1. Reservations and confirmation 

Provisional reservations can be made by telephone, e-mail or via the online reservation system. When submitting the reservation, you are required to provide the necessary personal details of you, in addition to information of the event you are organizing.

If you are submitting any personal data of guests or any material (such as text, guest emails or pictures) to HUONE, you are responsible that the submitted information or material does not breach any third party intellectual property or privacy rights.

An event reservation is binding once it has been confirmed in writing by HUONE or you have confirmed the quotation sent by HUONE. Advance payment, reservation fee or credit card guarantee may be required by HUONE depending on local practice in order to secure a reservation.

If you wish to amend your reservation, HUONE will use reasonable endeavours to comply with your request, however we cannot guarantee that amendments can be made.

The reservation cannot be assigned to a third party without HUONE’s written approval.

2. Prices and payment 

Payment is invoiced or made on-site by credit or debit card. Payment term is 14 days net, when invoiced, unless otherwise specified or agreed, invoicing fee 10€ + vat. The price will include the price of the agreed package and any on-site sales that were not paid for at the point of purchase. Price will not include any additional services provided by third-party, such as parking or performances, not offered by HUONE.

HUONE is entitled to charge interest for delayed payments in accordance with the Finnish Interest Act, as well as a reasonable debt collection fees.

HUONE is entitled to charge additional payment, if the event exceeds the confirmed schedule by more than 30 minutes. In case of exceeding the confirmed schedule, such charge may include payments made or subsequent loss of business incurred by HUONE to the extent that HUONE is unable to honour other reservation made to the room.

3. Cancellation policy 

All changes (cancellation or date change requests) must be communicated to HUONE via
Email: info.fi@huone.events
Phone: +358 (0) 20 785 1440 Mon-Fri 8am to 4pm (not available on bank holidays)

Please note that HUONE must confirm the phone requests via an email.  

 

3.1 Confirmed events consisting of groups of 29pax or less

3.1.1 Cancellation of a confirmed event:

  • Confirmed events consisting of groups of 29pax or less can be cancelled free of charge when the request for cancellation has been made four (4) weeks prior to the event date. 
  • With two (2) to four (4) weeks notice, the minimum charge of the booked rooms will be charged as a cancellation fee.
  • With less than two (2) weeks notice, 100% of the total sum in the quotation or the online-booking will be charged.
  • No-shows will be charged at 100% of the total sum in the quotation or the online-booking

3.1.2 Changing the date of a confirmed event:

  • Confirmed events consisting of groups of 29pax or less can be moved to a later date free of charge when the request has been made four (4) weeks prior to the event date.
  • With two (2) to four (4) weeks notice, the date of a confirmed event can be changed once free of charge. The new date must be within 6 months of the original date. 
  • With one (1) to two (2) weeks notice, the minimum charge of the booked room(s) will be charged to change the date. The new date must be within 6 months of the original date.
  • With less than one (1) week notice, 80% of the total sum in the quotation or the minimum charge, whichever is higher. The new date must be within 6 months of the original date.
  • If the event date were to be changed for the 2nd or more time, the minimum charge of the booked rooms will be charged regardless of when the change was requested.

3.1.3 Cancellation of a confirmed event, that has been moved once:

  • If a confirmed event that has been moved were to be cancelled two (2) weeks prior to the event, the minimum charge of the booked rooms will be charged as a cancellation fee.
  • With less than two (2) weeks notice, 100% of the total sum in the quotation or the online-booking quote will be charged as a cancellation fee.

 

3.2 Confirmed events consisting of groups of 30pax or above

3.2.1 Cancellation of a confirmed event:

  • Confirmed events consisting of groups of 30pax or above can be cancelled free of charge when the request for cancellation has been made six (6) weeks prior to the event date. 
  • With two (2) to six (6) weeks notice, the minimum charge of the booked rooms will be charged as a cancellation fee.
  • With less than two (2) weeks notice, 100% of the total sum in the quotation or the online-booking will be charged.
  • No-shows will be charged at 100% of the total sum in the quotation or the online-booking

3.2.2 Changing the date of a confirmed event:

  • Confirmed events consisting of groups of 30pax or above can be moved to a later date free of charge when the request has been made six (6) weeks prior to the event date.
  • With two (2) to six (6) weeks notice, the date of a confirmed event can be changed once free of charge. The new date must be within 6 months of the original date. 
  • With one (1) to two (2) weeks notice, the minimum charge of the booked room(s) will be charged to change the date. The new date must be within 6 months of the original date.
  • With less than one (1) week notice, 80% of the total sum in the quotation or the minimum charge, whichever is higher. The new date must be within 6 months of the original date.
  • If the event date were to be changed for the 2nd time, the minimum charge of the booked rooms will be charged regardless of when the change was requested.

3.2.3 Cancellation of a confirmed event, that has been moved once:

  • If a confirmed event that has been moved were to be cancelled two (2) weeks prior to the event, the minimum charge of the booked rooms will be charged as a cancellation fee.
  • With less than two (2) weeks notice, 100% of the total sum in the quotation or the online-booking quote will be charged as a cancellation fee.

Customisation

If the event requires customisation (including but not limited to) such as sourcing of special products, unusual opening times or additional build-up and/or production time, the cancellation policy may differ from the above. In this case, the terms can be found in your quotation.

Adjusting the amount of participants:

  • If the booking has been made over two (2) months prior to the event, the final number of participants has to be informed the latest one (1) month prior to the event. After that, changes amounting to less than 10% of the original confirmed number are allowed.(For example, for a 100pax event, you can only change the number to 90pax if the event date is within one (1) month) 
  • If the booking has been made for an event happening within two (2) months, the final number of participants has to be informed the latest two (2) weeks prior to the event. After that, changes amounting to less than 10% of the original confirmed number are allowed.

Finnish authorities’ restrictions during the coronavirus epidemic

  • HUONE is closely monitoring and following the recommendations given by the authorities. We comply with the restrictions of the Finnish Government, Regional State Administrative Agencies and the Finnish institute for Health and welfare, and adjustments can be made to our cancellation policy accordingly.

Services are sold and delivered by HUONE Helsinki Oy, (company ID 2780061-4). All prices are exclusive of VAT. Billing surcharge of 10€ will be added for invoices. HUONE reserves the right to change terms and conditions of the cancellation policy.

4. Guest code of conduct  

For the safety and convenience of all guests, the following rules apply:

  • HUONE premises or equipment shall not be used for any unlawful, fraudulent, criminal, immoral or similar purposes or in connection with any business or activity that is in breach of any applicable legislation or orders of applicable authorities.
  • Number of guests must not exceed the agreed capacity. It is organiser’s responsibility to inform and confirm with HUONE in advance in the case of additional guests.
  • HUONE charges customers according to the confirmed number of guests and there will be no refund for no-shows.
  • Guests are not allowed to bring their own food or drinks to the premises of HUONE.
  • Alcohol beverages shall only be consumed in a responsible manner and not offered to minors.
  • Smoking and recreational drugs are strictly prohibited in the premises of HUONE.
  • Minors under the age of 18 taking part in an event must be accompanied by their parents, teachers or other duly authorised adults.
  • The privacy of guests should be respected and pictures on social media should not be posted, unless a guest has a clear authorisation to do so.
  • Guests shall not act in an unruly or disruptive manner and shall not interfere with other guests’ enjoyment of their event.
  • Guests shall not damage in any way the premises or equipment of HUONE, or remove any of the equipment, furniture or effects from the rooms without prior consent of HUONE. HUONE reserves right to charge for the cost of damages accordingly.
  • Proper care should be taken of personal valuables. HUONE is not responsible for valuables or property brought to HUONE premises.
  • Guests shall comply with the directions of HUONE staff.

In case you or your guests breach the above terms, you or your guests may be immediately removed from the premises of HUONE. In such cases you are still obliged to pay for the services ordered. You are not eligible to claim a refund for payments already made.

You are responsible for the damage caused by you or your guests to the premises or equipment of HUONE or to other guests or their property.

5. Responsibility of HUONE

HUONE aims to give the best possible service and our highest priority is given to making sure your event runs smoothly. However, if on the odd occasion, mistakes or misunderstandings occur, HUONE will do its utmost to resolve the matter as soon as possible. If after the event, the complaint is still outstanding, this must then be addressed in writing to your event coordinator or to info.fi@huone.events.

HUONE shall not be responsible for any loss or damage to property brought to the premises by the guests, for any injury which may be incurred by any persons arising from a failure to adhere to rules set out by HUONE, or for any loss due to mechanical breakdown, failure in electricity supply, the need to undertake emergency repairs in the premises or any force majeure event which may cause the premises or equipment of HUONE to be temporarily closed or the function interrupted. HUONE shall not be liable for any indirect, consequential losses. Maximum liability of HUONE shall be limited to the price of the event.

6. Privacy and data protection 

HUONE processes personal data in accordance with applicable legislation and its Privacy Policy. Please note that CCTV is used in the premises of HUONE for security reasons. Sound is not recorded and the cameras are positioned so that no screens will be monitored. No material is disclosed to third parties (excluding authorities).

7. Governing law and dispute resolution

Other terms HUONE reserves the right to amend these terms at any time. The amended terms shall be deemed to be accepted, if you do not object the change within four (4) weeks after HUONE’s notification. If you object the change, HUONE may cancel your booking or continue to provide the service in accordance with the terms applicable prior to the change. These terms are governed by laws of Finland, without regard to its choice of law provisions. If a dispute cannot be resolved through negotiation between HUONE and you, disputes shall be settled in Helsinki District Court. If you are a consumer, you can also submit the matter to the Consumer Disputes Board (www.kuluttajariita.fi) for resolution. Before taking the matter to the Consumer Disputes Board, the consumer should contact the Consumer Advisory Service (www.kuluttajaneuvonta.fi)