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Terms and conditions
Terms and conditions
Delivery terms of Lapland Hotels for reservations
To ensure the success of your visit in the best possible way, we adhere to the following conditions regarding reservations, unless otherwise agreed. The hotel may deviate from these terms, and any such deviations will be communicated separately at the time of the order.
Delivery terms for individual reservations
The delivery terms will be stated in the reservation confirmation. The reservation confirmation can be provided verbally, in writing, or directly through the reservation system. The delivery terms vary according to the type of rate booked. Primarily, we offer either the non refundable rate or the flexible rate.
Flexible rate:
The cancellation policy is stated in the reservation confirmation. It is generally 8 days before arrival or by 18.00 on the day of arrival.
Non refundable rate:
Accommodation must be paid in full at the time of booking, and there is no right to free changes or cancellations.
Cancellation and no-show
Cancellation fees for all no-show reservations amount to 100% of the reservation value. Room reservations can only be made by individuals over 18 years of age. The person reserving the room for a minor is responsible for the reservation and for those staying in the room.
For matters related to refunds, cancellations, or changes to the reservation, please kindly contact the relevant hotel or our sales service at myynti@laplandhotels.com or +358 16 3232.
Delivery terms for groups of over 10 people
Booking and Cancellation Terms for Groups at Mansion & Spa Hotel Haikko
Scope and Special Terms
We apply group terms for bookings of more than 10 people. The booking is confirmed by paying an advance payment at the agreed time according to the group's delivery terms, which are indicated in the booking confirmation. The booking fee is non-refundable in case of cancellation. A name list with room distribution is requested to be submitted no later than 14 days before the arrival date.
The terms apply to the services of Hotel Haikko Oy / Mansion & Spa Hotel Haikko (hereinafter referred to as the hotel or Haikko). These terms apply to bookings made by companies, associations, etc. and group bookings made by more than 10 individuals. Group booking terms also apply to individual bookings made from the group's room quota, unless a special agreement has been made.
The hotel has the right to use special terms deviating from these terms if the use of special terms is justified due to a large group or number of room nights, hotel-specific special events and holidays, seasonal fluctuations, or accommodation-related ancillary services. When using subcontractors' services, the subcontractors' terms and conditions are in force.
Booking Details
If the booking has different room night and person numbers, the terms for the larger number are applied.
Number of People / Room Night | Confirmation of People or Room Night Count | Serving, Name List, Room Distribution, Schedule, etc. Requests | Last Minute Change from Confirmed Amount (considered in billing) |
less than 80 | no later than 14 days before the start of the event
| no later than 14 days before the start of the event
| -10 % no later than 2 business days before the event |
80 – 119 | no later than 1 month before the start of the event
| no later than 14 days before the start of the event
| -10 % no later than 2 business days before the event |
120 or more
| no later than 2 months before the start of the event | no later than 14 days before the start of the event
| - 20 % 1-2 months before the event (from the amount confirmed 2 months before the event) - 10 % less than 1 month and no later than 2 business days before the event |
Haikko has the right to change the aforementioned terms on a per booking basis.
Last Minute Changes
After the aforementioned confirmation times for the group booking, it is possible to reduce the number of room nights and ordered services according to the aforementioned percentages, and Haikko will consider the change in billing if it has been reported to our sales service no later than within the aforementioned time.
If the actual number exceeds the confirmed number, the client will be billed for the actual number.
The room reservation is valid for the confirmed number of participants. The hotel has the right to choose a suitable space for the number of participants. If the reported number of participants significantly decreases, Haikko has the right to change the space to match the number of participants or to charge additional rent for the space and to renegotiate the details and costs of the event.
Rooms
A room quota (the group's room number) can be reserved for the group, for which the hotel announces the release date on a per booking basis. On the release date of the quota, the rooms are automatically released back to the hotel's room sales. After this, a room can be booked at the daily rate or the company's contract rate depending on availability. For individual rooms booked from the quota, the group's contract and cancellation terms apply unless a special agreement has been made.
Catering and Drinks
Mansion & 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 areas, and consuming one's own drinks is prohibited by Finnish alcohol law.
We reserve the right to adjust restaurant prices due to an increase in general cost levels.
Payment Terms and Methods
The basis for billing is the services confirmed by the client according to the above terms. The products and services include the currently applicable VAT rate. We reserve the right to change prices.
Group bookings are always invoiced as a group invoice (= one invoice/group). If participants pay for their room and/or other Haikko services themselves, payment must be made on-site with a bank or credit card or in cash.
If no other payment terms have been agreed upon, the client will pay on-site with a bank or credit card or in cash. When payment is made on-site, the client will provide the hotel with the client's credit card number and the card's validity period in advance to confirm the bookings. If the booking value exceeds €3000, the hotel will bill approximately 90% of the estimated total amount in advance, no later than 14 days before the start of the event. The final payment will be made on-site.
If the company has a valid billing agreement with Haikko, an invoice can be sent to the client afterward. A contract-specific billing surcharge is added to the invoice. Haikko may need to issue a full or partial advance invoice for the booking.
Transfer of Booking
The booking cannot be transferred to a third party without Haikko's written approval.
Cancellation Terms (full cancellation of the event)
The client has the right to cancel their entire reservation before the start of the event under the following conditions:
Number of People / Room Night | Charge 0 % | Charge 50 % | Charge 100 % |
less than 20 | cancellation no later than 14 days before the start of the event
| cancellation 7 - 13 days before the start of the event ennen tilaisuuden alkua | cancellation less than 7 days before the start of the event ennen tilaisuuden alkua |
20 – 79 | cancellation no later than 30 days before the start of the event
| cancellation 14 - 29 days before the start of the event ennen tilaisuuden alkua | cancellation less than 14 days before the start of the event ennen tilaisuuden alkua |
80 or more
| cancellation no later than 3 months before the start of the event | cancellation no later than 1 – 3 months before the start of the event | cancellation less than 30 days before the start of the event before the start of the event
|
Haikko has the right to change the cancellation terms on a per booking basis
If the booking has different room night and person numbers, the terms for the larger number are applied. For example:
You book 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 terms according to the columns for 80 or more apply.
For individual rooms booked from the quota, the group's cancellation terms apply unless a special agreement has been made.
Change of Order in Special Cases and Force Majeure Cases
Haikko may at any time terminate or cancel the event if it disturbs other operations or if it endangers the hotel's reputation or safety. Haikko has the right to cancel or change the booking due to a strike, lockout, fire, significant restrictions related to services and supplies, and other such circumstances that cannot be influenced by Haikko. Damages caused by them will not be compensated.
Cancelling an event deviating from normal booking and cancellation terms is possible if the authorities prohibit organizing mass events in the premises and area of Mansion & Spa Hotel Haikko due to a pandemic or similar. In these situations, the primary aim is to find a new date for the event.
The client may cancel or change the booking due to a force majeure reason such as natural disasters, war, general strike (note that a single normal strike is not considered a force majeure), or cases where the contract made with the client includes a list of specific events and conditions and an epidemic or similar is mentioned in the list. If it is not a force majeure and the cancellation comes too late, Haikko has the right to charge for the agreed services.
When the force majeure condition cannot be used, we adhere to the normal cancellation terms.
Other terms
For compelling reasons, the hotel has the right to transfer the reservation to another accommodation of at least the same standard after consulting with the purchaser. The hotel will reimburse the purchaser for any immediate costs incurred from the transfer.
If the advance payment is not made by the due date, the reservation will be considered canceled. The room will be available from 15.00. The room must be vacated on the departure day by 12.00. Hotel reservations are not subject to the Package Travel Act. Hotel reservations are governed by accommodation and catering regulations. The hotel may deviate from these terms, and any such deviations will be communicated separately at the time of the order.
All prices quoted are in euros and include value-added tax (VAT) in accordance with Finnish VAT laws and regulations. All prices are based on the requested period, group size, season, service quality, availability, and other essential factors considered in pricing. Lapland Hotels reserves the right to change the price of services at its discretion if there are changes to the content or basis of the services.
Lapland Hotels reserves the right to change prices if there are significant increases in supply, currency, or fuel costs, or if prices rise substantially due to these factors, as well as if VAT or other taxes change.
Insurance
We recommend that our customers obtain travel insurance for potential exceptional situations and circumstances. The hotel is not obligated to accept cancellations without charge, for example, based on a doctor's certificate or similar reasons.
Force majeure
Lapland Hotels Ltd. reserves the right to cancel a reservation for compelling reasons due to a force majeure event, which means that the hotel is unable to provide the promised services due to factors such as strikes, fires, water damage, natural disasters, war situations, or any other factors that hinder the hotel's ability to operate. In such cases, the customer will be refunded the paid advance payment.
Payment service provider
As the implementer and payment service provider, Paytrail Oyj (2122839-7) collaborates with Finnish banks and credit institutions. Paytrail Oyj is shown as the payee on the account statement or credit card bill and forwards the payment to the merchant. Paytrail Oyj has a payment institution license. In case of complaints, please contact the product supplier first.
Paytrail Oyj, business ID: 2122839-7
Innova 2
Lutakonaukio 7
40100 Jyväskylä