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Terms and Conditions



  • Receipt of deposit or full payment if reservation is made within 8 weeks from arrival confirms the reservation.
  • Payment to be made by bank transfer in £sterling  to our UK Client account, as shown on the invoice.
  • Any changes should be notified by email at least 48 hours prior to the service and may be subject to an additional charge.
  • We cannot guarantee a refund in case of event cancellation or postponement of the exhibition/conference, or by any other third party directly connected to the event.

Hotel accommodation

  • Receipt of deposit or full payment if reservation is made within 8 weeks from arrival confirms the reservation.
  • Other reservations will be for the agreed duration.
  • Price given is per room per night inclusive of tourist tax.
  • Any additional expenses are to be paid directly to the hotel by the client prior to departure.
  • Reservations are not cancellable and non-refundable.
  • A shortened stay cannot be refunded.

 Apartment and villa rental  

  • Receipt of deposit or full payment if reservation is made within 8 weeks from departure confirms reservation.
  • Deposits are not refundable in the event of cancellation.
  • Balance, breakage deposit and final clean and laundry payable 8 weeks prior to arrival.
  • Additional cleaning, laundry and any other service required will be invoiced separately after departure and deducted from the security deposit.


  • All requests are subject to a search and booking fee.
  • A deposit will be required to secure the reservation. The deposit is non refundable in the event of cancellation by the client.
  • Group bookings (of 8 or more guests) are payable in full prior to the event.
  • Any additional orders to the agreed menu must be paid directly to the restaurant after the service, unless agreed in advance with vca.
  • In the event of lower numbers, (unless notified in writing 72 hours before the event), no refunds can be made.
  • Restaurants generally do not offer credit; vca is obliged to prepay venues.

  Meetings and Events 

  • Our contract of engagement will be accepted by both parties, together with a schedule of payments and production timetable.
  • An agreed search fee is charged prior to detailed proposals.
  • A management fee will be agreed for the following services: venue proposals, venue and programme confirmation, part event management and full event management (Amount to be confirmed depending on the service provided).
  • All fees to be paid prior to event.
  • Additional expenses which occur for any services or consumptions carried outside of the set menu or programme, will be agreed on site and subsequently invoiced.
  • We will endeavour to reconcile the account within 4 weeks after the event.
  • Any additional expenses invoiced after the event are payable to vca within 14 days of receipt of invoice.

 Airport/Rail station transfers

  • Motorway tolls are included.
  • Transfer tariff is for a direct journey with no stops from the pick-up to the drop off point where the services end.
  • Supplements may apply for out of hours transfers.
  • Additional charges will incur after one hour waiting. Waiting time will be invoiced after the service and payable upon receipt of invoice. 
  • Any modification to the reservation within 24 hours is liable to an administration charge. In the event of cancellation or no show, there is no refund.

 Chauffeur drive

  • Minimum duration is 4 hours
  • Additional hours are charged at the hourly rate
  • Motorway tolls and driver’s meal are included.