Group Reservation Cancellation Policy
Vaeshartelt uses the Uniform Terms and Conditions for the Hospitality Industry Netherlands.
When a reservation for accommodation only, with or without breakfast, has been made for a group, the following applies to the cancellation of that reservation (unless otherwise agreed in writing). In the event of cancellation before the time at which the first hospitality service is to be provided pursuant to the hospitality agreement, hereinafter referred to as: “the commencement date”, the customer is obliged to pay the following percentages of the reservation value that must be paid by the customer upon cancellation to the hospitality establishment:
- More than 3 months before the effective date: 0%
- More than 2 months up to and including 3 months before the effective date: 15%
- More than 1 month up to and including 2 months before the effective date: 35%
- More than 14 days up to and including 1 month before the effective date: 60%
- More than 7 days up to and including 14 days before the effective date: 85%
- 7 days or less before the start date: 100%
(13.2.1 Accommodation – Uniform Hospitality Conditions)
When a reservation has been made for a group, the following applies to the cancellation of that reservation:
- More than 6 months before the reserved time: 0%
- More than 3 months before the reserved time: 10%
- More than 2 months before the reserved time: 15%
- More than 1 month before the reserved time: 35%
- More than 14 days before the reserved time: 60%
- More than 7 days before the reserved time: 85%
- 7 days or less before the reserved time: 100%
(13.2.2 Groups – Uniform Hospitality Conditions)
If a guest makes both a group booking and an individual reservation, resulting in a double booking, both the guest and the group booker remain responsible for this double reservation. In that case, both reservations will be charged in full and no refund will be issued.
Vaeshartelt offers the option to change the total catering cost by a maximum of 5% of the final number of persons up to 48 hours before the start of the event. Hotel rooms are not covered by this exception.
Further house rules/conditions
GENERAL HOUSE RULES
To ensure a safe and pleasant experience for all guests, the following guidelines apply:
- Follow instructions from our staff
All instructions from our staff must be followed at all times. - Identification upon entry
Our staff may ask for identification upon entry or during your stay. - Ban on weapons, drugs and aggression
Bringing or using weapons, drugs, or other prohibited substances is not permitted. Aggression, racism, and unwanted sexual advances will not be tolerated. - Respectful behavior
Avoid disruptive behavior so that all guests can enjoy their stay to the fullest. - Personal consumption
Bringing your own food and drinks is not permitted, unless agreed in writing in advance. - Glass
Glassware must remain on the premises and may not be taken outside. - Respect for the environment
Please be considerate of our neighbors and the immediate surroundings to prevent nuisance. - Sensible alcohol consumption
Alcohol is served exclusively to guests aged 18 and older. We expect alcohol to be consumed in moderation. Bringing your own alcoholic beverages is not permitted. In the event of excessive consumption, our staff reserves the right to refuse further service.
DIETARY PREFERENCES AND/OR ALLERGIES
Please inform us of any dietary requirements and/or allergies at least two weeks in advance. We do our best to accommodate these, but cannot offer a full guarantee due to the possibility of cross-contamination. Additional charges may apply.
DECORATION
Decorations must be collected no later than the day of the event. If decorations have not been removed after two days, they will be cleared away by us. The use of scattering materials (such as rice, confetti, glitter), fireworks, smoke machines, and bubble machines is not permitted. Nothing may be attached to the walls of our classic halls.
END TIMES PARTY
Party nights must be completed no later than 01:00 to finish. The last drinks are served until 00:45.
BILLING
Billing preferences must be communicated in advance. For groups of 15 people or more, all costs will be charged to the account. Group reservations are generally invoiced within 5 working days; for this, we require all billing details in advance. Credit card payments are possible, provided this is reported in advance.
FOOD & DRINKS
In addition to organized breakfasts, lunches, and dinners, you can also stop by for a bite to eat at Bistro Els or a drink in our Red BarReservations can be made via https://bistro-els.nl/
HOTEL ROOMS
We would appreciate receiving the list of names for reserved rooms no later than 3 weeks before the eventPlease indicate in advance whether costs for overnight stays and extras will be added to the total bill or to the individual guest's bill.
Beds are standard double, but can be separated upon request (extra cost). Check-in: from 15:00 | Check out: before 11:00 AM.
Prices exclude service charge (tourist tax and cultural heritage tax).
LUNCH
We provide a lunch buffet as standard during meetings. In the event of insufficient guests, the buffet may be cancelled; in that case, we will serve a lunch buffet for the same price. 12 o'clock snack in our Bistro.
MUSIC
Use of our music system is permitted; personal playlists can be played via laptop (mini-jack) or Bluetooth. Spotify is not permitted due to licensing restrictions. Amplified live music is not permitted indoors; acoustic music is. DJ performances are permitted up to a maximum of 85 dB, where windows and doors remain closed. Outside (terrace, patio, park), soft background music is permitted until 21:30 and a maximum of 40 dBDJs are not allowed outside.
PRICE CHANGES
Price agreements made may be subject to change due to the rapidly changing economic situation. Prices of the issued quotations are based on the relevant year.
TECHNIC
All (meeting) rooms are equipped with a BenQ Smart Screen or projector, which can be used via HDMI or smartphone. Technical support and additional audiovisual equipment, such as microphones, are available upon request.
TRANSPORT & ACCESSIBILITY
Vaeshartelt is easily accessible by car, bicycle, and public transport. We offer bicycle storage and a spacious free parking lot. The center of Maastricht is approximately a 12-minute drive away. Maastricht Noord Station (with P+R) is located 5 minutes away and is also accessible on foot (approx. 10 minutes). Please inquire at our reception for current public transport schedules.
(VALUABLE) ITEMS
Bringing valuables is at your own risk. No safes are available outside the hotel rooms.
ROOM LAYOUT
Changes to the reserved room layout can be communicated in advance free of charge. Adjustments on the day itself may incur additional costs.
