RESERVATION SPECIAL TERMS AND CONDITIONS CONGRESS PARIS SPINE MEETING 2015
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1 RESERVATION SPECIAL TERMS AND CONDITIONS CONGRESS PARIS SPINE MEETING / Individual reservations shall be subject to the present particular terms and conditions, hereinafter referred to as the Particular Conditions, and the general terms and conditions, hereinafter referred to as the General Terms. 2/ The rates listed have been negotiated by C accommodation - Colloquium Paris for the event called: Paris Spine Meeting to be held at Maison des Arts et Métiers from 29th to 30th January Reservation requests must be made and settled on line before the 22th December After this date,all reservation requests shall be processed based on hotel availability. 3/ RESERVATION MODALITIES: In order to guarantee the preferential rates displayed on the site, reservations must be made through Colloquium on the dedicated Internet site. No reservation requests may be processed by telephone, written correspondence, or in any other form unless specifically stipulated on the reservation site. Rooms shall be allocated as requests are processed and based on availability. The displayed rates shall be subject to modification based on changes in applicable taxes which are the Client s responsibility. A reservation request accompanied by its accepted payment shall be deemed a firm order. Payment: Each reservation must be guaranteed with a valid credit card. We will send your credit card information directly to the hotel and the hotel will : 1) take the card as a guarantee and payment should be done upon check out 2) will charge the whole stay on the credit card one month prior to the arrival 4/ CANCELLATION TERMS FOR INDIVIDUAL RESERVATIONS Any cancellation, in whole or in part, of the order, i.e. any request to reduce the number of nights reserved in the initial order must be notified by the Client to Colloquium expressly by letter, fax, or and shall be ipso jure subject to the following penalties, given that the notification date used to apply the cancellation terms shall be the date the Client s cancellation request is received by Colloquium: For any cancellation signified to Colloquium Paris before 22th December 2014 the nights cancelled are not charged on your credit card. Page 1 of 6
2 For any cancellation signified to Colloquium Paris after 23th December 2014: the hotel will charge your credit card for the whole stay. Should the arrival at the hotel be delayed, the nights missed shall not be transposed to the following nights and shall not be reimbursed under any circumstances. GENERAL CONDITIONS INDIVIDUALS RESERVATIONS These terms and conditions, as may be amended from time to time, apply to the Service proposed by COLLOQUIUM PARIS (Colloquium) to the Client on the Site dedicated to the Event. Reservations means Individual reservation and shall be understood as any reservation for a maximum of 1 room per night and per hotel. Client shall be understood as the natural or legal person making the reservation Service shall be understood as the hotel reservation service proposed by COLLOQUIUM Site shall be understood as the website dedicated to the event (the Website) Event shall be understood as the event (conference, trade show, exhibition, etc.) to be held. Nights shall be understood as the number of rooms reserved multiplied by the number of nights. Room shall be understood as any type of room (for example: single, double, triple, twin, suite, apartment, studio, etc.) 1. NATURE OF THE CONTRACTUAL RELATIONSHIP : By using the Service to book Rooms, the Client : a) accepts and agrees to the terms and conditions set out below and the particular conditions mentionned on the Site, including the cancellation conditions and no-show policy. b) enters into a direct (legally binding) contractual relationship with the hotel, Colloquium acting solely an intermediary between the Client and the hotel, transmitting the details of the Client s reservation to the relevant hotel. 2. CONDITIONS OF RESERVATION The Service is made available for individual and non-commercial use only. Hotels and rates listed on the Site have been negotiated for the Event and only for individuals. In order to guarantee the preferential rates displayed on the Site, Reservations must be made through Colloquium on the Site. No Reservation requests may be processed by telephone, written correspondence, or in any other form unless specifically stipulated on the reservation site. Page 2 of 6
3 Rooms shall be allocated as requests are processed and based on availability. The displayed rates shall be subject to modification based on changes in applicable taxes which are which are supported by the Client. Reservation requests must be made and settled on line before the date mentioned in the particular conditions. After this date, all Reservation requests shall be processed based on hotel availability. Any modification of the Reservation entails the invoicing of the supplementary costs. The amount of these costs by Reservation and by modification is specified in the particular conditions. 3. GUARANTEE: Hotels require credit card details in order to guarantee the Reservation. Each Reservation must be guaranteed with a credit card number. The credit card data is used as a guarantee to book the Rooms. As such, Colloquium will send the credit card information directly to the hotel; the hotel may verify (i.by making pre-authorization) the credit card and may also charge the full stay on the credit card given one month prior to the arrival. In order to safeguard and encrypt the credit card information when in transit, Colloquium use Secure Socket Layer (SSL) technology for the Service. 4. PRICES, PAYMENTS AND EXCHANGE RATE FLUCTUATIONS: All prices are usually expressed in euros (except in special cases) and include service and taxes at the date of the reservation. Any tax increase between the booking date and the date of stay will be exclusively supported by the Client. The rates indicated on the Site shall be per room per night. Breakfast may be included in the price, but not necessarily. Any breakfast ordered at the time of reservation shall be automatically invoiced and may not be reimbursed if not consumed. Payments for all Room bookings are to be settled with the hotels directly upon departure or the hotel may also charge the full stay on the credit card given one month prior to the arrival. 5. CANCELLATION/NO SHOW/EARLY DEPARTURE All cancellation must be done in compliance with the the particular conditions mentioned on the Site. If the Clients do not cancel their Reservation in respect of the delay mentioned in the particular conditions, the hotels will be entitled to charge the Clients for the entire stay booked. Any modification with Room cancellation is considered as a cancellation In case of no show (Clients who did not cancel or modify the reservation and still do not show up), the entire stay booked will be charged by the hotel and the room will be kept until noon the day following the expected arrival date. Afterwards, the Room will be offered as freely available. Page 3 sur 6
4 In case of early departure, the remaining night(s) will still be charged by the hotel. The credit card data will be used by the hotel for payment of the supplementary costs and cancellation costs in accordance with the cancellation policy, or if the Client does not show up. 6. THE SECURITY OF THE CLIENT DATA WHEN USING THE WEBSITE: To ensure the confidentiality of your "Personally identifiable information (PII) colloquium uses leading security technology and procedures that are regularly reviewed and updated. Our systems are configured with industry standard data encryption and firewall technology. When you send PII to colloquium over the Internet, your data is protected by Secure Socket Layer (SSL) technology to ensure safe transmission. The information communicated by the User on the Site shall be used for processing and making reservations. In accordance with Article 32 of the French Personal Data Protection law dated January 6th, 1978 modified by law dated August 6th, 2004, the information required for processing and making reservations shall be indicated by an asterisk on Site pages In accordance with law no. 78 dated January 6th, 1978 modified by law dated August 6th, 2004, the Client shall have, at all times, the right to access, change, correct, and remove any of its personal data (Art. 39 and following of the Personal Data Protection law). To exercise these rights, the Client may contact Colloquium by writing to the webmaster at the following address: Colloquium, rue de Nancy Paris or sending an to 7. RELATIONS WITH THE HOTELS For any other item not mentioned in these general and particular conditions, the general conditions of the hotel apply directly between the Hotel and the Client, without commitment from Colloquium. 8. LIABILITY : The liability of Colloquium is limited to its hotel reservation services (the Service). Colloquium shall not be liable: a) for any inaccuracy relating to the (descriptive) information (including rates, availability and ratings) of the hotel as made available on the Website, b) in case of failure or bad/incorrect execution of the services rendered or the products offered by the hotels, c) in case of cancellation or report of the Event, In this case, the particular and general condition shall be applied. Page 4 sur 6
5 d) in case of overbooking or strike, in relation with the hotel or not, force majeure or any other event beyond the control of Colloquium e) any (direct, indirect, consequential or punitive) damages, losses or costs suffered, incurred or paid by the Client, pursuant to, arising out of or in connection with the use, inability to use or delay of the Site. 9. MAINTENANCE SERVICE OF THE WEBSITE : Colloquium is not responsible for facilities which are temporarily not available or are under renovation or are interrupted (whether due to any temporary and/or partial breakdown, repair, upgrade or maintenance of the Website or otherwise). Also, Colloquium cannot accept responsibility for any disturbance or inconvenience in relation with the Website to the Client beyond its control. 10. PROOF It is hereby expressly agreed that, except for an obvious error on behalf of Colloquium for which the Client shall provide proof, the data retained in Colloquium s and / or the hotels information system shall constitute probative evidence regarding the reservations made by the Client. The data on computer or electronic media shall constitute valid proof and as such shall be admissible under the same terms and with the same probative force as any document established, received, or retained in writing. 11. REGISTRATION, INSURANCE, AND FINANCIAL GUARANTEE Colloquium is inscribed upon the Travel and Tourism Operator Register in France under number IM In accordance with Article L b) of the French Tourism Code, Colloquium has taken out a professional civil liability insurance policy with AXA Courtage 26 rue Louis Le Grand Paris, France, covering it with regards to its activities, i.e. hotel reservations, selling accommodations and hotel stays, particularly for conferences and seminars. In accordance with Article L a) of the French Tourism Code, Colloquium has a financial guarantee with CIC Nord-Ouest 33 avenue Le Corbusier BP Lille for its travel agency activities. No insurance is included in the prices offered. Therefore, it is recommended that Clients take out an insurance policy covering the consequences of certain cases of cancellation. 12. CONTRACTUAL BREACH Each Party may terminate the present Contract ipso jure if the other Party does not fulfill any of its obligations as stipulated in these presents, failing remedy by the defaulting Party within 8 days of receiving notification from the other Party. 13. INTERPRETATION Any issues regarding the interpretation of the present Contract in another language shall be resolved in reference to the contractual meaning of the French version. 14. Applicable law : Page 5 sur 6
6 The terms and conditions are subject to french Law. Disputes arising from the interpretation or the performance of the general or the special terms of reference shall come within the jurisdiction of the Courts of Paris. Page 6 sur 6
A reservation request accompanied by its accepted payment shall be deemed a firm order.
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