Terms of service

General

MeetingPackage.com is an online service platform (the "Website”) owned and operated by Cocouz Ltd, (hereinafter "MeetingPackage.com”), incorporated under Finnish Law, and has its registered office in Espoo, Finland. The Finnish business identity code is 2577592-9, and the VAT ID is FI25775929.

On MeetingPackage.com providers of meetings, meeting venues and related services (the “Service Provider”) can advertise meetings, meeting packages, venues and other related services and products (the “Product”) for reservation and purchase, and through which visitor (the “Customer” or “you”) to the Website can make such reservations and purchases. The website and the platform operated by MeetingPackage.com constitute the service (hereinafter the “Service”).

Terms and conditions

These terms and conditions, as may be amended from time to time, apply to all our services directly or indirectly (through distributors) made available online, through any mobile device, by email or by telephone. By accessing, browsing and using our (mobile) website or any of our applications through whatever platform (hereafter collectively referred to as the “website”) and/or by completing a reservation, you acknowledge and agree to have read, understood and agreed to the terms and conditions set out below (including the privacy statement).

These pages, the content and infrastructure of these pages, and the online reservation service provided on these pages and through the website are owned, operated and provided by MeetingPackage.com and are provided for commercial use only, subject to the terms and conditions set out below.

1. SCOPE OF SERVICE

These Terms and Conditions and Privacy Policy apply to users and visitors of the website, including both Customers and Service Providers. The Terms & Conditions apply to all our services made available online and MeetingPackage.com may amend these terms and conditions from time to time, without a notice. By accessing, browsing and using our website you acknowledge and agree to have read, understood and agreed to the terms and conditions (including the privacy policy).

Through the Platform, we (MeetingPackage.com and its affiliate (distribution) partners) provide an online platform through which Suppliers can advertise their products and service for reservation, and through which visitors of the Platform can make such reservations (i.e. the reservation service). By making a reservation through On MeetingPackage.com, you enter into a direct (legally binding) contractual relationship with the Supplier with which you make a reservation. From the point at which you make your reservation, we act solely as an intermediary between you and the Supplier, transmitting the details of your reservation to the relevant Supplier(s) and sending you a confirmation email for and on behalf of the Supplier.

When rendering our Service, the information that we disclose is based on the information provided to us by Suppliers. As such, the Suppliers are given access to an extranet through which they are fully responsible for updating all rates, availability and other information which is displayed on our Platform. Although we will use reasonable skill and care in performing our Service, we will not verify if, and cannot guarantee that, all information is accurate, complete or correct, nor can we be held responsible for any errors (including manifest and typographical errors), any interruptions (whether due to any (temporary and/or partial) breakdown, repair, upgrade or maintenance of our Platform or otherwise), inaccurate, misleading or untrue information or non-delivery of information. Each Supplier remains responsible at all times for the accuracy, completeness and correctness of the (descriptive) information (including the rates and availability) displayed on our Platform.

2. BOOKING, CONFIRMATION, PAYMENT, AND CANCELLATION

2.1 BOOKING AND CONFIRMATION

All visitors to the website can browse available venues and compare packages.  Upon finding a suitable venue registered users can send a Request for Proposal (the “RFP”) to the Service Provider for confirmation.

Service Provider has two days to accept or reject the Request for Proposal sent by the Customer. If Service Provider does not react within two days, the Request for Proposal is considered cancelled. Once the Service Provider has accepted the Request for Proposal Customer must confirm it with final number of delegates within five days to form a legally binding contract between the parties.

For clarity, and to ensure the best possible service for Customers and Service Providers, reservations are binding only after the Customer has confirmed the delegate number to the Service Provider.

2.2 FEES AND CURRENCY

This clause only applies if you are a User and book Meeting Room, Venue, Bedroom or related package through the MeetingPackage.com site.

The Service Provider will charge you a fee, which will be set out on the Site, for the Space and for any services (such as, but not limited to, catering and accommodation) (“Services”) you book from the Service Provider (“Service Provider’s Fee”).

You will be required to pay Service Provider’s Fee. VAT or other relevant taxes are included in the prices we display. Service Provider’s Fee will be paid via credit card or invoice. For credit card payments, we use Stripe as the payment technology provider.

The Service Provider’s Fee will be quoted in a currency chosen by the Service Provider (“Local Currency”). The amount of the Service Provider’s Fee will be payable in Local Currency. If the Local Currency is to be exchanged for some reason, we will apply the exchange rate published by currencylayer.com to convert the Listing Currency into a target currency at the time payment is taken.

Before submitting your booking, you will be able to view or payable in Local Currency (or guide only currency based on the exchange rate published by currencylayer.com at the time of viewing). There may be a discrepancy between the guide only currency and the Local Currency due to fluctuations in the exchange rate between you viewing and payment being taken. Therefore, we recommend that you use always the Local Currency while viewing the pricing.

You acknowledge that we are not responsible for any losses caused to you due to currency conversions carried out by your bank or other payment service provider in remitting payment to us.

If you choose credit card as the payment method, the Service Provider’s Fee will be charged three (3) days before the Event. You may also request payment via invoice, in which case, as your contract for your use of the Venue will be with the Service Provider, they will send the invoice.

The Service Provider adjust after the event to match actual consumption. We may collect such payments from you on behalf of the Service Provider using the payment details we hold for you.

Fee and availability information is subject to change without notice.

All the payments we collect from you via Stripe, we will direct to the Service Provider in accordance with the terms of the Service Provider Agreement but will withhold a percentage as our commission from the Service Provider’s Fee (if any).

For certain (non-refundable) rates or special offers (which will be stated clearly), please note that Suppliers may require that payment is made upfront by wire transfer (if available) or by credit card, and therefore your credit card may be pre-authorized or charged (sometimes without any option for refund) upon making the reservation. Please check the (reservation) details of your service of choice thoroughly for any such conditions prior to making your reservation. You will not hold MeetingPackage.com liable or responsible for any (authorized, (allegedly) unauthorized or wrong) charge by the Supplier and not (re)claim any amount for any valid or authorized charge by the Supplier (including for pre-paid rates, no-show and chargeable cancellation) of your credit card.

2.3 CANCELLATION & REFUND POLICY

If you wish to review, adjust or cancel your reservation, please revert to the service provider’s cancellation policy provided while making your reservation. We recommend that you read the cancellation, (pre)payment and no-show policy of the accommodation provider carefully prior to making your reservation and remember to make further payments on time as may be required for the relevant reservation.

2.3.1 Cancellation Policy

This clause only applies if you are a User and book Meeting Room, Venue, Bedroom or related package through the MeetingPackage.com Site.

The cancellation policy in respect of your booking will be set by the Service Provider and will be as displayed on the Site. You are required to comply with the terms of the cancellation policy. Please note that you may be charged for your cancellation in accordance with the service provider’s cancellation, (pre)payment and no-show policy or not be entitled to any repayment of any (pre)paid amount.
If you cancel a booking you will only be eligible for a refund in accordance with the terms of the relevant cancellation policy. You will not be entitled to a refund for cancellation in any other case.

2.3.2 Refund Policy

While we are not liable for any dispute you have with the Service Provider as stated in clause 7, we want you to have a positive booking experience. If for any reason you are not satisfied with any part of your booking experience, you agree to inform us immediately by emailing [email protected]. We will do our best to resolve any issue you may have. If we cannot resolve the issue we may issue a refund or credit to your account for a value determined at our discretion, not to exceed the aggregate of the Service Provider’s Fee (excluding VAT) paid by you in respect of the booking out of which the dispute arises.

2.3.3 Currency of refunds

Any refunds we make to you under clause 2.3.1 or clause 2.3.2, will be in the Local Currency in which you made payment.

3. USER ACCOUNT

In order to book meetings via MeetingPackage.com, Customer has to register with the website by creating a user account. Registration is completed online, and confirmed via email by the MeetingPackage.com.

Customer is allowed to have only one account. A request to open account is made by filing the registration form online and submitting customer details to MeetingPackage.com.

Customers are fully responsible for all use of the user account and any actions that take place through the account. In particular users are responsible for ensuring that any information provided is accurate, complete and up to date.

Registration is allowed only to persons over 18-years-old, or legal persons, such as companies. Customers agree to provide truthful, complete and up-to-date information in registration as requested by MeetingPackage.com. If Customer acts on behalf of a company or other legal entity, Customer represent and warrant to have the full authority to enter into these Terms and Condition on behalf of that entity.

4. SERVICE PROVIDERS

MeetingPackage.com offers Service Providers a platform through which they can sell and promote meetings, venues and other related services directly to the customers. Service Providers can start listing meeting venues and packages on the MeetingPackage.com service platform after entering into a separate Service Provider agreement with the MeetingPackage.com.

5. CUSTOMER – SERVICE PROVIDER RELATIONSHIP

When Customer books a meeting package through the Website, Customer enters into a legally binding contract with the relevant Service Provider.

Relationships between the Customer and Service Provider are governed by the terms of the Service Provider in question, unless otherwise stated in these Terms & Conditions.

From the first point at which Customer make a Request of Proposal, MeetingPackage.com acts solely as an intermediary between the Customer and the Service Provider, transmitting the details of customer’s reservation to the relevant Service Provide and sending customer’s details for and on behalf of the Service Provider.

When sending a request of proposal or booking a meeting and/or package, the Customer agrees to comply with all additional terms, conditions, or policies provided by the Service Provider relating to the use of that meeting and /or package, including without limitation compliance with the Service Provider’s security policies, IT access and user policies, maximum occupancy limitations and any other provision.

All users of the Website acknowledge and agree that MeetingPackage.com acts only as an intermediary service that allows Customers and Service Providers to locate, browse, hire, and/or make available Venues. Visitors acknowledge and agree that all transactions and communications between Service Providers and Customers are solely between those parties, and that parties for such transactions or communications are solely responsible for such transactions and communications.

For clarity, all visitors, including Customers and Service Providers, acknowledge and agree that MeetingPackage.com does not itself offer packages or act as an agent for any Service Provider or any Customer. You acknowledge and agree that MeetingPackage.com provides the Service to enable Service Providers and Customers to transact and communicate directly with each other.

While it has no obligation to do so, MeetingPackage.com may choose to mediate in any dispute between Customers and Service Providers relating to the use of the Service. To the fullest extent permitted by Finnish law, MeetingPackage.com is not and will not be responsible or liable in any manner for any loss or damage arising out of transactions or communications between any users of the Website and users expressly agree to release MeetingPackage.com from any and all claims, causes of actions, obligations or liabilities arising from or relating to such transactions or communications.

6. CUSTOMER’S DUTIES

Customers agree to be abided by any terms and policies set by the Service Provider in respect of the use of the Venue and / or other services or the premises included in the package or of equipment provided by the Service Provider whether such Policies are set out on the Website or otherwise brought to your attention by the Service Provider.

Customer agrees to leave the premises in the condition in which they found it and use it only for the purposes for which it is intended.

Customer is liable to the Service Provider for any expenditure it is required to incur as a result of leaving the Venue or any equipment in disrepair or for any other damage caused whilst in the Venue or whilst using any equipment provided by the Service Provider.

Customer agree to indemnify MeetingPackage.com for any loss it may suffer as a result of an Service Provider or any other party taking action against MeetingPackage.com for anything that occurs in respect of Customer’s use of the Venue or of any equipment provided by the Service Provider.

7. INSURANCE COVERAGE AND RISK-MANAGEMENT

Insurance policies vary among the Service Providers. For more information, contact the Service Provider in question directly.

8. LIMITATION OF LIABILITY

The information concerning the offered products and services on the website are provided to us by the Service Providers. Although we will use reasonable skill and care in performing our services we will not verify if, and cannot guarantee that, all information is accurate, complete or correct, nor can we be held responsible for any errors, any interruptions, breakdown, repair, upgrade or maintenance of our website or otherwise, inaccurate, misleading or untrue information or non-delivery of information.

MeetingPackage.com cannot be held liable for availability of the individual services at the time of booking or Request for Proposal.  Descriptions and scope of the services offered are provided by the Service Provider concerned by its sole responsibility. Errors in the description by the Service Provider shall not give rise to liability on the part of MeetingPackage.com. The Service Provider concerned shall be the sole contact in this regard.

MeetingPackage.com acts solely as an intermediator between the customer and Service Provider, and any contract made between them the Customer and Service Provider is solely between the parties. By using this service, you agree that MeetingPackage.com is not a party to such contract under any circumstances.  Any claim Customer might have against the Service Provider should therefore be brought against the Service Provider in question directly and not MeetingPackage.com.

WE ARE NOT RESPONSIBLE OR LIABLE IN ANY MANNER FOR ANY USER GENERATED CONTENT. ALTHOUGH WE INCLUDE STRICT PROVISIONS REGARDING USER GENERATED CONTENT IN THESE TERMS AND CONDITIONS, WE DO NOT CONTROL, AND ARE NOT RESPONSIBLE FOR WHAT USERS POST ON OR THROUGH OUR SITES AND ARE NOT RESPONSIBLE FOR ANY OFFENSIVE, INAPPROPRIATE, OBSCENE, UNLAWFUL, INFRINGIN OR OTHERWISE OBJECTIONABLE OR ILLEGAL USER GENERATED CONTENT YOU MAY ENCOUNTER ON OUR SITE OR IN CONNECTION WITH YOUR USE OF OUR SITE.

TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAWS WE, ON BEHALF OF OUR DIRECTORS, OFFICERS,EMPLOYEES, AGENTS, SUPPLIERS, LICENSORS AND SERVICE PROVIDERS, EXCLUDE AND DISCLAIM LIABILITY FOR ANY LOSSES AND EXPENSES OF WHATEVER NATURE AND HOWSOEVER ARISING INCLUDING, WITHOUT LIMITATION, ANY DIRECT, INDIRECT, GENERAL, SPECIAL, PUNITIVE, INCIDENTAL OR CONSEQUENTIAL DAMAGES;LOSS OF USE; LOSS OF DATA; LOSS CAUSED BY A VIRUS; LOSS OF INCOME OR PROFIT; LOSS OF OR DAMAGE TO PROPERTY; CLAIMS OF THIRD PARTIES; OR OTHER LOSSES OF ANY KIND OR CHARACTER EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES ORLOSSES, ARISING OUT OF OR IN CONNECTION WITH THE USE OF THE SITE OR ANY WEBSITE WITH WHICH THEY ARE LINKED. YOU ASSUSME TOTAL RESPONSIBILITY FOR ESTABLISHING SUCH PROCEDURES FOR DATA BACK UP AND VIRUS CHECKING AS YOU CONSIDER NECESSARY. THIS LIMITATION OF LIABILITY APPLIES WHETHER THE ALLEGED LIABILITY IS BASED ON CONTRACT, TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY OR ANY OTHER BASIS.

Customer agrees to indemnify MeetingPackage.com for any loss it may suffer as a result of Customer taking any action against MeetingPackage.com on the basis of breach by the Service Provider of a contract or in relation to anything that occurs in respect of Customer’s or his Representatives’ use of the venue and / or services or products in the package or of any equipment provided by the Service Provider or whilst Customer or his Representatives are present in the premises in which the booked package is situated.

9. TERMINATION OF CUSTOMER ACCOUNT

Customers can delete their account at any time. Closure or termination of customer account has no effect on existing contractual relationships between the Customer and Service Providers.

MeetingPackage.com reserves the right to terminate any existing account on its sole discretion, for following reasons:

9.1 Customer breaches any provision of these Terms & Conditions;

9.2 Customer has Payment errands towards any Service Provider;

9.3 Customer is engaged in illegal or unlawful activity; or

9.4 For any other reason MeetingPackage.com considers it, in its sole discretion, to be necessary.

MeetingPackage.com may, in its sole discretion, terminate or suspend Customer’s account and/or ability to use the Service, completely or in part, without notice to the customer.

10. MISCELLANEOUS

All Site design, text, graphics, the selection arrangement, and all software compilations, underlying source code, software, and all other material on this Site are copyright of MeetingPackage.com

MeetingPackage.com reserves right to modify the Website and all content or software used or contained in the Service, at any time. The Service is made available for personal and non-commercial use only. It is prohibited to re-sell, deep-link, use, monitor, download, copy, display, or reproduce any content or information, software, products or services available on our website for any commercial or competitive activity or purpose.

If any provision of these Terms & Condition is determined to be unlawful, void or for any reason unenforceable, such determination shall not affect the validity and enforceability of any of the remaining provisions. These Terms of Use and the Privacy Policy together constitute the entire agreement between the Customer and MeetingPackage.com regarding the use of the Website. The failure of MeetingPackage.com to exercise or enforce any right in, or provision of, these Terms of Use shall not constitute a waiver of such right or provision.

11. FINAL PROVISIONS

MeetingPackage.com reserves right to amend these terms of use at any time.

The services provided by MeetingPackage.com are governed by and construed in accordance with Finnish law, excluding its choice of law rules.

Any dispute arising out of these terms of use and any other claims towards MeetingPackage.com or use of the Service shall exclusively be submitted to the competent courts in Helsinki, Finland. Nothing in this clause will limit the right of MeetingPackage.com to take proceedings against users of this Website in any other court of competent jurisdiction, nor will the taking of proceedings in any one or more jurisdictions preclude the taking of proceedings in any other jurisdictions, whether concurrently or not, to the extent permitted by the law of such other jurisdiction.