Guarantee and Cancellation Terms for All Reservations
Guarantee
Why must hotel rooms be guaranteed?
A hotel room is not a product that can be stored for tomorrow. The room that is not sold tonight is lost tomorrow! Every day, guests arrive who, at the time of reservation, have indicated an expected late arrival at the hotel. Throughout the evening, the hotel holds the rooms for these late guests. However, it often happens that rooms are canceled late in the evening. At this point, the hotel usually has no opportunity to sell the room to someone else. Therefore, it is important for the hotel to secure a guarantee for payment of a room with late arrival.
Internationally, it has therefore become common practice to require a guarantee for rooms with arrival after 6:00 PM.
The booker is responsible to the hotel for covering various expenses, even if payment is made individually, as all costs not paid by the individual participants will automatically be charged to the main bill.
Cancellation
All cancellations of more than 10% must be made in writing to billund@hotelsvanen.dk.
1-5 rooms are considered an individual booking and can be canceled free of charge until 12:00 PM the day before arrival.
6 rooms or more are considered a group booking, which can be canceled free of charge up to 30 days before arrival. After this, a maximum of 50% of the final booked hotel arrangement can be canceled according to the applicable rules.
For all events, functions, and conferences, 100% can also be canceled up to 30 days before.
The following applies to all group reservations, events, functions, and conferences:
After 30 days and up to 20 days before arrival, the agency may cancel up to 50% of the final booked hotel arrangement free of charge.
After 20 days and up to 10 days before arrival, the agency may cancel up to 25% of the final booked hotel arrangement free of charge.
After 10 days and up to 5 days before arrival, the agency may cancel up to 10% of the final booked hotel arrangement free of charge.
After 5 days and up to 3 days before arrival, the agency may cancel up to 5% of the final booked hotel arrangement free of charge.
Less than 3 days before arrival, 100% of the final booked hotel arrangement will be charged.
In the case of no-show, delayed arrival, and early departure, the hotel is entitled to compensation equivalent to the full price of the finally booked arrangements and overnight stays, including individual bookings.
For further information, please refer to industry standards at Horesta.dk or contact Hotel Svanen.
The fine print:
Strike, lockout, fire damage, or similar damage, restrictions in deliveries, and similar unforeseen events such as a pandemic, which are beyond the hotel’s control, entitle the hotel to terminate the agreement without any form of compensation. The usual reservation is made for government interventions in the hotel industry, as well as tax changes or similar, which entitle the hotel to corresponding price increases.
Cancellation Terms
Payment Terms:
- 8 days net unless otherwise agreed. If payment is made after the due date, an interest of 2% per month will be charged.
- The prices include VAT and service.
Cancellation Policy:
- Cancellation of the entire course or conference must be made in writing in due time, at least six weeks before the course/conference takes place. Any form of reduction in the course/conference, up to 35% – including the number of attendees or the duration of the event – must be made in writing, no later than 3 weeks before the event.
- In case of a reduction of more than 35% in the number of participants or if the reduction occurs later than 3 weeks before the event, the hotel may charge a payment corresponding to 65% of the total price. It may be agreed that Hotel Svanen will carry out the event with full payment, including the reduction not notified in writing before the 6-week deadline. This applies to both services and goods.
- These cancellation terms are in accordance with Horesta’s terms for courses and conferences.
In case of no-show, delayed arrival, or early departure, the hotel is entitled to compensation corresponding to the full price of the final booked events. For further information, please refer to the industry custom, see Horesta.dk, or contact Hotel Svanen.
