• rivieremontmorency

RESERVATION AND CANCELLATION POLICIES FOR GROUP PACKAGES AT THE FORÊT MONTMORENCY

DEFINITIONS AND RESPONSIBILITIES

Definition of a group booking
• A group booking is defined as 5 or more rooms booked by one person.
• This person’s responsibilities depend on the payment method selected.
Option 1: Each group member pays individually for the stay at the Forêt Montmorency. Each group member becomes subject to the individual booking policies.
Option 2: One group representative has contact with the Forêt Montmorency, one invoice is generated, and the group’s representative pays the group invoice.

Responsibilities under Option 1

  • The group leader must provide the rooming list to the Forêt Montmorency within 5 days of the reservation; failure to provide this information may result in cancellation of the group’s reservation;
  • Once the rooming list has been received, the Forêt Montmorency communicates with the customers to verify the services requested and complete the booking;
  • In the absence of an immediate response, the Forêt Montmorency allows 5 days to respond to the reservation request;
  • Unconfirmed rooms without paid deposits will be offered to other customers;
  • The individual booking policy applies.

Responsibilities under Option 2

  • The group leader pays the invoice;
  • A booking contract must be signed between the Forêt Montmorency and the group leader;
  • Any information concerning the stay of the group must be via the form provided by the Forêt Montmorency no later than 15 days before the arrival of the group;
  • Any change to the stay can only be arranged by the group leader;


Terms of payment
Option 1 payment methods are the same as for individual bookings; 
Option 2 payment methods: specific conditions:

  • At the time the reservation is made, the group leader must make a deposit to guarantee the booking. The amount of the deposit is determined according to the table available on the Internet at the following address: here
  • The balance is due in full no later than 7 days before arrival;
  • Failure to make payments in accordance with the deadlines may result in the cancellation of the booking and loss of the deposit

Option 2 payment methods: company component:

  • The University reserves the right to perform a credit check and to refuse a request for billing;
  • To proceed with billing, the customer must provide a payment guarantee (a purchase order number, a credit card number, etc.) to confirm agreement with the terms described herein;
  • If a guarantee cannot be provided, a deposit must be paid within 10 days after the reservation. The amount of the deposit is determined according to the table available on the Internet at the following address: here
  • Following the stay, the University will bill the services related to Option 2 pricing as identified in this contract; costs related to the cancellation and amendment policies as well as any penalties will be applied if necessary;
  • Payment must be made upon receipt of the invoice to the address indicated;
  • The University will apply a penalty of 15% for checks returned due to insufficient funds;
  • If the payment period exceeds ten (10) days, the University reserves the right to charge interest on the unpaid balance at the rate of 1.25% per month, compounded monthly for a total of 16.08% per year;
  • Billing post-stay does not affect the application of cancellation and amendment terms.

 
Amendment Terms

  • Changes that do not affect the reservation dates and do not reduce the value of the booking will be accepted without charge;
  • Changes to dates made 14 days or more before the reservation date and do not reduce the value of the stay will be accepted free of charge;
  • Changes reducing the value of the stay are treated according to the cancellation policy. However, changes that reduce the numbers to below minimum reservation conditions established by the Forêt Montmorency (egminimum number of people or nights) will not be accepted. Only a total cancellation of the stay is accepted;
  • Changes to dates that are made 13 days or less before the date of the stay will be treated according to the cancellation policy even if the value of the stay is not diminished.

 
Terms of cancellation
Within 24 hours of making the reservation:

  • A cancellation is accepted and the deposit will be refunded without charge;

After more than 24 hours after making the reservation:

  • For a cancellation made more than 31 days before the arrival date, a penalty of 30% of the value * of the cancellation is taken from the deposit;
  • For cancellations made between 14 and 31 days before the arrival date, a penalty of 50% of the value * of the cancellation is taken from the deposit;
  • For cancellations made between 8 and 13 days before the arrival date, a penalty of 70% of the value * of the cancellation is taken from the deposit;
  • Cancellations made between 1 and 7 days before the arrival date will not be accepted and a penalty of 100% of the value * of the cancellation is required;
  • From the date of arrival, no refund is possible and the value of the cancellation is no longer calculated on the smallest reservation possible (see * below).
  • A reservation can be transferred to another person without charge, but the reservation service must be notified. In such a situation, the payments already made by the person responsible for the original booking are not refundable by the Forêt Montmorency.


* The value of the cancellation is always based on the least expensive possible booking for the type of accommodations and the period reserved (high season or low season). For example, the cancellation of a triple occupancy room in the Pavilion with bedding and full board for 2 nights, weekends, in the high season is $482.04. The minimum that could be booked by the client is a single occupancy room in the Pavilion with full board without bedding for 2 nights, which is $174.98. The value of the cancellation is based on this lower amount.
* If cancellation has the effect of changing the type of rate, the cancellation fee is calculated before the rate change. (eg. a stay of 5 nights or more is $50/night, $250 for 5 days. The cancellation of one night more than 31 days before the stay would be 5% x $50 = $2.50. The price for 4 nights or less is $55/night. The new bill therefore come to: 4 nights x $55 = $220 + $2.50 = $222.50.

 

Special conditions for cross-country skiing team training camp in November and December :

Despite the regular policy terms, the Forêt Montmorency will accept cancellation without penalty if not a mechanically worked skiing surface of at least 1 kilometre in length cannot be provided. In such cases the Forêt Montmorency will inform customer of the situation no sooner than two days before the beginning of the stay. If the customer desires, the reservation may be cancelled without charge despite the regular cancellation policy. If the customer chooses to keep the reservation in spite of the skiing conditions, the regular cancellation policy will be enforced.

Optional rooms

  • The customer can book optional rooms, meaning it is not certain they will be needed. The rooms with an optional status are not subject to the cancellation policy. The rooms may remain optional until another customer wishes to book them. At this point, the customer who has taken an option on the rooms must either confirm or release them. Once confirmed, the rooms become subject to the regular cancellation policy whereas released rooms are no longer the responsibility of the original customer.