General Terms and Conditions of Sale 2025 – Anatura Luxembourg:

Meetings, Business Groups & Occasional Events

ARTICLE 1: APPLICATION OF THE GENERAL TERMS AND CONDITIONS OF SALE (GTCS)

These General Terms and Conditions of Sale (GTCS) apply to services related to the sale of hotel services including seminars, meetings, congresses, conventions, events, as well as activities (such as tree climbing, scooters, bikes, jet skis, etc.) associated with hotel services provided by the Hotel mentioned in the attached contract/quotation. These GTCS are communicated to the Client simultaneously with the contract/quotation to enable them to make a booking. Any booking therefore implies full and unconditional acceptance of these terms by the Client. These GTCS and the associated contract/quotation form an inseparable whole. In case of conflict between the provisions of the signed contract/quotation and those of these GTCS, the provisions of the contract/quotation shall prevail. If the Client wishes to enforce their General Terms and Conditions of Purchase (GTCP), and in case of conflict between the provisions of the Client’s GTCP and those of these GTCS or the agreed contract/quotation between the Client and the Hotel, the provisions of these GTCS and the contract/quotation shall prevail. The Client undertakes to inform the Participants of the event of the provisions of these GTCS that are directly applicable to them and to obtain their express consent.

ARTICLE 2: BOOKING CONFIRMATION

The Client must confirm their booking before the option date indicated in the quotation and return to the Hotel a copy of the contract/quotation and GTCS duly dated, initialled on each page and signed by the Client, bearing the mention « Approved » and the Client’s stamp. These documents must be accompanied by the deposit referred to in Article 9, which constitutes a substantial and determining condition for the booking. From the moment the Client signs the contract/quotation, the deposit becomes due. In the absence of payment of the deposit, the Hotel does not confirm the booking and does not guarantee the availability of the booked spaces/rooms.

ARTICLE 3: BOOKING ORGANISATION

1. Rooms

The Client must send the Hotel the rooming list (i.e. the list of Participants and room allocations) in writing (by email or postal mail) no later than 8 days before the scheduled arrival date. Reserved rooms are available to Participants from 4:00 PM on the day of arrival. Rooms must be vacated by 11:00 AM on the day of departure. Any delay will result in an additional night’s charge at the displayed public rate.

2. Meals

The Client is solely responsible for selecting services suited to their needs. The Hotel cannot be held liable in this respect. The Client must specify in writing the exact number of meals required for each service 10 working days before the event (excluding Saturdays and Sundays). A reduction in the number of participants is considered a partial cancellation. Likewise, any reduction in the ordered services (meals, buffets, cocktails, etc.) is also regarded as partial cancellation. Such cancellations are subject to Article 5 of these GTCS. The Client must confirm their catering choices (menu, buffet, cocktail, etc.) no later than 10 working days before the event. After this deadline, the Hotel reserves the right to impose a choice within the selected category. It is specified that any unused catering under a package deal shall not result in a price reduction and may not be taken away by the Client.

3. No-shows

In case of no-shows (i.e. cancellation without prior notice), the Hotel shall invoice the Client a compensation equal to 100% of the total amount (including VAT) of the reserved hotel, seminar, meeting and event services for the entire stay. The Client agrees to settle the amounts due in accordance with the terms defined in the contract or Article 9 of these GTCS.

4. Use of spaces

The Client must inform the Hotel prior to the event date of any change in the number of participants. If the number is lower than initially stated in the contract/quotation, the Hotel may allocate a different space for internal operational reasons. The Client shall not hold the Hotel liable in case of construction work taking place during the event, whether inside or outside the premises. No compensation shall be due. Any request for modification (layout, furniture, room) must be submitted in writing no later than 48 hours before the start of the event. After this deadline, a surcharge may apply depending on the requested changes.

5. Change in number of participants

A reduction in participant numbers is considered a partial cancellation and is subject to Article 5 of these GTCS. Should the actual number of participants exceed that stated in the contract, allocation of space is subject to availability and payment of the additional corresponding deposit.