Terms and Conditions
Article 1: Definitions
1.1 Location
The provider, in this case, Postillion Hotels BV and/or its affiliated legal entities, namely Postillion Hotel Amersfoort Veluwemeer, Postillion Hotel Arnhem, Postillion Hotel Deventer, Postillion Hotel Dordrecht, Postillion Hotel Utrecht Bunnik, Postillion Convention Centre WTC Rotterdam, Postillion Hotel Amsterdam, Postillion Hotel Amsterdam and Postillion Convention Centre Amsterdam, which provides meeting or conference accommodation and/or additional services and/or hotel rooms (10 or more), and/or individual hotel rooms, hereinafter referred to as: “LOCATION”.
1.2 Client
The (legal) person who has entered into an agreement with LOCATION regarding meeting or conference accommodation and/or additional services and/or hotel rooms (10 or more), hereinafter referred to as: “CLIENT”.
1.3 Guest
The (legal) person who has entered into an agreement with LOCATION regarding individual hotel rooms up to a maximum of nine per reservation, hereinafter referred to as: “GUEST”.
1.4 Reservation Value
Is the predetermined total sum of the fees for making meeting or conference accommodation available and/or the services to be provided, including the products and/or services to be purchased from third parties, and/or hotel rooms to be made available (10 or more) and/or individual hotel rooms.
1.5 Partnership Agreement
A Partnership Agreement is a framework agreement for a certain period between LOCATION and CLIENT, which includes all individual (partial) agreements to be concluded by them and to which individual agreements the provisions of the Partnership Agreement always apply.
1.6 Taxes
The quotation and/or agreement shows whether prices include or exclude VAT. In addition, the residence tax, if applicable, is specifically mentioned. No rights can be derived from the qualification made on this quotation and/or agreement as to whether or not the calculated VAT is deductible.
1.7 General Terms and Conditions
The General Terms and Conditions mean: these terms and conditions.
Article 2: Applicability
2.1 General Terms and Conditions
These General Terms and Conditions apply to all Partnership Agreements and (partial) agreements concluded between LOCATION and/or CLIENT and/or GUEST, with regard to the provision of meeting or conference accommodation and/or the services to be provided, including those provided by third parties, products and/or services to be purchased, and/or making available hotel rooms (10 or more) and/or individual hotel rooms, or use of one of the services or products of LOCATION.
2.2 Partnership Terms
If the specific partnership terms as laid down in the Partnership Agreement, where applicable, deviate in any respect from the General Terms and Conditions, the specific partnership terms will apply.
2.3 Privacy Statement
When using LOCATION’s services, sending an information request, registering for a newsletter, participating in a promotion, using our digital services, applying for a job, or otherwise contacting LOCATION, the personal data provided is collected and recorded by LOCATION. LOCATION is GDPR compliant. Further information regarding personal data can be found in our Privacy Statement.
2.4 Exclusion
The applicability of the general terms and conditions or other terms and conditions of the CLIENT is expressly rejected and excluded unless LOCATION expressly agrees in writing to (parts of) these latter terms and conditions in the relevant agreement.
2.5 Option Term
LOCATION may grant the CLIENT the option to withdraw the reservation of the meeting or conference accommodation and/or additional services and/or hotel rooms (10 or more) during a period to be determined by LOCATION (hereinafter referred to as the ‘Option Period’) without any costs being incurred by the CLIENT.
2.6 Shortening Option Term
LOCATION may shorten the (remaining) option period to 24 hours by notifying the CLIENT. In all cases, LOCATION may terminate the Option Term immediately, in which case no agreement will be concluded. In the latter case, LOCATION will do this while simultaneously offering a comparable meeting or conference accommodation and/or additional services and/or hotel rooms (10 or more), whereby the original Option Term, or at least the part that remains, will be offered and used.
Article 3: Establishment of Agreement
3.1 Agreement
An agreement, whatever its name, will only be concluded after explicit acceptance by LOCATION. This explicit acceptance is evident from a written confirmation from LOCATION, or from the fact that it carries out the agreement within 14 days. LOCATION’s obligations never go further than those confirmed in writing.
3.2 (Part) Agreement
An agreement between LOCATION and CLIENT can be concluded in parts. The rights and obligations of the parties are laid down in the (partial) agreement. The (partial) agreement is concluded when what has been agreed between the parties is confirmed in writing by LOCATION and sent to the CLIENT. In the event that the additional services are described in an attachment, the attachment will be deemed to form part of the agreement from the moment it is sent.
3.3 Changes and Adjustments
Changes or additions to the content of the agreement, including the general terms and conditions applicable thereto, are only effective if they have been recorded and agreed in writing between LOCATION and CLIENT.
3.4 Exhibitors and other participants
The provisions of these General Terms and Conditions apply, if and to the extent applicable, to exhibitors and other participants of the CLIENT. CLIENT is obliged to inform its exhibitors in writing of the relevant provisions of these conditions and to declare them applicable. CLIENT remains fully responsible towards LOCATION at all times and also (jointly and severally) liable for the (proper) compliance with these conditions by exhibitors and other participants. CLIENT indemnifies LOCATION against all claims from third parties arising from the violation of the agreement and/or these conditions by CLIENT, exhibitors, and other participants.
Article 4: Payments
4.1 Reservations
Reservations with a value under €1,000.00 (one thousand euros) must be paid immediately upon arrival at the LOCATION.
4.2 Down Payment
Reservations with a value of €1,000.00 (one thousand euros) or more must be paid in advance. In the event of an advance payment, this must be done according to the following schedule:
After concluding an agreement, the CLIENT must pay 10% of the reservation value.
- The CLIENT must have paid 50% of the reservation value no later than six weeks before the start of the event.
- The CLIENT must have paid 100% of the reservation value no later than two weeks before the start of the event.
- Deviating periods from the aforementioned terms can also be used and included in the quotation and/or booking confirmation.
4.3 Additional costs on location
Upon arrival at the LOCATION, the CLIENT may be asked for a credit card to guarantee additional costs. If payment is made with this credit card, the money will be debited immediately at the time of payment.
4.4 Cashless Payments
Our hotels and convention centres are cashless, which means that you cannot pay with cash. Only debit or credit cards can be used.
4.5 Payments afterwards via invoice and payment terms
Payment afterwards by means of an invoice is only possible if there is a Partnership Agreement (1.5). Payment of the reservation value, plus other costs incurred, must be made within the agreed period. If no terms have been agreed, payment must be made no later than 14 (fourteen) days after the invoice date.
4.6 Default
If the deposit schedule is not met, the LOCATION is entitled to immediately suspend or terminate the agreement at its discretion and to deny the CLIENT access to the meeting or conference accommodation and/or additional services and/or hotel rooms. If the agreement is cancelled by the LOCATION, the CLIENT will owe the LOCATION cancellation costs in accordance with the cancellation provisions as stated below. If any payment term is exceeded, the CLIENT owes the LOCATION interest of 2% per month on the amount due without further notice of default, with a minimum of €113.45 per calendar month or part thereof. All judicial or extrajudicial collection costs incurred by the LOCATION will also be borne by the CLIENT, with a minimum of 15% of the outstanding amount.
Article 5: Cancellations and/or Changes
5.1 Cancellations
The CLIENT has the right to terminate (cancel) the agreement with regard to meeting or conference accommodation and/or additional services and/or hotel rooms (10 or more). Complete or partial cancellation (including but not limited to a change in numbers) of the agreement by the CLIENT must be made in writing. The determination of the cancellation costs is based on the date of receipt of written confirmation by the LOCATION. The CLIENT owes the LOCATION no costs if notice of termination is given:
- a. More than 90 days before the booking date.
- b. 61 to 90 days before the booking date, 25% of the Reservation Value.
- c. 31 to 60 days before the booking date, 50% of the Reservation Value.
- d. 15 to 30 days before the booking date, 75% of the Reservation Value.
- e. 14 to 0 days before the booking date, 100% of the Reservation Value.
The CLIENT has the right to cancel 2% of the number of participants free of charge up to 24 hours before the collection date and time (the start thereof).
5.2 Cancellations of individual hotel rooms
The GUEST has the right to cancel individually booked hotel rooms (up to 9 rooms per reservation). Complete or partial cancellation of the agreement by the GUEST must be done in writing. This can be done free of charge up to 24 hours before arrival unless otherwise agreed and confirmed in writing when booking the hotel room(s). Within 24 hours, the GUEST owes the LOCATION the reservation value of the first room night of the booked stay. Non-guaranteed hotel rooms are held until 4:00 PM on the day of arrival.
5.3 No Show
If the GUEST or the CLIENT’s guest does not show up, the hotel room will be released at 2:00 AM the next day and the reservation value of the first room night will be charged to the GUEST or CLIENT.
5.4 Costs for third parties
If the CLIENT cancels an agreement in whole or in part, and if the LOCATION procures personnel, services, or goods from third parties on behalf of the CLIENT for the execution of the agreement, or if temporary staff are employed by the LOCATION, the CLIENT will be liable for the cancellation costs in addition to the amount due from cancellations, or to pay compensation or other amounts (such as wages) that the LOCATION will owe to these third parties.
Article 6: Force Majeure
6.1
Force majeure on the part of the LOCATION means any circumstance independent of the will of the LOCATION in the agreement, these General Terms and Conditions, and all other agreements linked to or resulting from this – even if this could already have been foreseen at the time the agreement was concluded – which permanently or temporarily prevents the fulfilment of the agreement, including, but not limited to, war, danger of war, civil war, riot, strike, fire, and other serious disruptions in the business of LOCATION, as well as the impossibility of fulfilling the agreement as a result of shortcomings of the persons and/or items engaged by the LOCATION to implement the agreement. In the event that the execution of the agreement is prevented as a result of force majeure, LOCATION is entitled, without judicial intervention, to either suspend the execution of the agreement or dissolve the agreement in whole or in part, without being obliged to pay any compensation.
6.2
The CLIENT will in any case not be able to invoke force majeure on its side in the event that important speakers, trainers, and/or chairmen do not appear, the number of visitors or participants is very disappointing, the necessary permits are not obtained, or similar circumstances occur. CLIENT must arrange for insurance that covers such risks.
Article 7: During Purchase of the Agreement
7.1 Equipment etc.
If, in the context of the agreement, the CLIENT wishes to use, for example, audiovisual equipment, stands, lighting, decoration and set pieces, computers, cabling, etc. (hereinafter “equipment”), these will be made available by the LOCATION as far as possible and unless otherwise agreed. They will be regarded as an additional service and included in the agreement. Bringing your own equipment or equipment from third parties, as well as operating equipment yourself or having equipment operated by third parties, requires the express written permission of the LOCATION; otherwise, this is not permitted. Except for intent or gross negligence, the LOCATION is not liable for damage resulting from the (non) operation and/or use and/or operation of equipment made available by it and operated by or on behalf of it. The LOCATION is not liable at all for damage resulting from the use and/or operation of equipment not made available by it.
7.2 Rental of other space
The LOCATION has the right to make available to the CLIENT a comparable meeting or conference room other than that which should be provided according to the agreement.
7.3 Catering
The CLIENT is obliged to purchase (services relating to) food and drinks (catering) from the LOCATION, or from a third party to be designated by the LOCATION. Any other form of catering requires the express written permission of the LOCATION.
7.4 Onderverhuur
The CLIENT is not permitted to sub-let or sub-let (any part of the) rented property to a third party or to use it for a purpose other than that previously announced to the LOCATION.
7.5 Permits
All permits related to the agreement/meeting must be applied for, obtained, and submitted by the CLIENT. The CLIENT bears the costs of applying for and/or maintaining the permits. The CLIENT indemnifies the LOCATION against claims from third parties.
7.6 Performance Rights
The CLIENT is responsible for obtaining performance rights and for paying all associated and related costs. The CLIENT indemnifies the LOCATION against claims from third parties.
7.7 Rental Period
The LOCATION has the right to vacate the rented property when the rental period has expired.
7.8 Room Layout
The rented meeting or conference accommodation will be delivered in the desired configuration as stated in the agreement. One setup conversion per day is included. Multiple and subsequent conversions will be regarded as an additional service and will entail additional costs.
7.9 Access
The LOCATION has the right at all times to refuse access to individuals.
7.10 Emergency Exit
Emergency exits, emergency lighting, fire extinguishing equipment, and fire alarms must not be blocked, hidden from view, or removed.
7.11 General authority to appoint
The CLIENT is generally obliged to follow the instructions of (staff of) the LOCATION with regard to the use of the rented property.
7.12 Changes to the rented property
7.12.1 – The CLIENT is not permitted to make changes to the rented property or to any other area of the LOCATION, to install large and/or heavy objects, or to hang decorations, signs, or posters without prior written permission from the LOCATION. The costs associated with hanging and removing the objects are borne by the CLIENT.
7.12.2 – The CLIENT is obliged at their own expense to remove the objects brought along and to return the used rooms and foyers to their original condition.
7.13 Nuisance
The CLIENT may not cause any nuisance or inconvenience to the LOCATION or third parties when using meeting or conference accommodation and/or additional services and/or hotel rooms. The CLIENT will ensure that third parties present on their behalf do not do this either.
7.14 House Rules
The CLIENT and/or its guests are bound to adhere to the LOCATION’s house rules, which are available at reception and on the LOCATION’s website.
Article 8: Liability
8.1
The LOCATION is not liable for damage and/or losses that the CLIENT or third parties may suffer in connection with or as a result of the non-execution, untimely, or improper execution of the agreement. This limitation does not apply if the damage is due to intent or gross negligence on the part of the LOCATION or its managerial subordinates.
8.2
The CLIENT indemnifies the LOCATION against all claims from third parties related to the agreement.
8.3
The CLIENT will fully indemnify the LOCATION for all damage to property and persons that may arise for the LOCATION, the LOCATION’s staff, or its executors from or as a result of actions on the part of the CLIENT, its staff, visitors to the accommodation, or participants in the event organised there, or other persons on behalf of whom the CLIENT has concluded the agreement with the LOCATION.
8.4
The CLIENT indemnifies LOCATION against claims from third parties regarding infringement of copyrights and/or industrial property rights as a result of services to be provided by LOCATION for the benefit of the CLIENT.
8.5
LOCATION is not liable for the loss of goods belonging to the CLIENT or goods delivered by third parties on behalf of the CLIENT.
Article 9: Duty of Confidentiality
The CLIENT is bound to maintain the confidentiality of the contents regarding these and other agreements between the CLIENT and the LOCATION and everything related thereto. The CLIENT is prohibited from sharing or communicating the contents of this agreement or other agreements between the CLIENT and the LOCATION to third parties in any way, directly or indirectly, in any form, either during the collaboration or after its end.
Article 10: Applicable Law and Disputes
Every agreement between the LOCATION and the CLIENT is exclusively governed by Dutch law. All disputes arising from or related to the agreement to which these terms and conditions apply, or the relevant terms and conditions themselves and their interpretation or implementation, both of a factual and legal nature, that may arise between the parties will be settled exclusively by the competent civil court of Amsterdam. This applies except insofar as mandatory rules of relative competence would prevent this choice.