&w=3840&q=75)
Booking and cancellation terms for groups
Booking and cancellation terms for groups
Booking and cancellation terms for Manor & Spa Hotel Haikko for Groups
Terms are valid from July 1st, 2026 until further notice.
Application area and special conditions
We apply group booking terms to reservations for more than 10 people. The booking is confirmed by paying an advance payment at the agreed time in accordance with the group terms and conditions stated in the booking confirmation. The booking fee is non-refundable in the event of cancellation. A name list with room allocations must be submitted no later than 14 days prior to arrival.
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 10 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.
Terms and conditions for cancellation and amendments to group accommodation, meetings, events and restaurant reservations
For group accommodation, meetings, events and restaurant reservations, the cancellation and amendment terms and conditions set out in the table below shall apply based on the group’s original number of persons or room nights (RN), as stated in the booking confirmation.
Cancellable portion of the booking | 1–10 persons / RN | 11–30 persons / RN | 31–50 persons / RN | 51–100 persons / RN | 101–150 persons / RN | 150+ persons / RN |
100 % free of charge cancellation | 7 days prior to event | 14 days prior to event | 30 days prior to event | 60 days prior to event | 90 days prior to event | 120 days prior to event |
50 % free of charge cancellation | – | – | 14 days prior to event | 30 days prior to event | 60 days prior to event | 90 days prior to event |
25 % free of charge cancellation | 4 days prior to event | 7 days prior to event | 7 days prior to event | 7 days prior to event | 21 days prior to event | 30 days prior to event |
10 % free of charge cancellation | – | – | – | – | 14 days prior to event | 21 days prior to event |
5 % free of charge cancellation | – | – | – | 3 days prior to event | 7 days prior to event | 14 days prior to event |
On date of arrival | – | 2 rooms | 2 rooms | 3 rooms | 3 rooms | 3 rooms |
Person = Person taking part in the meeting or restaurant reservation
Room night (RN) = The number of room nights included in the accommodation reservation. For example, if the reservation includes 15 rooms for two nights, the total number of room nights is 30 (15 rooms x 2 nights).
The number of rooms indicated in the “On date of arrival” row is the maximum number of rooms that may be cancelled free of charge on the group’s arrival date. The right to free-of-charge cancellation applies solely and exclusively to hotel accommodation rooms and does not apply, for example, to meeting or event spaces, meeting packages, or restaurant services.
If the reservation includes different amounts of room nights and persons, the conditions of the larger quantity will apply. For example:
A meeting booking for 30 people for three days, together with 30 hotel rooms for three nights. Accordingly, the number of persons is 30 and the total number of room nights is 90, so the cancellation and amendment terms shall be determined in accordance with the 51–100 persons / RN column.
Reserved individual rooms from the group room block are subject to the group's cancellation policy unless a special agreement has been made.
Haikko has the right to change cancellation and amendment terms and conditions on a reservation-specific basis.
After the above-mentioned confirmation deadlines for a group booking, it is possible to reduce the number of room nights and the number of persons for the ordered services by the above-mentioned percentage, and Haikko will also take the change into account in the invoicing, provided that notice of the change has been given to the sales service no later than within the above-mentioned timeframe.
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 Beverages
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.
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 Manor & 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.