MEETING SERVICES, TERMS OF RESERVATION

Reservation and confirmation of an event
A preliminary reservation is valid for one week from the date of the reservation. A preliminary reservation may be continued until a specified date, if this is agreed upon with the customer. A reservation expires unless the preliminary reservation is confirmed in the time given.

Meeting package
A meeting package entails a package price that includes services agreed upon in advance. We invoice the meeting package as it is, according to what has been reported, regardless of whether everyone has attended the meals or not.

Event specifications
The following details must be provided to us 7/14 weekdays before the event:
schedules and meal times
final choice of menu
information concerning food allergies*
number of participants*
host/hostess of the event and contact details*
possible special wishes
additional wishes concerning AV equipment (if the fixed equipment is not enough)
list of names and room distributions of hotel guests
invoicing details and reference.

Please inform us of the total number of participants in an event. We do not accept separate registrations from individual participants.

If special entertainment, decorations, an orchestra or special permits are ordered / the customer orders for your event, the orderer agrees to pay these expenses. Venue decoration by customers and the transport of goods is agreed upon separately. If a customer causes some kind of material damage to the furniture or the property by his/her actions, the customer shall compensate for all the incurred damages to Lasaretti. All of our facilities are licenced, and customers are prohibited from consuming their own drinks under the licensing laws of Finland.

* We must receive confirmation of the number of people for invoicing purposes no later than one week before the event. The venue arrangements and the table shape in the meeting room must be confirmed at the same time. We charge €50/hour for any changes to venue arrangements that are made later, and the minimum charge is one working hour. The venue reservation is valid for the number of people provided by the orderer. If the number of people changes, Lasaretti reserves the right to assign a more appropriate venue for the orderer and re-negotiate the details and the cost of the event.

Event cancellation
5–30 ppl
Cancellation free of charge at the latest 15 days before the event.
Upon cancellation 7–14 days before the event, we charge 50 %.
Upon cancellation 0–6 days before the event, we charge 100 %.

31–80 ppl
Cancellation free of charge at the latest 31 days before the event.
Upon cancellation 30 days before the event, we charge 25 %.
Upon cancellation 14–29 days before the event, we charge 50 %.
Upon cancellation 0–13 days before the event, we charge 100 %.

80–200 ppl
Cancellation free of charge at the latest 91 days before the event.
Upon cancellation 90 days before the event, we charge 25 %.
Upon cancellation 30–89 days before the event, we charge 50 %.
Upon cancellation 0–29 days before the event, we charge 100 %.

AV systems
The basic equipment in most of our meeting rooms includes a data projector, a flipchart and markers, a laptop computer, a sound system and internet access. The equipment may vary depending on the venue, so the AV equipment in your venue will be specified in more detail when the reservation is made. Our staff provide guidance with the use of the equipment.

Any special wishes concerning AV equipment must be expressed when making a reservation. The computers in the meeting rooms use Microsoft Windows 7 and Office 2016 software. More information is available from AV Manager Antti Karihtala, tel. + 358 50 534 6066, e-mail: antti.karihtala(a)lasaretti.com or kokoustekniikka(a)lasaretti.com

Invoicing terms
The final invoice is sent on the following weekday after the event, and the term of payment is 14 days net. The invoicing fee is €7/invoice in Finland and €15/invoice abroad. If we have received inadequate invoicing instructions due to the orderer and we need to correct the invoice, we will charge €10/invoice for the corrected invoice. We reserve the right to also use advance invoicing if the value of the event so requires (wedding receptions, programme services, larger events/occasions).

 

PARTY SERVICES, TERMS OF RESERVATION

Reservation and confirmation of an event
A preliminary reservation is valid for one week from the date of the reservation. A preliminary reservation may be continued until a specified date, if this is agreed upon with the customer. A reservation expires unless the preliminary reservation is confirmed in the time given.

A preliminary reservation is confirmed by paying the reservation fee, which equals the rent of the venue. The reservation fee is reimbursed in the final invoice of the event. If the reservation is cancelled, the reservation fee is not returned, and the rent of the venue stated in the offer is charged from the customer in full.

The price includes two hours of negotiations when planning the event. It is recommended that part of the negotiation time is used one week before the event to go over the following details:
schedules and meal times
final menu and beverages
food allergies
number of participants (adults/children)
seating order/menu cards
host/hostess of the event and contact details
decoration.

Additional negotiations must always be agreed upon in advance. The hourly fee for additional negotiations is €40.

Special arrangements
If special entertainment, decorations, an orchestra or special permits are ordered / the customer orders for your event, the orderer agrees to pay these expenses. Venue decoration by customers and the transport of goods is agreed upon separately. It is prohibited to bring your own food and drinks to our premises.

Invoicing terms
The final invoice is sent on the following weekday after the event, and the term of payment is 14 days net. The invoicing fee is €7/invoice in Finland and €15/invoice abroad. If we have received inadequate invoicing instructions due to the orderer and we need to correct the invoice, we will charge €10/invoice for the corrected invoice.

The invoice may also be paid at the hotel reception on the following weekday, if this is agreed upon in advance. We reserve the right to also use advance invoicing if the value of the event so requires (wedding receptions, programme services, larger events/occasions).

Event cancellation
5–30 ppl
Cancellation free of charge at the latest 15 days before the event.
Upon cancellation 7–14 days before the event, we charge 50 %.
Upon cancellation 0–6 days before the event, we charge 100 %.

31–80 ppl
Cancellation free of charge at the latest 31 days before the event.
Upon cancellation 30 days before the event, we charge 25 %.
Upon cancellation 14–29 days before the event, we charge 50 %.
Upon cancellation 0–13 days before the event, we charge 100 %.

80–200 ppl
Cancellation free of charge at the latest 91 days before the event.
Upon cancellation 90 days before the event, we charge 25 %.
Upon cancellation 30–89 days before the event, we charge 50 %.
Upon cancellation 0–29 days before the event, we charge 100 %.

Events for more than 200 people are agreed upon separately in our offer. Our offer also specifies the separate terms of cancellation during high season, e.g. Christmas party season or special holidays.

Lasaretti reserves the right to cancel a reservation in the case of force majeure or if the agreed advance or final invoice is not paid by the due date.

A wedding reception may be cancelled four months prior to the event without cancellation fees (excluding the reservation fee). If the event is cancelled later, the orderer is charged 75–100 % of the value of the event.

Prices of children’s meals:
Mainly according to the following: under 4-year-olds free of charge, 4–12-year-olds 50 % of the listed price. These are meal prices.

Accommodation
In terms of a possible room reservation quota, the rooms must be released one month before the reservation time. When accommodation is confirmed, a list of the guests’ names must also be provided at least one week before their arrival, in addition to the payment method/invoicing address, the estimated time of arrival and the contact number.

AV systems
The basic equipment in most of our facilities consists of a data projector, a flipchart and markers, a laptop computer, a sound system and internet access. The equipment may vary depending on the venue, so the AV equipment in your venue will be specified in more detail when the reservation is made. Our staff provide guidance with the use of the equipment.

Any special wishes concerning AV equipment must be expressed when making a reservation. More information is available from AV Manager Antti Karihtala, tel. + 358 50 534 6066, antti.karihtala(a)lasaretti.com or kokoustekniikka(a)lasaretti.com