Terms and conditions

1.1. These terms and conditions apply to all contracts concluded between, on the one hand, the hotel, accommodation provider and/or service provider belonging to the Corsendonk Hotels group (hereinafter “Corsendonk Hotels”) and, on the other hand, their co-contracting party or parties (hereinafter “the Customer”).

1.2. Unless expressly agreed otherwise, these terms apply exclusively, with the complete and explicit exclusion of the co-contracting party’s general terms. They form part of the agreements with Corsendonk Hotels and may only be deviated from with written consent.

2.1. A reservation is only final once the Customer has signed the proposed agreement for approval and Corsendonk Hotels has received it, without prejudice to article 3.2.

2.2. Without prejudice to article 2.6, changes and additions are only valid if confirmed in writing by both parties.

2.3. A Customer reserving for several people, groups and/or on behalf of third parties is personally and jointly liable for payment of the full final invoice, even where costs are allocated or invoiced individually to guests or participants. The Customer is also bound under article 1120 of the former Civil Code (or, from 1 January 2023, article 5.106 of the Civil Code) and undertakes to fulfil the obligations and payment duties of the third party, hotel guest or group member in their own name.

2.4. If the reservation includes hotel rooms, the Customer must provide a detailed list no later than 14 days before the planned arrival date, stating the occupancy and guest details for each room (name, first name, address and nationality). The Customer accepts that Corsendonk Hotels has a legal obligation to register guests’ personal data.

2.5. Prices and costs will be adjusted automatically in line with the Belgian consumer price index according to the formula: price/cost × new index / starting index. The starting index is that of the month preceding the date on which the agreement was concluded; the new index is that of the month preceding the reserved event.

2.6. Unless stated otherwise, all prices offered include VAT, levies and taxes known and applicable at the time of the offer.

3.1. Corsendonk Hotels may request an advance payment and/or deposit.

3.2. If the requested advance payments and/or deposits are not paid within the agreed period, Corsendonk Hotels may cancel the reservation unilaterally and without further notice, without the Customer being entitled to compensation.

3.3. Advance payments made are final and irrevocable for Corsendonk Hotels and are not refundable. They constitute compensation for the unavailability of the reserved rooms or spaces and for administrative costs.

4.1. Any change to a reservation must be notified to Corsendonk Hotels in writing by email. Corsendonk Hotels is only obliged to carry out a changed reservation once it has accepted and confirmed it in writing.

4.2. Full or partial cancellation must be notified in writing by email or against acknowledgement of receipt. The receipt date is the cancellation date and, without explicit confirmation, is deemed to be three working days after dispatch.

4.3. If the Customer wishes to increase the number of participants or rooms, Corsendonk Hotels will make every reasonable effort to accommodate this request (best-efforts obligation).

4.4. Corsendonk Hotels is always entitled — without prejudice to applicable cancellation or amendment charges — to claim payment for costs already incurred, including fees owed to external suppliers.

4.6. In the event of partial cancellation without reducing the number of participants but with a shorter period or fewer services ordered, the cancellation fee (article 4.5) is charged only for the cancelled period and/or services.

Any additional cancellation will be charged at the contractual price. These exemptions cannot be combined with other exemptions or discounts.

4.7. From notification of cancellation, Corsendonk Hotels may freely dispose of the cancelled rooms, services and/or facilities, without the Customer retaining any rights over them.

4.5. A fixed cancellation fee applies in the event of full cancellation:

• 20% no later than 120 days before the arrival date;
• 40% no later than 60 days before the arrival date;
• 60% no later than 30 days before the arrival date;
• 80% no later than 15 days before the arrival date;
• 100% when notice is given less than 15 days in advance.

5.1. Meals, drinks and other services not listed in the agreement are not included. Corsendonk Hotels will charge them to the Customer, unless it is agreed that participants will settle these costs individually (without prejudice to article 2.3).

6.1. Unless stated otherwise, hotel rooms are available from 3 p.m. Rooms must be vacated and cleared by 10:30 a.m.

6.2. Other spaces are available according to the written agreement between Corsendonk Hotels and the Customer. Corsendonk Hotels may always provide another space at the same location, provided it meets the Customer’s functional and essential needs.

6.3. If the Customer, a participant or a guest decides to leave the room(s) and/or space(s) early, this does not affect their payment obligations.

7.1. The Customer undertakes to take out insurance with an insurer recognised in Belgium covering their liability as organiser and all third-party damage caused by the Customer, participants, guests and/or their appointees. The Customer will include a waiver of recourse in the policy in favour of Corsendonk Hotels.

7.2. Corsendonk Hotels’ duty of safekeeping applies only to Customers or participants booking a hotel room and is limited to the statutory duty of safekeeping. It does not cover live animals or vehicles, including bicycles.

7.3. The Customer is solely responsible for goods, materials and accessories not covered by article 7.2. The Customer releases Corsendonk Hotels from all liability to the extent permitted by law.

7.4. The Customer is jointly and severally liable for any damage caused by participants or guests to Corsendonk Hotels, its staff, third parties, the building, furniture and/or equipment.

7.5. Force majeure or unforeseen circumstances automatically release Corsendonk Hotels from its contractual obligations, including accidents, equipment failure, exceptional weather, fire, strikes, lockouts, theft, exceptional traffic disruption, terrorism or war, epidemics and pandemics, government orders and interruptions to energy supplies.

8.1. Complaints must be submitted to Corsendonk Hotels in writing within 24 hours, otherwise the right to complain is forfeited.

9.1. Unless agreed otherwise, all invoices and hotel bills are payable in cash without discount. If they are not paid on the due date, they will automatically and without notice be increased by liquidated damages of 10% (minimum € 40,00) and default interest of 8% per year from the due date until paid in full.

9.2. Price reductions, commissions or rebates automatically lapse if the invoice or hotel bill is not paid on time.

9.3. Advance payments and/or deposits must be paid within 7 days of the agreement being concluded.

9.4. Changes to VAT, levies, taxes or other government measures introduced after the offer automatically apply without further formality.

10.1. The Customer must ensure that participants and guests behave properly and respect the house rules of Corsendonk Hotels. Guests who do not comply may be refused access without entitlement to compensation.

10.2. The spaces may not be used for meetings relating to extreme ideologies or movements, or for activities that could directly or indirectly damage the reputation of Corsendonk Hotels.

10.3. Emergency exits must always remain clear and their signs visible. Where expressly indicated, fire doors and emergency doors must remain closed. Nothing may be attached to panic hardware, and no materials may be placed in front of or behind doors.

10.4. Stairwells serving as escape routes must remain clear.

10.5. Flammable, explosive or hazardous substances are prohibited in the hotel. Changes to installations, furniture or equipment require prior written permission. The Customer is responsible for obtaining any required permits.

10.6. Curtains, wall coverings and all decorative materials must be flame-retardant or fireproof.

10.7. Electrical facilities may not be overloaded.

10.8. Fire-fighting equipment may not be misused.

10.9. Smoking is prohibited throughout the premises unless indicated otherwise.

10.10. External security staff must hold a permit from the Ministry of the Interior in accordance with the Act on Security Companies of 10 April 1999.

10.11. The Customer must not exceed the maximum number of permitted persons in a room or space.

11.1. The courts of the Antwerp judicial district, Turnhout division, have exclusive jurisdiction over disputes concerning the formation, performance and/or termination of the agreements.

11.2. Belgian law applies exclusively.

12.1. The invalidity of one or more clauses does not invalidate the remainder of the agreement. The parties undertake to replace invalid clauses with valid clauses that reflect the spirit of the agreement as closely as possible.