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Cancellation conditions

Everything about booking, paying and cancelling, in one place. These terms apply automatically to every booking — by paying the deposit you accept them. Conduct during the stay is covered separately by the house rules.

The basics

ArdennerHof is a 40-person holiday home rented out by Tona BVBA for private group stays — families, friends, colleagues, reunions, company offsites. It isn't rented for parties open to the public or events that would change how the house is used. If you're not sure your plans fit, ask us before you book.

The maximum capacity is 40 guests. That number is firm: fire safety, sleeping arrangements and the way the house works all depend on it.

The price

Each stay is quoted as a single, all-inclusive rate for the whole house. That covers heating, water, electricity, internet, waste disposal, tourist tax, parking, bed linen, towels, hot tub and sauna use, end-of-stay cleaning and the cleaning kit on arrival. Nine cost items that other places typically charge on top.

The only thing you handle separately is the security deposit (€1,000), which we cover further down.

Wood packs for the indoor fireplace and outdoor fire pit are optional and ordered separately. Catering through a local partner is on request.

How a booking works

A booking starts when you select your dates in the calendar on the booking page and complete the reservation flow. We then send you a rental agreement by email with the price, dates, and payment schedule.

The booking becomes binding once we receive the 50% deposit. Until that point, the dates are held provisionally and can be released if another enquiry comes in for the same period.

If something in the agreement doesn't match what you expected — number of guests, dates, special requests — let us know before paying. It's far easier to correct then than after.

Paying

Two payments:

50% deposit, due within 7 days of receiving the rental agreement.

The remaining 50%, due 30 days before arrival.

If you're booking less than 30 days before arrival, the full amount is due in one payment.

Payments go through Mollie (secure card payment) or by bank transfer to the account shown on the agreement. The €1,000 security deposit is paid separately, either in cash on arrival or by bank transfer in advance — whichever suits you. It's returned to your account within two weeks of departure, less any deduction for damage or extra cleaning.

If you need to cancel

Cancellations are charged on a sliding scale, based on how close to arrival the cancellation comes in:

More than 3 months before arrival: 25% of the total rate

Between 1 and 3 months before arrival: 50%

Less than 1 month before arrival: 100%

Date changes are different from cancellations. If you'd like to move your stay, get in touch — we'll see what's possible. As long as the new dates are available and rates don't shift materially between seasons, we can usually work something out.

For group bookings we strongly suggest taking out travel insurance with cancellation cover. A small premium against the genuine risk of someone falling ill at the wrong moment.

Looking after the house

You're renting a 40-person home, not a hotel. We trust that you'll treat it with care, and almost every group does — which is why we can keep the place set up the way it is, rather than the bare-minimum way most large-group rentals end up.

If something breaks, please tell us. Small accidents are normal in a house this size and not what the security deposit is for. Significant damage caused by carelessness, or anything that needs professional repair, may be deducted from the deposit. We always show you what we've found and what it cost.

Everything else — noise, dogs, fire, smoking, check-out, cleaning — is in the house rules.

What we commit to

For our part: the house ready for your group on arrival, fully cleaned, with the heating on, beds made up, towels out, fridge cold, hot tub heated and the rest. A welcome on the day from someone who can answer questions and show you where things are.

Someone reachable throughout your stay by WhatsApp or phone for anything practical: a fuse that's tripped, instructions for the sauna, a recommendation for the nearest decent pizza. Within reason, we'll help.

Arrival

Standard arrival is from 15:00 onwards, on the date set out in your agreement. If the previous group has left early and the house is ready sooner, we'll tell you the day before. We don't ask for an exact ETA, but a rough indication is useful so we know when to be around.

On arrival you'll get a quick walk-through of the house and the key facilities — the hot tub controls, the heating, where the firewood is kept, anything specific to the group size you're bringing. The security deposit is handled then if you're paying it in cash.

Departure is at 10:00 on the day you check out, unless you've booked the late check-out option (until 17:00, subject to availability).

Promo codes

Codes are entered in the calendar at the time of booking and applied automatically to the rate. They can't be combined with each other, and they don't apply retrospectively to bookings that have already been confirmed.

Governing law

These terms are governed by Belgian law. Any dispute will be heard by the courts competent for the district of Eupen, unless consumer-protection law mandates a different forum for you.

If any clause turns out to be unenforceable, the rest still stands.