Scope

These Terms and Conditions apply to the provision of accommodation services and to all other deliveries and services of Van der Valk Hotel Hildesheim GmbH connected therewith. They apply in the same manner to the provision of other rooms, display cases and areas in sections connected with the hotel.

In addition to the individual agreements concluded with the business partner – a collective term for the guest, customer, event organiser, person placing the order, etc. – the following General Terms and Conditions shall apply. The business partner’s terms and conditions shall not become part of the contract, including in particular where Van der Valk Hotel Hildesheim GmbH does not expressly object to them.

1. Contractual relationship

The agreement of any services, including in particular the reservation of rooms, shall become binding on both parties through a written or verbal agreement.

The reservation of rooms establishes a rental relationship. Subletting and reletting as well as the use of hotel rooms for purposes other than accommodation require the hotel’s prior written consent.

If the reservation is made by a third party, that third party shall likewise become a contracting party, irrespective of whether it has been validly authorised by the business partner, and shall be jointly and severally liable alongside the business partner for all obligations arising from this contract.

Van der Valk Hotel Hildesheim GmbH shall be liable for its obligations arising from the contractual relationship established. In areas not typical of the service, however, liability is limited to intent and gross negligence on the part of Van der Valk Hotel Hildesheim GmbH. In all other respects, reference is made to Clause 7 of these Terms and Conditions.

The limitation period for all claims of the business partner shall be six months.

2. Services

Van der Valk Hotel Hildesheim GmbH is obliged to keep the rooms booked by the business partner available and to provide the agreed services.

The business partner is obliged to pay Van der Valk Hotel Hildesheim GmbH the applicable or agreed prices for the provision of the rooms and the other services used by the business partner. This also applies to services and expenses of Van der Valk Deutschland GmbH vis-à-vis third parties arranged by the business partner.

The business partner shall have no entitlement to the provision of specific rooms. Should agreed rooms or room categories not be available, Van der Valk Hotel Hildesheim GmbH is obliged to endeavour to provide an equivalent replacement in its own establishment or in other properties at the location.

3. Arrival and departure

Booked rooms are available from 15.00 on the day of arrival and until 12.00 on the day of departure. The rooms to be allocated to the business partner shall be determined by Van der Valk Hotel Hildesheim GmbH on the day of arrival.

Unless a later arrival has been expressly agreed, Van der Valk Hotel Hildesheim GmbH has the right to let booked but unoccupied rooms to other parties after 18.00, without the business partner being entitled to derive any claims for compensation therefrom. To this extent, Van der Valk Hotel Hildesheim GmbH shall have a right of withdrawal.

Rooms with guaranteed reservations shall be held by Van der Valk Hotel Hildesheim GmbH until 22.00 at the latest, unless a later arrival by the business partner has been agreed with Van der Valk Hotel Hildesheim GmbH.

Deposit reservations are deemed to be guaranteed reservations. In this case, the rooms ordered must be held without exception.

The business partner is requested to inform reception no later than 22.00 on the day before departure in the event of a later departure after 12.00. Where possible, the room will be held for the business partner. If departure then takes place by 18.00, half the room rate shall be payable; after 18.00, the full room rate shall be payable for the day of departure.

4. Price

Prices are determined according to the price list valid at the time the services are provided. Where statutory value added tax applies, it is included in the prices at the respective statutory rate.

Insofar as taxes and charges are increased and/or new taxes and charges are imposed on Van der Valk Hotel Hildesheim GmbH, it shall be entitled to adjust the price accordingly.

If a fixed price was agreed and more than four months elapse between conclusion of the contract and provision of the service, Van der Valk Hotel Hildesheim GmbH reserves the right to make a reasonable price adjustment, whereby Van der Valk Hotel Hildesheim GmbH nevertheless undertakes to inform the business partner of the price adjustment.

5. Payment terms

All invoices issued by Van der Valk Hotel Hildesheim GmbH are due for immediate payment without deduction upon receipt.

The business partner shall be in default on the due date without a reminder being required. From the time default commences, Van der Valk Hotel Hildesheim GmbH is entitled to charge due-date or default interest at a rate of 5 percentage points above the applicable base interest rate pursuant to § 288 BGB. The right to assert greater loss caused by default shall remain unaffected hereby and is expressly reserved.

Van der Valk Hotel Hildesheim GmbH is entitled to require business partners, upon their arrival/appearance or beforehand by providing a credit card number, to make an advance payment up to the amount of the expected total turnover, but in any event at least in a reasonable amount.

Van der Valk Hotel Hildesheim GmbH is entitled to issue interim invoices at any time, which shall become payable by the business partner immediately upon presentation. If the business partner falls into default following presentation of the interim invoice, Van der Valk Hotel Hildesheim GmbH shall have the right to terminate the accommodation contract without notice.

In the event that invoicing has been agreed on the basis of the reservation contract, a payment period of 14 days from the invoice date shall apply. Payment must be made free of charges and without deduction.

For bookings/reservations, Van der Valk Hotel Hildesheim GmbH also reserves the right to require 90% of the expected turnover as a deposit payment.

All payments are due in euros. Van der Valk Hotel Hildesheim GmbH is entitled to reject foreign currencies, cheques and credit cards. A commission surcharge of 5% shall be charged on expenses and third-party services when settled by credit card.

A reminder fee of 10,00 € may be charged in each individual case for reminders issued after default has commenced.

Van der Valk Hotel Hildesheim GmbH reserves the right, in the case of group bookings for 10 or more persons, to regard the reservation as confirmed only when, together with the final order by the business partner or following confirmation by Van der Valk Hotel Hildesheim GmbH, a deposit amounting to 20% of the booked services has been paid within 10 days or the agreed/required advance payment has been made by the specified date.

6. Withdrawal and cancellation

In the event of force majeure and other impediments for which Van der Valk Hotel Hildesheim GmbH is not responsible, in particular those outside the hotel’s sphere of influence, the hotel reserves the right to withdraw from the contract without the business partner being entitled to claims for compensation.

If the business partner has been granted a right of withdrawal within a specified period by written agreement, Van der Valk Hotel Hildesheim GmbH shall in turn be entitled to withdraw from the contract during this period if enquiries from other business partners have been received regarding the rooms booked under the contract and the business partner does not waive its right of withdrawal or does not confirm the reservation as binding.

If an agreed advance payment is not made even after expiry of a reasonable grace period set by Van der Valk Hotel Hildesheim GmbH with a warning of refusal, Van der Valk Hotel Hildesheim GmbH shall likewise be entitled to withdraw from the contract; see also Clause 5 in all other respects.

If the business partner does not use the room ordered without giving timely notice, it shall remain obliged to pay the agreed total price for the first day of travel, including the first overnight stay, irrespective of the reason for being prevented from doing so. Van der Valk Hotel Hildesheim GmbH is obliged in good faith to endeavour to let unused rooms to other parties where possible in order to avoid losses.

Reservations and withdrawal periods must be observed as follows:

Reservations for tour operators and travel intermediaries made by Van der Valk Hotel Hildesheim GmbH are generally subject to a withdrawal period of 30 calendar days before the start of the provision of services. Van der Valk Hotel Hildesheim GmbH may agree a different withdrawal period in writing in individual cases.

All other reservations made by Van der Valk Hotel Hildesheim GmbH for the business partner as an individual guest are subject to the following withdrawal periods:

1 room – 2 days

2–5 rooms – 5 days

6–10 rooms – 14 days

Once the withdrawal period has expired, the reservation becomes a firm booking.

Notices of withdrawal must be made in writing by letter, fax or email. The business partner is responsible for proving receipt of the notice of withdrawal.

Van der Valk Hotel Hildesheim GmbH is free to calculate on a lump-sum basis the loss thereby incurred by it and to be reimbursed by the business partner. The business partner shall then be obliged to pay 90% of the contractually agreed price for overnight accommodation with or without breakfast, 70% for half-board arrangements and 60% for full-board arrangements. The business partner is responsible for proving that no loss was incurred or that the loss incurred by Van der Valk Hotel Hildesheim GmbH was lower than the lump sum demanded.

In addition, the following cancellation terms shall apply, according to which the business partner must generally reimburse lump-sum costs in accordance with the schedule below.

In all cases listed below, the business partner reserves the right to prove a lower loss and Van der Valk Hotel Hildesheim GmbH reserves the right to prove a higher loss. Insofar as commercial customs exist that conflict with these agreements, it is expressly agreed that such commercial customs shall not apply between the contracting parties.

Cancellation date/calendar day prior to provision of the service – entitlement of Van der Valk Hotel Hildesheim GmbH:

Up to 60 days prior to arrival: free of charge

Up to 30 days prior to arrival: free of charge if fewer than 50% of the group participants cancel

Up to 21 days prior to arrival: calculation of the total price for the first day of travel, including the first overnight stay, and 35% for the remaining days if the booked service cannot be sold elsewhere

7–21 days prior to arrival: calculation of the total price for the first day of travel, including the first overnight stay, and 60% for the remaining days if the booked service cannot be sold elsewhere

Less than 7 days prior to arrival: full total price for the first day of travel, including the overnight stay, and 80% for the remaining days if the booked service is not resold

Any use by the business partner and/or its guests that deviates from the agreement between the contracting parties entitles Van der Valk Hotel Hildesheim GmbH to terminate the contractual relationship without notice (immediate withdrawal), without this reducing Van der Valk Hotel Hildesheim GmbH’s entitlement to the agreed payment/remuneration.

6.1 Trade fair

For bookings during the period of the trade fairs listed below, Van der Valk Hotel Hildesheim GmbH refers to its separate terms and conditions.

In particular, Van der Valk Hotel Hildesheim GmbH is generally entitled to require an advance payment to secure bookings during the period of the trade fairs listed below.

In addition, the following cancellation periods generally apply (1–4 rooms):

For the Domotex trade fair, cancellation free of charge is possible up to 28 days prior to arrival.

For all of the trade fairs listed below, cancellation free of charge is possible up to 42 days prior to arrival:

Hannover Messe/CeMat,

LIGNA,

Interschutz – Der rote Hahn,

EMO,

IAA Nutzfahrzeuge,

EuroBlech,

EuroTier,

Agritechnica.

Should the individual contract specify different periods and terms, these shall be replaced by the above provisions during the period of the trade fairs designated for that period by Deutsche Messe AG Hannover.

6.2 Groups

Groups: For bookings of 5 or more rooms, separate provisions and additional charges will generally enter into force.

An enquiry with Van der Valk Hotel Hildesheim GmbH is required.

For questions and requests, please contact us on +49 (0) 5121 300 600.

7. Liability

The business partners of Van der Valk Hotel Hildesheim GmbH and the guest as such or as host shall be fully liable to Van der Valk Hotel Hildesheim GmbH for damage caused by themselves or their guests, irrespective of whether they themselves are responsible for it. In this respect, use that deviates from the contractual stipulation also constitutes the causing of damage with the legal consequence conclusively set out in Clause 7.

If Van der Valk Hotel Hildesheim GmbH is prevented from performing its services by force majeure or strike, no obligation to pay compensation to the business partner may be derived therefrom. However, Van der Valk Hotel Hildesheim GmbH is obliged vis-à-vis the business partner to make reasonable efforts to procure equivalent services elsewhere.

Van der Valk Hotel Hildesheim GmbH shall be liable to the business partner in accordance with the provisions of §§ 701 et seq. BGB. Express reference is made to the content of these provisions, in particular to the business partner’s obligations and the respective limits of liability.

Van der Valk Hotel Hildesheim GmbH endeavours to execute wake-up calls punctually, to transmit messages in a timely and correct manner and to deliver consignments of goods of all kinds. Van der Valk Hotel Hildesheim GmbH accepts no liability for any misunderstandings or errors.

Lost property will be forwarded only upon request and at the business partner’s risk and expense. If the business partner does not make a request for collection, the lost property shall be handed over to the finder after expiry of a one-year retention period.

Credit cards found shall be broken into two pieces and forwarded to the relevant credit card company. In the case of business partners who are still within the hotel and restaurant premises of Van der Valk Hotel Hildesheim GmbH, the card shall be secured and the business partner informed that it has been found. If the business partner has already departed, the card shall be kept for a reasonable period, but no longer than 24 hours. It shall then be treated as a credit card found (see above).

Items taken into the custody of Van der Valk Hotel Hildesheim GmbH and for which a left-luggage receipt has been issued shall, after one year during which the items have not been collected, be regarded as lost property and treated accordingly.

No claims shall arise for the business partner or the person who entrusted items to the custody of Van der Valk Hotel Hildesheim GmbH as a result of their corresponding treatment as lost property. To this extent, no liability shall be derived from the conduct of Van der Valk Hotel Hildesheim GmbH.

Van der Valk Hotel Hildesheim GmbH expressly points out that when using the Marktgarage Hildesheim car park, the terms and conditions of Hildesheimer Parkhaus GmbH, and not those of Van der Valk Hotel Hildesheim GmbH, shall apply. To this extent, any liability of Van der Valk Hotel Hildesheim GmbH for vehicles parked there, in particular their theft and damage, theft from them and personal injury, is excluded.

8. Special information for events

The event organiser, as the business partner of Van der Valk Hotel Hildesheim GmbH, must obtain in good time, on its own initiative and at its own expense, any official permits/approvals that may be necessary for holding the event. It is responsible for complying with the conditions resulting from these permits/approvals and for observing all other public-law provisions in connection with the event.

The event organiser is required to provide lists of all participants in the event no later than 14 days before their arrival. Otherwise, Van der Valk Hotel Hildesheim GmbH cannot guarantee that the event will proceed properly. This limitation applies correspondingly if the number of participants is greater than agreed. In this case, Van der Valk Hotel Hildesheim GmbH reserves the right to impose restrictions due to insufficient room or space capacities in the hotel, restaurant and/or event area.

Newspaper advertisements, public or political invitations and sales events require the express prior written consent of Van der Valk Hotel Hildesheim GmbH. It has the right to cancel the event if the publication adversely affects material interests of Van der Valk Hotel Hildesheim GmbH, but also the interests of the entire Van der Valk Hotel Group, or if Van der Valk Hotel Hildesheim GmbH has reasonable grounds to believe that the event threatens to endanger the smooth operation of the business, the safety or the reputation of the establishment or company, including that of other business partners and guests. A serious concern alone establishes the right of Van der Valk Hotel Hildesheim GmbH to cancel the event. The business partner or event organiser shall not be entitled to claims for compensation as a result.

Van der Valk Hotel Hildesheim GmbH expressly reserves the right to change rooms insofar as this is reasonable for the event organiser, taking its interests into account.

Insofar as Van der Valk Hotel Hildesheim GmbH procures technical or other equipment from third parties for the event organiser, it acts in the name and for the account of the event organiser or business partner. The event organiser or business partner shall be liable for careful treatment and proper return of this equipment. It shall indemnify Van der Valk Hotel Hildesheim GmbH against all third-party claims arising from the provision of this equipment or the corresponding management of business.

The following cancellation periods must be observed:

Cancellation of the entire or partial booking free of charge is possible for:

• Groups of up to 30 persons – up to 30 days before the start of the event
• Groups of up to 50 persons – up to 45 days before the start of the event
• Groups of up to 100 persons – up to 60 days before the start of the event
• Groups of 101 persons or more – up to 90 days before the start of the event

The following fees will be invoiced for individual or complete cancellations at shorter notice:

Up to 29 days before the event

Calculation of the rent/turnover guarantee, plus compensation of 35% of the lost turnover (conference package/food/rooms); if this has not yet been specifically determined, the minimum banquet menu price × persons shall apply.

Up to 21 days before the event

Calculation of the rent/turnover guarantee, plus compensation of 50% of the lost turnover (conference package/food/rooms); if this has not yet been specifically determined, the minimum banquet menu price × persons shall apply.

Up to 15 days before the event

Calculation of the rent/turnover guarantee, plus compensation of 66% of the lost turnover (conference package/food/rooms); if this has not yet been specifically determined, the minimum banquet menu price × persons shall apply.

Up to 8 days before the event

Calculation of the rent/turnover guarantee, plus compensation of 80% of the lost turnover (conference package/food/rooms); if this has not yet been specifically determined, the minimum banquet menu price × persons shall apply.

Less than 3 days before the event

Calculation of the rent/turnover guarantee, plus compensation of 90% of the lost turnover (conference package/food/rooms); if this has not yet been specifically determined, the minimum banquet menu price × persons shall apply.

The group size is defined on the basis of the reported number of participants at the time of the firm booking.

If fewer participants than reported by the business partner appear, the price shall nevertheless be based on the number actually reported, but at least on the agreed number of participants. If the number of participants is greater than the agreed number of participants, billing shall be based on the actual number of participants.

If the number of participants deviates by 10% or more, Van der Valk Hotel Hildesheim GmbH is entitled to redetermine the prices. In accordance with the changed number of participants, Van der Valk Hotel Hildesheim GmbH is likewise entitled to allocate different rooms for holding the event, unless this is unreasonable for the event organiser.

If the agreed start and end times of the event change, Van der Valk Hotel Hildesheim GmbH is entitled to invoice additional costs for readiness to provide the services.

The event organiser is responsible for proving a lower loss; Van der Valk Hotel Hildesheim GmbH reserves the right to prove a higher loss.

The business partner or event organiser may bring food and beverages and make them available to participants only with the prior express written consent of Van der Valk Hotel Hildesheim GmbH. In this case, however, a service fee shall be charged.

For events that continue beyond midnight, Van der Valk Hotel Hildesheim GmbH may, unless otherwise agreed, issue an invoice on the basis of individual records, unless the agreed remuneration already takes into account a period extending beyond midnight.

Special services that become unusable as a result of the cancellation must be paid for in all cases.

The business partner or event organiser shall be responsible for losses or damage caused by itself, its employees, other auxiliary personnel and the event participants and shall provide corresponding compensation. The business partner or event organiser is responsible for taking out appropriate insurance and, at the request of Van der Valk Hotel Hildesheim GmbH, providing proof thereof.

To prevent damage, the attachment of decorative material or other objects is permitted only with the written consent of Van der Valk Hotel Hildesheim GmbH.

If the rights of third parties, such as copyrights, are affected when the events are held, the event organiser is obliged to obtain the relevant permits at its own expense before the event is held and, in all other respects, to pay any fees and costs incurred (GEMA, etc.) directly to the requesting body. Should claims nevertheless be asserted against Van der Valk Hotel Hildesheim GmbH, the business partner or event organiser shall indemnify Van der Valk Hotel Hildesheim GmbH against the claimants.

9. General provisions

Van der Valk Hotel Hildesheim exclusively has non-smoking rooms. Smoking is therefore prohibited both in the public areas and in these guest rooms. We have established separate smoking locations in some cases for our guests. In the event of a violation, the hotel has the right to demand from the guest compensation in the amount of 150,00 € for the separately incurred cleaning costs, including any loss of turnover resulting from the room being unavailable for letting. This amount of compensation shall be set higher or lower if the hotel proves a higher loss or the guest proves a lower loss.

Use or mention of the name of the establishment and the affiliated parts of the business, in particular Van der Valk Deutschland GmbH, in connection with advertising measures by the business partner requires the written consent of the management.

A surcharge shall be levied on third-party services brokered or charged by Van der Valk Deutschland GmbH. This does not establish any liability on the part of Van der Valk Deutschland GmbH for third-party services and consequently no such liability exists.

Incoming messages, postal items and consignments of goods for business partners and their guests shall be handled with the customary care. Van der Valk Deutschland GmbH shall undertake their safekeeping, delivery/handover and, upon express request, also their forwarding. Liability for the loss, theft or damage of received messages, postal items and consignments of goods, as well as for delays in delivery or forwarding, is expressly excluded. The costs of delivery and forwarding shall be charged to the business partner or guest.

As part of its services, Van der Valk Deutschland GmbH shall provide free transport of persons and luggage only upon request and without obligation. Liability for personal injury and property damage is limited to the obligation to settle claims under statutory motor vehicle insurance. Liability for loss of luggage and delays in transport is excluded in full. However, Van der Valk Deutschland GmbH also expressly reserves the right to offer transport services such as luggage service, shuttle service, etc. for a fee.

Pets are not permitted in the hotel. (Exception: therapy and guide dogs; proof required)

In the event of non-compliance, Van der Valk Hotel Hildesheim GmbH shall charge a flat-rate cleaning fee of € 50,00 per day and dog.

At check-in, Van der Valk Hotel Hildesheim GmbH reserves the right to carry out a credit card authorisation in order to secure payment for services incurred at the hotel. Alternatively, payment may also be made in cash or by EC card directly at check-in.

Prostitution and human trafficking are prohibited and will be reported to the authorities by Van der Valk Hotel Hildesheim GmbH.

10. Severability clause

Should individual provisions of the contract concluded between Van der Valk Deutschland GmbH and its business partner and/or of the above General Terms and Conditions, or parts thereof, be or become invalid or unenforceable, this shall not affect the validity or enforceability of the remaining provisions or the remaining parts of the provisions, or of the contract and the Terms and Conditions as a whole. The invalid or unenforceable provisions shall be replaced by the parties with valid and enforceable provisions that are equivalent or come as close as possible to the invalid or unenforceable provisions and correspond to the economic purpose pursued by the parties with the invalid or unenforceable provisions. The same shall apply in the event of an unintended regulatory gap.

11. Ancillary agreements

No deviations from the contract established between the parties and no ancillary agreements thereto have been made between the parties, unless they have been set down in writing.

12. Place of jurisdiction

The place of jurisdiction is the operating location of Hildesheim, i.e. the place of performance and fulfilment of Van der Valk Hildesheim GmbH. Deviating provisions of the business partner based on its terms and conditions are expressly excluded by the above Terms and Conditions of Van der Valk Hildesheim GmbH.

Translation notice: This English version was translated using artificial intelligence and is provided for information purposes only. Translation errors cannot be entirely ruled out, and no liability is accepted for any errors or misunderstandings resulting from the translation. In the event of discrepancies or differences in interpretation, the German version shall prevail.

*Version August 2026