1. Introduction

These general terms and conditions apply to Spidsbergseter Resort Rondane, hereafter referred to as SRR. An event is defined as a booking for accommodation, meetings/conferences, banquets, experiences, activities, and conferences with or without meals at SRR for at least 5 rooms or 10 people. A confirmation signed by both parties, or equivalent, forms the basis for the reservation (hereafter called the event) and is considered the original reservation. Any cancellations or reductions must be communicated in writing to the hotel and confirmed in writing by the hotel to be considered valid.

We recommend that guests obtain travel insurance. It is the guest’s responsibility to contact the insurance company in case of cancellations that trigger payment claims according to our rules.

2. Participant List/Program
No later than 3 weeks before the event, the hotel must receive the final participant list for the reserved number of rooms and a program/schedule indicating meal times and other services, etc. The participant list is a template sent to the group leader by SRR.

If the participant list is not received as mentioned above, the hotel will request it in writing. If the participant list is still not received, the hotel cannot guarantee room availability for participants.

Changes:
All changes must be communicated via email by the group leader, including cancellations, booking extra nights, individual adjustments, and all types of modifications. Special needs and food allergies should be marked. Requests for twin rooms, handicap-accessible rooms, single rooms, extra beds, and rooms for guests with dogs must also be specified in the name list. The earlier we receive this information, the better the chances of securing the appropriate rooms.

Any changes to course setups must be made at least 48 hours before the start. Changes after this deadline will incur a fee of NOK 1,500 per change.

3. Cancellation / Reduction

All cancellations and reductions must be made in writing. The various cancellation deadlines depend on the original number of participants and the extent of the requested changes.
For example, a group of 90 people can cancel the entire group free of charge up to 90 days before arrival. The same group can also reduce the number of participants by 25% free of charge up to 21 days before arrival, calculated based on the remaining participants after the previous adjustment.
The specified numbers represent the maximum total reduction within the given timeframe. This means that if previous reductions have exceeded the current allowable percentage, no further cost-free reductions can be made.
In cases of no-shows, delayed arrivals, or early departures, the hotel has the right to full compensation equivalent to the confirmed booking price.

4. Compensation Payment
For cancellations or reductions made later than outlined in section 3, SRR is entitled to compensation equal to the full value of the late cancellation, including VAT.
SRR is also entitled to claim full compensation for non-refundable services, such as those provided by external suppliers.

5. Cancellation of an Event Agreement
SRR reserves the right to cancel an event agreement if it is resold to a third party without prior consent or at a higher price than stated in the confirmation, unless sold as part of a package.

SRR is not responsible for any expenses incurred due to cancellations.

6. Prepayment/Deposit/Invoice
If the agreement includes a prepayment clause:

• 50% of the confirmed event must be paid at least 30 days before arrival.
• The remaining balance must be paid at least 7 days before arrival.
  Late payment may be considered a cancellation.

Unpaid individual room bills and purchased goods/services will be charged to the original booker. Damage compensation for hotel property will also be charged if applicable.

7. Price Adjustment Disclaimer
SRR reserves the right to adjust prices due to changes in VAT, taxes, or force majeure outside SRR’s control. Prices are updated annually on January 1, unless otherwise stated in the confirmation. A 3-5% price increase per year can be expected.

8. Force Majeure
SRR is not liable for consequences from war, civil unrest, labor disputes, terrorism, natural disasters, pandemics, and other events beyond SRR’s control. In cases where SRR must cancel a reservation due to force majeure, attempts will be made to offer alternatives, but no refunds of prepayments or shortened stays are guaranteed.

9. Liability for Damage / Property
SRR is not responsible for guests’ belongings unless explicitly agreed upon in writing.

10. Disputes
Any dispute regarding the interpretation or application of this agreement shall be settled by Norwegian courts.

11. Lost Property
Lost items are kept for one month. Guests must arrange shipping via email. Otherwise, items will be sent COD with an administration fee of NOK 250.

12. Complaints
Complaints regarding SRR or bookings must be submitted as soon as possible. For corporate events, complaints must be submitted in writing before departure.

13. Special Event Cancellation Policies

• Weddings: Free cancellation until 18 weeks before arrival. After this, a 50% deposit is required.
• Concerts/Entertainment: Tickets are non-refundable and fully charged if uncollected.
• Christmas Party: Free cancellation up to 8 weeks before arrival. Adjustments by 25% are free up to 30 days before arrival. Full payment applies for changes made within 30 days.
• Table Reservations (Lunch/Dinner) for Non-Residents: Free cancellation for individuals and groups up to 10 people within 24 hours before arrival; larger groups can cancel free up to 3 days before arrival.
• Christmas Party/Event for Non-Residents: Free cancellation up to 8 weeks before arrival. Groups may reduce attendance by 25% up to 14 days before arrival. After this, full payment applies.
• Late Bookings (<10 days before arrival): Free cancellation up to 2 days before arrival.

Some activities have longer cancellation periods, which will be clarified upon booking.

14. Room/Cabin/Apartment/Lodge Usage
Check-in is available from 16:00 (17:00 on Sundays). Check-out is required by 11:00. Early check-in and late check-out are possible for NOK 400 per room, subject to availability, and must be arranged with reception at least a day in advance. Luggage storage is available.