General terms & conditions
GROUP STAY
Quotation
The quotation is made with the data provided by the customer. This quote is emailed from our booking tool. Upon receiving a quote you can take an option for a period of 7 days. If The Heerlijckyt receives another request we will contact you. We then request that you decide within 24 hours whether to convert the option into a reservation. After the period of 7 days, the option expires.
Booking
A booking is final when the offer, sent by The Heerlijckyt from our booking tool, is confirmed electronically by the customer.
There is a booking only for the numbers specified in the offer.
The final number of guests must be provided no later than 2 weeks prior to the arrival date. Additional bookings can only be allowed if there is still sufficient capacity.
Cancellation
You can find the cancellation terms on your quote.
Payment
The method of payment varies depending on whether it is an individual booking or a group/corporate booking. Individual bookings can be paid in advance by credit card. In exceptional cases, payment can also be made in advance via banktransfer.
For group or company bookings, an advance invoice is send for 20% of the total amount before the effective stay. After the stay, the remaining amount will be invoiced. If additional costs are incurred on site such as drinks from the bar, this will either be paid in cash upon departure, paid by credit card/payconiq or will be placed additionally on the invoice.
INDIVIDUAL STAY
Booking
Your reservation request can be made by e-mail and sent to onthaal@heerlijckyt.org. In reply you will receive all the necessary information and a payment request. The booking is final when you reply with your personal data and/invoice details.
Cancellation
As soon as a booking is final, the following cancellation terms are in effect*:
- cancellation between confirmed reservation and 11 working days in advance:
- 50% of your hotel room
- 0% for meals / day package / drink package
- cancellation between 10 and 4 working days in advance:
- 100% for your hotel room
- 0% for meals / day package / beverage package
- cancellations from 3 working days before your stay:
- 100% of your hotel room
- 100% for meals / day package / beverage package
* Also applicable in pandemic times or any other force majeure.
PAYMENT POLICY
If, as a customer, you require our invoices to be uploaded into a platform or proprietary software system, we are obliged to charge an additional administration fee of €25 per invoice. These fees are intended to compensate for the additional time and resources required to process and upload the invoices.
Invoices must be paid within 8 days from the invoice date. In this formula, we bill only the organiser and not the individual participants. For each overdue invoice, one reminder will be sent free of charge, allowing 14 calendar days to pay the invoice. In case the reminder is sent by letter, an additional 3 working days will be taken into account. Non-payment of the invoice on the due date will have the following consequences by law and without formal notice:
- The charging of interest at the rate of 1% per month.
- The debtor’s obligation to pay flat-rate compensation of 10% of the outstanding invoice, with a minimum of €65.
- Without prejudice to the late payment interest to be charged.
Complaints relating to the invoices or the services to which they relate should be communicated to us immediately by telephone or e-mail and thereafter within 5 days by registered letter. Any dispute or claim arising out of or in connection with the present agreement, whether concerning validity, interpretation, execution or cancellation of the agreement, shall be subject to the exclusive jurisdiction of the courts of the judicial arrondissement Hasselt.
CATERING
Since cooking is done for different groups, individualized cuisine is not possible. Certain intolerances and food allergies can be taken into account.
MEAL TIMES
Breakfast: 8.00u – 9.00u
Lunch: 12.30u – 13.30u
Dinner: 19u00-21u00
LIABILITY
The Heerlijckyt is not liable for loss or damage to property brought by guests. Any damage caused by the guests will be compensated by the guest.
PARKING
The Heerlijckyt is not liable for damage to vehicles. Mobile homes, vans and tents may only be placed on the spaces provided.
Who we are & how to contact us
Heerlijckyt van Elsmeren cvba
Weg op Halen 2
3450 Geetbets
+32 (0)11 69 68 75
info@heerlijckyt.org