General Terms and Conditions
These terms and conditions apply to events/room blocks at ByLofoten AS and our hotels (Nordis Apartments, Rorbuanlegget Svolvær Havn and Fast Hotels). The purpose of these terms is to clarify the contractual relationship, so that we can serve you as a customer in the best possible way.
VALIDITY
The following cancellation deadlines apply to all proposals/bookings of room blocks and/or meeting room facilities made by the customer in connection with accommodation, courses, meetings, conferences, companies and the like – hereinafter referred to as room block/event. For bookings of full board and day packages, a minimum of 12 participants applies.
CANCELLATION
All cancellations must be made in writing to the designated contact person. The cancellation deadlines are linked to each hotel’s proposal for room block/event. The cancellation deadlines shall be understood as follows: The closer the date of the event start/arrival date, the less of the room block/event or number of meeting participants can be cancelled free of charge. The cancellation deadlines below are specified according to the size of the event/number of rooms/participants, when the proposal is entered into. The following rules apply when entering into a proposal, for the originally booked number of persons/rooms, and follow the room block/event until arrival.
ORDINARY CANCELLATION TERMS (Group size 12 – 30 persons)
(NB! There are special conditions for bookings with stays from March 13th–15th, 2025. Only non-refundable bookings.)
How much of the contracted event can be cancelled free of charge?
- Until 30 days before the first arrival date:
– The entire event - 29 – 14 days before arrival:
– Up to 50% of the original booking - 13 – 7 days before arrival date:
– Up to 25% of the remaining booking - 6 – 2 before arrival date:
– Opptil 10% av gjenstående bestilling
ORDINARY CANELLATION TERMS (Group size +31 persons)
(NB! There are special conditions for bookings with stays from March 13th–15th, 2025. Only non-refundable bookings.)
How much of the contracted event can be cancelled free of charge?
Until 60 days before arrival date:
– The entire event59 – 30 days before arrival date:
– Up to 50% of the original booking29 – 14 days before arrival date:
– Up to 25 of the original booking13 – 7 days before arrival date:
– Up to 10% of the original booking
– In case of cancellation, even within the given deadlines, the content of the event, number of participants and number of rooms and room nights, must be confirmed in writing by ByLofoten AS.
– For cancellations beyond the stated deadlines, the customer will be charged a cancellation fee corresponding to 100% of the gross value of the proposal for the event/room block, including any VAT, based on the last confirmed number of participants, rooms and details.
– Cancellations later than 48 business hours before the event, or no-shows on the day of the meeting itself, will be charged a cancellation fee corresponding to 100% of the agreed gross price including VAT. Agreed package prices are unit prices and cannot be divided or changed before, during or after the stay. Cancellation fees according to this point apply even if the room blocks or other booked premises cannot be used in whole or in part. This applies even if the customer is prevented from using the room/premises, and even if this is due to circumstances beyond the customer’s control (including force majeure events).
EVENT DETAILS
No later than 14 days before the event, the hotel must have received from the customer all details that are important for a successful execution of the event, including program, name list, choice of menu, any allergies, wine, breaks, technology, etc.
HOTEL ROOM AVAILABILITY
Arrival and departure times must be stated in advance. If late arrival is not agreed (after 4 PM), the hotel may cancel the booking. The rooms can be expected to be available after 3 PM on the day of arrival, and guests must have checked out by 12 PM on the day of departure unless otherwise agreed. The customer may be charged for an extra night if the deadlines are not met.
SPECIAL CONDITIONS
Placement of gifts, use of special equipment, setting up decorations and posters, raising flags/banners, signage, etc. must be agreed and approved in advance. The law does not allow consumption of brought food and beverages in the hotel’s premises. The customer must ensure that the sound level is kept at an acceptable and agreed level, and that the guests comply with agreed times for the cessation of meetings, serving, music and dancing.
PRICES AND PAYMENT METHOD
Agreed prices are binding for both parties. Goods and services beyond the proposal will be charged according to the current price list. The hotel reserves the right to adjust prices as a result of changed costs due to increased taxes, duties or other circumstances beyond the hotel’s control. In case of changes of more than 40% of the value of the proposal, the hotel reserves the right to revise the prices. Payment must be made according to the proposal. Credit must be agreed in advance, and for our credit customers, the invoice must be paid no later than 14 days after it has been received. In case of late payment, an additional charge of 1% per month will be calculated, and credit will be assessed on later occasions. An invoicing fee of NOK 95,- per invoice applies. If there is disagreement about the invoice, it must be paid by the due date and the organizer will possibly be credited by agreement. Invoices are not sent to foreign companies.
RESPONSIBILITY FOR PARTICIPANT ACCOUNTS
The booker/end customer is responsible for informing the participants about what is covered by the customer and what each individual must pay themselves. The customer is responsible for any unpaid participant accounts. If one or more of the participants fail to participate in planned events, this does not entitle them to a price reduction.
CHANGES IN CONTRACTUAL CONDITIONS
The customer and the hotel have a duty to address matters that are relevant to the proposal, the conditions and/or the execution of the event as soon as possible. Any special agreements and changes of importance to the event must be made in writing. If a specific venue has been reserved, for all or part of the event, including venues for serving food, the hotel reserves the right to make changes to the agreed setup if the number of participants or other circumstances should change to such an extent that it is no longer appropriate to use the originally reserved venue. For multi-year proposals, the hotel reserves the right to adjust prices or possibly cancel the remaining years if one or more events in the proposal are not carried out. If short notice is required for upgrading, renovation or repair of a hotel defined in the agreement, ByLofoten AS reserves the right to move the event to another hotel with a corresponding standard at the same destination. Such a change shall be notified in writing immediately after such upgrading,renovation or repair has been decided by the board of ByLofoten AS.
RESPONSIBILITY FOR DAMAGE, THEFT, ETC.
The hotel does not assume responsibility for the customer’s and any exhibitor’s belongings. It is recommended that separate insurance be taken out. The customer is responsible for damage caused to the hotel by the participants. The customer is also responsible for their own technical installations and any material or personal injury these may cause. When handing out keys to premises/rooms, the recipient is responsible for locking them when they are unattended. The hotel disclaims any liability for personal injury that is not a result of gross negligence on the part of the hotel. The hotel has general liability insurance.
FORCE MAJEURE
Events beyond the Hotel’s control (strike, lockout, fire, lack of deliveries, etc.), before or during the event, give the Hotel the right to cancel the booking without liability for compensation. Such cancellation shall be communicated to the Organizer without undue delay.
ADVANCE PAYMENT/PARTIAL PAYMENT/DEPOSIT
The hotel reserves the right to request up to 100% advance payment of the agreed services, paid to the hotel no later than 14 days before arrival. The hotel may request a deposit, which must be paid upon signing the proposal. A deposit means that an amount corresponding to 10% of the proposal’s value must be paid upon signing the proposal for the event. In case of cancellation, this amount will not be refunded.
VENUE/COMPLAINTS
All disputes that may arise between the parties to this agreement or on other grounds, or between guests and the hotel, shall be treated according to Norwegian law. If the dispute is not resolved amicably, the legal venue shall apply. In order for any complaints to be considered, they must be made as soon as the opportunity arises, and no later than at the end of the event. Complaints due to circumstances beyond the hotel’s control must be directed at the booker/customer.