Booking and cancellation terms
These terms apply to bookings of services of Taevaskoja Turismi- ja Puhkekeskus OÜ (hereinafter the Holiday Centre), unless otherwise agreed in writing between the Holiday Centre and the client.
1. Booking and its confirmation
1.1. A price quote from the Holiday Centre is valid for 7 calendar days, unless otherwise stated in the quote.
1.2. Submitting a price quote does not constitute final confirmation of the booking. During the validity of the quote, the booking is treated as a provisional booking.
1.3. A booking is deemed confirmed once the prepayment invoice issued by the Holiday Centre has been paid or, by prior agreement of the parties, a letter of guarantee has been submitted.
1.4. To confirm a booking, a prepayment of 30% of the planned total cost of the booking must generally be paid.
1.5. All invoices must be paid by the due date stated on the invoice. If the client has not paid the invoice on time, the Holiday Centre has the right to cancel the booking.
1.6. If a booking is confirmed less than 14 calendar days before the date of use of the service, the client will be invoiced for 100% of the planned cost of the booking. The invoice must be paid within 24 hours, unless otherwise stated on the invoice.
1.7. If a booking is confirmed more than 14 calendar days before the use of the service and the client has paid the 30% prepayment, an invoice for the remaining 70% will be issued 7 calendar days before the date of use of the service.
1.8. No later than one working day before the start of the event or the use of the service, 100% of the booking cost known at that time must have been paid, unless the parties have agreed otherwise in writing.
1.9. If, after the booking has been confirmed, the client reduces the volume of ordered services so that the total cost of the booking decreases by more than 20%, the Holiday Centre has the right to review the pricing. Reducing the volume of services may change unit prices, package prices and/or previously granted discounts. The amended price will be communicated to the client before the change is confirmed.
1.10. By paying the invoice or prepayment invoice, the client confirms that they have read the booking and cancellation terms and the house rules of the Holiday Centre and agree to comply with them.
2. Catering
2.1. On the premises of the Holiday Centre, catering is generally provided by the Holiday Centre kitchen.
2.2. Bringing your own food, using an external caterer or other special arrangements must be agreed with the Holiday Centre before the booking is confirmed.
2.3. Bringing alcoholic and other beverages must be agreed with the Holiday Centre in advance. A corkage fee may apply to beverages brought along.
2.4. Serving of beverages brought along, glasses and other service are not automatically included in the price of the rooms or accommodation, and an additional fee may apply when using these services.
3. Cancellation of a booking
3.1. To cancel a booking, the client must submit a written cancellation notice to the Holiday Centre. The date of cancellation is deemed to be the date on which the Holiday Centre received the client’s cancellation notice.
3.2. If the client cancels the booking at least 90 calendar days before the date of use of the service, 50% of the prepayment paid will be refunded to the client, except for high-season bookings as set out in these terms.
3.3. The amount to be refunded will be paid back to the client no later than 30 calendar days after receipt of the cancellation notice.
3.4. If the client cancels the booking less than 90 calendar days before the date of use of the service, the prepayment paid will not be refunded.
4. Special terms for high-season bookings
4.1. The high season is the period from 1 May to 31 August (inclusive).
4.2. Stricter cancellation terms apply to high-season bookings, as the accommodation, event and service capacity of the Holiday Centre is limited during this period and the dates, rooms and other resources reserved for a confirmed booking are withdrawn from sale to other clients.
4.3. The booking prepayment paid for an event, accommodation or other service taking place in the high season is non-refundable if the booking is cancelled on the client’s initiative.
4.4. The non-refundability of the high-season prepayment applies regardless of how much time remains between the client’s cancellation notice and the date of use of the booked service. Accordingly, the 50% prepayment refund condition set out in clause 3.2 does not apply to high-season bookings.
Example: if an event is booked for 15 July and the client cancels the booking on their own initiative, the prepayment paid to confirm the booking is not refundable even if the client gives notice of cancellation more than 90 days before the event.
4.5. The non-refundability of the high-season prepayment concerns cancellation of a booking on the client’s initiative. It does not limit the client’s statutory rights in a situation where the Holiday Centre fails to provide the agreed service or otherwise breaches the contract.
4.6. Where possible, the Holiday Centre may offer the client a change of the booking date or the use of the prepayment paid towards another booking. Offering such an option is subject to a separate agreement between the parties and does not give the client an automatic right to change the booking date or transfer the prepayment.
5. Changing the booking
5.1. A request to change the date of use of the service, the accommodation, the building or any other essential condition of the booking may be treated as cancellation of the existing booking and the making of a new booking.
5.2. With the consent of the Holiday Centre, a booking may be changed without cancelling the existing booking. The change and any related price change will be confirmed in writing.
5.3. If an event is postponed, the Holiday Centre may, by agreement with the client, allow the prepayment already paid to be used towards a new booking within one year.
6. Bookings confirmed with a letter of guarantee
6.1. If a booking has been confirmed with a letter of guarantee instead of a prepayment and the client cancels the event less than 90 working days before it takes place, the client is obliged to pay the agreed amount in accordance with the letter of guarantee/price quote and the agreement concluded between the parties.
7. Circumstances beyond the control of the Holiday Centre
7.1. If the provision of a service is prevented by an extraordinary circumstance beyond the control of the Holiday Centre, including a restriction arising from legislation or an order of a competent state authority, the parties will resolve matters relating to the booking according to the specific circumstances, the agreement between the parties and the applicable law.
7.2. Where possible, the Holiday Centre may offer to postpone the booking and to use the amount paid towards a new booking within an agreed period.
House rules
8. Arrival and departure
8.1. The period of use of the Seminar House, Camp House and Small Holiday House begins on the day of arrival at 16.00 and ends on the day of departure at 11.00 at the latest.
8.2. Earlier arrival and later departure are possible only by prior arrangement.
9. Use of rooms and services
9.1. The client may use only those rooms, parts of the grounds and services that are specified in the confirmed quote or invoice.
9.2. Unauthorised use of the property, rooms or services of the Holiday Centre is not permitted. This includes, among other things, staff rooms, dishes, food products, coffee, tea and other property not provided for the client’s use.
9.3. In the event of unauthorised use or additional costs incurred, the Holiday Centre has the right to require the client to compensate for justified additional costs.
9.4. Catering, accommodation, use of the sauna and hot tub and other additional services are available by advance order.
9.5. The sauna and hot tub may be heated only by the staff of the Holiday Centre, unless otherwise agreed in writing in advance.
9.6. If the rooms or grounds are to be used for an activity for which they are not normally intended, the activity must be agreed with the Holiday Centre in advance.
10. Client’s responsibility
10.1. The client is responsible for ensuring that all guests and event participants associated with their booking comply with these house rules.
10.2. The client is liable for damage caused to the Holiday Centre by themselves and their guests to the extent provided by law and by the agreement between the parties.
10.3. Damage caused to the buildings, facilities, landscaping, furniture, equipment or other property of the Holiday Centre must be compensated.
10.4. If an event gets out of control, there is vandalism, the lawful instructions of the Holiday Centre staff are ignored, or people or property are endangered, the Holiday Centre has the right to demand that the violation be stopped and, if necessary, to end the event.
11. Internal rules and quiet hours
11.1. Outdoor footwear is not worn indoors at the Holiday Centre. We recommend bringing indoor shoes. Outdoor footwear must be left in the designated place.
11.2. Motor vehicles may be driven and parked on the grounds only in the designated places.
11.3. From September to May, quiet hours begin at 22:00 and from June to August at 24:00, except on Midsummer Eve and New Year’s Eve.
11.4. During quiet hours, music and other sound must be kept at a level that does not disturb other visitors or local residents.
12. Pets
12.1. Pets are allowed at the Holiday Centre only by prior arrangement.
12.2. The owner or keeper of the animal must ensure that the animal does not endanger or disturb people or damage the property of the Holiday Centre.
12.3. On the grounds, a pet must be under the supervision of its owner or keeper and must be kept on a lead.
12.4. The owner of the animal must clean up after the animal and is liable for any damage caused by the animal.
12.5. When staying with a pet, there is a deposit of 50 euros per animal. The deposit is refunded if the animal has not caused damage, the need for additional cleaning or other additional costs.
12.6. If, after the pet’s departure, the rooms require more thorough cleaning than usual or dry cleaning, the related justified costs are borne by the owner of the animal.
12.7. A pet may not be present in rooms related to catering or in places where its presence may be dangerous to the animal or to other people.
12.8. Where possible, we ask that walks for the pet’s natural needs be taken outside the grounds of the Holiday Centre.
13. Accommodation of minors
13.1. A person aged at least 16 may stay at the Holiday Centre without an adult companion with the prior written consent of a parent or guardian.
13.2. The consent must include the name and date of birth of the minor, the dates of arrival and departure, and the name and contact details of the parent or guardian.
13.3. A person under 16 may stay at the Holiday Centre only together with an adult companion.
13.4. Events for minors are not permitted without a responsible adult present on site.
14. In the houses and on the grounds of the Holiday Centre it is prohibited to
- bring or use illegal weapons, narcotic or psychotropic substances, or other prohibited or dangerous items;
- smoke outside the designated areas;
- throw cigarette butts or litter on the ground;
- use fireworks or other pyrotechnics without the prior permission of the Holiday Centre;
- use hookahs or e-cigarettes indoors;
- damage buildings, furniture, furnishings, dishes or other equipment;
- rearrange the furnishings of the rooms without permission;
- take equipment of the Holiday Centre out of the buildings;
- leave a burning fireplace unattended;
- relieve oneself or vomit in places not intended for this purpose;
- disturb other visitors or engage in activities that endanger people or property;
- make a fire, barbecue or burn candles without permission in places not intended for this purpose;
- heat the sauna or hot tub without permission.
If a violation causes damage or the need for extraordinary cleaning, the client is obliged to compensate for the related justified costs.
15. Safety
15.1. All visitors must comply with the legislation in force in the Republic of Estonia and with the lawful instructions of the police, the Rescue Board and the staff of the Holiday Centre.
15.2. In the event of a fire, bomb threat or other immediate danger, call the Emergency Response Centre on 112 immediately and, if possible, inform the staff of the Holiday Centre.
16. Keys and property
16.1. If a room or house key is lost, the client will reimburse the costs of replacing the key. If the parties have agreed on a fixed key replacement fee, it is 70 euros.
16.2. The Holiday Centre is not liable for the loss, damage or destruction of personal belongings left unattended, except where liability arises from law.
16.3. The Holiday Centre is not liable for damage or costs caused by natural or weather conditions beyond the control of the Holiday Centre, except where liability arises from law.
17. Final provisions
17.1. Where necessary, a separate contract for the use of the rooms or grounds will be concluded with the client. These house rules may form an integral part of such a contract.
17.2. If the provisions of these terms differ from an agreement concluded separately in writing with the client, the separate agreement prevails.
17.3. BOOKING AND CANCELLATION TERMS
Taevaskoja Turismi- ja Puhkekeskus OÜ
1. General provisions
1.1. These booking and cancellation terms (hereinafter the terms) apply to the booking and use of accommodation, catering, venue hire, event and other services offered by Taevaskoja Turismi- ja Puhkekeskus OÜ (hereinafter the Holiday Centre), unless otherwise agreed in writing between the Holiday Centre and the client.
1.2. The terms apply to both private individuals and legal entities, taking into account the differences arising from the applicable law.
1.3. These terms and the house rules of the Holiday Centre form an integral part of the terms of the booking and use of services, provided they were made known to the client before the contract was concluded and became part of the contract.
1.4. Before the booking is confirmed, the Holiday Centre makes available to the client the price of the service, the content of the ordered services, the payment terms and the procedure for changing and cancelling the booking.
1.5. If an agreement concluded separately in writing with the client differs from these terms, the separate agreement prevails to the extent that it complies with the law.
2. Booking and its confirmation
2.1. A price quote from the Holiday Centre is valid for 7 calendar days, unless otherwise stated in the quote.
2.2. Submitting a price quote does not constitute final confirmation of the booking. During the validity of the quote, the Holiday Centre may treat the requested dates and services as a provisional booking.
2.3. A provisional booking does not automatically guarantee the client the right to use the rooms or services. The Holiday Centre will inform the client whether and until what date the requested dates will be held in reserve for them.
2.4. A booking is deemed confirmed once the prepayment invoice issued by the Holiday Centre has been paid or, by prior written agreement of the parties, a letter of guarantee has been submitted and accepted by the Holiday Centre.
2.5. To confirm a booking, a prepayment of 30% of the planned total cost of the booking must generally be paid.
2.6. The prepayment is included in the total cost of the booking. The prepayment is not a separate additional charge.
2.7. Upon confirmation of the booking, the Holiday Centre reserves for the client the agreed dates, rooms and other resources required to provide the services.
2.8. By confirming the booking, the Holiday Centre undertakes to provide the agreed services and the client undertakes to pay for them in accordance with the confirmed quote and these terms.
2.9. Before confirming the booking, the client must check the dates, accommodation, number of participants, content of the services and cost stated in the quote and inform the Holiday Centre of any inaccuracies.
3. Payment and payment deadlines
3.1. All invoices must be paid by the due date stated on the invoice.
3.2. If a booking is confirmed more than 14 calendar days before the start of use of the service, the client generally pays a 30% prepayment when confirming the booking.
3.3. The Holiday Centre will issue an invoice for the remaining 70% no later than 7 calendar days before the start of use of the service.
3.4. No later than one working day before the start of use of the service, 100% of the booking cost known at that time must have been paid, unless the parties have agreed otherwise in writing.
3.5. If a booking is confirmed less than 14 calendar days before the start of use of the service, the client will generally be invoiced for 100% of the planned cost of the booking.
3.6. The invoice referred to in clause 3.5 must be paid within 24 hours of its issue, unless otherwise stated on the invoice or in the agreement between the parties. The payment must be received before the start of use of the service.
3.7. If the client does not pay an invoice on time, the Holiday Centre has the right to send the client a payment reminder and, where possible, to set an additional reasonable payment deadline.
3.8. If the client fails to fulfil the payment obligation within the additional deadline, or if granting an additional deadline is not reasonably possible due to the proximity of the start of the service, the Holiday Centre may cancel the booking or terminate the contract on the grounds provided by law and by the agreement between the parties.
3.9. The Holiday Centre may claim compensation for damage, late payment interest or other costs caused by a breach of the payment deadline to the extent permitted by law and by the agreement between the parties.
3.10. Additional services ordered or used after the use of the service will be invoiced separately if necessary.
4. Changes to the scope and price of the booking
4.1. The scope of services, number of participants, use of rooms or other essential conditions of a confirmed booking may be changed by agreement of the parties.
4.2. If, after the booking has been confirmed, the client reduces the volume of ordered services so that the planned total cost of the booking decreases by more than 20%, the Holiday Centre has the right to review the pricing.
4.3. Reducing the volume of services may affect unit prices, package prices, group discounts and other conditions taken into account in the original price quote.
4.4. Any change in pricing must be based on justified circumstances, including costs that have changed as a result of the reduced volume of services or the conditions of discounts taken into account when preparing the original price quote.
4.5. The Holiday Centre will inform the client of the amended price and the reasons for it before the change is confirmed.
4.6. If the parties do not reach agreement on the amended terms, the previously confirmed booking remains in force, unless the parties agree to terminate it or another solution arises from law.
4.7. In the event of a partial reduction of the booking, the cancellation terms set out in these terms may apply to the reduced services, provided the client has been informed of this before the change is confirmed.
5. Catering and beverages brought along
5.1. On the premises of the Holiday Centre, catering is generally provided by the Holiday Centre kitchen.
5.2. Bringing your own food, using an external caterer or other special catering arrangements must be agreed with the Holiday Centre before the booking is confirmed.
5.3. Bringing alcoholic and other beverages must be agreed with the Holiday Centre in advance.
5.4. A corkage fee may apply to beverages brought along; its amount or basis of calculation will be communicated to the client before the relevant arrangement is confirmed.
5.5. Serving of beverages brought along, use of glasses and other service are not automatically included in the price of venue hire or accommodation. A previously agreed additional fee may apply when using these services.
5.6. The final number of participants for catering, the menu, special dietary requirements and other organisational matters will be confirmed between the parties by a separately agreed deadline.
6. Cancellation of a booking in the regular season
6.1. The regular season is the period from 1 September to 30 April (inclusive).
6.2. To cancel a booking, the client must submit a written cancellation notice to the Holiday Centre, which may also be submitted by e-mail.
6.3. The date of cancellation is deemed to be the date on which the Holiday Centre received the client’s cancellation notice.
6.4. If the client cancels a regular-season booking at least 90 calendar days before the start of use of the service, the client will be refunded 50% of the 30% booking prepayment paid.
6.5. In the case referred to in clause 6.4, the Holiday Centre retains the remaining 50% of the prepayment as an agreed cancellation fee, taking into account the restrictions arising from law.
6.6. If the client cancels a regular-season booking less than 90 calendar days before the start of use of the service, the 30% prepayment paid to confirm the booking will generally not be refunded.
6.7. If the client has paid more than 30% of the total cost of the booking, this does not automatically mean that the entire amount paid is non-refundable. The basis for retaining the amount exceeding the prepayment or claiming an additional fee must clearly arise from the agreement between the parties or from law.
6.8. The purpose of the cancellation fees is to take into account the rooms, dates and resources reserved by the Holiday Centre for the client and the economic consequences of cancelling the booking.
6.9. Cancellation fees are applied to the extent permitted by law. These terms do not exclude the client’s right to contest a term that is unreasonably detrimental or otherwise unlawful.
6.10. The amount to be refunded will be paid back to the client no later than 30 calendar days after receipt of the cancellation notice, unless a shorter period arises from law.
7. Special terms for high-season bookings
7.1. The high season is the period from 1 May to 31 August (inclusive).
7.2. Stricter cancellation terms apply in the high season, as demand for accommodation, event and service capacity is higher and it may not be possible to resell the dates, rooms and other resources reserved for a confirmed booking after cancellation.
7.3. The 30% prepayment paid to confirm a booking for an event, accommodation or other service taking place in the high season is generally non-refundable if the booking is cancelled on the client’s initiative.
7.4. The non-refundability of the high-season prepayment applies regardless of how much time remains between the client’s cancellation notice and the date of use of the booked service.
7.5. The 50% prepayment refund condition set out in clause 6.4 does not apply to high-season bookings.
7.6. The high-season cancellation term is clearly communicated to the client before the booking is confirmed.
7.7. The non-refundability of the prepayment does not exclude the client’s statutory rights and does not apply to the extent that it would conflict with mandatory legal provisions.
7.8. If the client has paid more than 30% of the total cost of the booking, the refund or retention of the amount exceeding the prepayment will be resolved in accordance with the specific agreement and the applicable law.
7.9. Where possible, the Holiday Centre may offer the client a change of the booking date or the use of the prepayment paid towards another booking.
7.10. A change of booking or transfer of the prepayment is subject to a separate written agreement between the parties and does not give the client an automatic right to change the booking date or transfer the prepayment.
Example: if an event is booked for 15 July and the client cancels the booking on their own initiative, the 30% prepayment paid to confirm the booking is generally not refundable even if the client gives notice of cancellation more than 90 calendar days before the event.
8. Changing and postponing a booking
8.1. To change the date of the booking, the accommodation, the building, the number of participants or any other essential condition, the client must submit a corresponding request to the Holiday Centre.
8.2. The Holiday Centre assesses whether the change is possible, taking into account the availability of rooms and services, commitments already made and the costs associated with the change.
8.3. If the change cannot be made within the existing booking, the parties may agree to cancel the existing booking and make a new booking.
8.4. Any price changes and fees associated with changing the booking will be communicated to the client before the change is confirmed.
8.5. With the consent of the Holiday Centre, a booking may be changed without cancelling the existing booking.
8.6. If an event is postponed, the Holiday Centre may allow the prepayment already paid to be used towards a new booking within one year, if the parties agree on this in writing.
8.7. The prices and terms agreed upon its confirmation apply to the new booking.
8.8. Postponing a booking does not automatically entitle the client to a refund of the prepayment.
9. Bookings confirmed with a letter of guarantee
9.1. By prior written agreement, the Holiday Centre may confirm a booking on the basis of a letter of guarantee instead of a prepayment.
9.2. The letter of guarantee or the related written agreement must specify the booked services, their cost, the conditions for fulfilling the payment obligation and the consequences of cancelling the booking.
9.3. When a booking confirmed with a letter of guarantee is cancelled, the regular-season or high-season cancellation principles of these terms generally apply, unless the parties have agreed otherwise in writing.
9.4. If a booking confirmed with a letter of guarantee is cancelled less than 90 calendar days before the start of use of the service, the Holiday Centre has the right to claim the agreed cancellation fee to the extent set out in the letter of guarantee or other written agreement.
9.5. The amount claimable under the letter of guarantee must be clearly agreed in advance or objectively determinable and must comply with the applicable law.
9.6. For bookings confirmed with a letter of guarantee, the Holiday Centre may apply separately agreed payment and cancellation terms.
10. Client no-show
10.1. If the client does not arrive to use the booked service and does not notify the Holiday Centre of a cancellation or request to change the booking, this is treated as a client no-show.
10.2. In the event of a client no-show, the agreed cancellation terms and statutory provisions apply to the booking.
10.3. A no-show does not automatically entitle the client to a refund of the prepayment paid.
10.4. If the client arrives later than the agreed time or leaves early, this does not automatically reduce the agreed cost of the booking.
11. Non-provision of services by the Holiday Centre
11.1. If the Holiday Centre is unable to provide a service agreed in a confirmed booking, it will notify the client at the earliest opportunity.
11.2. Where possible, the Holiday Centre may offer the client an equivalent substitute service, another date or another solution acceptable to both parties.
11.3. A substitute service or new date is used with the client’s consent.
11.4. If the agreed service is not provided and the parties do not reach agreement on a substitute service, the refund of amounts paid and any other claims will be resolved in accordance with the applicable law.
11.5. These terms do not limit the liability of the Holiday Centre to the extent that such limitation is prohibited by law.
12. Extraordinary circumstances beyond the control of the Holiday Centre
12.1. If the provision of a service is prevented by an extraordinary circumstance beyond the control of the Holiday Centre, which the Holiday Centre could not reasonably foresee or avoid, the situation will be resolved according to the specific circumstances, the agreement between the parties and the applicable law.
12.2. Such circumstances may include, among other things, natural disasters, large-scale power or infrastructure outages, fires, restrictions imposed by state authorities or other extraordinary events, if they actually prevent the provision of the agreed service.
12.3. When an extraordinary circumstance arises, the affected party will notify the other party at the earliest opportunity and make reasonable efforts to mitigate the consequences of the circumstance.
12.4. Where possible, the Holiday Centre may offer to postpone the booking, provide a substitute service or allow the amount paid to be used towards a new booking.
12.5. Postponing a booking or transferring the amount paid to a new booking is subject to agreement between the parties.
12.6. The occurrence of an extraordinary circumstance does not automatically mean that the Holiday Centre is entitled to retain all amounts paid or that the client is released from all contractual obligations. The rights and obligations of the parties are determined in accordance with the law and the specific circumstances.
13. Acceptance of the terms
13.1. The Holiday Centre makes these booking and cancellation terms and the house rules available to the client before the booking is confirmed.
13.2. When making a booking, the client confirms that they have had the opportunity to read the terms and agree to the terms applicable to the booking.
13.3. Payment of the prepayment invoice or any other invoice issued to confirm the booking may serve as additional confirmation of the client’s acceptance of the terms communicated in advance.
13.4. Where necessary, the Holiday Centre may ask the client for a separate written confirmation that the client has read the terms on the non-refundability of the high-season prepayment and other essential cancellation terms.
14. Final provisions
14.1. These terms apply together with the house rules of the Holiday Centre and any separate agreements concluded with the client.
14.2. The Holiday Centre has the right to amend these terms. Bookings that have already been confirmed are generally subject to the terms in force at the time of their confirmation, unless the parties have agreed otherwise or the law provides otherwise.
14.3. Any disagreements arising between the parties will first be resolved through negotiation.
14.4. If no agreement is reached, the dispute will be resolved under the applicable law in a competent court or another dispute resolution body provided by law.
14.5. A consumer has the right to apply to the Consumer Disputes Committee under the conditions provided by law.
14.6. These terms do not limit the client’s statutory rights to the extent that the limitation of such rights is not permitted.
Thank you for reading the booking and cancellation terms before confirming your booking. Clear agreements help ensure smooth cooperation and a pleasant visit to the Taevaskoja Tourism and Holiday Centre.These terms do not limit the client’s rights to the extent that the limitation of such rights is not permitted under the applicable law.