TERMS OF RESERVATION AND CANCELLATION FOR GROUP ORDERS
Långvik Congress Wellness Hotel, later Långvik.
1. RESERVATIONS/CONFIRMATIONS
The basis for invoicing in events is the total number of participants confirmed or in case the number of participants increases from the confirmed number, the number of actual participants will be the basis for invoicing.
The reservation for meeting and conference facilities is made for the confirmed number of participants. If the number of participants is altered, Långvik has the right to change the reserved meeting or conference facility and renegotiate the details and costs of the event reservation.
2. CHANGES TO CONFIRMED RESERVATIONS
The client has the right to change the number of participants and accommodation rooms (the basis for invoicing) in a confirmed event latest on:
- 6-20 persons events fourteen (14) days before the start of the event at the latest
- 21-50 persons events twenty-one (21) days before the start of the event at the latest
- over 50 persons events thirty (30) days before the start of the event at the latest
Unused rooms from accommodation quotas will be charged according to the terms of cancellation.
Långvik reserves the right for price changes in case the total number of participants confirmed decreases under (14) days before the start of the event (6-50 persons events) over the margin of 10%, and under thirty (30) days before the start of the event (over 50 persons events) over the margin of 5%.
All changes and cancellations must be confirmed in writing.
3. TRANSFER OF RESERVATION
The reservation cannot be transferred to a third party without the consent of Långvik.
4. TERMS OF PAYMENT AND INVOICING
Accepted payment methods are invoicing, cash, credit card or debit card.
When paying while at Långvik, the client must provide credit card details (credit card number and expiry date) in advance to confirm the payment method.
Payment term is 14 days, penalty interest is 12%. All prices require a single bill for the group (= 1 invoice). Invoicing fee is added according to valid rates. The service fee is added in case there are changes to invoice after invoicing.
If each event participant pays for their own accommodation, the payment is due when checking out at the latest. All event costs will always be invoiced together. Långvik will not invoice individual persons for event costs.
5. CANCELLATION OF CONFIRMED RESERVATIONS
The reservation is confirmed upon the receipt of a written confirmation from the client. The client’s confirmation is binding. The client has the right to cancel the reservation by the following terms of reservation and cancellation:
MEETING / EVENT:
| Cancellation fee | Event for 6-20 persons | Event for 21-50 persons | Event for 51-100 persons | Event for 101-150 persons | Event for more than 150 persons or a private event at a restaurant |
| No fee | 14 days before event | 30 days before event | 50 days before event | 70 days before event | 90 days before event |
| 50 % of total order value | 7 days before event | 14 days before event | 30 days before event | 50 days before event | 70 days before event |
| 75 % of total order value | 3 days before event | 7 days before event | 14 days before event | 30 days before event | 50 days before event |
| 100 % of total order value | 1 day before event | 3 days before event | 7 days before event | 14 days before event | 14 days before event |
ACCOMODATION QUOTAS
| Cancellation fee | 1-14 rooms | 15-29 rooms | 30-49 rooms | 50+ rooms |
| No fee | 14 days | 30 days | 60 days | 90 days |
| 50 % of total order value | 7 days | 14 days | 30 days | 60 days |
| 100 % of total order value | 3 days | 7 days | 14 days | 30 days |
6. FACILITY CAPACITY
Currently during Covid-19 restrictions, in principle, 50% of the capacity of each conference room is used and 75% in each restaurant space, unless otherwise agreed.
7. FORCE MAJEURE
Conventional terms of cancellation are not valid in Force Majeure circumstances. Both parties, the client and Långvik, can then cancel the event free of charge. Force Majeure circumstances are i.a. state of war or emergency, natural disaster, fire, strike and decisions of the authorities that negatively affect markets and products (e.g. sales bans, restrictions, abnormal market conditions, etc.).