Booking and Delivery Terms for Premises and Services

1. Scope and definitions

These Terms apply to meeting, training, working and event premises booked through the Meeting Park online service and to related catering, staffing, technical and other services.

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

Meeting Park means Meeting Park Group Oy in its capacity as the operator of the online service and the transmitter of booking-related 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 acquiring the service mainly for purposes outside their trade, business or profession. Business Customer means a company, organisation or person acquiring the service mainly for business, professional or organisational purposes.

Mandatory consumer protection legislation always applies to Consumers. If any provision of these Terms conflicts with mandatory law, the mandatory law shall prevail.

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 Oy is a party to the booking contract only where it is identified as the Service Provider in the booking confirmation.

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

3. Booking and booking confirmation

The Customer can see the Service Provider's details when viewing the premises or service and before making a booking.

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 the Service Provider's behalf. If the contract is concluded immediately when the Customer confirms the booking online, this will be stated clearly before confirmation.

Before confirming the booking, the Customer can review and correct the information provided. The button used to confirm a booking involving payment clearly states that the booking creates an obligation to pay.

The booking confirmation states at least:

• the Service Provider and its contact details;
• the premises and services booked;
• the date, time, duration and number of attendees;
• the price, value added tax and any other charges;
• the payment term and payment method; and
• the applicable cancellation category and any special terms.

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

Any change of Service Provider after the booking has been made requires the Customer's approval.

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 disclosed before booking; and
4. these general Booking and Delivery Terms.

A booking confirmation may not unilaterally reduce benefits agreed in a Framework Agreement or rights granted to a Consumer under mandatory law.

4. Framework Agreements for Business Customers

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

A Framework Agreement may cover prices, discounts, invoicing and payment terms, booking rights, and terms governing changes and cancellations.

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 Oy ensures that the terms of the Framework Agreement are known to the Service Providers covered by it and are applied to bookings falling within its scope.

5. Prices, payment and invoicing

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 the total price payable.

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

The Customer pays the booking price directly to the Service Provider identified in the booking confirmation, either by invoice issued by the Service Provider or by card payment made to the Service Provider at the premises.

Meeting Park Group Oy does not receive, hold or transfer Customer payments unless it is identified in the booking confirmation as both the Service Provider and the invoicing party.

The Service Provider is responsible for invoicing, receiving payments, making any refunds and collecting overdue amounts. The payment term and accepted payment methods are stated in the booking confirmation. Statutory default interest and reasonable collection costs up to the maximum permitted by law may be charged on overdue amounts.

No surcharge will be imposed on a Consumer for using an ordinary Visa or MasterCard payment card. A charge for another optional payment method may be imposed only if it was disclosed in advance, is permitted by law and does not exceed the costs actually incurred by the Service Provider.

6. Changes and cancellations

6.1 Giving notice

A change or cancellation may be submitted using the relevant function in the online service or by sending a message to the email address stated in the booking confirmation. The Customer may also submit the notice to Meeting Park customer service, which will forward it to the Service Provider.

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

Deadlines are calculated in calendar days backwards from the stated starting time of the booking. The applicable cancellation category is disclosed before booking and in the booking confirmation.

6.2 Cancellation fees

6.3 Service-specific special terms

Special cancellation terms may apply to premises, catering, staffing, technical services, programmes, bespoke services or services supplied by another Service Provider. Special terms bind the Customer only if they were clearly disclosed before booking and identified in the booking confirmation.

Catering and separately booked staff cancelled less than seven days before the booking may be charged in full if they can no longer be cancelled without cost or used for another event. Reasonable and non-recoverable costs incurred before cancellation may be charged for bespoke services and special arrangements.

6.4 Partial changes, rescheduling and failure to attend

A reduction in the number of attendees, a shorter booking period or removal of a service is treated as a partial cancellation of the reduced portion. Any addition or extension to a booking requires the Service Provider's approval.

Rescheduling requires the Service Provider's approval. Before the rescheduling is accepted, the Customer will be informed of the price, cancellation category and any reasonable rescheduling charge applicable to the new date.

If the Customer fails to attend without cancelling the booking, the Service Provider may charge the booking in full.

6.5 Charges payable by a Consumer

A cancellation charge payable by a Consumer may not exceed either the amount stated in the applicable table or the loss that the Service Provider could reasonably incur as a result of the cancellation. Costs saved because of the cancellation and any amount received by reselling the cancelled premises or service to another customer will be deducted. On request, the Consumer will be given an explanation of how the charge was calculated.

7. Consumer's statutory right of withdrawal

Where the statutory right of withdrawal under the Finnish Consumer Protection Act applies to a distance contract made by a Consumer, the Consumer may withdraw from the contract without giving a reason within 14 days after the contract was concluded.

The statutory right of withdrawal does not apply insofar as the contract concerns restaurant or leisure services to be supplied on a specific date or during a specific period, as provided by law. The right of withdrawal and any applicable exception are disclosed, based on the content of the booking, before the booking is made and in the booking confirmation.

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

Where the statutory right of withdrawal applies, the Consumer may use the cancellation function in the online service or send an unambiguous notice to the email address stated in the booking confirmation. Confirmation of the withdrawal will be supplied on a durable medium.

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

8. Changes and cancellations by the Service Provider

The Service Provider may replace the booked premises only for a justified reason, such as a safety issue, technical failure, order by an authority or another unforeseeable impediment to use. Taking account of the intended use, size, location, equipment, accessibility and quality, the replacement premises must substantially correspond to those booked.

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

If the Service Provider cancels the booking and cannot offer a comparable service accepted by the Customer, the Service Provider will refund payments relating to the cancelled service without undue delay.

9. Customer responsibilities and use of the premises

The Customer appoints a person responsible for the event and confirms the final number of attendees and other agreed arrangements no later than seven days before the booking starts, unless otherwise agreed in the confirmation.

The Customer ensures that attendees, performers and other persons brought to the event by the Customer comply with safety instructions, house rules and reasonable instructions given by staff.

The Customer:

• uses the premises only for the agreed purpose;
• does not exceed the permitted occupancy;
• is responsible for equipment and other property brought to the premises;
• obtains any permits required for the event;
• gives advance notice of any special safety, electrical, structural or accessibility requirements; and
• does not transfer the booking or make the premises available to a third party without the Service Provider's consent.

The Customer is liable for loss or damage intentionally or negligently caused 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 results from a defect or action for which the Service Provider is responsible.

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

10. Defects and complaints

The Customer should notify staff of any apparent deficiency as soon as possible 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 forward it to the Service Provider without undue delay.

A service is defective if it does not correspond to what was agreed, to information provided before the contract was concluded, or to the quality and functionality the Customer may reasonably expect in view of the nature of the service.

The Service Provider will remedy the defect within a reasonable time where this is possible. Otherwise, the Customer may be entitled to an appropriate price reduction, termination for a material defect, and compensation in accordance with applicable law.

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 Policy and, where applicable, the Service Provider's own privacy policy.

14. Amendments to these Terms

The version of these Terms in force when the contract is concluded applies to the booking.

Meeting Park may amend these Terms 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 Oy contact details

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