MARIVAUX HOTEL, CONGRESS & SEMINAR CENTRE
Boulevard Adolphe Max 98, 1000 Brussels, Belgium | VAT: BE0442.904.176
reservations@hotelmarivaux.be | www.hotelmarivaux.be
MASTER GENERAL TERMS & CONDITIONS
Governing Individual & Group Stays, MICE, Events and Catering Services
ARTICLE 1 – GENERAL SCOPE, DEFINITIONS & CONTRACT REVISION
1.1 Scope & Precedence
- 1.1 These Master General Terms and Conditions (the “Terms”) govern all contractual relationships between MARIVAUX SCOMM (BE0442.904.176), located at Boulevard Adolphe Max 98, 1000 Brussels, Belgium (“MARIVAUX HOTEL BRUSSELS” or the “Hotel”), and any natural or legal person utilizing its services (the “Client”).
- 1.2 Standard individual reservation rules apply to individual stays. Specific Group & MICE provisions apply to any reservation exceeding ten (10) bedrooms per night, or any booking involving meeting room rentals, seminar spaces, catering, or banqueting (a “Group Reservation”).
- 1.3 These Terms take complete precedence over any divergent conditions or terms stated in brochures, leaflets, websites, or marketing materials.
1.2 Key Definitions
- Room: Accommodation units offered by the Hotel, including Standard, Club, Superior Harmony, Deluxe, Junior Suite, or equivalent categories.
- Meeting Room: Any part of the Hotel premises located at Boulevard Adolphe Max 98, 1000 Brussels, Belgium, seminar rooms, or conference facilities utilized by the Client for an event.
- Group Reservation: Any booking of ten (10) or more bedrooms per night, or any booking involving meeting space or catering services.
- Data: Personal data within the meaning of Regulation (EU) 2016/679 (GDPR).
- Technical Equipment: Audiovisual, lighting, IT, or hardware equipment ordered directly or via designated partners.
- Pro Forma Invoice: An estimated calculation of total service charges issued prior to arrival for deposit execution.
- Final Invoice: The final settled invoice reflecting all confirmed, supplementary, and extra charges incurred.
- No-Show: A booking where guests fail to arrive without prior contractual cancellation in accordance with these Terms.
1.3 Contract Integrity & Modifications
- 3.1 Contractual agreements executed with the Hotel are valid only as a whole. Any modification to event schedules, participant counts, or bedroom reservations confirmed in writing remains subject to these Terms.
- 3.2 The Hotel reserves the right to re-evaluate pricing or contractual conditions if initial agreements are modified.
ARTICLE 2 – RATES, TAXES & PAYMENTS TERMS
2.1 Tax & VAT Structure
- 1.1 Quoted rates include Belgian Value Added Tax (VAT) at statutory rates: 12% VAT on overnight accommodation and food/catering services; 21% VAT on alcoholic/non-alcoholic beverages, room hire, technical equipment, and extra services.
- 1.2 Statutory Tax Adjustments: Pricing is quoted based on tax regulations in force at contract execution. The Hotel reserves the right to automatically adjust rates to reflect statutory increases in Belgian VAT or Brussels Tourist/City Taxes (€5.60 per room/night) enacted prior to arrival.
2.2 Payments
- 2.1 All payments are due upon check-in unless prepayment arrangements have been made. By making a reservation with Marivaux Hotel Brussels, you acknowledge and agree to these terms and conditions. We strive to provide an exceptional experience for all our guests, and these policies help us maintain the highest standards of service.
ARTICLE 3 – INDIVIDUAL BOOKING & CANCELLATION POLICY
3.1 Individual Terms
- Non-Refundable Rate: Requires 100% prepayment at the time of booking. The credit card is charged immediately. No cancellations, modifications, or refunds are permitted.
- Flexible Rate: Allows free cancellation up to 24 hours prior to arrival date. Cancellations made under 24 hours prior to arrival incur a cancellation fee equal to 100% of the total stay, charged to the guaranteed card.
PARTICULAR GENERAL TERMS & CONDITIONS
GROUPS & EVENTS
ARTICLE 4 – GROUP & EVENT CANCELLATION AND REDUCTION CLAUSES
| Note: All cancellations or room block reductions must be submitted formally in writing to reservations@hotelmarivaux.be or events@hotelmarivaux.be. |
4.1 Full Group Cancellation Schedule
| Written Notice Received Prior to Arrival | Cancellation Fee (% of Total Contract) |
| 28 days (4 weeks / 1 month) or more | 0% (No cancellation fee) |
| 21 days (3 weeks) | 25% of total contract amount |
| 14 days (2 weeks) | 50% of total contract amount |
| 7 days (1 week) | 75% of total contract amount |
| 4 to 6 days | 90% of total contract amount |
| 0 to 3 days / No-Show | 100% of total contract amount |
4.2 Partial Reduction Clauses (Non-Cumulative)
Table A: Events WITHOUT Bedroom Reservation
| Written Notice Received | Fee-Free Reduction Limit | Fee for Extra Reductions |
| 1 month to 2 weeks before arrival | 20% of initial volume | 50% of cancelled value |
| 13 days to 3 days before arrival | 10% of initial volume | 100% of cancelled value |
| 2 days to 0 days before arrival | 0% (No reduction free) | 100% of cancelled value |
Table B: Events WITH Bedroom Reservation (Group Blocks)
| Written Notice Received | Fee-Free Reduction Limit | Fee for Extra Reductions |
| 1 month to 1 week before arrival | 30% of contracted rooms | 75% of cancelled value |
| 6 days to 4 days before arrival | 20% of contracted rooms | 90% of cancelled value |
| 3 days (72 hours) before arrival | 10% of contracted rooms | 100% of cancelled value |
| 2 days to 0 days (0–48 hours) | 0% (No reduction free) | 100% of cancelled value |
| Special Attrition Clause (Courtesy Attrition): Up to 10% of total contracted group rooms may be cancelled without penalty up to two (2) working days prior to arrival. Reductions granted under this clause are non-cumulative. |
ARTICLE 5 – ROOMING LIST, CHECK-IN/OUT & CAPACITY TERMS
- 1 Check-In / Check-Out: Standard check-in begins at 15:00 CET; departure check-out must be completed by 11:00 CET.
- 2 Early/Late Charges: Occupancy between 06:00 and 11:00 incurs a full night charge. Occupancy between 11:00 and 15:59 incurs hourly day-use fees. Departures after 16:00 incur an additional full night charge.
- 3 Rooming List Submission: The final rooming list must be provided at least one (1) month prior to arrival. Unallocated rooms remaining in block reservations upon submission will be released for public sale.
- 4 Group Minimums: Group terms require a minimum of ten (10) persons (20 persons for Clark Gable packages). If numbers fall below this minimum, standard individual rates apply.
- 5 Participant Adjustments: Estimated participant numbers must be provided 30 days prior; final counts must be confirmed in writing at least one (1) week prior. The Hotel reserves the right to reallocate meeting spaces if numbers decrease.
- 6 Family Policy: Children 0–3 stay free sharing existing bedding. Baby cots cost €10.00/night. Extra beds for children (3–12 yrs) cost €20.00/night; child breakfast costs €20.00/night.
ARTICLE 6 – MEETING ROOMS & TECHNICAL SET-UP GUIDELINES
- 1 Care of Premises: Meeting spaces and furniture are provided in proper condition and must be returned intact. Affixing items to walls, floors, or ceilings using glue, nails, or tape is strictly prohibited.
- 2 External Equipment: External stands, stages, or displays require Hotel written approval thirty (30) days in advance, accompanied by valid insurance coverage.
- 3 Set-Up Changes & Overstay Fees: Room set-up changes must be requested at least 72 hours prior. Modifications requested under 24 hours prior incur a charge of €50.00 per hour. Overstaying agreed room departure times incurs a fee of €150.00 per hour.
ARTICLE 7 – FOOD & BEVERAGE (F&B) POLICIES
- 1 Menu Selection: Menu choices for groups of 10+ participants must be confirmed at least ten (10) days prior to the event. If no choice is submitted, the Hotel reserves the right to select menus within the contracted category.
- 2 Final Catering Counts: Guaranteed meal numbers must be confirmed at least three (3) working days prior to the event.
- 3 Outside Food & Beverage: Bringing outside food or beverages into the Hotel is strictly prohibited. Exceptional exemptions require written authorization, a signed liability discharge, and are subject to corkage and service fees.
ARTICLE 8 – OTHER COSTS & EXTRA CHARGES
- 1 Event & Stay Extensions: In cases where an event lasts longer or a group stays longer than the agreed time period, Marivaux Hotel Brussels reserves the right to invoice for the extra costs incurred.
- 2 Unincluded Services: All meals, beverages, or other services not included in the booking agreement will be charged by the hotel to the client unless the hotel is informed in writing that these charges must be borne individually. Where no prior information is provided regarding these arrangements, all price differences will be charged directly to the signatory of the agreement.
- 3 Economic & Tax Adjustments: Marivaux Hotel Brussels reserves the right to adjust prices in line with economic indicators, changed VAT rates, excise rates, or variations in tax rates and service percentages without prior notification to the client.
ARTICLE 9 – HOUSE RULES, SMOKING BAN & MISCONDUCT
- 1 Non-Smoking Policy: Pursuant to Belgian Legislation, all indoor and public areas of the Hotel are strictly non-smoking. Violations incur an immediate mandatory cleaning fine of €250.00 (net of VAT), plus compensation for additional damage or revenue loss.
- 2 Minors Policy: Unaccompanied minors (under 18 years of age) are not permitted to stay.
- 3 Pets Policy: Pets are strictly prohibited in guest rooms and public spaces (certified assistance dogs exempt).
- 4 Conduct & Termination: Serious or repeated breaches of house rules constitute gross misconduct, entitling the Hotel to terminate the stay immediately without refund or indemnity.
ARTICLE 10 – INSUFFICIENT ROOMS (SEND-OUT POLICY)
In the event of room unavailability for a confirmed booking, the Hotel will arrange alternative accommodation in a hotel of equivalent standing. Direct transportation and alternative room costs will be covered by the Hotel. The Hotel shall not be held liable for further damages or secondary indemnities.
ARTICLE 11 – LIABILITY, INSURANCE & SAFEGUARDING OF PROPERTY
- 1 Client Liability: The Client and Group Organizer are jointly and severally liable for any damage, loss, or injury caused to Hotel structures, equipment, or personnel by participants or external vendors. An administrative surcharge of 5% of the repair value will be added to repair costs.
- 2 Theft & Loss: The Hotel assumes no liability for theft, loss, or damage to personal belongings, equipment, or materials brought onto the premises, except as provided under Articles 1952–1954 of the Belgian Civil Code. Proof of third-party liability insurance must be provided upon request.
ARTICLE 12 – FORCE MAJEURE & HOTEL TERMINATION RIGHTS
- 1 Force Majeure: Neither party shall be liable for non-performance or delays caused by events beyond reasonable control (e.g., natural disasters, fires, floods, wars, acts of terrorism, strikes, or legal government mandates).
- 2 Hotel Termination Right: The Hotel reserves the right to terminate contracts immediately without penalty if the event compromises the safety, security, or public reputation of the Hotel, or in cases of Force Majeure or non-payment.
ARTICLE 13 – DATA PROTECTION (GDPR) & INTERNET USAGE
- 1 Data Protection: Personal data is collected and processed in compliance with Regulation (EU) 2016/679 (GDPR) for booking management, billing, and legal compliance. Inquiries may be directed to privacy@hotelmarivaux.be.
- 2 Internet Usage: The Hotel assumes no responsibility or liability for third-party claims arising from internet misuse by guests, event attendees, or Clients.
ARTICLE 14 – SEVERABILITY, GOVERNING LAW & JURISDICTION
- 1 Severability: If any provision of these Terms is deemed invalid or unenforceable, all remaining provisions shall remain in full force and effect.
- 2 Governing Law: These Terms and all contracts resulting from them are governed exclusively by Belgian Law.
- 3 Jurisdiction: Any dispute arising out of or in connection with these Terms falls under the exclusive jurisdiction of the competent courts of Brussels, Belgium.
ARTICLE 15 – ADVERTISING
Use of the hotel logo, the hotel name, or any other form of publicity or reference to the name “Marivaux Hotel” or the taking or publicizing of photographs relating to the hotel is strictly forbidden without prior written permission from hotel management.