Skip to main content

General Terms

Updated 27-06-2024

Terms for Conferences, Meetings, and Courses

Coffee, tea, ice water, and any scheduled break refreshments are served in the common areas. We are happy to deliver refreshments directly to your meeting rooms for an additional fee.

  • Program & Guest List: Must be submitted at least 7 days prior to the start of the event.

  • Check-in: Room keys will be handed over to the meeting organizer from 2:00 PM on the day of arrival.

  • Check-out: Room checkout is no later than 9:00 AM on the day of departure.

Agreement Terms for Conferences

The agreement is only valid once Konventum has received written acceptance via email or through a signed agreement document.

Cancellation Policy for Conferences

A cancellation is defined as any total annulment, reduction in numbers, shortening of duration, date changes, or similar significant modifications to the final confirmation. All cancellations must be submitted in writing.

Group Size Free Full Cancellation Late Cancellation Fee (< 4 or 8 weeks) Free Participant Reduction (Up to 10%)
Up to 20 participants Up to 4 weeks before arrival 75% of the total amount Up to 48 hours before arrival
Up to 50 participants Up to 4 weeks before arrival 75% of the total amount Up to 48 hours before arrival
51 or more participants Up to 8 weeks before arrival 75% of the total amount Up to 48 hours before arrival

Terms for Private Parties & Banquets

  • Duration: A lunch event lasts 5 hours, and an evening event lasts 8 hours (calculated from when the welcome drink or first course is served until the late-night snack is cleared).

  • Overtime: Extensions past 2:00 AM cost 2,280.00 DKK per hour per server. The absolute latest closing time is 3:00 AM.

  • Food & Beverages: Bringing your own food or drinks is generally not permitted unless a specific fee is agreed upon.

  • Table Settings & Planning: Seating arrangements are finalized once the final guest count is known. Tables are set with white tablecloths, white napkins, and candles (real candles at Højstrup; LED candles at Konventum) unless otherwise specified. Flowers can be ordered through Konventum starting from 45.00 DKK per person.

  • Planning Meetings: To arrange the menu and final details, please schedule a planning meeting by calling +45 4928 0900 or emailing selskab@konventum.dk. These meetings are booked on Tuesdays or Thursdays between 10:00 AM and 4:00 PM.

  • Deadlines: All event details must be provided to us at least 15 days before the date of the event.

  • Check-in / Check-out: Room check-in is available from 3:00 PM on arrival day, and check-out must be completed by 10:00 AM on departure day.

Reservation Fee & Payment for Banquets

A reservation fee of 5,000.00 DKK must be paid no later than 7 days after receiving your confirmation to secure the room. This fee is non-refundable upon cancellation but will be deducted from your final invoice.

The remaining balance must be paid 4 weeks before the event takes place. Any extra orders placed on the day or overtime fees will be invoiced afterward.

Agreement Validity for Banquets

The contract is only binding once Konventum has received a signed copy of the agreement and the reservation fee has been paid. Prices are based on the current Konventum price list, assuming the event is held in its entirety with a single, consolidated payment. Extra charges apply if the event exceeds the agreed timeframe.

Cancellation Policy for Banquets

To be fee-free, cancellations must be received by 4:00 PM on the final cancellation deadline date. Late cancellations will be charged at 100% of the price (including VAT) for the cancelled services. The guest is also liable for any third-party services ordered by Konventum that cannot be cancelled without charge.

Fee-free cancellation increments for banquets:

  • 100% of the event scope up to 90 days before the 1st event day.

  • 50% up to 60 days before the 1st event day (no further fee-free cancellations above this limit).

  • 20% up to 30 days before the 1st event day (no further fee-free cancellations above this limit).

  • 5% up to 2 days before the 1st event day (no further fee-free cancellations above this limit).

Note: The cancellation fee is calculated based on a price of 995.00 DKK per cover unless otherwise agreed.

Individual Hotel Room Cancellations

For the cancellation of nine or fewer hotel rooms, written notice must be received no later than 2:00 PM, two days prior to arrival to avoid charges.

Payment and Invoicing

Payment Terms

Invoices are due 8 days net from the invoice date. Late payments will incur interest per month or part thereof in accordance with the Danish Interest Act (Renteloven).

Invoicing Conditions

We only issue invoices within Denmark. The client confirms upon booking that all billing information is accurate and complete.

  • Changes: Any modifications to invoicing details after an invoice has been sent will incur an administration fee of 150.00 DKK.

  • Delivery: Invoices are sent electronically via EAN number or email. If you request a hard copy sent by physical mail, a fee of 50.00 DKK applies.

Discount Programs

We accept the Forbrugsforeningen card and Pluskort. Both cards are approved payment methods and grant a 10% discount on the following:

  • Hotel accommodation.

  • Special events (e.g., Game Night, Family Christmas Buffet, Easter Lunch).

  • All beverage purchases at the bar and other retail purchases at the reception.

Please note: Discounts do not apply to meetings, corporate conferences, or private banquets. The discount is deducted automatically if using a combined payment card. If you hold a standalone PLUS membership card, it must be presented at the time of purchase to receive the discount.

Liability, Damages, and Legal Policies

Responsibility and Compensation

By signing the agreement document or confirming via email, the booker accepts all terms, conditions, and appendices.

Konventum must be notified in advance if you plan to use external subcontractors (e.g., AV suppliers, florists, entertainment), and Konventum reserves the right to reject such suppliers.

The booker is fully responsible for their own behavior and that of their guests, ensuring it does not disturb other visitors at Konventum. Instructions from Konventum staff must be followed at all times. The booker is liable for any damage caused to Konventum’s property, equipment, or surroundings by themselves, their guests, or subcontractors. Konventum will determine the cost of repair or replacement, which will be billed as part of the event.

Force Majeure

Neither party shall be held liable for deficiencies or delays in fulfilling an agreement due to unforeseen events beyond Konventum’s control. This includes fire, flooding, natural disasters, strikes, lockouts, blockades, supply chain failures, war, acts of terrorism, civil unrest, etc.

Price Adjustments and Room Allocations

Konventum reserves the right to adjust prices at the turn of each calendar year, as well as in response to new or altered taxes, duties, or raw material price increases. Konventum also reserves the right to reallocate event rooms if the final participant count changes significantly.

Venue and Jurisdiction

Any disputes arising under these terms shall be governed by Danish law and settled exclusively in Danish courts.

VAT

All listed prices include VAT.