Cancellation Policy for Groups, Meetings & Events

THEMED EVENINGS & EVENTS

For all event or themed evening bookings, full payment is required at the time of reservation. Payment must be made via a secure payment link provided by the establishment.

Cancellation

In the event of a motivated cancellation by the client, no refund will be issued. However, the full amount paid may be converted into a voucher valid for use within 6 months following the original event or themed evening date, provided a medical certificate justifying the cancellation is supplied. This voucher may be used for any service offered by the hotel, subject to availability.

Management reserves the right of admission. Proper attire is required; sportswear and caps are not permitted.

SECURITY DEPOSIT

For any room reservation, a security deposit of €200 will be required and charged to the credit card provided at the time of booking. This deposit will be used to cover any potential damage or additional costs not included in the room price. The deposit will be released after verification of the room condition at check-out, provided no damage or unpaid charges are identified, within a maximum of 48 hours.

The refund of the deposit is automated. Once released, the refund time may vary depending on banking institutions. The usual refund period is 2 to 7 business days. Some banks may require up to 28 business days. The hotel cannot be held responsible for these delays.

DEPOSITS – Restaurant

To guarantee a reservation, a deposit is required under the following conditions:

Deposit amount: A deposit of €150 is required per group of 10 reserved guests. The total deposit amount will be specified at the time of booking.

Deposit payment: The deposit must be paid at the time of reservation via a secure payment link provided by the establishment.

Reservation confirmation: The reservation will be considered confirmed only after receipt and validation of the deposit payment. A written confirmation will be sent once payment has been received.

Cancellation

In the event of cancellation by the client less than 48 hours prior:

No refund: The deposit will not be refunded.

Voucher: The deposit amount may be converted into a voucher valid for 6 months from the original reservation date, usable for any hotel service, subject to availability.

Any cancellation made less than 48 hours before the reservation will result in the total loss of the deposit.

DEPOSITS – Meeting Rooms & Group Room Bookings

Upon signing the contract (or service offer), a deposit of 75% of the total event amount is required to confirm the booking. This deposit must be paid to account BE51 0682 2344 3062 of Van der Valk Hotel Nivelles-Sud, with the reservation reference (“GFXXXXX”) indicated in the payment communication.

Payment via a secure payment link sent by email is also possible.

If the total event amount is €1,500 or less, the balance must be settled no later than the day of the event:

no later than 7 calendar days before the event via bank transfer

no later than 5 calendar days before the event via a payment link sent by email

or by credit card on-site on the event day

The balance amount will be calculated based on the number of participants confirmed 7 calendar days before the start of the event.

If the total event amount exceeds €1,500, the balance must be paid upon receipt of the final invoice, based on the number of participants confirmed 7 calendar days before the event. Payment via email payment link is also possible.

Any extras (additional participants, ancillary services, etc.) not included in the contract or service offer will be added to the final invoice.

OPTIONS

Options are accepted for a maximum period of 5 business days and may be renewed once for an equivalent duration.

Pricing conditions stated in the contract or service offer are only valid during the option period. After this period, new conditions may apply depending on availability.

If no response is received from the client at the end of the option period, the event will automatically be removed from the Van der Valk Hotel Nivelles-Sud planning schedule.

ATTRITION POLICY Reduction in number of participants

From 29 to 15 calendar days before the event: a reduction of up to 35% is allowed free of charge. Beyond 35%, reductions will be charged at 100%.

From 14 to 7 calendar days before the event: a reduction of up to 25% is allowed free of charge. Beyond 25%, reductions will be charged at 100%.

From 6 calendar days before the event and until the event date: any reduction will be charged at 100%.

Reduction in number of rooms

From 89 to 60 calendar days before arrival: up to 50% reduction allowed free of charge.

From 59 to 46 calendar days before arrival: up to 35% reduction allowed free of charge.

From 45 to 31 calendar days before arrival: up to 20% reduction allowed free of charge.

From 30 to 6 calendar days before arrival: up to 10% reduction allowed free of charge.

From 5 days before arrival: any reduction will be charged at 100%.

TOTAL CANCELLATION OF SERVICES AND ROOMS Total cancellation of services

Between 59 and 30 calendar days before the event: 25% cancellation fee applies.

Between 29 and 15 calendar days before the event: 50% cancellation fee applies.

Between 14 and 8 calendar days before the event: 75% cancellation fee applies.

From 6 calendar days before the event or in case of no-show: 100% of the confirmed amount is due.

If the deposit does not cover the cancellation fees, the remaining balance will be due.

Total cancellation of rooms

Between 150 and 120 days before arrival: 25% cancellation fee applies.

Between 119 and 90 days before arrival: 50% cancellation fee applies.

Between 89 and 60 days before arrival: 75% cancellation fee applies.

From 59 days before arrival or no-show: 100% of the total room amount is charged.

If the deposit does not cover the cancellation fees, the remaining balance will be due.

ACT OF GOD

Neither party shall be held liable for failure to perform obligations due to natural disasters, war, terrorism, government regulations, civil unrest, fire, transportation limitations, or any emergency beyond reasonable control. In such cases, either party may terminate the agreement in writing without liability or penalty.

FORCE MAJEURE

The establishment shall be released from its obligations in cases of force majeure or exceptional circumstances preventing normal operations or endangering safety.

LEGAL MATTERS

Any dispute shall fall under the jurisdiction of the Courts of Brussels, in accordance with Belgian law.

PET POLICY

For the safety and comfort of all guests, all animals—especially dogs—must be kept on a leash at all times within the establishment. This policy ensures a pleasant and secure experience for everyone. Thank you for your understanding and cooperation.