Conditions meetings & events

1. The offer from "Van der Valk Hôtel Selys" must be confirmed in writing. An order cannot be considered final without having been confirmed in writing beforehand by "Van der Valk Hôtel Selys".

2. The contracts drawn up by the "Van der Valk Hôtel Selys" are based solely on its own standard and specific general conditions. Any other condition is applicable only if explicitly accepted and confirmed in writing by the "Van der Valk Hôtel Selys".

1. RESERVATION CONDITIONS

2. "Van der Valk Hôtel Selys" reserves the right to reassign the meeting space at any time, provided that "Van der Valk Hôtel Selys" informs the client beforehand and that this reassignment does not in any way affect the client's original requirements.

3. The use of the rooms is strictly limited to the activities specified on the reservation form.

4. If the client occupies the room outside the period stipulated in the contract, they are required to pay an additional amount, set proportionally to the base price and the additional occupancy period. The possibility of occupying the room outside the period stipulated in the contract is subject to availability and may be refused by the hotel.

5. Any change from the intended use will automatically result in a price adjustment. Any changes to the room setup on the day of the event will be charged 250 EUR per hour of work per person and cannot be guaranteed.

6. The seminar package is a price per person per day including VAT. Any use of the main meeting room outside of the contracted hours must be approved by "Van der Valk Hôtel Selys" and may incur additional charges, unless agreed upon in advance.

7. The size of the main meeting room or the largest of the reserved meeting rooms directly depends on the number of seminar packages contracted.

8. The lobbies of the meeting rooms are an integral part of the hotel's public spaces and can therefore be shared with other guests.

9. All buffets are served for a minimum of 30 billed people, except for sandwich buffets (minimum of 10 people).

10. The client is required to confirm in writing the menu and/or buffet choices no later than 7 days before the start of the event. Otherwise, the menu and/or buffet will be at the Chef's discretion.

11. The rented meeting space equipment includes the fixed systems as well as the specific equipment for the space in question. Any additional service, the provision of equipment not included in the room's standard equipment, or any electrical system complementary to the standard equipment will be subject to a separate price quote and will be charged as a supplement. Any equipment supplied by the client or one of their suppliers must be approved in advance by the "Van der Valk Hôtel Selys" technical services based on the characteristics submitted by the client at least one month before the event.

12. The IT needs (WI FI access, VPN) must be submitted for approval no later than 1 month before the event in writing. Any specific installation equipment not included in the standard meeting room will be subject to a separate price offer and will be charged additionally.

13. The complete details of decoration, display, or technical installation projects must be submitted to the hotel for prior approval. The hotel declines all responsibility for materials brought into the hotel by the client. At the end of the event, the client agrees to remove all their installations at their own expense so that the premises are left in their original state, within a timeframe agreed upon with the hotel.

14. It is prohibited to apply posters on the wall, floor, or ceiling using glue, staples, or any other method. The cost of repairing damages resulting from failure to comply with these rules will be charged to the client.

15. The total cost of repair or replacement of the hotel's property will be charged to the client, whether the damage was caused directly by the client or by one of their subcontractors or any other participant.

16. "Van der Valk Hôtel Selys" can receive customer's packages starting from 3 business days before the event date. To ensure proper receipt of the package, the customer is required to affix the following information on the package: the name of the event and the organizer, the name of the contact person from the sales department, the name and address of the hotel, the date of the event, the name of the event room, and the number of packages delivered. Any package not meeting the above conditions or sent before the requested date may be refused. In case of delivery of valuable equipment, the delivery date must be agreed upon before sending. The customer is responsible for the retrieval and shipping of the equipment after the event, within a period agreed upon with the hotel. The hotel declines all responsibility for equipment left in the hotel after the event.

17. The client is in no way authorized to bring food or drinks to consume during the event, unless a prior written agreement is made with the hotel. In this case, service charges, a corkage fee, or a handling fee will be claimed by the hotel.

18. The client is required to comply with the rules of the Belgian Society of Authors, Composers, and Editors (SABAM) when using music of any kind within the "Van der Valk Hôtel Selys." All fees related to SABAM rules are the responsibility of the client. The hotel will forward to the client all correspondence related to legal procedures in case of non-compliance with SABAM rules. The contact phone number for SABAM is 32 2 286 82 11.

19. At any time, the noise level on the premises may not disturb the hotel's clientele or the immediate neighborhood. "Van der Valk Hôtel Selys" reserves the right to limit the noise level in case of excess. The end time for each event is set, at the latest, at 2:00.

20. To ensure that appropriate arrangements are made for any "sensitive" or "high-value" event, "Van der Valk Hotel Selys" reserves the right to require the signatory to provide a professional security service for the entire duration of the event.

21. The client will be informed, and it is their responsibility to inform the participants, that it is not permitted to leave personal belongings unattended in the hotel lobby, restaurant, hallways, or meeting rooms. The hotel cannot be held responsible for theft or disappearance of personal belongings occurring in these places and in public areas in general.

22. It is recommended to deposit valuables in the room safe or at the reception. If the customer fails to observe this obligation, "Van der Valk Hôtel Selys" declines all responsibility for the loss or theft of valuables.

23. The client will indemnify "Van der Valk Hotel Selys" for all damages, claims, lawsuits, liabilities, judgments, costs, and expenses, either based on the contract, as a result of a tortious act, or due to failure by the client or the participants to comply with any clause of this agreement, or as a consequence of any negligent act or any willful or unintentional omission by the client, all participants, or its staff, agents, or subcontractors. The client is responsible for ensuring that its subcontractors comply with current social laws.

24. "Van der Valk Hotel Selys" cannot be held responsible for failing to meet its commitments due to force majeure events beyond its control such as (non-exhaustive list): force majeure, war, government decision, terrorism, disaster,

25. strikes, civil disorder, failure of transport or transportation equipment or any other emergency or event beyond its control.

26. Nothing in this contract will give either party the right to use the names, logos, trademarks, copyrights, or other industrial or intellectual property rights belonging to the other party or its affiliates without prior consent from the other party. Consequently, the client agrees to use the exact logo, design, and phrasing of the intellectual property of "Van der Valk Hôtel Selys" according to the directive of "Van der Valk Hôtel Selys"

27. "Van der Valk Hôtel Selys" reserves the right, without prior notice or compensation, to cancel any contract violating moral or conduct values, public order, and/or the appropriate use of the spaces provided to the client.

28. To ensure the smooth running of the event, the client will inform "Van der Valk Hôtel Selys" in writing of the exact number of people attending the event no later than 2 weeks before it begins.

29. Check-in at the hotel will only be possible from 3:00 PM on the day of arrival specified in the contract. In case of arrival before this time, the hotel will do its utmost to make the room available, but is not under an obligation to guarantee it. A participant arriving before this time and wanting to be certain about the availability of the room upon arrival has the option to pre-register the previous night for an additional night's charge. Official check-out is at 12:00 PM. Additional fees may be charged in case of late check-out: a rate of 50% of the room price will be applied for delays not exceeding 6:00 PM on the scheduled day.

30. Early departure: If the participant decides to leave the hotel before the departure date stipulated in the contract, the hotel reserves the right to claim payment, at the agreed-upon rate, for the remaining nights due until the departure day specified in the contract.

31. "Van der Valk Hôtel Selys" does not guarantee the absence of the client's competitors during the event.

32. The following early payment conditions (deposits) apply to guarantee the contracted services (accommodation, seminar packages, meeting rooms, catering, audiovisual equipment, and miscellaneous). A deposit of 75% of the total contracted amount must be paid in full after signing the contract (on the date stipulated in the contract), and full prepayment of the event may be required, to be paid no later than 10 days before the arrival date, into the hotel's account:

33. Belfius Bank sa // IBAN BE39 0689 3437 1119: - SWIFT (BIC): GKCCBEBB.

34. "Van der Valk Hôtel Selys" reserves the right to cancel the contract with immediate effect upon sending written notification (email or letter) in the event that deposits are not paid on the scheduled dates. In this case, the reserved rooms and meeting rooms may be resold. In the case of an increase in the contracted amount, "Van der Valk Hôtel Selys" may require additional deposits in accordance with the payment schedule established above.

35. "Van der Valk Hôtel Selys" reserves the right to resell the rooms and meeting spaces if the contract is not returned signed, and initialed on each page, in its entirety by the date mentioned in the contract.

CANCELLATION CONDITIONS

In the event of cancellation or reduction of accommodation and/or services related to the event or seminar, the hotel reserves the right to apply the following conditions, by right and without special notification:

1. a) Up to 90 days before the scheduled arrival date, the whole or part of the booking can be canceled without compensation.

2. b) Up to 30 days before the scheduled arrival date, any cancellation will be subject, by right, to a fixed compensation payment equal to 50% (fifty) of the cancellation amount.

3. c) Within 30 days and up to 3 business days before the scheduled arrival date, any cancellation will be subject, by right, to a fixed compensation payment equal to 75% (seventy-five) of the cancellation amount.

4. d) In the 3 business days preceding the scheduled arrival date, any cancellation will be subject, by right, to a flat-rate compensation payment equal to 100% (one hundred) of the cancellation amount.

Moreover, the aforementioned cancellation conditions and any other terms of this agreement will also apply to the organizer's expenses when participants are responsible for paying for their room, breakfast, and supplements, and do not show up. "No shows" and unexpected departures will be charged based on the contractually planned room block on a day-to-day basis. An increase in the room block confirmed after the contract is signed is subject to the cancellation conditions listed above.

The contract including accommodation and event is indivisible. The list of rooms must be sent to the hotel 20 days before the arrival date. This list must specify the total number of rooms per night and the names of the occupants. Additional rooms can be requested in writing and their availability is subject to the hotel's prior agreement. If the hotel does not receive the complete room list at least 20 days before arrival, the hotel reserves the right to release unclaimed rooms and charge cancellation fees. All cancellation notices must be received in writing from the client and will take effect

from the date of receipt by the hotel. The written confirmation of cancellation must clearly specify which room and event requirements need to be canceled.

Final payment

The final payment must be settled upon receipt of the invoice. In order to definitively confirm the reservation, we would be grateful if you could complete the contract and return a duly signed copy to us for approval.

The client has taken notice of and accepts the attached conditions, which are an integral part of the contract and gives their agreement.

Bank data Hotel

Belfius Bank sa

Boulevard Pachéco 44

B-1000 Brussels Belgium

BIC Code (Swift): GKCCBEBB

IBAN Code : BE39068934371119

GENERAL CONDITIONS

1. All our invoices are payable in Euro at the hotel's address in cash and without discount and must be paid upon receipt, unless other agreements are made by both parties.

2. As for their eligibility, all complaints regarding invoices must be submitted in writing within 7 days from the invoice date. A total cancellation of the "rooms" section will result in a complete cancellation of the "event" section, unless stated otherwise.

3. If the invoice has not been paid by the due date, interest of 1% will be legitimately and automatically due, without prior notice. In the absence of payment of any invoice by the due date, the total remaining amount will be automatically due without prior notice.

4. In the event that the client does not pay the due invoice, "Van der Valk Hôtel Selys" will increase the amount due by 15% with a minimum of 400 EUR as a fixed penalty clause. In such a case, the hotel reserves the right to immediately cancel any future reservations without cost or compensation, and to terminate the contract with immediate effect from the notice - sent by registered mail - of its decision to cancel. Without the need to send a formal notification before this notice.

5. The hotel reserves the right to cancel the reservations by letter addressed to the organizer, in the event that the aforementioned conditions of this agreement are not respected by them.

6. This agreement is valid only if it has been signed by the client and accepted by the hotel.

7. This contract is governed by and shall be construed in accordance with Belgian law. The parties irrevocably acknowledge that the Commercial Court of Liège shall have exclusive jurisdiction to resolve any disputes arising from or in connection with this

agree.

8. All prices mentioned in this contract include VAT. VAT and other taxes may be subject to change due to modifications in local legislation.

9. The invoice will be issued according to the billing address, VAT number, and reference provided at the contract signing. If a request is later made to the hotel to change this information, "Van der Valk Hôtel Selys" reserves the right to charge an additional 50.00 EUR per invoice for administrative fees.

The organizer's attention has been fully drawn to the aforementioned conditions which are fully included in this agreement and he agrees to comply with them.

The organizer confirms that the person signing this agreement has the authority to bind it.