General terms and conditions
of Varjola Resort & Activities
1. Prices
The given prices include VAT according to the Taxation Laws and Regulations of Finland. Varjola reserves the right to change the prices in case of any unforeseen increases in costs (including but not limited to taxes, fuel prices) beyond the control of Varjola. All programs, services and tours delivered directly by Varjola follow these General terms.
2. Setup Charge
All facilities are subject to a charge, unless mentioned otherwise in the offer. Meeting and break out rooms are charged with separate rent specific to the premises. Changes in furniture, extra furniture and other arrangements are charged separately. Audio and audio-visual services and devices which are not part of the basic fixtures of the restaurant/meeting facility will be charged separately. If on request of the customer the supplier of the served goods acquires special permits such as an extended license to dispense alcohol or a notification on temporary catering or undertakes special arrangements such as acquiring a show, band, decorations and structures, etc., the customer shall be liable for all costs incurred by these actions.
3. Methods and terms of payment
Payment Method must be agreed on when confirming the reservation. Possible payment methods are credit card / debit card, cash, full prepayment or bank transfer 14 days after receiving the invoice.
Post-invoicing must always be agreed in advance. Reservations that have been made directly to Varjola and the Varjola´s website or in-house sales office, as well as reservations made through GDS channels, can be post-invoiced. Post- invoicing must be agreed on with the salesperson in advance for each reservation, even for reservations made through the GDS channel. Reservations made through OTA (Online Travel Agency) channels are not post-invoiced. If the method of invoicing has not been agreed on with the salesperson in advance, the reservation must be paid on spot either by cash or by credit card. The minimum amount for post-invoice at the first purchase by a customer is 500€. If the total value of the invoice is less than 500€, post-invoice won’t be send and the reservation must be paid on spot either by cash or by credit card.
4. Guarantee policy
Credit card guarantee is required for all reservations when confirming the reservation. Please provide a credit card to guarantee the reservation, including the number of the card, date of expiration and name of the card holder.
5. Responsibilities
Customer responsibility
The customer will be responsible for all damage caused to the premises and all equipment included in the rented venue. The customer takes also full responsibility for all equipment brought to the premises.
The customer agrees to follow the instructions given by the staff of the location in matters concerning the usage of the house, furniture and devices. In the case of an accident, Varjola shall charge the customer for all repairs and cleaning costs, etc.
The customer is under contract to follow the instructions given by the staff of Varjola considering the venues, gear and equipment. The customer is responsible for following the timetable of the program. If the customer neglects this duty, Varjola has the right to charge the expenses caused by the neglect.
Operator responsibility
Liability for damages considering transportation is limited by the legislation of transportation (agreements valid in Finland or internationally). Varjola is not responsible for indirect or unforeseen damages as losing profit or equivalent. Varjola is not responsible for damages caused by insuperable or unforeseen reasons that Varjola could not prevent. Motives like these are for example war operations, natural catastrophe, infectious disease, strike and equivalent events. Varjola is responsible for informing the passengers immediately of this and aim to act in a way that the damages suffered by the passenger will stay as small as possible. The passenger has the right to compensation (from a damage to a person, item or property), which has been caused by an error in a performance of tour operator, if the mistake or accident is in consequence of negligence. The claim for compensation has to be presented in writing to the operator, not later than two weeks after the trip has ended, if there is no special reason for extending the time.
All our guides have undertaken our own training program and are highly qualified. When applicable safety instructions will be briefed. During driving lesson which the participants are briefed on technique and safety rules. Guidance are provided in English.
6. Reservation terms
6.1. Order confirmation and verifying the total number of attendees
The order confirmation must include:
total number of attendees
schedule and program of the event, catering and times of meals and possible special diets and allergies
table set up, meeting equipment and signage for the billboard
names and contact details of hosts
Events of over 20 people
order confirmation at the latest two (2) weeks before the date of the event
after this, the total number of attendees can be changed by +/- 10%
the final invoice is based on the confirmed total number of attendees, confirmed six (6) business days before the event.
Events with 1-19 people
order confirmation at the latest four (4) days before the date of the event
the final invoice is based on the total number of attendees confirmed with the order confirmation
If the order confirmation has not been submitted by the deadline, we reserve the right to choose the best alternative in catering at average prices. After the deadline for any changes Varjola shall reserve the right to: 1.revise the price of the event, 2. charge separate room rental, 3. change the rented facility to another one and 4. renegotiate other details of the event.
6.2 Cancellation terms
The order by the customer is binding. However, the customer may cancel the order, in which case Varjola reserves the right to charge a cancellation fee according to the below cancellation terms. If the details and catering of the event have not been agreed on, the grounds for the cancellation charge are facilities -based rent of the above-mentioned event and, with regard to catering, the lowest-priced meeting package or offer-related menu. Cancellation inquiry shall be made in writing within office hours in Finland. The requested cancellations are subject to the written approval of Varjola.
Size of the event
Cancellation date and terms
1-10 people
14 days before the date of the event – no charge
7-13 days before the date of the event – 50% of the order value
4-6 days before the date of the event – 75% of the order value
0-3 days before the date of the event – 100% of the order value
11-30 people
30 days before the date of the event – no charge
14-29 days before the date of the event – 50% of the order value
8-13 days before the date of the event – 75% of the order value
0-7 days before the date of the event – 100% of the order value
31-80 people
60 days before the date of the event – no charge
30-59 days before the date of the event – 50% of the order value
14-29 days before the date of the event – 75% of the order value
0-13 days before the date of the event – 100% of the order value
80-150 people
60 days before the date of the event – no charge
30-59 days before the date of the event – 50% of the order value
14-29 days before the date of the event – 75% of the order value
0-13 days before the date of the event – 100% of the order value
Over 150 people
60 days before the date of the event – no charge
30-59 days before the date of the event – 50% of the order value
14-29 days before the date of the event – 75% of the order value
0-13 days before the date of the event – 100% of the order value
7. Liabilities
Liability Insurance
Varjola has a General Third Party Liability Insurance for bodily injury and property damage according to the terms and conditions of Local Tapiola Group (Lähitapiola).
Motor Liability Insurance
All the coaches or other motorized transport vehicles used in traffic in Finland must have valid Motor Liability Insurance. The valid Motor Liability Insurance of the vehicle that caused the accident shall cover compensation for damages or injury resulting from a road accident. Under the provisions, any person suffering bodily injuries is entitled to receive compensation for the cost of medical treatment, pain and suffering, and handicap, in accordance with the terms and conditions of Motor Liability Insurance and laws and regulations of Finland. Compensations are based on tariffs in accordance with laws and regulations of Finland and orders of the Finnish authorities.
If an injured party has willfully or out of gross negligence caused his/her own injury, the injured party is not entitled to compensation.
Varjola is not liable for any loss, injury or damage whether direct, indirect or consequential, arising from incidents or accidents during transfers, except to the extent that such loss, injury or damage is caused by intention or by gross negligence. Personal travel insurance is therefore highly recommended.
EU –and EEA and Swiss citizens, who have European Health Insurance Card, are entitled to medical services in Finland while visiting here, which will be provided in accordance with the legislation of the Finland.
The Consumer agrees to indentify and hold harmless Varjola , its officers and employees from and against liability for any indirect loss and costs arising from any negligent act or omission or from any breach of the Terms and Conditions.
Self-Liability
All motor wehicles used in delivered services are insured as required by Finnish law and the coverage is subject to the above-mentioned Motor Liability Insurance terms and conditions.
Varjola reserves the right to change the routing and duration of all excursions if necessary according to the prevailing weather- and snow conditions or if deemed advisable for the sake of safety and the comfort of the participants and animals. Varjola reserves the right to discontinue the safari if a participant is seen as a potential danger to him/herself and participating animals or to others or is in poor health.
8. Other injuries
Varjola may only be held liable for personal injuries or material damage arising from accidents that have happened during the delivery of the offered services and which are caused by negligence of Varjola or its employees or sub-contractors or by the provision of faulty equipment. Varjola is not liable for any accidental damage or injury which has to be indemnified under the travel insurance of a customer. Personal travel insurance is always highly recommended.
Safaris can be physically demanding and the participants may be exposed to different kinds of physical strain. In case the Consumer is having any illnesses or disabilities (for instance heart disease, asthma, diabetes, epilepsy, back or hip problems) that could affect his/her ability to take part in the services, or if she is pregnant, she/he should prior to participating any services consult medical experts about her/his ability to participate in the service in question. Should the customer have an illnesses or disability of this nature, he/she acknowledges that he/she participates in the service at his/her own risk.
All animals used in the our programs are trained, as far it is possible for the activity. All Animals are kept and housed according to the current prevailing Finnish legislation and animal welfare standards.
However, behavior of animals can never be fully predicted and therefore, in order to reduce risks, given safety and other instructions have to be obeyed.
9. Applicable law and jurisdiction
These terms and conditions shall be governed by and construed in accordance with the Finnish Law. The Finnish Courts shall have the exclusive jurisdiction to settle any dispute, controversy or claim related to such a demand. The District Court of Central Finland (in Finnish: Keski-Suomen Käräjäoikeus), placed in Jyväskylä, shall be the court of first instance.
Cancellation Policy for periods of stay after 31.5.2020
For the time being, we are applying the following cancellation terms due to the special situation caused by corona virus. Please note that if you have made the reservation through a 3rd party or a travel agency, please contact them to make changes to your reservation or to apply for a refund.
Group and Meetings & Events bookings
Group bookings and Meeting & Events bookings can be cancelled according to cancellation policy.
In case where the agreement includes a mutual force majeure-clause listing specific force majeure-events or circumstances – and epidemic and pandemic disease is mentioned as such an event or circumstance – the Corona outbreak may be regarded as a force majeure-event.
In case where the agreement includes a mutual force majeure-clause listing specific force majeure-events or circumstances – and epidemic and pandemic disease is not mentioned as such an event or circumstance – the Corona outbreak will not be regarded as a force majeure-event unless the authorities has announced prohibitions/bans preventing the customer from staying at the hotel or carrying out or attending events in Varjola (please note that recommendations and/or guidelines from the authorities are not considered to be a valid force majeure-event).
*The prohibition announced by the Finnish authorities on March 11, 2020 against holding public gatherings and public events does not per se apply to the daily operations of the hotel (i.e. letting of rooms, breakfast, dinner etc.) but to such events with more than 500 participants which are addressed to the public. For now, private gatherings or corporate events (e.g. conferences not addressed to the public) are not affected by the ban.
In case where the agreement includes a mutual force majeure-clause with a general wording (not including a list of specific events or circumstances), the Corona outbreak will not be regarded as a force majeure-event unless the authorities announces prohibitions preventing the customer from staying at the hotel or carrying out or attending events at the hotel (please note that recommendations and/or guidelines from the authorities are not considered to be a valid force majeure-event).
In cases where the agreement includes a one-sided force majeure (for the benefit of the hotel) or if the agreement with the customer is silent, the customer cannot invoke force majeure.
Safety procedures in Varjola Resort & Activities
Varjola follows the recommendations, advice and instructions being issued by the health authorities. We are carefully following the development of the recommendations issued by the health authorities and are updating our procedures accordingly.
We are extremely vigilant and strictly adhere to safety instructions to ensure the health of our customers and staff. Our facilities and services are safe for our guests as we strictly follow the instructions and regulations set by the authorities.
In case a situation arises, in which a guest or employees is suspected of being infected with the new corona virus (COVID-19), we will follow the instructions issued by the health authorities.
Procedures to minimise and manage the risk of infection:
Employees have been instructed on how best to deal with the current situation and how they can avoid becoming infected.
We abstain from shaking hands, and avoid situations in which we could be exposed to people sneezing, coughing or similar.
We have increased the use of antibacterial spray and hand sanitizer.
We encourage our employees and guests to be extra diligent with hand hygiene.