Terms of Payment and Cancellation

FIT / Individual Bookings

FIT / Individual Bookings
For bookings up to DKK 50,000

Prepayment (Bank Transfer): Must be received no later than 7 days prior to arrival.
Payment (Credit Card): Must be completed at least 72 hours prior to arrival.
Guarantee Requirement: All bookings must be secured with a valid credit card.

Cancellation Policy
Free Cancellation: Cancellations submitted 72 hours prior to arrival (via email to the reception) will be fully refunded.
Refund Policy: All payments are refunded in full if the cancellation is made within the specified deadline.
No‑Show / Late Cancellation: No refunds will be issued in case of no‑show or late cancellation.

For bookings of DKK 50,000 or more
Booking Fee: A non‑refundable deposit of 10% of the total room value must be paid within 21 days of reservation to secure the booking.
Prepayment (Bank Transfer): Due 7 days prior to arrival.
Payment (Credit Card): Required 72 hours prior to arrival.
Guarantee Requirement: All bookings must be guaranteed with a valid credit card.

Cancellation Policy
Cancellation: Cancellations submitted at least 72 hours prior to arrival, via email to the reception, will be eligible for a refund, with the exception of any non‑refundable payments.
No‑Show / Late Cancellation: No refund applies.

GROUP BOOKINGS
Summer Season: June / July / August / mid‑September

Reservation Fee: 10% of total room charge, payable within 21 days of booking.
First Payment (120 Days Prior): 35% of the total amount is due 120 days prior to arrival.
Final Payment (60 Days Prior): Remaining balance must be paid 60 days prior to arrival.
Refund Policy: All payments made are non‑refundable.
Name List Deadline: Full list of guest names must be submitted 30 days prior to arrival.
Name Changes: Free of charge up to 30 days prior to arrival.

Outside Summer Season
Reservation Fee: 10% deposit due within 21 days of booking.
First Payment: 35% due 120 days prior to arrival.
Final Payment: Full balance due 30 days prior to arrival.
Refund Policy: All payments are non‑refundable.
Name List: Due 30 days prior to arrival; name changes allowed free of charge until this date.

Larger Groups & Conferences (50 rooms or more)
Reservation Fee: 20% deposit due within 21 days of booking.
First Payment: 35% due 120 days prior to arrival.
Final Payment: Full payment due 60 days prior to arrival.
Refund Policy: All payments are non‑refundable.
Name List: Due 30 days prior to arrival; name changes free up to this date.

Room Reduction Policy
Reductions in the number of booked rooms is allowed between the first and final payments without penalty.

Allotment Blocks
(Guests book and pay directly to Hotel Hafnia P/F)

Release date must be agreed upon within 21 days of booking.
Guests must guarantee their stay via a payment link provided in the confirmation email.
Rooms not booked by the release date will automatically return to the hotel’s inventory.
Once an allotment agreement is in place, the organiser holds no responsibility for guest reservations or payments.

Food & Beverage Reservations
(Applicable to individual and group bookings)

Payment: Pre‑booked meals and meeting rooms must be paid 7 days prior to arrival.
Free Cancellation: Must be submitted via email before the payment deadline.
Refund Policy: Cancellations received up to 72 hours prior to arrival qualify for a partial refund.
Late Cancellations: No refund applies.