Terms & Conditions

Terms and Conditions applicable to business reservations.

These general terms and conditions apply to all reservations made with Holiday Suites BV, with its registered office at Monnikenwerve 17-19, 8000 Bruges (company number 0834.230.286).

By making a reservation, you agree to the following:

Article 1 – General

The following definitions are agreed between the parties:
a) Holiday Suites BV (0834.230.286) and/or Holiday Suites International BV (0644.384.658) are hereinafter jointly referred to as “Holiday Suites”.
b) A tenant is understood to mean a domestic or foreign legal entity or group.

The standard timeline for booking and payment of business reservations is as follows:
a) The tenant submits a quotation request to Holiday Suites.
b) Holiday Suites gathers the necessary information and prepares a quotation.
c) The tenant confirms the quotation. Holiday Suites checks whether the requested accommodations are still available. By confirming and signing the quotation, the tenant also agrees to the general terms and conditions and the house rules of Holiday Suites.
d) Upon receipt of the booking confirmation, the reservation is entered into the system.
e) The tenant receives confirmation of the booking from Holiday Suites, including the reservation number.
f) The tenant provides a complete room-by-room guest list, including each guest’s mobile phone number and email address. This enables Holiday Suites to provide the necessary information for the stay.
g) No later than 30 days before arrival: 100% of the total amount, including the security deposit, must be paid.
h) No later than 2 calendar days before arrival: Holiday Suites will send the access codes, directions and practical information by email.
i) Day of arrival: the accommodations are available from 3:00 PM onwards (see also Article 12).
j) During the stay: If Holiday Suites can provide further assistance or if the tenant has any questions, they can contact Holiday Suites at +32 (0)2 588 03 03. Holiday Suites can be reached 7 days a week from 8:00 AM to 10:00 PM.
k) Check-out: Before departure, the dishes must be washed, the bins emptied and the bed linen placed in the linen bag in each accommodation. If no linen bag is available, the bed linen may simply be left on the kitchen floor. Check-out must take place before 10:00 AM. If the accommodation is not vacated on time, an additional night, including rental charges, energy costs and tourist tax, will be charged (see also Article 12).
l) If there is no damage and all check-out tasks have been completed correctly, Holiday Suites will refund the security deposit to the tenant.
m) In the event of damage or costs resulting from tasks that have not been completed, the tenant will receive an invoice. The amount due will either be deducted from the security deposit or paid additionally by the tenant.

Article 2 – Validity

Holiday Suites only accepts reservations for business purposes from legal entities or groups, and from natural persons over the age of 18. Holiday Suites reserves the right to refuse a reservation at any time without providing a reason.
Holiday Suites must be provided in advance with the personal details of all guests, including the address, telephone number and email address of all persons staying at the accommodation. This is necessary to enable essential communication with guests and to comply with applicable tourism legislation. If this information is not provided, Holiday Suites will be unable to communicate important information regarding arrival and departure, such as access codes and directions, to the guests.
Every tenant staying at Holiday Suites must have another permanent address. Holiday Suites is intended exclusively for recreational tourist stays and tourism related to professional activities.

The tenant undertakes not to disclose the prices agreed upon in the quotation and reservations to any third party, either directly or indirectly, in any manner whatsoever.

Article 3 – Pricing

For business bookings, Holiday Suites will always prepare a tailor-made quotation. Unless expressly stated otherwise in the commercial offer, the prices quoted are per accommodation and/or per person per night and include VAT, energy costs, final cleaning and bed linen package(s) (provided once upon arrival).

The VAT rate applicable on the date of invoicing will ultimately be charged.
If the order (number of accommodations, number of persons or related services) differs by more than 10% from the original estimate during the period prior to confirmation, or if the date or duration of the stay differs from the original request, Holiday Suites may issue a new quotation which, if necessary, will replace the previous offer.
Holiday Suites reserves the right to run promotions at any time. Such promotions are independent of any rates already agreed upon. The price agreed upon in the signed quotation is binding and cannot be revised without the consent of Holiday Suites.

Article 4 – Contract Amendments

Any amendment to the contract must be requested in writing and in advance by the tenant. Holiday Suites will also confirm its acceptance of the amendment in writing. If no agreement can be reached, Holiday Suites reserves the right to cancel the contract and apply the penalties set out in Article 6.

Article 5 – List of Participants

No later than 7 days before arrival, Holiday Suites must be provided with a list of all participants (name, mobile phone number and email address). Only in this way can Holiday Suites send all necessary arrival information to the guests.
If there is a change in the guests staying at the accommodation during the stay, this must always be communicated to Holiday Suites at least 48 hours before the arrival of the new guests.

Article 6 – Cancellations and Calculation Terms

For invoicing purposes, we take into account and charge for all services ordered for the entire stay. Any full or partial cancellation of the original reservation must always be submitted to Holiday Suites in writing and within the applicable timeframe.

A change to the period of the group’s stay or a partial cancellation of the group may be considered a full cancellation by Holiday Suites.

A partial cancellation is defined as a reduction of 10% in the invoiced amount.
This may relate to a change in the period of stay and/or a change in the number of rooms/persons and/or the discounts applied.

For cancellations or reservations made within 30 days before arrival or during the stay, the following cancellation conditions apply:

Holiday Suites receives the cancellation

Cancellation fee (% of the total invoice amount)

between booking confirmation and up to 14 days before departure

30%

Between 14 and 8 days before arrival

70%

Within 7 days before arrival or on the day of arrival

100%

Article 7 – No-show

In the event of a no-show (cancellation without prior written and timely notice), Holiday Suites reserves the right to charge the tenant a fee equal to 100% of the amount of the services reserved for the entire duration of the stay.

Arrival is scheduled on the day of arrival from the agreed time onwards (until 10:00 PM). If you have not arrived within 24 hours of the agreed arrival date without prior notice, this may be considered a cancellation (no refund).

Article 8 – Force Majeure

If the performance of the agreement is wholly or partially, temporarily or otherwise, prevented or rendered impossible due to circumstances beyond the control of Holiday Suites (including strikes, pandemics, threat of war, terrorism, blockades, fire, flooding, storms and other serious disruptions of any kind), this shall constitute force majeure on the part of Holiday Suites.

Article 9 – Relocation

In exceptional circumstances or in the event of force majeure, Holiday Suites reserves the right to relocate all or some of the guests, at no additional cost, to accommodation of at least an equivalent category. The relocation costs will be borne by Holiday Suites. Holiday Suites will not charge any additional fee for this.

Article 10 – Payment Terms

§ 1 – Payment Term

Unless otherwise stated in the confirmed quotation, the customer must pay the full amount for the stay 30 days before arrival.
Payments must be made in the currency specified on the invoices issued by Holiday Suites.

If the payment terms are not complied with, Holiday Suites has the right to demand immediate payment of the outstanding balance from the customer. If the customer fails to pay the amount within the specified period, the reservation will consequently be considered cancelled. Any advance payments already made will, in that case, be considered part of the compensation for damages.

Holiday Suites will issue an invoice in advance for each (group) reservation.

§ 2 – Payment Methods

All payments must be made by bank transfer to the bank account of the relevant Holiday Suites company (as stated on the invoice). Any bank charges incurred in connection with the payment of invoices are payable by the customer.
By way of exception and subject to approval by Holiday Suites, payment may be made via a payment link provided by Holiday Suites. However, a surcharge of 2.5% will be applied to the total amount.
Please note that bills of exchange and cheques from countries other than Belgium are not accepted as means of payment.

§ 3 – Security Deposit

The security deposit must be paid to Holiday Suites before arrival. Security deposit payments must be made by bank transfer to the bank account stated in the security deposit document provided by Holiday Suites to the tenant.

The security deposit is determined based on the conditions communicated in the quotation and/or invoice. Holiday Suites may use the security deposit to cover any damages, to which the customer agrees. If the deposit is insufficient to cover the damages, the customer must replenish it accordingly.
The security deposit, or the remaining balance after deduction of any damages, will only be released after the final check-out and inspection of the accommodation by Holiday Suites.

After the end of the rental period, and within 3 weeks, Holiday Suites will refund the security deposit (or the remaining security deposit after deduction of any costs incurred for damages) by bank transfer to the customer’s account. To ensure that the security deposit can be refunded promptly, Holiday Suites must be provided with the customer’s IBAN and SWIFT/BIC code at the time of reservation.

§ 4 – Taxes and Charges

The applicable VAT rate will be the rate in effect on the date the invoice is issued.

§ 5 – Nonpayment

If invoices are not paid within the contractually agreed timeframe, an initial reminder will be sent. If these invoices remain unpaid, contractual interest will become due at the reference interest rate plus 8%, as provided for in Article 5, paragraph 2, of the Act of August 2, 2022, on combating late payments in commercial transactions. It is hereby agreed that this interest will be calculated on the invoiced amount, including VAT.

In the event of debt collection, a flat-rate administrative fee of 15% of the amounts due shall be payable. Any payment default involving another Holiday Suites residence belonging to the Holiday Suites Group may result in the termination of this contract, without the customer being entitled to any compensation.

§ 6 – Changes to Billing or Payment Terms

Any request to change the billing and payment terms set forth in this article must be submitted to Holiday Suites in writing and in a timely manner for formal approval, and may result in an additional fee for administrative costs.

Article 11 – Insurance

The tenant agrees to obtain and maintain the insurance policies required to carry out its business activities. Holiday Suites also declares that it has obtained insurance that covers its business activities.

Article 12 – Governing Law and Disputes

This contract is governed by Belgian law. The courts of Bruges shall have exclusive jurisdiction. Holiday Suites reserves the right to amend the terms and conditions.

Article 13 – Choice of Place of Residence

The Parties declare that, for the purposes of performing this agreement, they have chosen as their place of jurisdiction the respective registered offices of the companies they represent, or the address of the tenant (a natural person).

Article 14 – Communication

The tenant is responsible for communicating with Holiday Suites. In the case of a business reservation, Holiday Suites does not process changes or cancellations on a per-unit basis. The renter must submit any cancellations or changes in writing or by phone (provided that written confirmation is provided afterward).

House Rules

§ 1 – General Provisions

Tenants must comply with Holiday Suites’ house rules at all times. If these house rules are systematically disregarded, Holiday Suites is obligated to terminate the tenancy as agreed in the individual lease agreement.

If one or more individuals placed by the tenant in one of the Holiday Suites accommodations fail to comply with these rules, that person must vacate the accommodation within the timeframe specified by Holiday Suites. The person in question will no longer be accepted for future stays at Holiday Suites’ residences. The renter must find alternative accommodations for the person in question.

Serious violations:

• Smoking in any room in the building
• Noise pollution; in the event of multiple complaints within a short period of time
• Drug and Alcohol Use
• Public drunkenness
• Harassment of other tenants
• All types of criminal offenses, such as theft, drug use, illegal residence, … This list is not exhaustive.
• Moving Furniture
• Tampering with the smoke detectors in the residence and thereby endangering fellow tenants due to the risk of fire
• Damage caused to the accommodations

The house rules apply throughout the entire property and in both the accommodations and the common areas of the residences.
For residences with an outdoor pool, tenants do not have access to the outdoor pool (unless otherwise specified in the agreement).

For residences with a parking space, use of that parking space is permitted only with the express permission of Holiday Suites or upon payment of the parking fees.

Holiday Suites reserves the right to suspend its services if tenants interfere with the proper operation of Holiday Suites or jeopardize the reputation and/or safety of Holiday Suites and/or its tenants.  Tenants are responsible for repair costs in the event of damage to the accommodations provided.

If, after entering the accommodation, the tenant notices that something is missing or broken, the tenant must report this by phone on the day of arrival and within two hours of arrival at +32 (0)2 588 03 03. Otherwise, the cost of replacement or repair will be charged to the renter after departure.

It is strictly prohibited to allow people who are not registered guests to stay on the property. If such incidents are confirmed by a Holiday Suites employee or representative, Holiday Suites reserves the right to remove the tenants from the property, without the right to a refund and/or with costs deducted from the security deposit.

Under no circumstances may the tenant establish his or her domicile in one or more of the rented accommodations. The tenant hereby agrees that the accommodations are reserved for the period specified on the reservation form. Under no circumstances is this agreement subject to current rental legislation regarding primary residences, as the contract in question is merely a reservation confirmation for a furnished vacation rental for a limited period.

§ 2 – Pets

Pets are allowed at Holiday Suites upon request. The additional costs are the responsibility of the renter and will be specified in the quote and/or invoice. A maximum of 2 pets is allowed per accommodation. It is strictly prohibited to bring unregistered pets. If such violations are detected by a Holiday Suites employee or representative, Holiday Suites reserves the right to charge the tenant for the cost of the pet(s) for the entire duration of the stay or to remove the tenant from the property, without any right to a refund and/or with a deduction from the security deposit.

§ 3 – Smoking

Smoking is strictly prohibited on the Holiday Suites property. In the event of a violation, the security deposit will be forfeited in full, and a fine of 250 € will be charged per violation. Cigarette butts and ashtrays must not be visible on the patios or balconies.

§ 4 – Noise Disturbance or Nuisance

We kindly ask that you refrain from making noise that can be heard outside the rooms. After several warnings, we will be forced to take appropriate measures. After 10:00 p.m., we ask everyone to maintain peace and quiet on our property. Our concierge will strictly enforce the quiet hours and has the right to address tenants regarding this matter. Holiday Suites reserves the right to ask guests to leave the building due to noise disturbances, intoxication, or disruptive behavior on the premises or inside the building. Guests are explicitly asked not to move about in groups of more than 6 people.

§ 5 – Maintenance Work

Please be aware that maintenance work may be carried out at our property during your stay. We try to keep this to a minimum, and there is no entitlement to any compensation. Tenants will always be notified of maintenance work before or during their stay.

§ 6 – Theft, Loss, or Damage

Holiday Suites is not responsible for theft, loss, or damage of any kind that occurs during or as a result of the stay. The tenant is always jointly and severally liable for any damage caused to or loss of Holiday Suites’ property.

§ 7 – Furniture and Equipment

Under no circumstances may furniture, small items, or appliances be moved, altered, or removed. Mattresses may not be moved or placed on other pieces of furniture. Penalties will be imposed if such actions are observed, and Holiday Suites reserves the right to claim compensation for any resulting damages. In the event of criminal acts committed by the tenant or third parties, Holiday Suites has the right to report these acts to the police or to our co-owners.

In the event of damage to the accommodations, the common areas of the residence, or the property’s infrastructure, the security deposit will be withheld in full. Holiday Suites reserves the right to carry out repairs at its sole discretion. The security deposit must be replenished in full in the event of any shortfall.

No additional items may be placed on the patio or be visible from outside (by way of a non-exhaustive list: no laundry on the railing, no trash cans or beer crates visible through the window, no satellite dishes, etc.).

Under no circumstances may the layout of the unit or its exterior be altered (by way of a non-exhaustive example: no holes may be drilled, no thumbtacks may be placed, no additional patio furniture may be placed, and nothing may be placed in the hallway).

Kitchen appliances may only be used for normal cooking purposes. No additional electrical appliances not included in the Holiday Suites inventory may be used in the accommodation (with the exception of chargers for cell phones and laptops).   If this is done anyway, an additional charge of 50 euros per device will be billed. Electric vehicles cannot be charged using the electrical outlets in the accommodations. In the event of non-compliance, an additional charge of 100 euros will be applied immediately, and the suite’s electricity consumption will be monitored. If there is high electricity usage during the stay, Holiday Suites reserves the right to charge additional fees. Tenants must dispose of trash properly in the designated containers on the premises. Trash may not be left next to the containers. Trash may also not be left on the patios or balconies of the accommodations.

All electricity, heating, and air conditioning must be turned off when the tenant is not present. Holiday Suites reserves the right to turn off these services if necessary and to charge a fee for noncompliance.

§ 8 – Access Codes

The access codes will be sent no earlier than 2 business days before arrival.  There is an access code for the residence and an access code for the accommodation.  Access codes must always be used correctly.  If you have any questions about access codes, you can always call +32 2 588.03.03 from 8 a.m. to 10 p.m.  The access codes to the accommodations or the property are for personal use only and must not, under any circumstances, be shared with third parties or visitors.

§ 9 – Wi-Fi

Wi-Fi is not a guaranteed service. Downloading videos or using live video streaming is not permitted. If Holiday Suites determines that a violation has occurred, internet access will be denied for the affected accommodations.

§ 10 – Video Surveillance

To ensure your safety, you are being filmed in our residences. The purpose of video surveillance is to identify or detect all types of disturbances or criminal acts against our property or third parties. To this end, footage is collected, processed, and stored.

§ 11 – Lost and Found

Items left behind and subsequently recovered by Holiday Suites may be returned to the guest upon request. Holiday Suites will charge a minimum administrative fee of 25€ for this service; this amount may be increased if necessary.

§ 12 – Arrival & Departure

Check-in is scheduled to begin at 3:00 p.m. If you do not arrive within 24 hours of the agreed-upon date without notifying us, we will assume that you have canceled your reservation (no refund will be issued).

Unless otherwise agreed in the contract, the vacation rental must be vacated by 10:00 a.m. on the day of departure. If additional work must be performed by the cleaning crew, the security deposit will be withheld in full or in part (with a minimum of 50 euros per uncompleted task), and administrative fees will also be charged. The final cleaning will be performed by Holiday Suites. Guests must vacate their accommodation and the residence no later than the agreed-upon time. The keys (if applicable) must be returned to the agreed-upon location. If the accommodation is not vacated on time, an additional night’s charge will be applied (including rent, utility costs, and tourist tax).

§ 13 – Price List

If a tenant steals and/or damages any equipment or appliances belonging to Holiday Suites for any reason, the following fees will be charged:

• TV: 750€
• Seating furniture: 1,200€
• Down blankets: 50€ each
• Pillows: 25€ each
• Pots & pans: 50€ each
• Mattresses: 300€ each
• Mattress cover: 100€ each
• Hair dryer: 150€ each
• Damage to kitchen and kitchen appliances: based on a quote

This list is not exhaustive.

The following fees will be charged if basic cleaning tasks are not performed during interim or final cleaning:

• Dishes not washed: 50€
• Kitchen not cleaned up / personal belongings: 50€
• Sheets not removed and placed in a linen bag: 50€
• Trash not placed in the trash container: 50€

Other fees that may be charged:

• Additional guest in a suite (not specified at the time of reservation and within the maximum number of guests allowed per suite; this supplement may be applied retroactively for the duration of the entire stay): 25€/night
• Pet in suite (not specified at the time of reservation) and a maximum of 2 pets per accommodation. This surcharge may be applied retroactively for the entire duration of the stay: 15€/night
• Administrative fee for changes: 25€ per change
• Fine for smoking inside the buildings: 250€
• Fine for tampering with a fire alarm: 250€
• Failure to use sheet sets: 50€
• Fine for using your own electrical appliances: 50€
• Fine for charging electric cars: 100€

This list is not exhaustive.

The prices listed above are subject to change.

§ 14 – Cleaning

Final Cleaning

For quality reasons, Holiday Suites always handles the cleaning before your arrival and after your departure.

A Holiday Suites employee has the right to inspect the unit at an agreed-upon time.

Interim cleaning

Holiday Suites will schedule mid-stay cleanings for stays longer than 2 weeks (as agreed upon in the individual quote). A surcharge will be applied for each mid-stay cleaning.   The tenant will be notified in advance of the date of the mid-stay cleaning.  If the tenant refuses the mid-stay cleaning, it will still be charged. In such a case, a different date for the mid-stay cleaning will be scheduled. This cleaning will also be charged. If the tenant requests a mid-stay cleaning during the weekend, the tenant will also be charged a weekend surcharge in addition to the normal fee.

During a mid-stay cleaning, the renter is responsible for tidying up the accommodation, washing the dishes, and taking out the trash. If the tenant fails to do so, the mid-stay cleaning cannot be performed. Any costs incurred by Holiday Suites as a result will still be charged to the tenant. In cases of extreme neglect of hygiene or disorder, Holiday Suites reserves the right to enter the suite and perform any necessary cleaning tasks. The associated costs will be charged to the renter.

Bed linen/towels

Upon arrival, sheets are included in the rental price. For stays longer than 2 weeks, Holiday Suites will schedule and charge for mid-stay sheet changes (as agreed upon in the individual quote). Beds are not made as a standard practice; you will find the sheet set on the bed.   Tenants are required to use the bed linens. A Holiday Suites employee will check to make sure this is done.  If you do not use the sheet sets, you will be charged an additional fee for replacing or laundering the down comforters and pillows.

Towels can optionally be added to the stay. This must be arranged by the tenant no later than 14 days before arrival and cannot be booked individually per accommodation unit. Additional towel packages during the stay are available at an extra charge.

Holiday Suites reserves the right to relocate tenants to another unit of an equivalent type on a regular basis.

§ 15 – Facilities

Facilities offered at certain Holiday Suites destinations (such as indoor or outdoor swimming pools, saunas, wellness facilities or fitness areas) may be closed during the stay due to maintenance work, technical issues, weather conditions, safety considerations or a decision by the relevant association of co-owners. Such closures, whether temporary or permanent, are entirely beyond the responsibility of Holiday Suites and will not give rise to any refunds or compensation. Where possible, Holiday Suites will keep guests informed of any further developments.