Reserve a meeting

AMENDMENT OF THE AGREEMENT
Any booking or schedule changes, confirmed in writing (email or letter) will be subject to the general terms and
conditions of sale of HASHOTEL and will result in an amendment to the agreement.
● TERMINATION FOR CAUSE
Without limiting a party’s rights to terminate for cause or convenience as otherwise provided for in the
Agreement, each party may terminate the Agreement without liability to the other party upon the occurrence of
any of the following conditions and upon written notice to the other party: By Client: Hotel’s material breach of
any material term or condition of the Agreement. Client’s right to terminate for cause will be in addition to, and
will not limit, Client’s right to other legal remedies for breaches of the Agreement. Any change at Hotel in
branding, affiliation, ownership, or management company. In the case of any foregoing change, Hotel will notify
Client in writing at least thirty (30) calendar days prior to the change.
● FINANCIAL OBLIGATIONS
All consolidated bills and invoices are payable in cash and are not subject to discount. They automatically and
without notice of default bear contractual interest at 1% per month from the due date (i.e. the billing date) until
the date on which payment is made in full. In addition, from the first notice of default, a fixed compensation of
10% of the amount of the bill or invoice, with a minimum of €150, will be automatically due. Any remark or
complaint concerning billing must be made within eight (8) days of the issuance date to the management of our
conference department. Otherwise, the invoices will be considered accepted.
● EVENTS AGENCY AND OTHER SERVICE PROVIDERS
Any bill received from a supplier, events agency or other intermediary will be invoiced directly to the customer.
This includes, for example, customs fees and registered or express delivery fees.
● DAMAGE
The customer agrees to compensate HASHOTEL for any damage caused by them or their guests to people, the
building, furniture or equipment of HASHOTEL and the places accessible to the public, upon presentation of the
damage report.
● FORCE MAJEURE
Neither party will be liable for non-performance of this Agreement if force majeure events make it unlawful or
impossible to hold the Event at the property.
Force majeure or fortuitous events are those usually considered by the case law of the courts and tribunals of
Hasselt as well as the following events:
war, riot, fire, internal or external strikes, lock-out, occupation of one of the parties' premises, adverse weather
conditions, earthquake, flood, water damage, legal or governmental restrictions, legal or regulatory changes in
the forms of marketing, accidents of any kind, pandemic, illness affecting more than fifteen (15) % of one of the
parties' staff in a period of two consecutive months, power failure, partial or total shutdown of the Internet
network and, more generally, of private or public telecommunications networks, road blockages and supply
impossibilities and any other event beyond the parties' express control preventing the normal performance of
this agreement.
The party affected by a case of force majeure must immediately notify the other party by e-mail or by any other
means, confirmed by registered letter with acknowledgement of receipt, and must produce supporting
documents. The other party reserves the right to verify and check the accuracy of the facts. Should either party
claim force majeure, it must do its utmost to reduce the harmful effects of this situation to the greatest possible
extent.
● DAMAGES AND INFRINGEMENTS
The customer agrees to indemnify HASHOTEL its affiliates and its employees, agents and subcontractors, from all
claims, lawsuits, claims for damages, liabilities, judgments, costs and expenses (including normal consulting fees),
arising out of a breach by the customer or a participant in the event or arising out of a deliberate malicious act
or negligence or omission by the customer or an event participant or a member of the customer's staff, their
agents or their subcontractors.
● COMPETING OFFERS
HASHOTEL reserves the right to grant a delay of 48 hours to receive the signed reservation agreement if another
party is about to sign an agreement for the same date.
● REALLOCATION OF ROOMS
HASHOTEL reserves the right to reallocate any conference and/or catering space while respecting the needs of
the customer's program.
● CHANGE OF SET-UP / ON-SITE CATERING
Any change in the set-up of meeting rooms or catering arrangements made less than 24 hours before the date
of arrival and differing from what has been agreed with the "Conference & Conventions Service Manager" will be
subject to a surcharge of 10 euros per person attending the event.
● BUFFET
HASHOTEL requires a minimum of 40 participants at the property in order to guarantee/serve lunch and dinner
in buffet format, as described above. If this is not the case, a 3-course lunch or dinner will be offered as an
alternative.
● PERSONALISATION OF YOUR EVENT AND PROMOTIONS
Please contact your "Conference & Conventions Service Manager" for more information. Any advertising or
promotional material that makes reference to the name or logo of HASHOTEL apart from a simple reference to
the event venue, is subject to the review and approval of HASHOTEL.
● EXTERNAL SERVICES
Any external service rendered by HASHOTEL on behalf of the customer's event will be subject to an additional
deposit corresponding to 100% of the services requested. The customer must sign a waiver of responsibility for
HASHOTEL for any external activities. All the spaces necessary for any indoor or outdoor team building activity
must be booked in advance with HASHOTEL Please contact your "Conference & Conventions Service Manager"
for more information.
Notwithstanding the provisions below on audiovisual services, if the Customer intends to use external service
providers or subcontractors on the premises or grounds of HASHOTEL for their event, including but not limited
to a hospitality company, audiovisual services, decorators or others, the Customer must inform HASHOTEL of
their intention to use these service providers at least 14 calendar days before the event. HASHOTEL reserves the
right to refuse external service providers or subcontractors at any time. All external service providers and
subcontractors must accept the applicable terms and conditions of HASHOTEL health and safety rules and all
other applicable rules and regulations. External service providers expressly acknowledge and accept that
HASHOTEL will not be held liable for any damage to or in connection with the equipment of external service
providers, nor for the payment of their invoices.
All external service providers must provide proof of insurance in an amount acceptable to HASHOTEL (the
amounts and types of insurance may be changed or increased at the sole discretion of HASHOTEL . based on the
type of services the external service provider will perform) before being allowed to provide services at the
premises of HASHOTEL
HASHOTEL also reserves the right to ask any external service provider or subcontractor to leave the premises if
they do not comply with the company's internal rules and regulations, the applicable terms and conditions, the
local and international laws in force, including health and safety rules, and/or do not behave in accordance with
the instructions of HASHOTEL
● NON-SMOKING ESTABLISHMENT
In accordance with Belgian law, all our spaces are classified as non-smoking zones. HASHOTEL reserves the right
to expel any person whose behaviour is incompatible with this rule from its premises.
● BELGIAN LEGISLATION
Any agreement between HASHOTEL and the customer, as well as any related dispute, will be subject to Belgian
law (excluding conflict of jurisdiction rules under private international law). The customer undertakes to obtain
information about prevailing Belgian legislation at the time of the event.
● JURISDICTION CLAUSE
Any dispute relating to this agreement will be subject to the sole jurisdiction of the courts of Hasselt Belgium.
● PARKING
HASHOTEL . assumes no responsibility as custodian and declines all liability on any grounds whatsoever for any
damage, particularly resulting from accidents, theft, damage or deterioration, even partial, which may occur in
parking areas. Vehicles parked in the parking area are left at the owner's risk and under their sole legal
responsibility.
● AUDIOVISUAL AMENITIES
HASHOTEL provides a free Wi-Fi connection throughout the premises. A supplement may be required
depending on usage needs. If the customer wishes to bring an external audiovisual company, HASHOTEL will
charge extras.
● PAYMENT
HASHOTEL only accepts payments by electronic bank transfer. Cheques are not accepted. If a dispute arises over
payment, the undisputed amount must in any case be paid immediately and the parties will try to resolve any
disputed amounts in good faith without delay. Contested amounts must be communicated in writing to
HASHOTEL no later than eight (8) days from the date of issue of the bill. Full payment must be made within thirty
(30) days of receipt of the final bill.
● TAXES AND VAT
Due to changes in legislation, taxes and VAT rates may be subject to modification from time to time.
● UNISONO
If music is to be played at HASHOTEL the customer is required to be in good standing with UNISONO, which can
be contacted on 02 286 82 11. If any costs are incurred in connection with this process, they will be borne
exclusively by the customer and the customer will be financially liable to HASHOTEL in the event that fines, costs,
damages, claims or any other expenses are incurred as a result of failure to pay UNISONO's fees.
● SOUND LEVEL
The sound level should not be disturbing for the hotel guests and the immediate surroundings. HASHOTEL
reserves the right to limit the volume if it is too loud. HASHOTEL reserves the right to check the volume at any
time and, at its sole discretion, to ask any service provider or subcontractor who does not comply with its
instructions to leave.
● SECURITY
HASHOTEL reserves the right to require the customer to employ a professional security service throughout the
event, if the event involves a particularly critical or significant value, in order to ensure the smooth running of the
event. These services will be borne by the customer.
HASHOTEL requires the customer to engage a security service for every function held from 10 pm until late,
depending on the number of participants.
Any such security staff will not be permitted to carry weapons and will be required to comply with all applicable
laws. The customer agrees to comply with all applicable laws, including health and safety regulations.
● LIABILITY
The customer is responsible for requesting the property to lock meeting rooms. HASHOTEL will not be held
responsible for any event-related materials left at the property unattended.
In case HASHOTEL breaches one or more of the provisions of the agreement, it can only be held liable for the
value of the services not performed and up to the limit of the sums actually received for each of these services. In
any event, HASHOTEL will not be liable for more than the total amount actually paid to HASHOTEL . by the
customer.
HASHOTEL will not be liable for any indirect loss or loss of profit, turnover, customers, revenue forecasts or
savings suffered by the customer and resulting directly or indirectly from a breach of this agreement by
HASHOTEL or from the performance of any of the provisions of this agreement.
None of the provisions of this agreement will exclude or limit either party's liability for fraud or gross negligence
or for death or personal injury.
● NON-COMPETITION CLAUSE
HASHOTEL cannot guarantee the absence of competing organisations of the customer during the event.
● SUCCESSORS AND ASSIGNS
The customer's commitments will be binding on their successors and assigns. If the Customer assigns, sells,
transfers, pledges or otherwise disposes of all or substantially all of its assets (an "Assignment"), whether by legal
obligation or otherwise, this agreement and the obligations it contains will also be assigned to and assumed by
the successor, subject to approval by HASHOTEL If such an Assignment is contemplated, the customer agrees to
notify HASHOTEL at least thirty (30) days before the date on which the Assignment transaction is to be
concluded by the entities concerned. HASHOTEL will then have twenty (20) calendar days to notify the customer
of its decision to approve the Assignment.
● INSURANCE
The customer is recommended to take out an insurance policy with a company specialised in this field to cover
all the financial consequences linked to its civil liability in the context of the performance of this agreement.
● AVAILABILITY AND RATES
Both the availability and any rates offered in relation to catering and meeting rooms are contractually linked to
the number of rooms originally booked. In case of a considerable cancellation in the number of rooms,
HASHOTEL cannot guarantee the availability of meeting rooms and reserves the right to adjust the rates.
● DATA PROTECTION
All processing of personal data carried out in relation to this agreement will be in compliance with Regulation
(EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals
with regard to the processing of personal data and on the free movement of such data, and repealing Directive
95/46/EC (General Data Protection Regulation) – "GDPR". Each party represents and warrants to the other party
that it will strictly adhere to the GDPR in any processing of personal data carried out in connection with this
agreement. Barring any clause to the contrary, the parties will not incur any contractual liability under this
agreement to the extent that compliance with the GDPR would prevent them from performing any of their
obligations under this agreement.