Meetings & events conditions

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

2. The contracts drafted 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 reallocate the meeting space at any time, provided that "Van der Valk Hôtel Selys" informs the client beforehand and that this reallocation does not affect the client's original requirements.

3. The use of the rooms is strictly limited to the activities specified on the booking 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 basic rate and the additional period of occupancy. 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 trigger a price adjustment. Any change to room setup on the day of the event will be charged at 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 contracted hours must be approved by "Van der Valk Hôtel Selys" and may incur additional fees, unless previously agreed.

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

8. The foyers of the meeting rooms are an integral part of the hotel's public areas and may therefore be shared with other guests.

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

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 of the Chef's choice.

11. The equipment of the rented meeting space includes fixed systems as well as the specific equipment for that space. Any additional service, the supply of equipment not included in the room's standard equipment, or any electrical system supplementary to the standard equipment will be subject to a separate price offer and billed as an extra. Any equipment provided by the client or one of their suppliers must be approved beforehand by "Van der Valk Hôtel Selys" technical services based on the client's submitted specifications at least one month before the event.

12. 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 billed additionally.

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

14. It is prohibited to apply posters on the wall, floor, or ceiling with glue, staples, or any other means. The costs of repairing damage resulting from non-compliance with these rules will be charged to the client.

15. The use of cold smoke, fireworks, confetti, glitter, artificial snow, non-biodegradable petals, colored powder, streamers, or any other element generating exceptional cleaning is prohibited without prior written agreement from the hotel. In case of non-compliance, the hotel reserves the right to charge additional cleaning fees, with a minimum flat rate of 250 € excluding VAT, without prejudice to any additional costs if cleaning or restoration exceeds this amount.

16. The full cost of repairing or replacing hotel 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.

17. "Van der Valk Hôtel Selys" can receive the client's parcels from 3 working days before the event date. To ensure parcel receipt, the client must clearly label the parcel with the event name, the organizer's name, the sales contact person's name, the hotel name and address, the event date, the event room name, and the number of parcels delivered. Any parcel not meeting the above conditions or sent before the required date may be refused. In the case of delivery of valuable equipment, the delivery date must be agreed upon before shipment. The client is responsible for the retrieval and shipping of the equipment after the event, within a timeframe agreed with the hotel. The hotel disclaims all liability for equipment left in the hotel after the event.

18. The client is in no way authorized to bring food or beverages to be consumed during the event, except by prior written agreement with the hotel. In this case, service fees, a corkage fee, or a food and drink fee will be charged by the hotel.

19. The client is required to be compliant with the Belgian Society of Authors, Composers and Publishers (SABAM) regarding the use of any kind of music within "Van der Valk Hôtel Selys". All costs related to SABAM rules are the client's responsibility. The hotel will forward all correspondence related to legal proceedings in case of non-compliance with SABAM rules to the client. The SABAM contact phone number is 32 2 286 82 11.

20. At no time may the noise level on the premises disturb the hotel's clientele or the immediate vicinity. "Van der Valk Hôtel Selys" reserves the right to limit the sound level in case of excess. The end time of each event is set, at the latest, at 2:00 AM.

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

22. The client will be informed, and it is their responsibility to inform participants, that it is not allowed to leave personal belongings unattended, neither in the hotel lobby, nor in the restaurant, nor in corridors and meeting rooms. The hotel cannot be held responsible for theft or disappearance of personal effects occurring in these places and in public areas in general.

23. It is advised to deposit valuables in the room's safe or at the reception. If the client fails to observe this obligation, "Van der Valk Hôtel Selys" disclaims all liability for the loss or theft of valuables.

24. The client will indemnify "Van der Valk Hôtel Selys" for all damages, claims, lawsuits, liabilities, judgments, costs, and expenses, either on a contractual basis, as a result of a tortious act, or due to non-compliance by the client or participants with any clause of this agreement, or as a result of any act of negligence or any voluntary or involuntary omission by the client, all participants, or their staff, agents, or subcontractors. The client has the responsibility to ensure that their subcontractors comply with the applicable social laws legislation.

25. "Van der Valk Hôtel Selys" cannot be held responsible for failing to meet its commitments due to force majeure cases beyond its control such as (non-exhaustive list): force majeure, war, government decision, terrorism, disaster, strikes, civil disorder, transportation or transportation equipment failure, 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 their subsidiaries without the prior consent of the other party. Consequently, the client agrees to use the exact logo, design, and wording of the "Van der Valk Hôtel Selys" intellectual property as per "Van der Valk Hôtel Selys" directives.

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 made available to the client.

28. To ensure the smooth run 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 starts.

29. Checking into the hotel is only possible from 3:00 PM on the planned arrival day per the contract. In case of arrival before this time, the hotel will do everything to make the room available but is not obliged to achieve this result. A participant arriving before this hour and wanting certainty about room availability upon arrival can pre-register the night before with an extra night's charge. Official check-out is at 12:00 PM. Extra fees may be charged for late check-out: a 50% room rate will apply for delays not exceeding 6:00 PM on the scheduled day.

30. Early departure: If the participant decides to leave the hotel before the scheduled departure date per the contract, the hotel reserves the right to claim payment at the conventional rate for the remaining nights due until the scheduled departure date.

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

32. The following advance payment conditions (deposits) apply to guarantee contracted services (accommodation, seminar packages, meeting rooms, catering, audiovisual equipment, and various). 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, payable no later than 10 days before the arrival date, to 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 written notification (email or letter) if deposits are not paid on time specified dates. In this case, the reserved rooms and meeting rooms may be resold. In the event of an increase in the contracted amount, "Van der Valk Hôtel Selys" may require payment of additional deposits in accordance with the payment scheme established above.

35. "Van der Valk Hôtel Selys" reserves the right to resell the rooms and meeting rooms if the contract is not returned signed, and initialed on each page, in its entirety on 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, with full right and without special notice:

1. a) Up to 90 days before the scheduled arrival date, the entire or part of the reservation may be canceled without fee.

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

3. c) Within 30 days and up to 3 working days before the scheduled arrival date, any cancellation will be subject, by default, to a flat fee equal to 75% (seventy-five) of the cancellation amount.

4. d) Within 3 working days before the scheduled arrival date, any cancellation will be subject, by default, to a flat fee equal to 100% (one hundred) of the cancellation amount.

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

The contract including accommodation and event is indivisible. The room list 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 guests. 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 no later than 20 days before arrival, the hotel reserves the right to release unoccupied rooms and charge cancellation fees. All cancellation notices must be received in writing from the client and will take effect

upon the date of receipt by the hotel. The written cancellation confirmation must clearly state which room and event needs are to be canceled.

Final payment

Final payment must be settled upon receipt of the invoice. To definitively confirm the reservation, kindly complete the contract and return a duly signed copy for agreement.

The client has read and agrees to the attached conditions, which form an integral part of the contract and gives their agreement.

Hotel bank details

Belfius Banque 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 as soon as they are received, unless different agreements are concluded by both parties.

2. Regarding their admissibility, all invoice complaints must be submitted in writing within 7 days following the invoice date. A total cancellation of the "rooms" section will result in a complete cancellation of the "event" section, unless otherwise stipulated.

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

4. If 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 flat 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 for prior formal notification before this notice.

5. The hotel reserves the right to cancel reservations by letter addressed to the organizer if the conditions stipulated in this agreement are not respected.

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

7. This contract is governed and must be interpreted in accordance with Belgian law. The parties irrevocably recognize that the Commercial Court of Liège will have exclusive jurisdiction to resolve any discussion arising from or related to this

agreement.

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 contract signing. If, later, a request is made to the hotel to modify 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 him.