General terms & conditions of delivery of facilities & services

 

By making a reservation, the Customer agrees to these terms of delivery.

Business Meeting Park Oy (later called Meeting Park) terms and conditions for meeting room reservations and related services:

TERMS OF DELIVERY

  1. By confirming the booking the orderer agrees to the after mentioned terms and conditions.
  2. Booking confirmation delivered to the email address informed by the orderer includes the details of the booking and the applicable booking terms.
  3. The booking and prices are valid for the attendee amount and the date of the booking informed by the orderer by the time of confirmation.
  4. In case of changes to the attendee amount and/or booking date Meeting Park reserves the right for changes to the pricing. Similarly, the right for pricing changes is reserved in case of changes to local legislation or orders of authority or significant and/or drastic changes to cost levels.
  5. Meeting Park reserves the right to choose and/or change the reserved space.
  6. The client of this agreement is not authorized to transfer or hand over the contract or the reserved space to a third party without receiving approval from Meeting Park.

TERMS FOR CANCELLATION AND CHANGES 

  1. All changes and cancellations must be informed in writing to This email address is being protected from spambots. You need JavaScript enabled to view it. on weekdays between 8:00-16:00
  2. Cancellation costs will be calculated from the total price (including VAT) of the reservation
  3. For reservations to Atrium event space Meeting Park will charge a deposit payment 90 days prior to the date of the event. This deposit will not be refunded in case of cancellation. Possible postponing of the event will be negotiated on a case-by-case basis.
  4. Orderer can make changes to the attendee amount, duration of the booking, and/or the size of the meeting room, or cancel the reservation according to the following terms if not agreed otherwise in writing with Meeting Park:

    Sheet terms
  5. Example 1: The orderer cancels a meeting room of under 40m2 and possible additional services 7 days prior to the meeting. The cancellation fee is 50 % for contracted client, and 75 % for non-contracted client. If the cancellation was made under 7 days prior to the meeting, the cancellation fee would be 100 % for both client categories.
    Example 2: The orderer changes a meeting room of under 40m2 and possible additional services by 50 %, from 20 attendees to 10 attendees 7 days prior to the meeting. Contracted client can reduce the attendee amount by 50 % without expenses, which is 10 attendees. Non-contracted client can reduce the attendee amount by 25 % without expenses, which in this example means 5 attendees.

  6. Possible catering and staff costs will be charged in full (100 %) in case cancellation is made less than 7 days prior to the meeting date.
  7. In case of changes to the reservation, Meeting Park will charge the possible expenses caused from the orderer. Change of the reservation date and possible related expenses will be negotiated on a case-by-case basis. If the reservation is postponed, the original terms for cancellation and changes are applied.
  8. We follow subcontracting terms and conditions by service providers in full and these will be informed to the orderer at the time of confirmation in case they differ from the beforementioned terms and conditions.

LIABILITY & RESPONSIBILITY 

  1. Orderer is responsible and must protect the facilities and/or furniture from damage.
  2. Orderer is responsible for any damages and/or harm done to the facilities and/or movable estate that is caused by client’s equipment, staff, performers, or attendees, including bodily injuries.
  3. Orderer is responsible for equipment and movable estate brought to the venue by the orderer.
  4. Orderer agrees to follow the instructions given by Meeting Park staff and representatives in regard to the use of property, equipment and/or furniture.
  5. Orderer must name a contact person who will be in charge during the event and inform their contact information to Meeting Park in advance.
  6. Orderer must inform and confirm the arrangements of the event no later than 7 days prior to the event date unless agreed otherwise in advance with Meeting Park.

SPECIAL ARRANGEMENTS

  1. In case of special arrangements such as furniture, decoration, technical structure and/or program made for client by Meeting Park, the orderer is liable for the additional expenses caused.
  2. Terms and conditions for special arrangements will be informed to the orderer at the time of confirmation.

PAYMENT METHODS AND PRICES

  1. Please note that we do not accept cash payments.
  2. The invoice payment term is normally 7 days, unless exceptionally agreed otherwise.
  3. Additional charges:
    e-Invoice or email invoice (pdf) € 10
    Invoice via mail € 20
    Credit card payment 2% of the total amount
    Advance invoice, domestic (Finland) € 10
    Advance invoice, foreign countries € 20
    Additional invoice breakdown € 20
    Changes to existing invoice € 20
    Reminder / pcs € 20
  4. Unless otherwise stated, all prices are without value added tax (VAT 0%), in which case the normal Finnish value added taxes (valid at the time) are added.

PRIVACY AND DATA PROTECTION

  • Meeting Park offers a truly safe and confidential operational environment to its clients; in addition to Meeting Park’s own staff all of its tenants, contracted clients, subcontractors and their staff are covered by the same general confidentiality obligation (NDA) of Meeting Park.
  • We process personal data in accordance with the Personal Data Protection Act and General Data Protection Regulation.
  • We do not comment, tell, or hand over any information regarding our clients or their meetings and events to external parties, other than the information given for the meeting signs and control screens that are on display in our premises during the event.
  • We have camera surveillance in public areas due to safety reasons. Surveillance footage is admitted upon request to authorities only.
  • Photography or videotaping is prohibited in our premises without permission.

APPLICABLE LAW

Finnish legislation is applied to the conditions. The contracting parties will aim to resolve the conflicts originated from the contract by reciprocal negotiation. If the negotiation doesn’t lead to an agreement, the conflicts will be resolved in the District Court of Helsinki.

Updated on 21 September 2023.