Booking and Cancellation Terms and Conditions

Group Booking Terms for Events at Hevosopisto Oy

These terms and conditions apply to all group bookings for training, competitions, meetings, restaurant services, and other reservations during major events at Hevosopisto Oy. Hevosopisto reserves the right to determine event arrangements. To ensure the successful organization of group and meeting reservations, we require compliance with the following terms and recommendations unless otherwise agreed upon in writing.

These terms apply to both accommodated and non-accommodated groups of at least 5 room-nights or 5 people. A room-night is defined as one room booked for one night. For example, booking 6 rooms for 2 nights equals 12 room-nights.

For non-accommodated groups, the minimum group size is 5 people. Reservations of fewer than 5 room-nights or fewer than 5 people follow the terms and conditions for individual bookings.

Summary of Booking and Cancellation Terms

• The reservation must include arrival and departure dates, the name, address, phone number, and email of the booker, who must be an adult.
• The reservation, including cancellation terms, becomes binding when the customer confirms the booking verbally or in writing, Hevosopisto's sales department confirms it in writing, and the customer pays a 10% deposit by the agreed due date. The deposit is non-refundable if the customer cancels the reservation.
• If the 10% deposit is not paid by the due date, the reservation will be canceled and released for other use.
• The final invoice will be issued 60 days before the event.
• Any changes to the reservation must be made in writing or by phone through the sales department.
• The reservation is valid for the number of participants specified by the customer. If there is a significant change in the number of participants, Hevosopisto reserves the right to allocate a different venue and renegotiate event details and costs.
• Hevosopisto charges the full price if the customer arrives late, departs early, or does not arrive at all.
• Hevosopisto is entitled to full compensation for services that cannot be canceled, such as subcontracted services.
• Billing is based on the confirmed number of participants. If the actual number exceeds the confirmed number, the final invoice will reflect the actual number.
• All cancellations must be made in writing via email to sales@hevosopisto.fi.

1. Booking and Confirmation

• The reservation must include the booker's name, address, phone number, and email. The booker must be an adult (18 years or older).
• The reservation becomes binding when the customer confirms it verbally or in writing, Hevosopisto’s sales department confirms it in writing, and the 10% deposit is paid by the due date. The deposit is non-refundable. The booker is responsible for the reservation.
• If the 10% deposit is not paid by the due date, the reservation is canceled and released for other use.
• The booking confirmation includes reservation details, terms, prices, and an invoice for the deposit. Any changes must be submitted in writing to the sales department.

2. Participant Information

2.1 Accommodated Groups

The following details must be submitted at least 10 days before arrival to sales@hevosopisto.fi:

• Group name and number of participants
• Group leader's name and phone number
• Estimated arrival time at Hevosopisto
• Dietary restrictions
• For international groups: birth dates and passport numbers

2.2 Non-Accommodated Groups

The following details must be submitted at least 10 days before arrival to sales@hevosopisto.fi:

• Group name and number of participants
• Group leader's name and phone number
• Estimated arrival time at Hevosopisto
• Dietary restrictions

3. Payment and Billing

• A deposit is required upon booking, and the final invoice is due 60 days before the event.
• Billing requires a pre-approved agreement with Hevosopisto. Payment terms are net 14 days.
• Prices are based on group-wide invoicing.
• Billing is based on the confirmed number of participants, or if the actual number exceeds the confirmed number, on the actual number.
• A 10€ billing fee applies.

4. Changes to Confirmed Bookings

• The reservation is valid for the number of participants confirmed by the customer.
• If the number of participants changes significantly, Hevosopisto reserves the right to allocate a different venue and renegotiate details and costs.
• If costs arise from pre-booked services (e.g., venue reservations, staffing, special decorations, AV equipment, dietary accommodations, or third-party services), Hevosopisto is entitled to charge the customer for these costs, even if the reservation is canceled or changed within cancellation terms.
• Hevosopisto charges the full price if the customer arrives late, departs early, or does not arrive at all.

5. Cancellation Terms

All cancellations must be made in writing via email to sales@hevosopisto.fi. A cancellation is considered effective once received by Hevosopisto.

For reservations of 5–15 room-nights:

• Free cancellation up to 7 days before arrival (10% deposit is non-refundable).

For reservations of 16–30 room-nights:

• Free cancellation up to 14 days before arrival (10% deposit is non-refundable).

For reservations of more than 31 room-nights:

• Free cancellation up to 30 days before arrival (10% deposit is non-refundable).

For non-accommodated group events, the final participant count must be confirmed as follows:

• 7 days before the event for groups under 15 people
• 14 days before the event for groups of 16–30 people
• 21 days before the event for groups of over 31 people

Late cancellations or no-shows will be charged the full price.

6. Special Circumstances (Illness or Force Majeure)

• If an individual cancels due to sudden illness, accident, official quarantine, or a family member's passing, they may receive a 50% refund upon providing a medical certificate within 14 days of cancellation.
• No refunds are given for cancellations during the stay.
• Travel insurance is recommended.

7. Transfer of Booking

• A transferred reservation is treated as a cancellation and a new booking.
• The customer may not transfer the agreement or rented facilities to a third party without Hevosopisto's written consent.

8. Group Block Bookings

Guaranteed Block

• A specific number of rooms are reserved with a set booking deadline. Unbooked rooms are released after this date.
• The booker is responsible for any individual cancellations within the block under the applicable cancellation terms.

Open Block

• Special rates are agreed upon, but room availability is subject to hotel occupancy.
• Individually booked rooms under the special rate follow standard individual booking cancellation terms.

9. Other Terms

• Customers are responsible for their own belongings.
• Customers are liable for any damage to property caused by their group.
• Misconduct leading to eviction does not entitle the customer to a refund.

10. Liability and Force Majeure

• Hevosopisto is not liable for accidents, damages, or injuries unless caused by negligence in general safety measures.
• Hevosopisto does not provide insurance for customers.
• Hevosopisto is not responsible for delays or damages caused by force majeure circumstances beyond its control.

Hevosopisto Oy Group Booking and Cancellation Terms

These terms and conditions apply to all training, competition, conference, restaurant, and group bookings at Hevosopisto Oy. To ensure that group and meeting arrangements are carried out as agreed, the following terms and recommendations must be observed unless otherwise agreed.

These terms apply to both groups requiring accommodation and those without accommodation, where the booking includes 5–55 room nights or more than 5 people. A room night refers to one room booked for one night. For example, a booking of 5 rooms for 2 nights equals 10 room nights.

Non-Accommodated Groups: The minimum group size is 5 people. For bookings of fewer than 5 room nights or fewer than 5 people, individual booking and cancellation terms apply.

Summary of Booking and Cancellation Terms

• At the time of booking, the arrival and departure dates, name, address, phone number, email, and payment method must be provided. The person making the booking must be of legal age.
• The booking, including its cancellation terms, becomes binding once the customer confirms it either verbally or in writing and the sales service confirms it in writing.
• The reservation is valid for the number of participants specified by the client. If the number of participants changes significantly, Hevosopisto has the right to assign a different space and renegotiate event details and costs.
• Hevosopisto charges the full price in cases where the customer arrives later, departs earlier than agreed, or fails to arrive altogether.
• Hevosopisto has the right to full compensation for services that cannot be canceled, such as subcontracted services.
• Invoicing is based on the confirmed number of participants. If the actual number is higher than the confirmed number, the final invoice will reflect the actual number.
• All cancellations and modifications must be made in writing via email to: reception@hevosopisto.fi.

1. Booking and Confirmation

The following details must be provided at the time of booking:

• Name, address, phone number, and email.
• The booking party must be of legal age (18 years or older).
• The booking becomes binding once confirmed verbally or in writing by the customer and confirmed in writing by Hevosopisto’s sales team.
• The reservation confirmation includes booking details, terms, and prices. Any changes must be made in writing to the sales team.

2. Participant Details

2.1 Accommodated Groups

The following details must be submitted at least 10 days before arrival to reception@hevosopisto.fi:

• Group name and number of participants
• Name and phone number of the group leader
• Estimated arrival time at Hevosopisto
• Dietary restrictions
• For foreign groups: birthdates and passport numbers of participants

2.2 Non-Accommodated Groups

The following details must be submitted at least 10 days before arrival to reception@hevosopisto.fi:

• Group name and number of participants
• Name and phone number of the group leader
• Estimated arrival time at Hevosopisto
• Dietary restrictions
• For foreign groups: birthdates and passport numbers of participants

3. Payment Terms and Invoicing

• Invoicing requires a valid billing agreement with Hevosopisto in advance. The payment term is 7 days net.
• Prices in the offer require a single invoice for the entire group.
• Invoicing is based on the confirmed number of participants or, if higher, the actual number.
• A billing fee of €10 will be added to the invoice.
• Unless otherwise agreed, payment must be made by cash, debit, or credit card at Hevosopisto. Prepayment via payment link can also be arranged.

4. Changes to Confirmed Bookings

• The reservation is valid for the specified number of participants. If the number changes significantly, Hevosopisto reserves the right to assign a different space and renegotiate event details and costs.
• If Hevosopisto incurs costs due to ordered services or arrangements (e.g., room reservations, staff costs, special decorations, AV equipment, third-party services), the client is liable for these costs even if the booking is canceled or modified within the cancellation terms.
• Full charges apply for late arrivals, early departures, or no-shows.

5. Cancellation Terms

All cancellations must be made in writing via email to reception@hevosopisto.fi. A booking is considered canceled once received by Hevosopisto.

Accommodation Bookings:

• 5–15 room nights: Free cancellation up to 7 days before arrival.
• 16–30 room nights: Free cancellation up to 14 days before arrival.
• 31–55 room nights: Free cancellation up to 30 days before arrival.

Non-Accommodated Groups:

• Under 15 participants: Final confirmation required 7 days before the event.
• 16–30 participants: Final confirmation required 14 days before the event.
• Over 31 participants: Final confirmation required 21 days before the event.
• After these deadlines, full charges apply for cancellations or no-shows.

Facility Bookings:

• Groups of 5–15: Free cancellation up to 7 days before.
• Groups of 16 or more: Free cancellation up to 14 days before.
• Whole venue rentals: Terms agreed upon during the offer stage.

6. Illness or Force Majeure

• If an individual participant cancels due to sudden illness, accident, quarantine, or death of a close relative, they are entitled to a 50% refund.
• A valid medical certificate or equivalent proof must be submitted within 14 days of cancellation.
• Cancellations during the stay do not qualify for a refund.
• Travel insurance is recommended to cover cancellations.

7. Transfer of Bookings

• Transferring a booking is treated as a cancellation and a new booking.
• The client may not transfer or sublease the booking without written consent from Hevosopisto.

8. Block Reservations

Guaranteed Block

• A specific number of rooms are confirmed and held for the client.
• A final booking date is agreed upon; after this date, unbooked rooms are released.
• The client is responsible for cancellations and potential costs.

Open Block

• Special rates and a deadline for reservations are set.
• Room availability is subject to hotel occupancy, and availability cannot be guaranteed.

9. Venue Arrangements

• The group organizer must arrange details with Hevosopisto’s sales team at least 7 days before arrival.

10. Client Responsibilities

• Hevosopisto is not responsible for items stored or left behind on the premises.
• The client is responsible for any damages caused by their equipment, staff, guests, performers, or participants.
• The client must follow all instructions given by Hevosopisto’s staff.
• If a booking is canceled due to disruptive behavior or violation of terms, no refunds will be issued.

11. Hevosopisto’s Liability

• Hevosopisto is not responsible for damages, injuries, or accidents unless due to clear negligence in general safety.
• Clients are responsible for their own insurance coverage.

12. Force Majeure

• Hevosopisto is not liable for delays or damages caused by unforeseen circumstances beyond its control.