Hotel General Terms &Conditions
GENERAL TERMS AND CONDITIONS FOR HOTEL ACCOMMODATION AND HOLDING EVENTS
I. Area of applicability
1. These general terms and conditions apply to all services and deliveries by the hotel.
2. The customer’s general terms and conditions shall only form part of this contract if the hotel consents in writing to the incorporation in whole or for individual specified points.
II. Conclusion of the Contract
1.The contract (hereafter also referred to as the “booking”) comes into effect upon request from the customer through acceptance by the hotel. The hotel is free to confirm the booking in writing.
2.When making a reservation through a third party, such as OTAs, the Terms & Conditions specified on those OTAs will apply. Nonetheless, the hotel retains the authority to cancel any booking if payment is not received before Guest Check-in.
3.For direct bookings, please consult the provided Terms & Conditions. The link to Cancellations and Privacy Policies can be found in the footer.
III. Room Booking Condition:
Room Confirmation: All room bookings made through our platform/website are subject to confirmation upon receipt of payment.
Payment Policy:
a. Prepayment Policy: To secure your booking, full payment is required at the time of reservation. This payment can be made using the provided payment methods on our platform.
b. Payment at Hotel Discretion: In some cases, and at the discretion of the hotel management, guests may be allowed to pay the total booking amount upon arrival/check-in. This option is not guaranteed and is subject to availability and prior arrangement with the hotel.
Guarantee Policy (Booking Confirmation): a. Upon Receipt of Payment: Room bookings will be confirmed and guaranteed upon successful receipt of the required payment.
b. Unconfirmed Bookings: Any booking without payment or a deposit is considered unconfirmed and may be subject to cancellation by the hotel with prior notice.
Cancellation Policy: a. Cancellation with Adequate Notice: Cancellations made within our cancellation policy timeframe (typically 21 days before the scheduled arrival date) will not incur charges if no advance payment was made.
b. Advance Payment Cancellation: In the case of advance payment, cancellation policies will apply as per the terms agreed upon at the time of booking. Refunds for cancellations will be processed in accordance with our cancellation policy.
Cancellation Policy: We understand that plans can change unexpectedly. To ensure a fair and efficient cancellation process, we have established the following policy:
Cancellation Period: Any cancellation made 21 days or more before the check-in date will be eligible for a full refund.
Cancellation within 21 Days: Cancellations made within 21 days of the check-in date will not be eligible for a refund.
Click the link to read the detailed Cancellation Policy
Modification Requests: Modifications to bookings within the 21-day period may be considered on a case-by-case basis, subject to availability and approval.
No Shows: Failure to show up without prior notification or cancellation will result in the forfeiture of any refund.
How to Cancel: To request a cancellation or modification, please contact us via email on reservation@hotelniranjana.com /Bookings@hotelniranjana.com
Please review and acknowledge our cancellation policy before confirming your reservation. By proceeding with your booking, you agree to adhere to the terms outlined above. Thank you for choosing our service, and we appreciate your understanding of our cancellation policy.
IV. Services, prices, payment, billing
1. The hotel is obligated to perform the services ordered by the customer and agreed to by the hotel.
2. The customer is obligated to pay the hotel the agreed prices for these and other services enlisted. This also applies to hotel services and expenses induced by it for third parties.
3. If the hotel rescinds with good cause, the customer has no claim for compensation.
4. The hotel is entitled to increase the prices if municipal duties (culture tax, visitor’s tax, etc.) for the accommodation are increased. The price increase is limited to, the costs of the above-mentioned duties.
5. The hotel bills are payable immediately upon receipt of the bill without any deduction, unless other payment terms and conditions are expressly agreed. The hotel is entitled to render accumulated claims for payment at any time and to demand immediate payment. If payment is delayed, the hotel is entitled to claim interest for delay amounting to 15% above the base rate for customers. The hotel is at liberty to prove that the damages are greater.
6. The subleasing and re-leasing of allocated rooms, other rooms, spaces or cabinets as well as inviting to interviews, sales or similar events require the prior written consent of the hotel.
7. The hotel is entitled to demand upon conclusion of the contract an appropriate advance payment or full payment in the form of direct bank transfer or similar from the customer. If an advance payment is not made within the agreed period, the hotel can withdraw from the contract and claim compensation for damages.
8. In justified cases (e.g. Outstanding payment by the customer or extending the scope of the contract) the hotel is entitled to demand an increase of the advance payment agreed in the contract or an increased security deposit amounting to the expected costs of the accommodation.
9. The hotel is further entitled to demand an appropriate advance payment or a security deposit from the customer at the beginning and during the customer’s stay, provided that such an advance payment or security deposit was not already paid in accordance with the above provisions.
10. The customer can only settle or lower a claim by the hotel with an undisputed or valid claim.
V. Room availability, delivery and return
1. The customer does not acquire any claim for the availability of a particular room, unless the hotel confirmed the availability of a particular room in writing.
2. Booked rooms are available to the customer from 14:00 on the day of arrival. The customer has no claim for earlier availability. Guests who arrive before 14:00 can move into their room as early as possible, according to availability.
3. The available rooms are to be taken by 23:00 on the day of arrival. After this time the hotel can book out the rooms to others, unless the customer informed the hotel in advance and in writing that they would arrive later. At the discretion of hotel may demand a late check-in fee for late arrivals.
4. On the agreed day of departure, checkout is at 11:00 at the latest. After that time the hotel can charge 60 % of the agreed price of the room for the additional use of the room up until 16:00, and 100 % from 16:00. Possible further claims for compensation for damages by the hotel are reserved.
VI. Withdrawal of the customer of the contract for accommodation
(cancellation, rescission)
1. A withdrawal by the customer from the contract of accommodation requires the prior written consent of the hotel. Without the hotel’s consent, the customer is obligated to pay 100 % of the contractually agreed price for staying overnight when the room is not occupied. The customer is at liberty to prove that the abovementioned claim does not exist or does not exist to the amount claimed.
2. If a deadline for withdrawal from the contract free of charge was agreed between the hotel and the customer, the customer can withdraw from the contract until that point without initiating claims by the hotel for payment or compensation for damages. The customer’s right to rescind expires if it does not exercise its right to rescind against the hotel by the agreed deadline.
3. Services performed by third parties or special services (e.g. cakes, flowers, etc.) which become useless as a result of the cancellation are to be paid by the customer in full.
VII. Withdrawal of the customer from a contract for an event
(cancellation, rescission)
1. The customer is only entitled to rescind without charge if this has been agreed with the hotel in writing. Otherwise the hotel is entitled in the case of a cancellation to charge the agreed cost of hire for the event rooms in addition to the costs of preparation in accordance with the following provisions, provided that it is not possible to book the rooms for another customer.
2. The hotel is entitled to charge for the room or the conference package
- at a rate of 90 % for cancellation from 30 days before the beginning of the event.
VIII. Rescission by the hotel
1. If it has been agreed that the customer can rescind without incurring costs within a defined period, the hotel is also entitled to withdraw from the contract within this period.
2. If an agreed advance payment or an advance payment claimed on the basis of these general terms and conditions is not paid by the due date, the hotel is also entitled to rescind the contract. Moreover, the hotel can claim compensation for damages from the customer.
3. The hotel is entitled to rescind the contract with immediate effect if, for example,
- acts of God and other circumstances which the hotel is not responsible for make the fulfillment of the contract impossible.
- bedrooms and other rooms are intentionally booked using misleading or false statements about facts which are material to
the contract, e.g. who the customer is or the purpose of the stay.
- the hotel has justified reason to assume that the use of hotel services can put at risk the smooth operation of the business,
the security or the public reputation of the hotel, unless this is attributable to the hotel’s sphere of responsibility.
- the purpose or reason of the stay is illegal.
- there is an unauthorized sub-leasing or re-leasing contrary to III. 7. of these general terms and conditions.
- the hotel is closed.
- proper accommodation and/or proper facilities for an event are not guaranteed because the hotel is being renovated.
- the customer withdraws from a part of the contract in the case of a combined accommodation and event contract.
IX. Number of participants, changes to the number of participants and changes to the event location
1. A change in the number of participants registered by the customer of more than 5 % must be notified in writing to the hotel catering department at the latest 7 days before the start of the event, so that it can be acknowledged by the hotel in the bill. Deviations beyond this shall be based on the original number of participants registered less 5 %.
2. An increase in the number of participants of more than 5 % requires the written consent of the hotel. In the case of an increase, the actual number of participants will be used as the basis for the bill.
3. If the number of participants is changed by more than 10 %, the hotel is entitled to exchange the agreed rooms, provided that the size of the new rooms is appropriate for the latest number of participants notified and the rooms are comparably equipped.
4. If necessary the hotel is entitled to move the booked event to another room of the same value.
5. If the agreed start and finishing times of the event are changed without the prior written consent of the hotel, the hotel can charge for the additional costs for the commitment according to relevant civil laws prevailing in India,unless the hotel is responsible for the change of times.
6. The Displays are not allowed in the foyer and in the lobby. The prior written consent of the hotel is required to place advertising material.
X. Own food and drink
1. Only the hotel provides food and drink for events. Prior written agreement is required for exceptions to this. In these cases, a sum to cover the overhead costs (“corkage”) shall be charged.
2. The customer is fully liable for the food and drinks brought along being fit for consumption and absolves the hotel in this respect from any claims by third parties.
3. The hotel undertakes no liability for the shelf life of the food which is taken away to the hotel after an event at the hotel or taken outside the hotel for private consumption.
XI. Technical equipment and connections
1. If the hotel procures technical and other equipment from third parties for the customer on its request, it deals in the name of, with the authority of and on behalf of the customer. The customer is liable for handling the equipment with care and for its proper return. It absolves the hotel from all claims by third parties for relinquishment of this equipment.
2. The use of the organizer’s own electrical equipment or that of third parties authorized by the organizer which uses the hotel’s electricity network requires the prior written consent of the hotel. Disruptions or damages to the hotel’s technical equipment caused by the use of this equipment will be at the cost of the organizer, if the hotel was not responsible. The hotel may include and charge at a flat rate the power costs which arise through the use of such equipment.
3. The customer is only entitled to use its own telephone, fax and data carrying equipment with the hotel’s consent. The hotel can charge a connection fee for this.
4. Failures in the technical or other equipment provided by the hotel will be corrected as soon as possible. Payments cannot be retained or reduced if the hotel was not responsible for these failures.
5. If the hotel’s technical equipment remains unused because the customer commissioned an external technology company, the hotel is entitled to claim compensation for operating losses.
XII. Decoration material, exhibits for events.
1. Decoration material, exhibits or other, also personal items belonging to the customer who is not himself a guest at the hotel, are kept in the event rooms or hotel at the customer’s own risk. The hotel undertakes no liability for loss, destruction or damage to such objects, except in the case of gross negligence or intent by the hotel. Damages resulting from death, injury to body or health are not included in the exclusion of liability. Moreover, all cases in which there is a duty of safekeeping on the basis of the facts in individual cases, the fulfilment of which is actually required before the contract can be properly carried out and whether the customer may have constant trust that it will be observed (material contractual duty) are excluded.
2. Decoration material brought along must comply with the fire protection regulations. The hotel is entitled to demand an official certificate for this. If the customer does not comply with this request from the hotel, the hotel is entitled to remove and store the decoration material at the cost of the customer. Because of the possible damages, it is only permissible to install and fit items on walls and ceilings with the prior written consent of the hotel.
3. All exhibition or other objects brought by the customer or participants of the event are to be removed by the customer immediately after the event finishes. If the customer does not comply with its duty to remove immediately, the hotel is entitled to remove and store the objects at the cost of the customer. If objects remain in the event room, the hotel can charge the agreed price for the room for the duration in which they stay. The customer may still prove that the damages due are lower and the hotel may still prove that they are higher.
4. The customer is to ensure that any waste is properly disposed of according to the relevant statutory provisions.
5. If the customer commissions the hotel with the disposal of packaging material, the hotel is entitled to charge the customer with the costs arising from this.
XIII. Customer’s liability
The organizer is liable for all damages to the hotel building and its equipment, which was caused by the organizer, event participants, event visitors, the organizer’s staff or other third parties working in its domain. The hotel can demand appropriate securities (e.g. insurance, deposits, guarantees etc.) from the organizer to protect against exposure to liability.
XIV. Defects, customer’s obligation to cooperate.
Should defects in the deliveries or services by the hotel arise or services are disrupted, the customer is to inform the hotel about this immediately after it is identified so that the hotel is able to remedy the fault as quickly as possible or provide the delivery or service as understood under the contract. If this is not possible because of the nature of the defect/disruption or other compelling reasons, notification of defects must in each case be made to the hotel on return of the rooms at the latest.
The customer is obligated to keep damages arising to it as low as possible.