Booking Terms Member

booking terms member

Introduction

The booking is valid provided that the booking is confirmed within one week.

Confirm by replying to this email and returning the file to us.
Planning details with desired times, any special dietary requirements, preferred seating arrangement, and billing address may be provided no later than 7 days before arrival via email to the booked venue.
For invoicing, we require your reference for this booking.
Payment terms for invoices are 10 days.

Cancellation of a conference/event or part thereof can always be made without additional cost if you as the customer notify United Spaces in writing of the cancellation no later than 14 business days before the start of the conference/event. If cancellation occurs thereafter, United Spaces will charge all or part of the total fee as stated in the agreement. If the company has incurred special costs as a result of the order, these shall be fully reimbursed by the customer.

Should you need to cancel all or part of the event, the following applies:

MEETING ROOM SIZE: 1-19 people

  • 0-3 BUSINESS DAYS = 100%
  • 4-7 BUSINESS DAYS = 0%
  • 8-14 BUSINESS DAYS = 0%

MEETING ROOM SIZE: 20 people or more

  • 0-3 BUSINESS DAYS = 100%
  • 4-7 BUSINESS DAYS = 90%
  • 8-14 BUSINESS DAYS = 75%


General Terms and Conditions for conferences, group bookings, and other events.

Definitions

An event is when premises are provided with or without accommodation and/or catering, e.g., for conferences, or for group and banquet hall bookings. The customer is the person – legal or natural – who is liable for payment for the event. The supplier refers to the facility that delivers the event. The value of an order is the agreed price for the entire order or the sum of the ordered number of participants multiplied by the agreed price per participant per day, and the price for specially ordered services. A booking agent is a company that arranges event bookings including or excluding payment processing for the booking.

Order

Beverage and food services are provided exclusively by United Spaces. Orders may be placed verbally or in writing. The supplier shall confirm receipt of an order in writing.

Special requests when ordering

If the customer has special requests regarding, for example, catering, special dietary requirements, technology, furniture arrangement, etc., this must be communicated at the time of ordering. The same applies if the customer requires special security arrangements.

Cancellation

Cancellation must be made in writing via email, which is confirmed as received by the facility. In the event of cancellation later than 14 business days before the first day of the event, the customer shall compensate the supplier with a certain percentage of the value of the order. The applicable percentage shall be stated in the supplier’s confirmation of receipt of the order. In the event of cancellation of part of the order, the compensation shall apply to the cancelled part.

Payment

The customer is responsible for all costs incurred according to the order. If participants are to pay individually, this must be approved by the supplier. Absence of participants from an ordered meal does not entitle a reduction in price. However, the customer is ultimately liable for payment if the participant does not fulfill their commitment. Payment shall be made according to agreement. If an agreement has been made for payment by invoice, the customer shall pay in full within 30 days from the invoice date. If the payment deadline is exceeded, the supplier has the right to charge late payment interest from the due date at the applicable reference rate plus eight percentage points.

Reservation for price changes

If the supplier wishes to reserve the right to price increases, the supplier must clearly state this in their written confirmation of receipt of the order. The supplier shall immediately inform the customer when price supplements occur.

Force Majeure

Strike, lockout, fire, explosion, war or similar state of war, significant restrictions in supplies, or other circumstances beyond the supplier’s control entitle the supplier to terminate the agreement without obligation to pay damages.

Liability for property/causing damage

The supplier has no strict liability for property stored in the supplier’s premises. Should it be proven that the supplier or its employees acted negligently or carelessly or otherwise were at fault in property being lost or damaged, the supplier is liable for the lost/damaged property, unless the property is of particularly high value for which we are not liable. The customer is, in turn, liable for damage that they themselves or their participants cause the supplier through negligence.

Disputes

To resolve disputes or ambiguities regarding conferences and other events, Visitas’ liability board is available to the parties free of charge. Visitas member companies have committed to following the liability board’s decisions.

Booking through an agent

If booking and payment are made through a booking agent, this company shall, without delay, keep the supplier’s money separated in a separate account until payment has been made to the supplier. This company shall also be accountable to the supplier for money it has received on the supplier’s behalf. No booking commission is paid to agents for member discounts.