be paid by the due date and the organiser will if necessary be credited as agreed to. Invoices are not sent abroad.

7. Responsibility for participant bills

The customer is responsible to inform the participants of what is covered by the customer and what the individual must pay. The customer is responsible for any unsettled participant bills. If one or more participants fail to participate in planned events, this does not provide the right to a reduction in price.

8. Changes in the Event Contracts conditions

The responsibility lies with both the customer and the hotel to, as soon as possible, bring to attention and deal with conditions/circumstances that are of significance for the Event contract, terms and conditions and implementation of the event. Any special agreements and changes of significance for the event must be submitted in writing.

If a specific venue is reserved for parts of/or the entire event, including venues for dining, the hotel reserves the right to make logistical changes to the agreed setup and reservation, if the number of participants or other circumstances should change in a way that the use of the reserved space is no longer appropriate.

If the hotel/hotels under this agreement need upgrade, renovation or reparation on short notice, then Thon Hotels reserves the right to move the event/room block under this agreement to another hotel with similar standard at the same destination.

Information about a change of hotel shall be immediately informed about in writing, after decision regarding upgrade, renovation or reparation is taken by the Board of directors of Thon Hotels AS.

9. Responsibility for damages, theft etc.

The hotel is not responsible for the customer’s and any exhibitor’s property. A separate insurance is recommended. The customer is responsible for any damage inflicted on the hotel as a result by participants. The customer is also responsible for their own technical installations and for any possible inflicting of material or personal injury by these. When handing out keys to premises/venues/rooms, the recipient is responsible for locking when unattended. The hotel disclaims any responsibility for personal injury that is not a consequence of gross negligence on the part of the hotel. The hotel has general liability insurance.

10. Force Majeure

Events or circumstances beyond the control of the company (strike, lockout, fire, deficient deliveries etc.) provide the hotel with the right to cancel the agreement without responsibility to pay compensation. Cancellations shall be notified at the earliest opportunity.

11. Advance/Partial payment

Thon Hotels reserves the right to ask for up to 100% advance payment of the agreed services, paid to the hotel no later than 14 days before arrival. The hotel may request for a binding amount, which must be paid upon signing of the Event Contract. By binding amount it meant that it must be paid corresponding to 10% of the Event Contracts value, by signing the Event Contract for the event/room block. In the event of a cancellation, this amount will not be refunded.

12. Legal venue/Complaints

All disputes that may arise from this contract between the parties or between guests and the hotel shall be adjudicated in accordance with Norwegian law. If a dispute cannot be settled amicably, the court shall apply. For any complaints to be taken into consideration, they must be submitted as soon as possible and by the end of the event. Complaints caused by circumstances outside the hotel`s control must be directed to the customer.