Cancellation policy

Guiding rules for cancellation conditions for courses, conferences and other major events at hotels

If an event is canceled, a compensation will be charged, calculated on the agreed price for rooms and meals, as follows;

Cancellation later than 9 weeks before the start date is subject to 25% compensation.
Cancellation later than 6 weeks before the start date is subject to 50% compensation.
Cancellation later than 2 weeks before the start date, 75% compensation is payable.
Cancellation later than 1 week before the start date is 100% refundable.

In case of a reduction in the number of participants, a compensation for rooms and meals is paid as follows;

If the number of participants is reduced up to 9 weeks before the start date, you pay 0 DKK.
If the number of participants is reduced up to 6 weeks before the start date, 50% compensation is paid.
If the number of participants is reduced up to 2 weeks before the start date, 75% compensation is paid.
If the number of participants is reduced up to 1 week before the start date, 100% compensation is paid.
An event can be canceled up to 9 weeks before the start date without compensation being required.
For special services, a 100% reimbursement is required. Special services are services that have been ordered separately for an event by the hotel and which entail additional costs for the hotel. The amount of compensation will be reduced proportionally if the ordered goods are sold to another party on normal terms.
If an event is delayed or canceled due to traffic reasons immediately prior to the start date, it is possible to reassess the provisions in section 2.
No later than 2 weeks before the start date, the organizer/instructor must submit a schedule/program with meals and other catering.
Rooms: No later than 4 weeks prior to the start date, a list of names of participants staying overnight must be submitted.
Deviations from these cancellation conditions must be agreed in writing between the hotel and the organizer.

In case of cancellation due to force majeure, the following applies:

Cancellation due to weather conditions is considered force majeure. No cancellation fee will be charged for the days when the guest is prevented from attending due to weather conditions. A cancellation fee is charged for the days when the guest decides to cancel all or part of a confirmed booking, even if a booking has been partially affected by force majeure. Thus, days directly affected by force majeure will not be invoiced.

Additional agreements for groups of at least 50 people

Deviations from the above cancellation conditions must be agreed in writing between the hotel and the organizer. For example, special supplementary agreements can be made regarding cancellation procedures when booking groups of 50 or more people. Special arrangements must be made at the time of booking, not later in the process.