Terms & conditions – Group accommodation bookings

Payment policy

Conditions are based on the chosen type of agreement.

Payment conditions BB agreement:

• Your company will guarantee payment of the overnight accommodation including city tax and breakfast.
• Three months prior to the event the total amount paid should equal 25% of the total amount due.
• Two months prior to the event the total amount paid should equal 50% of the total amount due.
• One month prior to the event the final amount due is requested.
• After the event and after receipt of all hotel invoices we will send you the final invoice with breakdown.
• All invoices need to be paid in full. In case the total reservation value has changed and effects the amount due this will be corrected in the following invoice.
• Any additional charges have to be paid by the guests upon departure.

Reservation policy

Reservation conditions:

• We would appreciate receiving the final rooming list mentioning the name of the guest, reserved hotel, the room type, arrival and departure dates at the latest 6 weeks before the event.
• In the case of a no-show on the confirmed arrival date, the hotel will keep the room available for arrival next day. The hotel is entitled to charge no show or late cancellation fees as per the cancellation conditions.
• Changes on reservations with arrival in the weekend or on Monday can only be processed if received before Friday 4 p.m. (Dutch time).

Cancellation policy

Cancellation conditions:

In conformity with Uniform Conditions of the Hotel Industry (UVH) the following cancellation conditions will apply:

• Room nights cancelled more than 3 months prior to the first arrival date ~ can be cancelled without charges
• Room nights cancelled less than 3 months prior to the first arrival date ~ 15% of the total accommodation price (*) will be charged to you
• Room nights cancelled less than 2 months prior to the first arrival date ~ 35% of the total accommodation price will be charged to you
• Room nights cancelled less than 1 month prior to the first arrival date ~ 60% of the total accommodation price will be charged to you
• Room nights cancelled less than 2 weeks prior to the first arrival date ~ 85% of the total accommodation price will be charged to you
• Room nights cancelled less than 1 week prior to the first arrival date ~ 100% of the total accommodation price will be charged to you

(*) the total accommodation price is the number of rooms x the number of nights reserved.

All other conditions are in conformity with the Dutch Uniform Conditions of the Hotel Industry (UVH).

Enquiries

All changes, additional rooms or cancellations can be made online or address all enquiries, requests for additional information, changes or cancellations of room reservations directly to AIDS 2018 Accommodation Department c/o RAI Hotel Services: [email protected].