General terms and conditions

1. Validity

The following terms apply to all bookings of room blocks, and/or meeting room facilities made by the organizer in connection with: accommodation, courses, meetings, conferences, events and similar – hereinafter referred to as the event.
The concluded agreement is digitally signed by both parties before it is finally approved.

2. Cancellation/Changes

The purpose of the following cancellation terms is to establish secure and predictable frameworks for a booked event, as well as to limit the financial risk for both parties, both for the organizer and Fredriksten Hotel.

All cancellations/changes must be made in writing before a cancellation is valid. The terms should be understood as follows: The closer to the event start date, the smaller the portion of the event that can be canceled free of charge.

• The Organizer can cancel the entire event free of charge, provided this occurs more than 60 days before the first arrival day.
• After 60 days and up to 30 days before the first arrival day, a maximum of 50% of the remaining event can be cancelled free of charge.
• After 30 days and up to 14 days before the first arrival day, a maximum of 25% of the event can be cancelled free of charge.
• After 14 days before the first arrival, the event will be invoiced in its entirety.

In case of cancellation, even within the given deadlines, the event must be re-confirmed in writing.

Agreed package prices are unit prices and cannot be divided or changed before, during or after the stay.

Cancellation fees according to this section apply even if the room blocks cannot be used in whole or in part. This applies even if the customer is prevented from using the room, and even if this is due to circumstances beyond the customer’s control (including force majeure events).

3. Event Details

Based on the date provided in the sent planning form, the hotel must have received a digitally signed document, including all details relevant for a successful execution of the event, including program, name list, choice of menu, drinks, technical requirements, etc.

4. Use of Hotel Rooms

Arrival and departure times must be specified in advance. Rooms can be expected to be available after 3:00 PM on the arrival day, and guests must check out by 11:00 AM on the departure day, unless otherwise agreed. The organizer will be charged for an extra night if these deadlines are not met.

5. Special Conditions

Placement of gifts, use of special equipment, setting up decorations and posters, raising flags/pennants, signage, etc. must be agreed upon and approved in advance. The law does not allow consumption of brought-in food and drinks in the hotel premises. The organizer must ensure that the sound level is kept at an acceptable and agreed level, and that guests adhere to agreed times regarding the end of meetings, service, music and dancing.

6. Prices and payment method

Agreed prices are binding for both parties. Goods and services beyond the contract 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, fees, or other circumstances beyond the hotel’s control. If more than 40% of the order is changed, the hotel reserves the right to revise the prices. Payment shall be made in accordance with the contract. Credit must be agreed in advance, and for our credit customers, the invoice must be paid no later than 10 days after. A billing fee of NOK 75 applies per invoice. If there is disagreement about the invoice, it must be paid by the due date, and the organizer will be credited after agreement, if applicable.

7. Responsibility for Participant Bills

The organizer is responsible for informing participants about what will be covered by the organizer, and what each individual must pay themselves. The organizer is responsible for unpaid participant bills. If one or more participants fail to participate in planned events, this does not entitle them to a price reduction.

8. Changes in contract conditions

It is the responsibility of the Organizer and the hotel to address, as soon as possible, any issues that affect the contract, terms, and execution of the event. Any special agreements and significant changes 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, the hotel reserves the right to make logistical changes to the agreed setup if the number of participants or other conditions should change to such an extent that it is no longer appropriate to use the originally reserved venue.

9. Liability for damage, theft, etc.

The hotel does not assume responsibility for the organizer’s and any exhibitor’s belongings. It is recommended to take out separate insurance. The organizer is responsible for damage caused to the hotel as a result of negligent or intentional behavior by the participants. The organizer is also responsible for their own technical installations and any material or personal injury these may cause. When keys to premises/rooms are issued, the recipient is responsible for locking when these are unattended. The hotel disclaims any liability for personal injury that is not a result of gross negligence shown by the hotel.

10. Force majeure

Events beyond the hotel’s control (strike, lockout, fire, lack of supplies, 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.

11. Advance payment/partial payment/

Binding amount
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 commitment fee, which must be paid upon signing the contract. By commitment fee, it is meant that the equivalent of 50% of the contracted value must be paid upon signing the contract for the event. In the event of cancellation, this amount will not be refunded.

12. Venue/complaints

All disputes that may arise between the parties in this agreement or on any other basis, or between guests and the hotel, shall be dealt with according to Norwegian law. If the dispute is not resolved amicably, the company’s property venue shall apply. For any complaints to be taken into consideration, they must be submitted as soon as there is an opportunity to do so, and at the latest at the conclusion of the event. Complaints that are due to circumstances beyond the hotel’s control must be directed to the customer.