Booking and Delivery Terms for Premises and Services

1. Scope and definitions

These Terms apply to meeting, training, work and event premises booked through the Meeting Park online service, together with related catering, staff, technology and other services.

Customer means the person, company or other organisation making the booking.

Meeting Park means Meeting Park Group Ltd. in its capacity as the operator of the online service and transmitter of booking communications.

Service Provider means the company or organisation identified with the premises or service and in the booking confirmation that supplies the premises or service booked by the Customer.

Consumer means a natural person who purchases a service primarily for a purpose other than a business activity carried on by that person.

Business Customer means a company or organisation, or a natural person who purchases a service primarily for a business activity carried on by that person. A natural person may be a Business Customer even without a Finnish Business ID.

Business Day means Monday to Friday, excluding statutory public holidays in the country where the booked premises are located.

Mandatory consumer protection law always applies to a Consumer. If any provision of these Terms conflicts with mandatory law, the mandatory law prevails.

2. Who is responsible for what?

The Service Provider may be a Meeting Park group company or an independent third party. The actual booking contract is concluded between the Customer and the Service Provider identified in the booking confirmation.

Meeting Park Group Ltd. is a party to the booking contract only if it is identified in the booking confirmation as the Service Provider.

Meeting Park is responsible for its own online service and its own transmission of information. The Service Provider is responsible for the availability, safety and quality of its premises and services, its invoicing, and any refunds and loss or damage relating to its own services. This allocation of responsibility does not restrict the Customer's rights under mandatory law.

3. Booking and booking confirmation

The Customer is shown the Service Provider's details when viewing the premises or service and before submitting a booking request.

A booking request submitted through the online service does not yet create a binding booking contract. The booking contract is concluded when the Service Provider accepts the booking and a booking confirmation is sent to the Customer. Meeting Park may send the confirmation on behalf of the Service Provider.

When making a booking, the Customer must state accurately whether the booking is made primarily for a company, an organisation or the Customer's own business activity, or for private use. For a private booking, the Customer may also be asked whether the booking concerns a private celebration or another leisure event.

Before submitting the booking request, the Customer can review and correct the information provided. Where a button in the online service completes a booking or order involving an obligation to pay, the button will clearly indicate that obligation.

The booking confirmation will specify at least:

• the Service Provider and its contact details;
• the premises and services booked;
• the date, duration and number of participants;
• the price, value added tax and other applicable charges;
• the payment term and payment method;
• any Booking Fee, Advance Payment and Security Deposit;
• the change and cancellation terms applicable to the booking; and
• for a Consumer, information on the statutory right of withdrawal or its absence where such information is required by law.

If a booking contains services from more than one Service Provider, each Service Provider and the services for which it is responsible will be itemised. Where necessary, a separate confirmation is sent and a separate booking contract is formed for each Service Provider.

If the Service Provider were to change after the booking contract has been concluded, the Customer's consent is required.

Order of precedence

1. terms separately agreed in writing for the particular booking;
2. the Business Customer's valid Framework Agreement;
3. the booking confirmation and any service-specific special terms notified before the booking; and
4. these general Booking and Delivery Terms.

A booking confirmation cannot unilaterally reduce benefits agreed in a Framework Agreement or a Consumer's rights under mandatory law.

4. Framework Agreements for Business Customers

A company or organisation may enter into a Framework Agreement with Meeting Park Group Ltd.. The Framework Agreement applies to the Meeting Park branded locations and Service Providers specified in that agreement.

A Framework Agreement may specify, for example, prices, discounts, invoicing and payment terms, booking rights, and change and cancellation terms.

A Framework Agreement does not change the Service Provider for an individual booking. Each booking is made with the Service Provider identified in the booking confirmation, and that Service Provider invoices the Business Customer directly.

Meeting Park Group Ltd. ensures that Service Providers covered by a Framework Agreement are informed of its terms and that those terms are applied to bookings covered by the agreement.

5. Prices, payments and deposits

5.1 Prices and additional charges

A price quoted to a Consumer includes value added tax and all other mandatory charges known in advance. A price may be quoted to a Business Customer exclusive of value added tax if this is stated clearly with the price. The booking confirmation itemises the net price, value added tax and total amount payable.

An agreed price may be changed only because of a change requested by the Customer, a basis separately agreed with the Customer, or a change in law or a public charge that could not reasonably have been taken into account when the contract was concluded. Reductions in taxes and public charges are taken into account correspondingly. If a price increase is material, a Consumer may cancel the booking without a cancellation charge.

Invoicing, payment-method, express-delivery and other additional charges are stated on the separate Additional Charges and Service Fees page. The Customer is bound only by charges clearly disclosed before the contract is concluded. Charges applicable to the particular booking are itemised in the booking confirmation. A later change to the list of charges does not affect a confirmed booking.

5.2 Payment methods and payment term

The Customer pays the Service Provider identified in the booking confirmation directly. Meeting Park Group Ltd. does not receive, store or transmit Customer payments unless it is identified in the booking confirmation as the Service Provider and invoicing party.

In Finland, the Service Provider may offer electronic invoicing, a PDF invoice by email, a PayPal payment link and, in exceptional cases, a postal invoice. On-site payments may be made using the cards and mobile payment methods accepted at the particular location, such as Visa, Mastercard, American Express, Apple Pay and Google Pay.

If online payment is available, the Customer may use the payment methods accepted by the payment service provider for the particular transaction. Available payment methods and any legally permitted payment-method charges are displayed before the payment is confirmed.

The standard payment term for invoices is 10 days. A payment term of 14, 21 or 30 days may be agreed for a Business Customer with a Framework Agreement or another separately approved Business Customer. The applicable payment term is stated in the booking confirmation and invoice.

Overdue amounts may accrue statutory default interest and reasonable collection costs up to the maximum permitted by law. A Consumer is not charged an additional fee for using an ordinary Visa or Mastercard payment card. A charge for another optional payment method may not exceed the Service Provider's actual cost and must be permitted by law and disclosed in advance.

5.3 Booking Fee

The Service Provider may require a Booking Fee generally or for an individual booking, provided that the amount, due date and consequence of non-payment are disclosed to the Customer before the contract is concluded and stated in the booking confirmation.

The Booking Fee forms part of the total booking price and is deducted from the final invoice. It is not an additional charge on top of the total price. If the Customer cancels, the Booking Fee is applied towards the cancellation charge payable under these Terms. Any amount exceeding the cancellation charge is refunded to the Customer.

5.4 Advance Payment

The Service Provider may require an Advance Payment of 50% of the hire charge for the premises and the price of confirmed special arrangements because of the scope or value of the booking, special arrangements, the customer relationship, payment history or another justified payment or credit risk. The Advance Payment is disclosed before the contract is concluded and in the booking confirmation. It is deducted from the final invoice.

If a booking is confirmed at least 90 days before the event, the Advance Payment is due 90 days before the event begins. If a booking is confirmed less than 90 days before the event, the advance invoice is issued without undue delay and is subject to the Customer's standard or separately agreed payment term. In all cases, the due date must be no later than the start of the event.

If the Customer cancels, the Advance Payment is applied towards the cancellation charge payable under these Terms and any other overdue amounts for which the Customer is responsible. Any excess is refunded to the Customer.

5.5 Security Deposit

For justified reasons, the Service Provider may require a booking-specific Security Deposit to cover potential damage and other costs for which the Customer is responsible. The amount, due date and purpose of the Security Deposit are disclosed before the contract is concluded and in the booking confirmation.

The Service Provider may deduct documented costs arising, for example, from damage to premises, furniture or equipment; cleaning beyond the standard final cleaning; lost keys, access credentials or borrowed equipment; use beyond the agreed time; additional services requested or caused by the Customer; and other overdue and unpaid amounts relating to the booking for which the Customer is responsible.

The Service Provider provides the Customer with an itemised statement of deductions. The Security Deposit does not limit the Customer's liability where justified costs exceed the amount of the Security Deposit.

The undisputed balance of the Security Deposit is refunded within 14 days after the event ends. If the final amount of a cost cannot reasonably be determined within this period, the Service Provider may retain only an amount corresponding to a justified estimate, notify the Customer in writing of the reason for the retention, and refund any remaining balance without undue delay after the matter has been resolved.

5.6 Non-payment

If the Customer fails to pay a Booking Fee, Advance Payment or another material amount when due, the Service Provider may send a payment reminder and grant a reasonable additional period, normally three days. The Service Provider may terminate the booking if payment is not made within the additional period.

If the event is too close for an additional period to be reasonably granted, the booking confirmation may require payment by a specified time and state that the Service Provider may cancel the booking if payment has not been received. The Customer is notified of any termination or cancellation in writing.

6. Changes and cancellations

6.1 Giving notice

A change or cancellation must be made using the relevant function in the online service or sent to the email address stated in the booking confirmation. The Customer may also send the notice to Meeting Park customer service, which will transmit it to the Service Provider.

The Service Provider authorises Meeting Park to receive change and cancellation notices concerning the booking on its behalf. For the purpose of a deadline, notice is considered received when it reaches the Meeting Park system or the stated email address.

Cancellation periods for premises are calculated backwards in calendar days from the stated start time of the booking. Deadlines expressed in Business Days are governed by the definition in section 1.

6.2 Cancellation charges for premises

6.3 Participant numbers, catering and arrangements

The Customer must provide the final number of participants and other agreed arrangement details no later than three Business Days before the booking begins, unless a longer period was specified in service-specific terms or the booking confirmation before the contract was concluded.

If the number of persons covered by a catering order is reduced no later than three Business Days before the booking, invoicing is based on the revised number. A later reduction does not reduce the price of the confirmed catering order.

Increases in participant numbers are fulfilled subject to availability. Increases notified no later than three Business Days before the booking, and later increases fulfilled before the day of the event, are charged at the standard prices. Increases requested on the day of the event are fulfilled where possible and are charged at the standard price plus the express-delivery surcharge shown in the price list disclosed before the booking.

6.4 Service-specific special terms

Special change or cancellation terms may apply to premises, catering, staff, technology, programmes, bespoke services or another Service Provider's services. A special term is binding only if it was clearly disclosed before the contract was concluded and identified in the booking confirmation.

Reasonable and non-recoverable costs incurred before cancellation for bespoke services and special arrangements may be charged to the extent that they exceed the otherwise applicable cancellation charge.

6.5 Changing the premises

A change to smaller premises requires the Service Provider's approval and is subject to availability. The Customer pays whichever is higher: the cancellation charge for the original premises under section 6.2 or the price of the new smaller premises. The two amounts are not added together.

A change to larger premises requires the Service Provider's approval and is subject to availability. No separate change fee is charged, but the Customer pays the price of the larger premises or the agreed price difference.

6.6 Other partial changes, rescheduling and non-attendance

Reducing the booking time or removing a service other than one covered by section 6.3 is treated as a partial cancellation of the reduced part. Any addition or extension to the booking requires the Service Provider's approval.

Rescheduling requires the Service Provider's approval. Before approving the change, the Customer is informed of the price and cancellation terms for the new date and any rescheduling fee based on a price list disclosed before the contract was concluded.

If the Customer does not attend and has not cancelled the booking, the Service Provider may charge the full price of the booking.

6.7 Charges payable by a Consumer

The same cancellation table and change principles apply to a Consumer unless mandatory law provides otherwise. A cancellation charge payable by a Consumer may not exceed the amount shown in the table and may not be unreasonable in relation to the loss that the cancellation can reasonably be expected to cause the Service Provider.

In assessing reasonableness, account may be taken of the timing of the cancellation, the scope of the booking, arrangements already made, costs saved and the opportunity to resell the released premises or service to another customer. The Consumer is provided, on request, with an explanation of how the charge was determined.

7. Consumer's statutory right of withdrawal

If the statutory right of withdrawal under Finnish consumer protection law applies to a distance contract made by a Consumer, the Consumer may withdraw from the contract without giving a reason within 14 days after it was concluded. This does not mean that a booking can be cancelled without charge 14 days before the event.

There is no statutory right of withdrawal where the contract concerns catering or a leisure service to be performed on a specific date or during a specific period. Depending on the content of the booking, this may include catering arranged for a specific date, a private celebration or another leisure event for which capacity is reserved.

Minor or optional catering does not by itself mean that the entire booking is a catering service. If a booking contains services that can be separated from each other, the right of withdrawal and the relevant exceptions may be determined separately for each service.

If the material terms of the contract were genuinely negotiated at the Service Provider's business premises and the contract is subsequently confirmed by means of distance communication, the contract may not constitute a distance contract under consumer protection law. Merely visiting or viewing the premises does not by itself mean that the contract was negotiated at the business premises.

The right of withdrawal or the applicable statutory exception is communicated to the Consumer before the contract is concluded and in the booking confirmation, based on the purpose and content of the booking.

If performance of the service begins at the Consumer's express request before the withdrawal period has expired, the Consumer must pay the reasonable amount required by law for the service properly performed before withdrawal.

Where the statutory right of withdrawal applies, the Consumer may use the cancellation function in the online service or make an unequivocal statement to the email address stated in the booking confirmation. Confirmation of the withdrawal is provided in a durable medium.

This statutory right of withdrawal is separate from the contractual right to change or cancel a booking under section 6.

8. Changes and cancellations by the Service Provider

The Service Provider may change the premises or another arrangement for a justified operational reason. Such a reason may include water damage or other damage to the premises, a safety concern, a technical fault, an order by a public authority, a material booking-system error or another unforeseeable impediment to use.

Taking into account the intended use, size, location, equipment, accessibility and standard, the replacement premises must be materially equivalent to the premises booked. If the Service Provider offers better replacement premises on its own initiative, the Customer is not charged the price difference.

If a change is material to the Customer, the Customer may accept the replacement arrangement and any price reduction or cancel the affected service without a cancellation charge.

The Service Provider may cancel a booking for a justified reason where the service cannot be provided safely or lawfully; the Customer fails to perform a material payment obligation; the Customer provides materially inaccurate information; the intended use would breach the law or previously notified safety or use conditions; or there are reasonable grounds to consider that the event creates a serious risk of damage, a safety incident or disorder.

Where cancellation is not attributable to the Customer, the Service Provider will first seek to offer an equivalent alternative. If no equivalent alternative can be offered or the Customer does not accept a materially changed arrangement, the Service Provider refunds the payments relating to the cancelled service, including any Booking Fee, Advance Payment and Security Deposit, without undue delay.

Where cancellation results from the Customer's material breach of contract, the Customer's payment obligations are determined under sections 5 and 6 and by reference to the reasonable costs incurred by the Service Provider.

9. Customer responsibilities and use of the premises

The Customer appoints a person responsible for the event and provides the participant numbers and arrangement details referred to in section 6.3 by the applicable deadline.

The Customer ensures that participants, performers and other persons brought to the event by the Customer comply with safety instructions, rules of conduct and reasonable instructions issued by staff.

The Customer:

• uses the premises only for the agreed and lawful purpose;
• does not exceed the permitted occupancy;
• is responsible for equipment and property brought to the premises;
• obtains any permits required for the event;
• notifies the Service Provider in advance of special safety, electrical, structural and accessibility requirements;
• complies with any terms concerning Customer-supplied food and beverages notified by the Service Provider in advance; and
• does not transfer the booking or the premises to a third party without the Service Provider's consent.

The Customer is liable for loss or damage caused intentionally or negligently to the premises, furniture, equipment or a third party by the Customer or a person within the Customer's sphere of responsibility. The Customer is not liable to the extent that the loss or damage is caused by a defect or action for which the Service Provider is responsible.

Photography and recording must be agreed in advance if they may involve other customers, staff, confidential information or security arrangements.

10. Defects and complaints

The Customer should notify staff as soon as possible of any apparent deficiency so that it can, where possible, be corrected during the event. A delay in making a complaint does not remove a Consumer's statutory rights.

A complaint should primarily be addressed to the Service Provider identified in the booking confirmation. It may also be submitted through Meeting Park, in which case Meeting Park will transmit it to the Service Provider without undue delay.

A service is defective if it does not correspond to what was agreed, to the information supplied before the contract was concluded, or to the quality and functionality that the Customer can reasonably expect given the nature of the service.

The Service Provider will correct the defect within a reasonable period where possible. Otherwise, the Customer may be entitled, under applicable law, to a price reduction corresponding to the defect, termination of the contract for a material defect, and compensation for loss or damage.

11. Liability for loss or damage

Each party is liable, in accordance with applicable law, for direct loss or damage caused to the other party by its breach of contract or negligence.

In a contract between a Business Customer and a Service Provider, the Service Provider is not liable for indirect or consequential loss, such as loss of profit or turnover, unless the loss was caused intentionally or through gross negligence.

In a contract between a Business Customer and a Service Provider, the Service Provider's maximum aggregate liability arising from one booking is limited to the total net price of that booking. This limitation does not apply to loss or damage caused intentionally or through gross negligence, personal injury, damage to property, or liability that cannot lawfully be limited.

These limitations do not apply to a Consumer's rights under mandatory law.

12. Force majeure

A party is not liable for failure to perform an obligation to the extent that the failure results from an unforeseeable impediment arising after the contract was concluded, outside the party's reasonable control, the consequences of which the party could not reasonably have avoided or overcome.

The other party must be informed of the impediment and its estimated effects without delay. The parties will primarily seek to agree on rescheduling or another reasonable replacement arrangement.

If the service cannot be supplied and rescheduling is not agreed, the Customer will be refunded the amount paid for the service not supplied, unless mandatory law or a reasonable term separately agreed provides otherwise. A Consumer's rights are always determined in accordance with mandatory law.

13. Booking data and confidentiality

Meeting Park transmits the Customer's booking data only to the Service Provider shown to the Customer during the booking process and identified in the booking confirmation.

Only information needed to process and fulfil the booking is transmitted, such as the name of the Customer or contact person, company name, contact details, invoicing details, booking details and any special arrangements notified by the Customer.

Booking data is not disclosed to other providers of premises or services and is not used for another Service Provider's marketing without a separate lawful basis.

The Meeting Park online service does not request or intentionally collect Finnish personal identity codes, payment card numbers, card security codes or online banking credentials. The Customer must not enter such information in free-text fields.

Technical service providers may process information on Meeting Park's behalf only to the extent required to supply, maintain and secure the online service. Information may also be disclosed where required by law or an order issued by a competent authority.

Meeting Park and the Service Provider treat information relating to the booking and event as confidential. Information necessary to supply the service may be shared with staff and subcontractors involved in providing it.

Only information approved by the Customer for display will be shown on venue information screens. Separate information on CCTV monitoring is provided at the premises.

Further information on the processing of personal data is available in the Meeting Park Privacy Notice and, where applicable, the Service Provider's own privacy notice.

14. Amendments to these Terms

The version of these Terms and the prices and additional charges disclosed to the Customer when the contract was concluded apply to the booking.

Meeting Park may amend these Terms and the separate list of additional charges for future bookings by publishing a new version and its effective date in the online service. Amendments do not affect existing bookings without the Customer's consent unless the amendment results directly from mandatory legislation or a decision by a competent authority.

15. Governing law and dispute resolution

The booking contract is governed by Finnish law. This choice of law does not override mandatory rules of private international law protecting Consumers.

The Customer and the Service Provider will primarily seek to resolve any dispute through negotiation.

A Consumer may contact the Consumer Advisory Services of the Finnish Competition and Consumer Authority. If the dispute is not resolved, the Consumer may refer it to the Finnish Consumer Disputes Board. A Consumer may bring proceedings in any court having jurisdiction under applicable law, including the district court of the Consumer's domicile or habitual residence where permitted by law.

Any dispute between a Business Customer and a Service Provider that cannot be resolved through negotiation will be submitted at first instance to the Helsinki District Court, unless otherwise agreed in the Framework Agreement or for the particular booking.

16. Meeting Park Group Ltd. contact details

The Service Provider's contact details are shown with the premises or service and in the booking confirmation.