Trade Conditions

A cancellation, downsizing, or rescheduling must be made in writing.

An event can be canceled, reduced, or rescheduled in accordance with the deadlines below:

• Up to 8 weeks before the event start, you can cancel, downsize, or change the event at no cost.
• Up to 48 hours before the event start, you may reduce the booking by 10% of the confirmed total amount, however a maximum of DKK 10,000.

Any cancellations beyond the above will be charged as follows:

• Between 8 weeks and 2 weeks before the event start, 75% of the cancelled amount will be invoiced.
• Later than 2 weeks before the event start, 100% of the cancelled amount will be invoiced.

The calculation is based on the original booking or any subsequent adjustments. We will invoice additional and external services that cannot be canceled or downsized.

For confirmed events exceeding DKK 200,000 incl. VAT, cancellation terms are agreed individually.

When you enter into an agreement with us, you also accept our terms and conditions, which you can find on this page.

If you purchase a service from us, you consent to us sending you marketing emails about our own similar products, in accordance with Section 10(2) of the Danish Marketing Act. If you do not wish to receive this, you can opt out when entering into the agreement.

If you wish to withdraw your consent, please send us an email at konf@trinity.dk.

• Cancellation of rooms/stays can be made free of charge until 12:00 PM on the day of arrival.

In case of late cancellation or no-show, the bill for the first night’s stay will be sent.

NON-Refundable rooms/stays cannot be cancelled.

Cancellation of hotel rooms will be invoiced according to the following rules:

• Later than 3 weeks before the start of the stay, 50% of the price will be charged.
• Later than 3 days before the start of the stay, 75% of the price will be charged.
• Cancellation of the stay on the day of arrival will be charged 100% of the price.

Cancellations of events will be charged according to the following rules:

• Later than 8 weeks before the start of the event, 25% of the event price.
• Later than 1 week before the start of the event, 100% of the event price.
• The number of participants can be reduced by up to 5% free of charge until
  48 hours before the event date.
• If the space is rented out to another party, your cancellation fee will be reduced accordingly.

Normal events:

• It is possible to change your booking up to 3 days before the event start time (+/-5%).
• It is possible to cancel up to 5 days before the event start time.

Cultural events:

• It is only possible to book more tickets, not to downsize.
• It is not possible to cancel or get a refund. Tickets must be allocated personally.
• It will be clearly indicated that it is a cultural event and that the ticket cannot be refunded.

Cancellation of hotel rooms will be invoiced according to the following rules:

• Cash
• MobilePay
• Card
• Bank transfer
• NemTilmeld
• Online booking on trinity.dk

All prices are stated in Danish kroner (DKK).
Unless otherwise specified, amounts are inclusive of 25% VAT.

In accordance with current regulations regarding the use of credit cards, no fee is charged when using private credit cards issued within the EU.
A fee is charged when using all credit cards issued outside the EU.

Services in Restaurant Lillebælt and Brasserie G are settled in cash or upon departure.
All prices are based on a consolidated settlement/invoice, which will be sent by email.

Payment terms:

• Net 8 days.
• In case of payment after the due date, reminder letter 2, interest of 0.67% per month or part thereof, and a reminder fee of DKK 100 will be charged.

Gift cards issued by Trinity Hotel & Conference can be used as payment for stays, restaurant visits, events, and other services with us.

• The gift card cannot be exchanged for cash – neither in full nor in part.

• Any remaining balance will remain on the gift card and can be used for a future purchase within the validity period, unless otherwise stated.

• The gift card is valid for 3 years from the date of issue, in accordance with Danish legislation on limitation periods, unless otherwise stated.

• After the expiry date, the gift card cannot be used or extended.

• The gift card is considered a bearer instrument – therefore, lost or stolen gift cards cannot be replaced.

• Trinity Hotel & Conference reserves the right to reject gift cards that are deemed to be forged or altered.

Smoking is only allowed outdoors at Trinity Hotel and Conference. Smoking in the room will result in an extra charge of DKK 2,500 to cover the cost of extra cleaning, textile cleaning, and 2 days of airing.

When booking a room, please inform us if you are bringing your dog. The fee is DKK 200 per night.

Dogs are not allowed in Restaurant Lillebælt or brasserie G.

You are responsible for your belongings. Do not leave valuables or luggage unattended.

Luggage can be stored as instructed. Storage is at the guest’s own risk.

Valuables can be stored in our safe deposit box. For security reasons, Trinity Hotel and Conference are not obliged to store items of high value or items that pose a safety hazard.

Valuables and/or luggage left behind or forgotten in rooms or on the premises of Trinity Hotel & Conference will be stored for up to 3 months after departure, after which they will be handed over to lost and found.

Items can be returned upon payment of a handling fee of DKK 100, plus shipping costs.

Trinity Hotel and Conference meet/exceed all legal requirements for insurance and good business ethics.

Trinity Hotel and Conference are insured with a branch-specific WIP HORESTA insurance. It is an insurance solution tailored to hotels, restaurants, and conference venues.

Trinity Hotel and Conference are covered for personal and property damage up to DKK 25,000,000 annually.

In the event of damage, accidents, theft, or similar incidents, you must always contact the reception immediately, and we will assist with the necessary actions: reporting to the police, limiting damage, calling an ambulance, etc.

In general, it is always your own insurance that covers theft, accidents, damage to belongings, etc., even when you are staying at Trinity Hotel & Conference. Otherwise, normal Danish law and insurance practices apply.

In case of deficiencies or unsatisfactory conditions, please notify Trinity Hotel and Conference as soon as possible (within 8 working days) so that the matter can be rectified.

If no agreement can be reached regarding the handling of a complaint, you may submit a complaint to the Danish Appeals Board for Hotel, Restaurant and Tourism, Slotholmsgade 12, 1217 Copenhagen K, email: kontakt@hrt-ankenaevn.dk, tel. +45 35 36 51 21.

In order for you to enter into an agreement with us, we need to register the following information:

• Name
• Address (street name, postal code, and city)
• Phone number
• E-mail adress
• VAT-number.

The personal data is used in connection with the administration and payment of the services you have reserved. This also includes communications that are reminders or information about a reservation or offer and information regarding your reservation before, during, and after your stay.

According to the Personal Data Act, as a registered person with Trinity Hotel and Conference, you always have the right to object to the registration. You also have the right to insight into what information is registered about you.

Deletion of the information is done by contacting Trinity Hotel and Conference – possibly via email: GDPR@trinity.dk.

We also refer to the applicable provisions regarding the handling of personal data in accordance with the General Data Protection Regulation (GDPR) – see our “Privacy Policy”.

The applicable terms and conditions for Trinity Hotel & Conference will always be available on our website: trinity.dk.

Bookings may be cancelled without notice by Trinity Hotel & Conference due to force majeure, strikes, or other circumstances beyond our control.

In all offers regarding our services, attention is drawn to our terms and conditions – which can be found at: trinity.dk.