Stated below are the general terms for confirmation and cancellation of events held at Moltke’s Palace.
These terms were drawn up to ensure that everyone is ’on the same page’ and to minimise the risk of misunderstandings.
General rules for confirmation and cancellation of events held at Moltke’s Palace
Reservations or reservation agreements must be submitted in writing and bear the signatures of both the Moltke’s Palace representative and the customer.
Any cancellation of or change to the original reservation must likewise be submitted in writing and in good time prior to the date of the reserved event.
Reservations (facilities, menus)
Written confirmation of the details of the event is sent to the customer in advance. The written confirmation contains information on all agreed-upon services; the event’s date, time and length; the number of place settings; the menus, beverages and second servings; and any specially agreed-upon details. The confirmation also includes the agreed price per place setting and the total or budgeted price of the event itself. All prices include VAT.
Moltke’s Palace requires signed confirmation of these details from the customer within two weeks of receipt of the original confirmation. The reservation/agreement is cancelled in its entirety if signed confirmation is not received within this time limit.
The customer must submit the event schedule and programme including meal times and service requirements in writing at least two weeks prior to the event. Any speeches, performances, breaks or similar circumstances that may effect the event’s organisation and/or proceedings must also be indicated. The schedule must be approved by Moltke’s Palace to ensure the success of the event.
Cancellation of the entire event must be submitted in writing a minimum of 6 weeks prior to the date of the event.
If the entire event is cancelled after this date, Moltke’s Palace is entitled to compensation equal to 65% of the per person price.
Reduction and changes to number of participants
Reductions to the number of participants must be requested in writing after the 6 week time limit has passed. Our policy in this matter is as follows:
After 6 weeks and within 4 weeks of the event, the number of participants may be reduced by up to 50% of the originally reserved number.
After 4 weeks and within 2 weeks of the event, the number of participants may be reduced by up to 25% of the originally reserved number.
After 2 weeks and within 1 week of the event, the number of participants may be reduced by up to 10% of the originally reserved number.
After 1 week and within 3 days of the event, the number of participants may be reduced by up to 5% of the originally reserved number.
The per person price is based on event length and number of guests, and the final per person price is therefore adjusted on the basis of the actual number of guests. Reductions made outside of the above-named periods are invoiced at 65% of the final per person price.
For reductions to the number of participants made later than 3 days prior to the event, the reductions will be invoiced at full price.
Additions to the number of participants made later than 3 days prior to the event will be invoiced at an additional 10% for the additional participants.
Moltke’s Palace is entitled upon presentation of an invoice to require payment on behalf of third parties that cannot be cancelled – e.g. musicians, special rental items and the like – whether or not the event was cancelled in good time.
In the case of no-show, Moltke’s Palace is entitled to full payment for entire cost of the event.
Reservation fee and deposit
A reservation fee or deposit is required at the time of final reservation/reservation agreement.
The amount of the deposit is 20% of the agreed, budgeted price of the event including VAT at the time of the final agreement. A further 20% is required 2 months prior to the date of the event. The deposit amount is deducted in full from the final invoice and refunded in the event of cancellation within the required time limit.
If the event is to be held more than 2 months after the reservation has been made, a reservation fee may be required as an alternative to a deposit. The amount of the reservation fee is generally DKK 25,000 per event day. 2 months prior to the date of the event a deposit amount must then be paid – the total amount covering deposit and reservation fee must equal 40% of the agreed/budgeted price of the event.
The reservation fee is deducted from the final invoice but is not refunded in the event of cancellation.
Reservation fees and deposits are due 14 days after the due date. Moltke’s Palace is entitled to cancel the agreement if the payment is not made within 14 days.
Cancellation on the part of Moltke’s Palace
In the event that Moltke’s Palace must cancel or reschedule the event, the customer is entitled to a full refund of all documented costs connected with the reserved event.
Final statement and payment
The final invoice is sent immediately after the event has been held, and reflects the agreed upon price or the price calculated from actual consumption and unit prices.
Invoices related to late cancellation or place setting reductions are sent at the time of cancellation/reduction or, at latest, after the holding of the event or the original date of the event.
The invoice must be paid within 14 days of receipt.
Interest and late fee
In cases of non-payment Moltke’s Palace imposes late fees as necessary.
If payment is late, interest will accrue from the due date until payment is received. For private customers, the interest per year amounts to the official Danish national bank discount rate plus 5%. For business customers, the interest is 2% per month or fraction of a month.
Moltke’s Palace must be informed of any complaints or requests for compensation as soon as possible and at latest a week after the event has been held.
Prices are subject to change due to new/revised taxes, duties, changes to collective agreements and significant price increases for food items and the like.
In the event of strike, lockout, fire, electricity/gas outages, untimely/interrupted product deliveries or other extraordinary circumstances beyond the control of Moltke’s Palace and its staff, Moltke’s Palace is entitled to cancel, limit or change the event without being required to compensate the customer.
Disagreements related to the interpretation and application of these general terms and conditions are decided by arbitration measures in accordance with the Danish Act of Parliament on Arbitration.
The party wishing arbitration submits an application requesting arbitration to HORESTA, who appoints an arbitrator to represent Moltke’s Palace soon after receipt of the application.
The other party must appoint an arbitrator for their case within 14 days of having been informed of the appointment of the arbitrator for Moltke’s Palace. If this is not done within the time limit HORESTA reserves the right to appoint both arbitrators.
The arbitrators will themselves appoint an impartial chairperson from the legal profession.