Terms & Conditions

Article 1 – Scope

1.1. These general terms and conditions apply to any contract (“the Contract”) to book room(s) and/or to book seminar room(s), entered into between S.A. LES TROIS B (“3B”), operator of the hotel and seminar site of “OFF” and its clients (“the Client”). OFF (as operated by 3B) and the Client are referred to jointly hereinafter as “the Parties”, and individually as “a/the Party”.

1.2. The application of these general terms and conditions constitutes a determining condition for the consent of OFF to enter into the Contract. By making its booking, the Client will adhere without reservation to these general terms and conditions, which the Client acknowledges it has examined in advance. These general terms and conditions may only be departed from subject to the written agreement of OFF. If one or other of the clauses established in its favor is/are not implemented by OFF, this may not be interpreted as OFF waiving its right to apply said clause(s).

Article 2 – Booking guestrooms only

The booking will only become effective after, cumulatively: (1) a specific written Contract has been entered into (the between OFF and the Client, and (2) after payment of a deposit equivalent to 65% of the total amount for the booking or the communication of a credit card and its expiry date as a guarantee, or communication of the proof of payment at least fifteen days prior the arrival date.

2.1 Any full cancellation of group booking must be notified by the Client to OFF by e-mail or by registered letter. Charges for cancellations are calculated as follows:

Cancellation notified (per mail)	Cancellation Fee
Annulation notifiée à plus de 45 jours avant la date d’arrivée	Annulation sans frais
Annulation notifiée entre 45 et 30 jours avant la date d’arrivée	25% du montant total
Annulation notifiée entre 29 et 15 jours avant la date d’arrivée	50% du montant
Annulation notifiée entre 14 et 8 jours avant la date d’arrivée	75% du montant
Annulation notifiée moins de 7 jours avant la date d’arrivée	100% du montant

2.2 Any partial cancellation of the group booking must be notified by the Client to OFF by e-mail or by registered letter. Charges for partial cancellations are calculated as follows:

Partial cancellation notified (per mail)	Cancellation Fee
Annulation partielle notifiée plus de 30 jours avant la date d’arrivée	Annulation sans frais jusqu'à 25% du nombre de personnes indiqué initialement
Annulation partielle notifiée entre 29 et 15 jours avant la date d’arrivée	Annulation sans frais jusqu'à 15% du nombre de personnes indiqué initialement
Annulation partielle notifiée entre 14 et 7 jours avant la date d’arrivée	Annulation sans frais jusqu'à 5% du nombre de personnes indiqué initialement
Annulation partielle notifiée moins de 7 jours avant la date d’arrivée	Le montant total sera facturé

Article 3 – Booking seminar rooms or residential events

3.1 The booking will only become effective after, cumulatively: (1) a specific written Contract has been entered into (the booking Contract for the seminar room) between OFF and the Client, and (2) after payment of a deposit equivalent to 65% of the total amount for the booking.

3.2 All total cancellations of seminar room bookings (resulting de facto in the cancellation of the catering service, equipment and other services relative to the organization of the event) must be notified by the Client to OFF by e-mail or by registered letter. Charges for total cancellations are calculated as follows:

Cancellation notified (per mail)	Cancellation Fee
Annulation notifiée au moins 90 jours avant la date d’arrivée	Annulation sans frais
Annulation notifiée entre 89 et 30 jours avant la date d’arrivée	50% du montant total de l’événement
Annulation notifiée entre 29 et 7 jours avant la date d’arrivée	75% du montant total de l’événement
Annulation notifiée moins de 7 jours avant la date d’arrivée	100% du montant total de l’événement

3.3 Any partial cancellation of the seminar room booking Contract must be notified by the Client to OFF by e-mail or registered letter, and charges for partial cancellations are calculated as follows:

Partial cancellation notified (per mail)	Cancellation Fee
Annulation notifiée au moins 30 jours avant la date d’arrivée	Annulation sans frais jusqu’à 25% du nombre de personnes mentionné dans le Contrat initial
Annulation notifiée entre 29 et 15 jours avant la date d’arrivée	Annulation sans frais jusqu’à 15% du nombre de personnes mentionné dans le Contrat initial
Annulation notifiée entre 14 et 7 jours avant la date d’arrivée	Annulation sans frais jusqu’à 5% du nombre de personnes mentionné dans le Contrat initial
Annulation notifiée moins de 6 jours avant la date d’arrivée	Pas d’annulation possible sans frais

3.4 A minimum of 25 people is required for setting up a hot buffet.

3.5 The Client is solely responsible for organizing their event and shall bear responsibility for the actions of their participants, contractors, employees, or any other persons on their behalf. OFF reminds, in this respect, that it has no connection to the contractual relations established between the Client and various service providers with regard to catering, equipment, and other services for the organization of the event. Consequently, OFF cannot be held liable for non-performance, improper performance, errors, faults, defects, or damages arising from these contractual relations.

Article 4 – Contractual Modifications

4.1 Any request to modify the Contract (room and/or seminar room booking and number of participants) must be accepted in writing by OFF and may result in an automatic price adjustment.

Article 5 – Responsibilities and Damages

5.1 Throughout their stay and/or during their event, the Client shall ensure that the premises, equipment provided, and staff are treated with respect, care, and diligence. The Client must return the premises and equipment in the same condition as received.

5.2 In accordance with applicable law, smoking is strictly prohibited inside the building.

5.3 The parking provided for guests is not a monitored parking facility; therefore, OFF cannot be held responsible for any theft or damage to the Client’s vehicle(s) during their stay/event.

5.4 Any damage to the equipment and premises provided by OFF to the Client, caused by the Client or any persons on their behalf (participants in the Client's event, contractors, occupants of the premises on their behalf, etc.) shall be fully borne by the Client.

Article 6 – Payment

6.1 The total booking amount, or the balance if a deposit has been paid, must be settled upon departure from the premises or no later than 10 days after receipt of the invoice. Any claim or dispute relating to the invoice must be sent to OFF by email or registered letter within seven days from the invoice date, failing which the claim/dispute will be inadmissible.

6.2 Any amount unpaid by its due date shall, by right and without prior notice, bear interest at a rate of 12% per annum, along with a fixed compensation of 2% of the outstanding amount, with a minimum of €50 per room and €500 per event.

6.3 In case of non-payment of due amounts by their due date (including deposits), OFF reserves the right to cancel the entire event without prior notice or compensation, at the Client’s sole expense. In this case, the Client shall compensate OFF for the damage incurred due to this cancellation in accordance with the provisions set out in articles 2.2. and 3.2.

Article 7 – Force Majeure

7.1 Force Majeure means any event that is both unforeseeable and insurmountable, preventing the Parties or one of them from fulfilling all or part of the obligations provided in the Contract. Events considered as Force Majeure or fortuitous events are those usually recognized by Belgian courts.

A Party cannot be held liable to the other in the event of failure to perform its obligations due to a Force Majeure event. It is expressly agreed that Force Majeure suspends the execution of their reciprocal obligations, and each Party shall bear the costs resulting therefrom.

7.2 In the event of a terrorist attack, natural disaster, war, fire, or water damage constituting a case of Force Majeure as defined above, OFF shall refund the deposit paid by the Client, less an amount equivalent to 5% of the total Contract/booking amount for administrative expenses.

Article 8 – Miscellaneous – Applicable Law and Jurisdiction of Courts

8.1 If any clause in these general terms and conditions is declared null or unenforceable in whole or in part, under any applicable law, such clause shall be deemed unwritten, and this nullity or unenforceability shall not affect the validity of the other clauses of this Agreement. If applicable, the parties shall negotiate in good faith to agree on one or more provisions that would achieve, to the extent possible, the objective pursued by the clause(s) deemed null and void.

8.2 This Contract is governed by Belgian law. Any dispute arising from its interpretation or execution shall be subject to the exclusive jurisdiction of the courts of the judicial district of Walloon Brabant.