Kokouspoukama terms

An offer will be made to the client in accordance with their request for a quote. The offer shall not be binding in any respect for the meeting room until it has been confirmed in writing and the agreed booking fee has been paid on the due date.

The offer is always made for the group size requested. Kokouspoukama Oy reserves the right of intermediate sale and the right to change prices if the content of the offer, such as the number of participants, programme or date, changes substantially.

The prices quoted in the offer are valid for two weeks from the date of the offer, unless otherwise stated in the offer.

The price includes all facilities and services mentioned in the offer/confirmation of order.

The price does not include:

Refreshments and alcoholic beverages (to be invoiced according to consumption after the event)

However, no provisional reservations for facilities and services are made at the quotation stage, unless specifically agreed and indicated in the quotation, and facilities and services are only reserved for the client after written confirmation and payment of the reservation fee.

Provisional reservations of facilities and services may be made by separate agreement.
The provisional reservations are valid for the period of validity indicated in the offer.
Kokouspoukama Oy reserves the right to change the validity period of offers/provisional reservations in the event of changes in the booking situation. Any changes will be notified to the booker immediately either by telephone or in writing.

Confirmation of reservations

Reservations are always confirmed in writing and by payment of the agreed booking fee. When confirming the reservation, the reserver shall at the same time provide the following information:

The official name of the company/entity or other reserving party
Business name
Contact details of the person to contact
Billing information
Confirmation of group size
Confirmation of group size

Numbers are confirmed 21 days before the event.

The number of persons indicated can still be changed by the client and a reduction of up to 20% will be taken into account in the invoice if it is indicated at least 6 days before the event (not applicable to external services).

At the same time, any allergies and other issues affecting the catering must be declared, as well as any health conditions of the participants that may affect the participation in the programmes.

BOOKING CONDITIONS FOR INDIVIDUALS

Private events are always confirmed with the agreed booking fee and pre-arranged services are invoiced with a due date of 7 days before the event. The final invoice will be generated after the event.

Booking conditions for individuals
Private events are always confirmed at the agreed booking fee and pre-billed services are invoiced with a due date of 7 days before the event. The final invoice will be issued after the event.

CANCELLATION OF THE EVENT AND NOTIFICATION OF CHANGES

Cancellation/changes to confirmed services must always be notified in writing.

The cancellation is deemed to have been received when the information has been received by the Meeting Place.

Cancellations sent outside normal working hours (weekdays 8:00-16:00) will be deemed to have been received at 08:00 on the following working day.

The following cancellation fees will be charged for the services of Kokouspoukama for events cancelled on the initiative of the client;

more than 21 days before the event, no cancellation fee will be charged.

21-14 days prior to the event: 40 % cancellation fee

13-7 days before 60 % cancellation fee

less than 7 days before 100 % cancellation fee

Cancellation fees will be charged on the basis of the total confirmed 21 days prior to the event or the total that, with any changes, is known and confirmed by the Meeting Place at the time of cancellation.

The customer is entitled to a discount of half the amount of the cancellation fee if an event of similar monetary value takes place within the following 6 months. (The discount is only granted for services provided by Kokouspoukama. Not for brokered services).

No discount is available for alcoholic beverages.

For services other than those provided by the meeting venue, the cancellation policy of the service provider will apply.

In addition, Kokouspoukama reserves the right to charge an office fee on the paid booking fee even outside the above cancellation conditions. The office fee is 15% of the booking fee but not less than €90 + VAT.

Kokouspoukama Oy reserves the right to terminate the contract and cancel the event if it becomes apparent that the client is in material breach of the terms of the contract, or that the client is judged to be unable, for example, to meet his/her obligations in respect of the invoice and/or to handle the rental equipment/premises properly.

Services provided

Services provided by external service providers are subject to their cancellation conditions and any cancellation charges incurred will not be refunded, unless otherwise agreed in writing.

AdADVANCE PAYMENT FOR THE EVENTThe facilities and services of the event are booked in accordance with the offer by forwarding the invoicing information to the Meeting Room and paying the agreed advance payment.

The advance payment will be credited in full to the final invoice for the event.

If the event is cancelled outside of the cancellation fee, the deposit will be refunded to the client but will be subject to a €50 + VAT office fee.

Complaints regarding services must be made no later than the second working day after the event. Comments on invoices must be made no later than the comment period indicated in the invoice.

The interest rate for invoices sent directly by Kokouspoukama is 8%. Invoices from invoicing partners are subject to their terms and conditions.

Invoicing supplements

Kokouspoukama Oy may charge the following invoicing surcharges (prices include VAT)

Invoicing surcharge for paper invoices 5 €

Special invoice surcharge, e.g. splitting an invoice into several parts €5 per additional invoice.

Other terms and conditions

Insurance
Kokouspoukama Oy’s programmes are safe and our trained facilitators ensure the safety, well-being and comfort of the group.

Kokouspoukama Oy has liability insurance for its activities.
Other insurance cover, such as accident insurance, is the responsibility of the client, unless otherwise agreed.

Liabilities and limitations of liability

Kokouspoukama Oy must be informed in advance of any risk factors related to the health of the customer. If the client’s state of health changes during the programme, or if the client’s behaviour endangers him/herself or other participants, Kokouspoukama reserves the right to suspend or change the programme ordered.

Kokouspoukama Oy is not obliged to compensate for any time lost by the client due to any delay.
The start time estimated by Kokouspoukama Oy is an estimate and may be delayed due to delays by previous users or other legitimate reasons.

The activity and the person booking the space or accommodation is responsible for any damage caused by the persons attending the event. In case of additional cleaning and repair costs, Kokouspoukama Oy reserves the right to charge the actual costs.

The booking party is responsible for any collision, collision or other damage to the hired equipment. In all cases of damage, the booking party is obliged to pay Kokouspoukama Oy the insurance excess. The deductibles are shown below;

Property 1000 € + VAT

Motor boats 800 € + VAT

Kayaks 200 € + VAT

Bicycles 200 € + VAT

For road vehicles, the responsible drivers are defined and for watercraft, the responsible master of the vessel is defined.

The insurer shall be released from liability if Kokouspoukama Oy is fully compensated for the damage caused by the other party’s insurance or otherwise.

All our road vehicles are covered by motor insurance.
The traffic insurance covers the other party for material damage and any personal injury caused by the vehicle.

Kokouspoukama Oy is not liable for indirect damage caused to the user of the activities, rental equipment or premises. In the case of direct damage, Kokouspoukama Oy’s liability is limited to damage that the service provider proves to have been caused by Kokouspoukama Oy’s negligence.

Meals and drinks
Full licensed premises are available throughout the Kokouspoukama premises. In accordance with alcohol legislation, you may not bring your own alcoholic beverages onto the premises. Nor may you serve your own picnics in the public areas of the site without the consent of Kokouspoukama Oy.

Written notices
All notices relating to these terms and conditions or the use of any activity or service under them must be given in writing. Any complaints must be made no later than the second working day after the discovery of the error or deficiency.

Accommodation
At the time of accommodation, the names of all persons staying must be provided and will be recorded in the Passenger Information Form (in accordance with the regulatory requirements for accommodation establishments).

The accommodation is available at 15.00 on the day of arrival and must be vacated by 10.00 on the day of departure, unless otherwise indicated.

Equipment and clothing
Guests are requested to wear appropriate outdoor clothing and footwear.
Special protective clothing and other equipment required for the services will be provided by Kokouspoukama Oy.

Applicable law and disputes

Kokouspoukama Oy’s operations and these terms and conditions are governed by Finnish law. Any disputes shall be settled by the District Court of Itä-Uudenmaa.

Force Majeure

Kokouspoukama Oy reserves the right to cancel, suspend or change the course, duration or route of the ordered service/activity due to Force Majeure. Force majeure is defined as any circumstances beyond the control of Kokouspoukama, e.g. fire, water damage, adverse weather conditions, natural disaster, state of war, strike, infectious disease, etc., which could not have been foreseen.