Booking terms conference & event

Established according to SHR’s guidelines. Applies when booking at KUST Hotel & Spa.

1. Scope and Definitions

These booking conditions apply to all group bookings, arrangements, weddings, and conferences at KUST Hotel & Spa, regardless of whether the booking has been made via website, email, phone, or direct contact. The conditions apply whether the communication has been verbal or written.

2. Booking Rules and Responsibility

Minimum Age:

To book and stay, the customer must be at least 18 years old. Minors are allowed at the hotel only when accompanied by a guardian or responsible adult. Valid identification may be required at check-in. The hotel reserves the right to cancel the booking if this cannot be presented.

Booking Confirmation:

The booking is binding as soon as written confirmation is received from the hotel. It is the guest’s responsibility to check that the confirmation is correct.

Transfer:

The booking may not be transferred to another party without written approval from the hotel.

Special Requests:

Any needs for, for example, allergy adjustments or aids (e.g., shower chair) should be communicated in writing at the time of booking.

Security:

For security reasons, it is not allowed to admit unauthorized guests to hotel rooms or premises.

Pets:

Pets are not allowed in the hotel premises, including restaurant Tage.

3. Force Majeure

The hotel reserves the right to cancel the agreement without liability in circumstances beyond our control, such as strike, fire, natural disasters, pandemic, war, or government decisions.

4. Booking through Intermediaries

When booking via resellers, event companies, or other intermediaries, they are responsible for keeping customer funds separated in a specific account until payment to the supplier is completed. The intermediary is accountable to the hotel for received amounts.

5. Responsibility for Property and Damages

• The hotel is not responsible for loss or damage to property that guests store within the hotel area.
• Valuables should be declared upon arrival, and particularly valuable property should be covered by a written agreement.
• Damage caused by the guest and/or accompanying guest will be charged in full.
• The hotel is only responsible if damage occurs due to negligence by the staff.

6. Prices and Payment

• Prices are stated in SEK and may include or exclude VAT, depending on the agreement’s design. Note what applies to your booking regarding VAT and additional tax.
• Prices are based on information at the time of booking. KUST Hotel & Spa reserves the right to adjust prices due to, for example, increased VAT, currency changes, government decisions, or increased raw material costs.
• Any additional services and costs are confirmed in the agreement.

7. Invoicing

• Payment by invoice is made within 10 days from the invoice date unless otherwise agreed.
• In case of late payment, interest on arrears is charged according to the current reference rate + 8%.
• An invoicing fee applies.
• The hotel reserves the right to invoice the whole or parts of the amount in advance.

8. Change and Cancellation Policies

All cancellations and changes, reductions, or adjustments must always be made in writing. Non-changeable or non-refundable packages are non-refundable.
In the event of partial cancellation (reduction in value), the following cancellation fees apply based on the number of people and how far in advance of arrival the reduction is made:

 

Example

For a booking of 20 people and a reduction to 10 people (50% reduction), the change must be made at least 14 days before arrival to avoid charges.

9. Arrangement-Specific Conditions

1. The following applies to bookings of conferences, courses, weddings, or larger events:
2. Confirmation: The booking becomes binding when written confirmation is sent by KUST Hotel & Spa.
3. Participant Information: A list of participants, room allocation/accommodation list, schedule, technical needs, special diets, and meal times must be submitted no later than 14 days before arrival.
4. Compensation for Special Expenses: Any extra costs or pre-orders that cannot be canceled will be charged in full.
5. Payment Responsibility: The customer is responsible for the entire amount, even if payment is divided among participants.
6. Price Adjustment: The hotel has the right to adjust prices in the event of unforeseen cost increases (e.g., taxes, government decisions).

10. Arrival and Access to Premises

• Check-in to hotel rooms is from 3:00 PM on the day of arrival. Check-out is no later than 11:00 AM. In case of delayed departure, KUST Hotel & Spa reserves the right to charge for an additional night.
• KUST Hotel & Spa reserves the right to assign another, equivalent venue or room originally booked.
• Consumption of brought alcohol is not allowed in our dining areas (this also applies to restaurant Tage, which is fully licensed).

11. Personal Data Management

KUST Hotel & Spa is responsible for the personal data for all information collected in connection with your booking. The data is used to administer the booking and communicate before, during, and after the stay. When booking for another person, you are responsible for ensuring they agree to our personal data processing. Read more in our Privacy Policy.