General terms and conditions 2017-05-04T15:10:37+00:00

General terms and conditions

Individuals

Booking Conditions

The reservation is considered firm and final upon receiving a written confirmation (email, fax, letter) and a credit card number or a deposit (cheque).
The reservation is made by room category. On no account will the room number be taken into account during booking.
Rooms are available from 3pm and must be released no later than 12am on the day of departure.
Generous buffet for breakfasts, half-board offers a menu of 3 dishes for dinner.
For arrivals after 7pm the Client shall inform the hotelier by calling +33 (0)3 51 25 25 25.
Cancellation Conditions

In the event of partial or total stay cancellation, the hotelier must be informed 24 hours prior to arrival.

If not, the following cancellation penalties will apply:

Within more than 24 hours prior to arrival: no penalties
Less than 24 hours before arrival: 100 % of the stay will be charged.
For all cancellations made by phone, the hotelier will provide you with a cancellation number.

Massages and Beauty Treatment not respected or cancelled less than 24 hours before will be fully invoiced.

NVNR Reservation (Non Voidable Non Refundable Non Exchangeable / Non Alterable)

NVNR reservations can neither be modified (for the date or person), cancelled, exchanged, nor refunded.
There will be no refund in case of no-shows.
Whatever the reason, the total cost of the stay remains the Airport Club Hotel’s gain.
When booking under NVNR conditions, a complete prepayment of the stay is made as soon as the reservation has been confirmed. The reservation will be then considered firm only upon full and effective cashing of the stay.
No-show / Cancellation without prior notice

In the event of no-show or cancellation without prior notice, the hotelier reserves the right to charge an indemnity to the client, in other words 100% of booked services based on the entire stay.

In case of a major event, the hotel reserves the right to accommodate the client in a nearby hotel of equal category.

Payment Conditions

Invoices are edited and due in euros (€).
The visitor’s tax is to be paid directly to the hotelier, locally.
The credit card numbers communicated during reservation are only given for guarantee purposes.
Unless specific conditions apply (as agreed when booking), invoices are to be paid on departure day or upon receiving the invoice, either in cash, or by credit card, or by cheque, or by luncheon voucher or holiday vouchers.
Spa Area

All room reservations or packages provide free access to the Spa during the course of your stay. The Spa includes: indoor swimming-pool, sauna, hammam, jacuzzi, fitness room. Also enjoy the Body Treatment Area which offers massages (relaxing not therapeutic). Not included and by appointment.

Parking

An outdoor, locked and video camera surveyed parking is available for you twenty four hours a day.

Animals

Dogs are allowed in the hotel, as long as the reception has been notified when making the reservation. The hotelier charges € 8 per day and per dog.

Outside the hotel, it is essential to walk your dog on a leash and by respect for other clients, to pick up any dog mess.

The hotelier reserves the right to refuse admission of an animal to the hotel. The same applies to the restaurant.

Leisure Groups

Definitions

In the present context the terms listed below will have the following meaning:

Leisure Client: operator tours, travel agencies, coaches, all tourist professionals having made the booking, or physical or moral people making a group reservation within their professional or associative activity.

The participants: the physical people staying in the hotel.

Option date: date determined by the hotelier on which the Leisure Client should confirm the Group booking, according to the conditions stipulated in article 3 of the present General Sales Conditions

Application

The present General Sales Conditions for the Leisure Group apply exclusively in the relationship between the tourist professionals (travel agencies, operator tours, coaches…) or physical or moral persons making a group reservation within their professional or associative activity and the OPTIA Company for the Airport Club Hotel, S.A.S with a capital of 100.000 € and whose headquarters are situated at 9, Croisée des Lys in Saint Louis (68300). 794 503 771 is the number the company is registered under in the Register of Commerce in Mulhouse.

The General Sales Conditions for Leisure Groups are applied to Leisure Clients as from 20 simultaneous people for the same period, including identical services and subject to the same invoice.

For the Leisure Group, the price is given for a double room (occupied by two people), per day and per person, including breakfast, taxes and services included (waiters, room maids) not including tourist taxes. This price will be systematically invoiced whether breakfast has been consumed or not.
Should the Leisure Client wish that certain rooms be occupied by only one person, or occupied by more than two people (eventually), a supplement will be added to this price.

The VAT rate in question is the one currently used on the date that the integral payment is demanded.

Reservation

A group is composed of a minimum of 20 participants
A booking confirmation is to be sent by post or email
The booking is confirmed when a deposit is paid. In case of no deposit, the hotelier reserves himself the right to put the rooms up for sale; The booking option required by the Hotel becomes a firm booking if the following conditions are both met:

Receipt by the hotel of a confirmation of the option and agreement to the present General Sales Conditions by email or by post at 12am at the latest on the day of the date of the end of the option.
Reception of the deposit is mentioned hereafter in article 4 (subject to having received payment). The length of option period will be defined case by case with the hotel.
The Hotel reserves the right to cancel the rooms and/or annexed services at any moment and without any indemnity in the case of non-reception of the deposit and/or the absence of booking confirmation on the day of the end of the option, as well as if the Leisure Client has not paid the invoices pertaining to previous services given.

Deposit

The deposit is to be paid at the latest eight days after the written confirmation of the booking (which must arrive at the latest on the last day of the option period), in conformity with the pro forma invoice and by any means of payment accepted by the hotel :

Either by communicating the number of the credit card, and its expiry date together with a written agreement to withdraw (authorization to ask us)
By cheque to the order of : Airport Club Hotel
Or by wire transfer
This deposit represents: 30% of the services (accommodation and restoration together) reserved for the group.

Should the payment not be deposited in the stipulated delay or should there be a problem to cash, the Hotel reserves the right to put the non-confirmed rooms back on sale.

When reserving for a series of Leisure Groups in the same hotel, a guarantee deposit representing the price of the services reserved (accommodation and restoration together) for the first group, should be paid when the corresponding contract is signed, or, in the absence of a contract, when the reservation is made. This amount will be deducted from the last invoice.

Settlement

Payment of the balance of the global invoice should be made by the Leisure Clients at the latest 7 days before the group arrival date, i.e. 100% of the amount inclusive of tax. If not, an invoice or a credit note will be drawn up at the end of the group stay in order to settle the invoicing.

The payment should be made in local money of the country where the hotel is situated. Bank charges are borne by the Leisure Client. Extras (telephone, consumptions not included in the booked services…) should be settled at the Hotel reception desk by the participants before the group leaves. The Leisure Client commits himself to have this rule respected by those accompanying him.

The Hotel declines all responsibility as to the consequences of a delayed departure due to a payment problem.
The tourist tax must be paid on the spot by the participants or the Leisure Client before the departure of the group.
Any payment incident inflicted on the Hotel could bring about a rupture in the agreements concluded with the Leisure Client and/or the cancellation of the bookings without any indemnity for the Leisure Client. Furthermore, the sums paid or due, in conformity with the clauses of articles 4 and 5 of the present General Sales Conditions will remain definitely acquired by the Hotel without any prejudice of eventual damages.

Should a part of the invoice be contested, the Leisure Client commits himself to paying, without delay, the non contested part and to inform the Hotel the reason for his contesting. This should be handwritten and justified. Any non contested invoice according to the above mentioned procedure, within a delay of a fortnight from the date the invoice was sent, will be considered as accepted and due.

Modification, Cancellation

Any modification or partial or total cancellation of an option should be notified in writing to the Leisure Client at the Hotel following the initial reservation channel.

The modification or cancellation will only take effect when the Leisure Client has received the written notification addressed to the Hotel. In any case, the Hotel reserves the right to cancel the request and apply the following penalties.

For a complete cancellation of a confirmed reservation:

Cancellation before 90 days: the deposit is reimbursed.
Cancellation between 90 days and 45 days: 50 % of the reservation costs at the beginning.
From 45 days to 30 days: 70 % of the reservation costs at the beginning.
From 30 days to no-show: 100 % of the reservation costs.
In the case of a reservation during an exhibition or an event period, specific conditions may be applied and indicated when reserving.

Moreover, in the case of a Leisure group, should the group be reduced to less than 10 rooms and 15 people, the invoicing will be calculated on the basis of the individual prices displayed, applicable on the planned arrival date in the hotel concerned.

Should the group arrive after 10pm and the restaurant had been booked, the Hotel reserves the right to refuse to serve the meals booked. It is clear that a total amount of 100% including taxes for the restaurant will be invoiced to the Leisure Client according to the above-mentioned conditions.

If one party or the totality of the participants do not show up, (“No Show”) as well as any reduction in the length of stay (on the spot) it will be invoiced on the basis of the total amount inclusive of taxes for the reserved services, deducting the deposit and payments already received and for the intended length of stay

Gratuitousness

The following gratuitousness will be applied for the whole group, either 1 single (guide or chauffeur), breakfast included free of charge for 20 people paying. In the case of half board, the meal remains at the expense of the Leisure Client.

Nominative list

The Leisure Client is committed to supply a sales situation a fortnight before the arrival date of the group if the reservation date permits him to do so.

The final nominative list should arrive in writing at the Hotel, 7 days at the latest before the arrival date of the group.

For the case of a group « stop meals » (reserved directly with the hotel) half or full board, the choice of menus for the booked meal(s), must be included with the reservation confirmation at least 7 days before the arrival date of the group.

Should the hotel not receive these above-mentioned documents, the hotel will not be able to guarantee the distribution of the rooms or menus chosen by the Leisure Client.

The Hotel is committed to make the rooms available as from 3pm on the arrival day. The rooms must be freed at the latest at midday on the departure day.

Dislodgement

In the case of a total or partial dislodgement depending on the Hotel’s demand, the group will be welcomed into an establishment of an equal or superior category, without extra cost and if possible in close vicinity to the Hotel.

The expenses inherent to the transfer will be borne by the Hotel without the Leisure Client being able to take advantage of the payment of an additional indemnity.

Guarantee deposit

The Hotel reserves the possibility for every reservation to request the Leisure Client the payment of a guarantee deposit for each participant of the sum of 10€ per person, including children.

This guarantee deposit should be paid at the latest on the arrival of the group directly at the Hotel. In the case of any material prejudice in the rooms, the restaurant and/or the common parts of the Hotel by one of the people in the group brought in by the Leisure Client, the Hotel reserves the possibility of keeping the amounts paid as an indemnity, without prejudice to their rights and actions should the amount of the material prejudice caused in the Hotel be superior to the amount of the guarantee deposit given for the group.

In addition, the Hotel may stop rendering its services if the participants in the group interfere with the correct functioning of the Hotel or if they harm the reputation or the security of the Hotel or the Hotel clients.

Policy about children

No extra charge is requested by the Hotels for children under 6 years old, limiting one child per room and subject to the availability of children’s beds, when they are accommodated in the accompanying parents’ room.

For those staying in the Hotel, breakfast for children under 6 years old is free within the limit of two children per adult having breakfast on the spot.

The menus will be children’s menus and invoiced as such.
For groups of children under 6 years old, the third bed and/or the third breakfast will be free of charge as long as the tariff adult groups is applied.

On reserving, it is necessary to indicate the number of people and the age of the children staying in the Hotel. If not, the child will automatically be considered as being over 6 years old.

Insurance – Responsibility

As the Hotel does not keep the personal belongings of the participants, nor the material which the Leisure Client places in the rooms and premises, it cannot in any respect be considered responsible for theft or the disappearance of these personal/or material belongings.

The insurance for the participants’ material and personal belongings remains at the expense of the Leisure Client who purposely renounces to any appeal against the Hotel for damages caused to these belongings in this respect, including the theft of these articles.

As regards clothes, luggage and various objects left in the rooms and also objects left in cars parked on the private Hotel premises, the responsibility of the Hotel cannot be implied beyond what is stipulated in the law in the terms of articles 1952 to 1954 of the Civil Code. The Leisure Client is committed to respect and have its participants respect the Internal Regulations as well as the current safety measures on the Hotel premises.

No food or drink brought in from outside by the Leisure Client or his guests may be admitted, without previous permission from the Hotel.

Complaints

Any complaint should be addressed by registered mail with a receipt voucher to the Hotel to the attention of the Management, at the latest 10 days after the departure date from the Hotel in question.

Past this delay, no complaint can be taken into consideration.