Terms/Policies
Justering av deltagarantal
The number of participants can be increased after consultation with the Project Manager. Reductions of up to 10% of the number of participants are free of charge until two weeks before the booking date; after that, full charges apply.
Special dietary requirements
Special dietary requirements
We need to be informed about allergies and dietary restrictions at least two weeks before arrival. We do not accommodate diets of various kinds, but special diets for religious, ethical, or medical reasons are arranged. Upon arrival, the special diet will be double-checked to ensure accuracy. If new requests arise after this, an additional fee of SEK 120 (excl. VAT) per person will be charged to cover food waste.
Terms and Conditions for Meetings at Sunlight Hotel & Conference
Definitions
n event (arrangement) refers to when facilities are provided with or without accommodation and/or catering, for example for conferences, or for group and banquet orders. The client (customer) is the person—legal entity or individual—who is financially responsible for the event. The supplier refers to the facility delivering the event. The value of an order is the agreed price for the entire booking or the sum of the number of participants ordered multiplied by the agreed price per participant per day, plus the price for specially ordered services. A booking agent is a company that mediates event bookings, including or excluding payment processing for the booking.
Order
An order can be made orally or in writing. The supplier shall confirm receipt of an order in writing.
How does it work if you want to cancel or make changes to the booking?
You can both cancel and modify your event if you do so well in advance. The applicable deadlines depend on the size of the booking and the extent of the changes you want to make. To keep it simple, we calculate fees based on a percentage of the total order value (this includes any additional orders made after signing).
Payment
The client is responsible for all costs incurred according to the order. If participants are to pay individually, this must be approved by the supplier. Absence of participants from a pre-ordered meal does not entitle a price reduction. Payment shall be made according to the agreed terms. If payment by invoice has been agreed upon, the client must pay the full amount within 30 days from the invoice date. If the payment deadline is exceeded, the supplier has the right to charge interest on late payment from the due date at the applicable reference rate plus an additional eight percentage points.
We use digital invoices as standard. An administrative fee of SEK 120 excluding VAT applies for invoice payments.
Advance Payment and Terms of Payment
A deposit of 50 percent of the confirmed amount shall be paid when the booking is made less than three months before the event. If the booking is made more than three months before the event, a deposit of 25 percent shall be paid at the time of booking, and an additional 25 percent when three months remain until the event. The deposits are due for payment within 10 days from the invoice date. Invoices for the deposit amounts are sent immediately after the booking is confirmed and again three months before the event if the booking was made more than three months in advance. If the deposit payment is not made, the hotel reserves the right to cancel the event.
Special requests at the time of booking
If the customer has special requests regarding, for example, special diets, pets, etc., these must be communicated no later than 7 days before the execution of the order.
Valuable property / Liability for damage
If the client wishes to bring valuable property and store it in the supplier’s storage areas, luggage room, or safe, the client must inform the supplier of this. The client is responsible for any damage caused by themselves or their participants to the supplier’s furnishings and fixtures, as well as in cases where extraordinary cleaning services are required.
Cancellation
Cancellation must be made in writing. For more information, see above.
Force majeure
In the event of an exceptional circumstance, whether caused by a higher power such as natural disasters including but not limited to volcanic eruptions, earthquakes, prolonged drought, hurricanes, floods, sudden illness and death resulting from epidemics and pandemics, or social force majeure such as new laws, interventions by governments and organizations whose impact includes but is not limited to uprisings, war, terrorism, government restrictions, or other factors beyond the hotel's control that prevent fulfillment of the agreement, the hotel has the right to terminate the agreement without obligation to rebook, compensate, refund, or pay damages.
The hotel's invocation of force majeure will be communicated in writing to the customer and will only be used as a last resort when an insurmountable obstacle exists to deliver in accordance with the agreement and reasonable alternative solutions cannot be realized.
Responsibility for Property / Causing Damage
The supplier does not have strict liability for property stored in hotel rooms or on the supplier’s premises. However, if it is proven that the supplier or its employees have acted negligently, carelessly, or otherwise are at fault for loss or damage to property, the supplier is liable for the lost or damaged property. The supplier is also responsible for property stored in a locked storage area provided by the supplier, unless the property is of particularly high value (see Valuable Property). The customer, in turn, is responsible for any damage caused to the supplier by themselves or their participants through negligence.
Disputes
To resolve disputes or uncertainties related to conferences and other events, Visita’s arbitration board is available free of charge to the parties involved. Member companies of Visita have committed to abide by the decisions of the arbitration board.
Booking through an intermediary
If the booking and payment are made through a booking intermediary, this company shall, without delay, keep the supplier’s funds segregated in a separate account until payment has been made to the supplier. This company shall also be accountable to the supplier for the funds received on the supplier’s behalf.
*In addition to this, we follow VISITA’s rules regarding cancellations.
Smoking in the rooms and other areas
All rooms, including balconies, and all public areas within the hotel are non-smoking. If smoking occurs, the hotel reserves the right to charge the guest a cleaning fee. Rooms and public areas are equipped with smoke detectors.
If the fire alarm is triggered due to smoking in the rooms, public areas, or balconies, guests will be charged SEK 15,000. Smoking is only permitted at least 10 meters away from the hotel entrances in accordance with local regulations.
During your stay
All guests at Sunlight are expected to behave reasonably and responsibly. It is not permitted to act in a way that may disturb other guests. If this is not respected, you as a guest may be asked to leave the hotel.
During your stay, authorized staff may enter hotel rooms for reasonable causes, such as safety reasons.
All guests are responsible for any loss or damage caused at the hotel by themselves or their visitors. Guests may be required to compensate Sunlight Hotel for reasonable costs related to repair, cleaning, or replacement of any Sunlight Hotel property that has been damaged or lost by a guest.
The minimum age to book a stay at Sunlight is 18 years. Minors are only allowed to stay with a guardian. ID may be requested upon check-in.
An age limit of 18 years applies for the SPA and GYM facilities.
Storage of Valuables and Luggage in the Room
The hotel is not responsible for property you store in your hotel room, including items kept in the safes. Lost and found items are kept for 3 months.
