CONTACT : +33 (0)5 63 32 88 88
CONTACT : +33 (0)5 63 32 88 88
GENERAL TERMS AND CONDITIONS OF SALE
For Seminars, Business Groups, and Leisure Groups
These General Terms and Conditions of Sale apply to services related to the organization of events for group clients (business and/or leisure) provided by the Hotel as specified in the attached quote. These terms are permanently accessible on the Hotel’s website. Any reservation implies the Client’s full and unconditional acceptance of these terms, to the exclusion of any other document such as brochures or commercial materials. In the event of a contradiction between the provisions of the signed quote and these General Terms and Conditions, the provisions of the quote shall prevail.
The Client must confirm their reservation before the option date and return a signed and dated copy of the quote to the Hotel, marked with “Bon pour accord” (Approved) and the Client’s stamp. These documents must be accompanied by the payment of the deposit as specified in Article 9, which is a substantial and determining condition for the reservation. Failure to pay the deposit means the Hotel will not confirm the reservation and cannot guarantee the availability of the reserved spaces/rooms.
The Client must send the “Rooming List” (a named list of event participants and room assignments) in writing (by mail or email) to the Hotel at least 8 days before the scheduled arrival date.
Rooms are available to guests from 3:00 PM on the day of arrival and must be vacated by 12:00 PM on the day of departure. Any delay beyond this time may result in an additional night being charged at the public rate.
The Client must specify in writing (by mail or email) the exact number of meal covers required for each meal at least 8 working days before the event start date. A reduction in the number of participants is considered a partial cancellation of the reservation and will be subject to the provisions of Article 5. The Client must confirm their catering choice (menu, buffet, cocktail, etc.) at least 8 working days before the event date. Beyond this deadline, the Hotel reserves the right to impose a choice within the category selected by the Client. It is specified that unused catering included in a package cannot result in a price reduction.
“No-shows” (reserved services not canceled) will be charged to the Client.
The Client must inform the Hotel of any significant changes in the number of participants before the event date. If the number of participants is lower than originally quoted, the Client may be assigned a different space for operational reasons.
A reduction in the number of participants is considered a partial cancellation of the reservation and will be subject to the provisions of Article 5, whether it concerns accommodation, catering, or rented spaces. If the number of participants exceeds the number stated in the quote, the availability of spaces will only be confirmed after receipt of the additional deposit corresponding to the difference in the reservation.
Any request to modify services compared to the accepted quote must be submitted in writing (by mail or email) to the Hotel. Without written acceptance from the Hotel within 8 days of receiving the request, the contract is deemed to continue under the terms and conditions specified in the accepted quote.
As billing is based on the services ordered and calculated on the total amount of the stay, the Client is advised to pay close attention to the following cancellation conditions. Cancellations, whether full or partial, must be submitted in writing (by mail or email) to the Hotel.
A change in the event date is considered a full cancellation and will be subject to the cancellation conditions. Failure to pay contractual deposits (other than the first deposit) is also considered a cancellation. In the event of non-compliance with payment deadlines, the Hotel may require the Client to pay the outstanding balance immediately, with payment due within 8 days of the Hotel’s written request. Failure to pay within this period will result in the event being considered canceled by the Client.
In the event of full cancellation, the Hotel will retain or invoice the Client as follows:
A partial cancellation corresponds to a reduction in the quote amount, regardless of the reason (shorter event duration, fewer participants, and/or fewer services ordered). The pro-rata rule will be applied based on the compensation terms provided for full cancellations.
The above cancellation conditions may be adjusted based on the Hotel’s operational requirements and the exceptional or complex nature of the event. Any request for full or partial cancellation must be notified in writing (by mail or email) to each of the concerned establishments.
In the event of unavailability of the Hotel or force majeure, the Hotel reserves the right to relocate all or some participants to a nearby hotel of equivalent category for similar services. Transfer costs will be covered by the Hotel, which cannot be held liable for any additional compensation.
Prices are expressed in euros, the currency of the country where the service is provided. The prices listed in the quote are valid for a period up to the option date. Confirmed prices in the quote are fixed for 1 month from the date the quote is sent to the Client. After this period, they may be modified based on economic conditions. Applicable prices are those in effect on the day the service is provided. Prices may be subject to a tourist tax in certain cities. They may also be adjusted in the event of legislative and/or regulatory changes likely to cause price variations, such as changes in the applicable VAT rate or the introduction of new taxes.
The rental period for spaces is divided as follows:
Beyond these periods, additional rental fees may apply based on current rates. The Client will be charged for staff costs incurred for overtime:
A deposit of 60% (unless otherwise specified in the quote), calculated on the total VAT-inclusive amount of the event, must be paid at the time of reservation confirmation. This deposit may be increased to 100% depending on operational requirements, the specifics of the event, or exceptional circumstances such as international events, trade fairs, exhibitions, etc.
The amount of the deposit(s) is deducted from the final invoice (balance), subject to the possible application of cancellation fees. Unless otherwise specified in the quote, balance invoices are payable within 5 days of the invoice date.
If the Client wishes to benefit from a payment deadline, they must submit a written request to the Hotel. In the event of a dispute over part of the invoice, the Client is obligated to pay the undisputed amount without delay and to notify the Hotel in writing (by mail or email) of the reason for the dispute.
Only payments by credit card, bank transfer, or, failing that, bank checks issued by a bank established in the country where the event is taking place, or cash (within legal limits) are accepted for the settlement of invoices and deposits.
Bank charges related to invoice payments are the Client’s responsibility.
Extras and other individually requested services by one or more participants must be paid directly by the participants concerned at the Hotel’s reception before their departure (individual payment). If one or more participants fail to pay for additional services requested beyond those included in the quote (extras, meals, etc.), the invoice will be sent to the Client, who agrees to pay it within 5 days of the invoice date.
In the case of individual payment, the deposit paid at the time of reservation will be refunded to the Client within 8 days following the Hotel’s receipt of the total amount due for the event. Any unpaid amount will be deducted from the deposit, with the balance refunded to the Client.
In the event of non-payment by the contractual deadline, late payment penalties will be due from the day after the invoice due date at a rate of 15% per year, applied to the total VAT-inclusive amount of the invoice. Additionally, a fixed penalty of 15% of the amounts due will be payable in the event of contentious recovery. It is noted that any payment made more than 60 days after the invoice date is legally considered an abusive practice and is also punishable.
The Client must inform the Hotel in advance of the possible presence of a photographer and is responsible for obtaining all necessary authorizations.
The Client undertakes to provide the Hotel with the mandatory written municipal authorization at least 15 days before the event start date when renting premises for retail sales or taking orders for goods preceded by advertising. Under no circumstances may the rental exceed the duration indicated on the municipal authorization, and sales may not exceed 2 months per calendar year in the same hotel. Failure to obtain written authorization will result in the application of the cancellation conditions specified in Article 5.
Any installation carried out by the Client must comply with the Hotel’s specifications and current safety regulations and must be submitted for prior approval by the safety commission. Any decoration or booth installation project must be submitted to the Hotel.
If the Client is organizing a professional trade show under Article L762-2 of the Commercial Code, they must provide the Hotel with a copy of the receipt of the event declaration (Decree No. 2006-85 of January 27, 2006) at least 15 days before the event start date. The Client undertakes to restore the occupied premises to their original condition at their own expense.
Article L.5323-1 of the Labor Code states that the provision of job placement services is exclusive of any other profit-making activity, except for recruitment consulting services. Therefore, the Client must:
The Client undertakes to declare in writing (by mail or email) to the Hotel, at the same time as the accepted quote and deposit, that they satisfy these two conditions. Under no circumstances may Hotel staff participate in recruitment operations, particularly by distributing questionnaires to candidates who present themselves at the Hotel’s reception.
The Client undertakes to declare in writing (by mail or email) to the Hotel, at the same time as the accepted quote and deposit, their full responsibility when the event organized in the Hotel’s premises involves paid entry.
In this case, the collection of entry fees must take place inside the rented premises. Under no circumstances may Hotel staff participate in this collection.
The Client is responsible for any declarations and payments of fees, particularly to SACEM, for the broadcast of musical works and, more generally, any entertainment within the premises (orchestra, shows, records, etc.). The Client must provide proof to the Hotel of the declaration made to SACEM before the event.
It is specified that the Hotel does not provide any transportation-related services for participants. However, the Hotel may reserve transfers for the Client from train stations and airports to the Hotel and/or to other locations. That said, the Hotel cannot be held liable for any damages. The transporter remains solely responsible for the proper execution of their service.
The Hotel cannot be held liable for any damages, particularly following an incident during an external service (activity, evening event, meal, etc.) that has been reserved through the Hotel. The service provider remains solely responsible for the proper execution of their service.
The Client is responsible for the safekeeping of goods and materials brought by themselves or their guests, excluding supervised cloakrooms outside the rented spaces. The Client is responsible for taking out any necessary insurance policies (Damage – Civil Liability) they deem appropriate.
The Client is invited to take out specific insurance in the event of large equipment or valuable items being present, as the Hotel cannot be held liable for damage or theft of said items. The Client is responsible for all damages caused by their intermediaries (including participants or their guests) and agrees, in the event of damage to the provided premises, to cover the costs of restoring these premises. Under no circumstances can the Hotel be held liable for damages of any kind, including fire or theft, that may affect objects or materials deposited by the Client or participants during the event. Similarly, any parcel, package, or other item delivered to the Hotel before or during the event may be received by the Hotel, but the Hotel cannot be held responsible for any incident, damage, incorrect number of parcels, damaged parcels, or delivery issues. In the event of a problem, the Client agrees to contact the supplier or transporter directly.
The Client undertakes not to invite any person whose behavior may harm the Hotel, with the Hotel reserving the right to intervene if necessary. The Client may not bring in outside beverages or food. The Client undertakes to ensure that participants and their guests comply with all Hotel instructions and regulations (including the prohibition of smoking and vaping within the establishment).
The Client must ensure that participants do not disrupt the Hotel’s operations or compromise
1. Cancellation Conditions
Your reservation can be canceled up to 48 hours before the 3:00 PM check-in time on the arrival date. A cancellation made less than 48 hours in advance, a non-canceled reservation, or a no-show will result in a charge for one night at the indicated rate.
2. Contract Formation
The contract is only definitively concluded after the hotelier receives a signed and stamped copy of the service proposal from the client before the option deadline specified.
3. Rates
The rates indicated in the offer may be modified by the hotelier if the number of people in the group is reduced or if the stay is shortened.
4. Deposit
A deposit must be paid to the hotelier before the specified date, otherwise the hotelier may terminate the contract. The deposit amount is 50% of the reserved services, which will be deducted from the total invoice after the group’s stay.
5. Contract Modification
Any modification to the contract must be requested in writing by the client. The hotelier must also confirm their acceptance in writing.
6. Confirmation of Number of Participants
The client agrees to regularly provide the hotelier with a sales update. The named list of participants must be sent to the hotelier at least 14 days before the group’s arrival. Failure to do so allows the hotelier to use only part of the initially reserved spaces that were not confirmed.
7. Room Availability
The hotelier commits to making rooms available to the client from 4:00 PM on the arrival day. Rooms must be vacated by 11:00 AM on the departure day.
8. Cancellation
Partial or total cancellations of participants must be notified in writing to the hotelier. The following penalties apply:
From contract signing to 60 days before the event: 60% penalty
Between 59 and 30 days before the event: 90% penalty
Between 29 and 7 days before the event: 95% penalty
Less than 7 days before the event: 100% penalty
Cancellations of participants occurring less than 24 hours before arrival will be charged at 100%.
9. No-Show / Cancellation Without Notice
In the event of a no-show or cancellation without notice, the hotelier reserves the right to charge the client 100% of the amount of the reserved services for the entire duration of the stay.
10. Hotelier’s Obligations
In the event of a major incident or last-minute cancellation, the hotel reserves the right to partially or fully relocate participants to a nearby hotel of equivalent category.
11. Payment Terms
Invoices are issued and payable in local currency. Unless otherwise specified, invoices are payable upon the group’s departure or upon receipt of the invoice in cash, bank transfer, SWIFT transfer, or bank check. Any late payment entitles the hotel to charge the client late payment penalties at a rate of 1.5 times the legal interest rate. Any collection costs incurred by the hotel to recover its receivables will be borne by the client.
12. Multiple Reservations
The client is prohibited from concluding multiple contracts for the same stay with different hotels. Any breach of this rule allows the hotel to unilaterally cancel the contract, and no compensation may be claimed by the client.
13. Jurisdiction
Any dispute that cannot be resolved amicably and relates to the validity, interpretation, or execution of this contract shall be submitted to the courts within the jurisdiction of the hotel’s location.
