Booking and cancellation terms for groups

Booking and cancellation terms for Manor & Spa Hotel Haikko for Groups

Application area and special conditions

The terms and conditions apply to the services of Hotel Haikko Oy / Manor & Spa Hotel Haikko (hereinafter referred to as the hotel or Haikko). These terms apply to bookings made by companies, associations, and similar entities, as well as group bookings made by at least 9 individual persons. The group booking terms also apply to individual bookings made from the group room block, unless a specific agreement has been made.

The hotel has the right to use special terms differing from these terms if the use of special terms can be justified by a large group or number of room nights, hotel-specific special events and holidays, seasonal variations, or related ancillary services. When subcontractors' services are used, the subcontractors' terms of agreement apply.

Reservation details

If the reservation includes different room night and number of people, the conditions of the larger quantity will apply.

Number of persons / room night	Confirmation of the number of guests or room nights	Refreshments, guest list, room allocation, schedule, and other requests.	Last minute change to the confirmed quantity (included in the billing)
all 80	at the latest 14 days before the event begins	at the latest 14 days before the event begins	-10% at the latest 2 business days before the event.
80 – 119	at the latest 1 month before the event starts	at the latest 14 days before the event begins	-10% at the latest 2 business days before the event
120 or more	at the latest 2 months before the event begins	at the latest 14 days before the event begins	- 20% 1-2 months before the event (from the confirmed quantity 2 months before the event) - 10% off for all orders of 1,000 units or more, and at the latest 2 business days before the event. (1kk before the confirmed amount of attendees)

Haikko has the right to change the aforementioned terms on a reservation-specific basis.

Last minute changes

After the confirmation deadlines for group reservations, it is possible to reduce the number of room nights and the number of people for ordered services by the aforementioned percentage. Haikko will also take the change into account in the billing if it has been notified to our sales service by the aforementioned time.

If the actual quantity is greater than the confirmed quantity, the subscriber will be invoiced for the actual quantity.

The reservation is valid for the confirmed number of persons. The hotel has the right to choose a space suitable for the number of participants. In case the number of persons decreases significantly, Haikko has the right to change the space to match the number of persons or charge an additional space rental fee, as well as to renegotiate the details and costs of the event.

Rooms

A room quota (number of rooms for the group) can be reserved for a group, for which the hotel will release the rooms on a reservation-specific release date. On the release date of the quota, the rooms will be automatically released for sale by the hotel. After this, the room can be reserved at the daily rate or at the company's agreed rate based on availability. Individual rooms reserved from the quota will follow the group's contract and cancellation terms unless a special agreement has been made.

Food and drinks

Manor & Spa Hotel Haikko has the exclusive right to serve meals and drinks at the event. All indoor and outdoor areas of the hotel are licensed premises, and consuming own drinks is prohibited under the Finnish alcohol law.
We reserve the right to adjust restaurant prices as the general cost level rises.

Payment terms and methods

Invoicing is based on the services confirmed by the customer according to the above-mentioned terms. The products and services include the currently applicable value-added tax rate. We reserve the right to make changes to the prices.

Group reservations always have a group invoice (= one invoice/group). If participants pay for their room and/or other services at Haikko themselves, the payment must be made on-site by bank card, credit card, or cash.

If no other payment terms have been agreed upon, the subscriber will pay on-site by bank card, credit card, or cash. When making the payment on-site, the subscriber will provide the hotel in advance with the subscriber's credit card number and the card's expiration date to confirm the reservations. If the value of the reservation is over €3000, the hotel will invoice approximately 90% of the estimated total amount in advance no later than 14 days before the event. The remaining payment will be made on-site.

If the company has a valid invoicing agreement with Haikko, the invoice can be sent to the subscriber afterwards. The invoice will include a contract-specific invoicing fee. Haikko may, if necessary, issue a full or partial advance invoice for the reservation.

Reservation transfer

The reservation cannot be transferred to a third party without written approval from Haikko.

Cancellation terms (cancellation of the entire event)

The booker has the right to cancel the entire reservation before the start of the event under the following conditions:

Number of persons / room night	Charge 0%	Charge 50%	Charge 100 %
at 8 pm	Cancellation must be made at least 14 days before the event.	Cancellation 7 - 13 days before the event starts	Cancellation within 7 days before the event starts
Twenty - seventy-nine	Cancellation at the latest 30 days before the event.	Cancellation 14 - 29 days before the event starts	cancellation within 14 days before the event starts
80 or more	Cancellation at the latest 3 months before the event starts.	Cancellation must be made at least 1 - 3 months before the event.	Cancellation within 30 days. before the event starts

Haikko has the right to change cancellation terms on a reservation-specific basis.

If the reservation includes different room night and number of people, the conditions of the larger quantity will apply. For example:
You have booked a meeting for 30 people for three days and 30 hotel rooms for three nights. -> There are 30 participants and a total of 90 room nights, so the cancellation policy applies according to the 80 or more -columns.

Reserved individual rooms from the quota are subject to the group's cancellation policy unless a special agreement has been made.

Order modification in special cases and force majeure cases

Haikko may at any time terminate or cancel the event if it disrupts other activities or jeopardizes the hotel's reputation or safety. Haikko has the right to cancel or modify a reservation due to strikes, lockouts, fires, significant restrictions on services and supplies, and other circumstances beyond Haikko's control. Damages resulting from these situations will not be compensated.

Cancellation of the event, contrary to the normal booking and cancellation terms, is possible if there is a ban on organizing mass events at Kartano & Spa Hotel Haikko's premises and area due to a pandemic or similar reason by the authorities. In these situations, the primary goal is to find a new date for the event.

The customer can cancel or modify a reservation due to force majeure, such as natural disasters, war, general strike (note: individual normal strikes are not considered force majeure), or in cases where the contract with the customer includes a list of specific events and circumstances, including epidemics or similar conditions. If it is not a force majeure and the cancellation is made too late, Haiko has the right to charge for the agreed services.

If the force majeure clause cannot be used, we will follow the normal cancellation policy.