School Travel Terms and Conditions

These terms and conditions apply between Gotland Hotels & Properties AB (GHP) and the party who, either personally or through another party, enters into an agreement with GHP as stated in the confirmation.

1. DEFINITIONS

A group booking exists when an order for accommodation – with or without meals – at a property comprises at least 15 persons arriving and/or departing at the same time. The number of participants is calculated based on the number stated by the organiser at the time of booking.

The organiser is the person, legal entity, or private individual who is financially responsible for the group booking.

The value of a booking is the agreed total price for the entire booking or the number of participants booked multiplied by the agreed price per participant per day, plus the cost of any separately ordered services.

2. BOOKING

Bookings may be made verbally or in writing. GHP must confirm receipt of a booking in writing, for example via email, in order for it to be binding on either the organiser or GHP.

The confirmation should clearly state the price and what has been booked: number of participants, meals, and any other special requests.

Note:
No later than 14 days before the first arrival date, the organiser must provide GHP with a list of participants, including room allocation preferences.

3. SPECIAL REQUESTS AT THE TIME OF BOOKING

If the organiser has special requests, for example, regarding dietary requirements or adaptations for guests with disabilities, these must be stated at the time of booking. The same applies if the organiser requires specific security arrangements.

4. CANCELLATION / CHANGES

GHP must confirm receipt of a cancellation in writing in order for it to be binding on either the organiser or GHP.

For cancellations/changes made 28–7 days before the arrival date, an administrative fee of SEK 100 per occasion will be charged. All cancellations/changes must be made by email to GHP at info@visbygustavsvik.se.

If the whole or part of the group is cancelled/changed later than 28 days before the arrival date, the organiser must compensate GHP with 75% of the value of the booking.

If the whole or part of the group is cancelled/changed later than 12 days before the arrival date, the organiser must compensate GHP with 100% of the value of the booking.

One week before the arrival date, the booking becomes binding, and no cancellations or changes can be made.

If a booking includes different arrival dates for participants, the earliest stated arrival date shall apply.

If GHP incurs special costs as a result of the cancellation, in addition to the value of the booking, the organiser must reimburse them in full. This applies only if cancellation occurs later than 28 days before the arrival date, unless otherwise agreed between the parties.

5. PAYMENT / ADVANCE PAYMENT

The organiser is responsible for all costs arising from the booking. If participants are to pay individually, this must be approved by GHP. If participants fail to attend a booked meal, they are not entitled to a price reduction.

Payment shall be made as agreed. If payment is not made by the due date, GHP is entitled to charge default interest from the due date at the applicable reference rate plus eight percentage points. An invoicing fee will apply when invoicing.

GHP applies an advance payment for group and school travel bookings. 75% of the booking value must be received by GHP no later than 28 days before arrival. If an advance payment is not received within the agreed time, the booking shall not be binding on GHP, and the arrangement will be cancelled.

A final invoice specifying VAT will be issued after the group’s departure. In case of cancellation, deductions shall be made from the advance payment for any amounts payable due to late cancellation. Any remaining balance of the advance payment, minus bank charges or similar costs, will be refunded within 7 days of cancellation.

If a dispute arises regarding the organiser’s liability for payment, GHP may retain the advance payment for the disputed amount until the matter is resolved.

6. RESERVATION FOR PRICE CHANGES

If the costs of fulfilling the booking increase due to higher taxes, currency devaluation, government decisions, or similar circumstances, GHP is entitled to charge a price supplement reflecting the cost increase.

If GHP wishes to reserve the right to price increases for reasons other than those stated above, this must be clearly stated at the time of booking.

GHP shall inform the organiser without delay if a price supplement is applied.

7. FORCE MAJEURE

Strike, lockout, fire, pandemic, significant restrictions in deliveries, or other circumstances beyond GHP’s control entitle GHP to terminate the agreement without liability for damages.

8. LIABILITY FOR PROPERTY / DAMAGE CAUSED

GHP does not assume strict liability for property stored in cottages/apartments. However, if it is established that the property or its employees have acted negligently or otherwise at fault in connection with lost or damaged property, GHP shall be liable for such loss or damage.

GHP is also responsible for property stored in locked storage facilities provided by the property. If the property is particularly valuable, GHP must be informed in advance. The property is not obliged to store items of high value and is liable for the full value only if it has expressly undertaken responsibility for them.

Any other damage caused to the organiser by negligence on the part of the property shall be compensated. The organiser is, in turn, responsible for any damage to the property caused by the organiser or the participants in the group through negligence.

9. DISPUTES

To resolve disputes or uncertainties regarding the application of these terms, the Responsibility Board of Visita (the Swedish Hospitality Industry’s trade association) is available to the parties free of charge. Member companies have undertaken to comply with the Board’s decisions.