Charlottehaven reserves the right to change the meeting room based on the number of participants throughout the entire facility.

Cancellation rules for up to 14 participants:
Cancellation more than 4 weeks before the event can be done without a cancellation fee by emailing our booking department. This applies to reservations in the following rooms:

• Forårssuiten, Efterårssuiten, Øst Tårnet, Vest Tårne, Tårnet

For cancellations less than 4 weeks before the event, a cancellation fee equivalent to 65% of the confirmed price is charged. However, full coverage may be required for services that cannot be canceled.

A reduction of up to 35% of the confirmed number of participants can be made without a cancellation fee up to 2 weeks before the event. For later cancellations, the confirmed number of participants is invoiced at full price.

Up to 5 working days before the event, the number of participants can be reduced by 10% without charge. Any cancellation, reduction, or shortening of the event can only be done in writing via email.

Cancellation rules for 15 participants and above:
Cancellation more than 8 weeks before the event can be done without a cancellation fee by emailing our booking department. This applies to reservations in the following rooms:

• Sommerhaven, Vinterhaven 1, Vinterhaven 2, Vinterhaven 1+2 (samlet lokale)

For cancellations less than 8 weeks before the event, a cancellation fee equivalent to 65% of the confirmed price is charged. However, full coverage may be required for services that cannot be canceled.

A reduction of up to 35% of the confirmed number of participants can be made without a cancellation fee up to 4 weeks before the event. For later cancellations, the confirmed number of participants is invoiced at full price.

Up to 5 working days before the event, the number of participants can be reduced by 10% without charge, but not below the minimum number of participants. Any cancellation, reduction, or shortening of the event can only be done in writing via email.

Minimum number of participants:
For selected meeting packages in our rooms, the following minimum number of participants applies:
Vinterhaven 1 at 200m2: 50 people
Vinterhaven 2 at 200m2*: 80 people
Vinterhaven 1+2 (combined room) at 400m2: from 100 people depending on the day of the week and season

*Option to open up to Summer Garden at 90m2 in extension of Winter Garden 2.

If the number is reduced below the minimum number of participants, room rental fees will apply.

Efterårssuiten and Forårssuiten are both 15m2. When renting rooms without a meeting package, they can be booked for between 1 and 7 people per room. When choosing a meeting package, there is a minimum of 4 people and a maximum of 7 people per room. If the number of meeting package participants is reduced to less than 4 people, room rental fees will apply.

Tårnet is 35m2. When renting rooms without a meeting package, they can be booked for between 1 and 14 people. When choosing a meeting package, there is a minimum of 8 people and a maximum of 14 people per room. If the number of meeting package participants is reduced to less than 8 people, room rental fees will apply.

Parking:
Conference guests can park their cars in front of the reception on a first-come, first-served basis, subject to payment according to applicable parking rules. Any parking fees are the responsibility of the guest. Requests for handicap parking should be made in advance.

From March 1, 2024, businesses may receive a maximum of DKK 14,999 in cash per purchase - regardless of whether the payment is made in one installment or over multiple installments.

Note: The information provided is based on the translation of the given text and may be subject to interpretation.