Terms & Conditions

To ensure that Sonata Hotel ehf (t/a Hotel Hvolsvöllur, hereafter ''we'', ''the hotel'' or ''hotel'') can maintain a high standard of service and provide a safe and comfortable experience for all guests, the following terms and conditions are to be followed.

Not abiding by these rules may lead to cancellation of stay and/or refusal to use the hotel facilities.

Article 1 - Scope of Application

1. Contracts for accommodation and related agreements to be entered into between this Hotel and the Guest to be accommodated shall be subject to these Terms and Conditions. Any particulars not provided herein shall be governed by laws and regulations and/or generally accepted practices.
2. If the Hotel has entered into a special contract with the Guest insofar as such special contract does not violate laws and regulations and generally accepted practices the special contract shall take precedence over the provisions of these Terms and Conditions, notwithstanding the preceding Paragraph.
3. These Terms and Conditions, apply to all accommodation contracts made between the hotel, its customers and their affiliates. Any exceptions, special requirements and deviations from these terms, must be confirmed in writing by both a representative of the hotel and the customer.

Article 2 - Application for Accommodation Contract

1. A Guest who intends to enter into an Accommodation Contract with the Hotel shall notify the Hotel of the following particulars:
2. Name, address, age, nationality, and contact details (phone and/or email address) of the Guest.
3. Date of accommodation and estimated time of arrival
4. Other particulars deemed necessary by the Hotel.
5. If Guests request to extend their stay during their stay at the Hotel, beyond the date in subparagraph (2.1.b) of the preceding Paragraph, it shall be regarded as an application for a new Accommodation Contract at the time such request is made.

Article 3 - Conclusion of Accommodation Contracts, etc.

1. An Accommodation Contract shall be deemed to have been concluded when the Hotel has duly accepted the application as stipulated in the preceding Article. However, the same shall not apply where it has been proved that the Hotel has not accepted the application.

Article 4 - Refusal of Accommodation Contracts

The Hotel may refuse to conclude an Accommodation Contract under any of the following circumstances if:

1. The application for accommodation does not conform with the provisions of these Terms and Conditions.
2. All the guest rooms in the Hotel are booked.
3. The person seeking Hotel accommodation is likely to violate laws and ordinances or act against the public order or good morals regarding his/her accommodation.
4. The person seeking Hotel accommodation performs any act that causes significant disturbance to other guests.
5. The person seeking Hotel accommodation engages into coercive acts such as violence with the Hotel staff, threatening or blackmailing the Hotel staff, or makes an unreasonable demand, or is known to have a past record of similar act(s).
6. The person seeking Hotel accommodation can be clearly identified as carrying an infectious disease.
7. The Hotel is unable to provide accommodation due to natural calamities, malfunction of facilities and/or other unavoidable causes.
8. The person seeking Hotel accommodation is intoxicated and is likely to cause annoyance to other guests.
9. The person seeking Hotel accommodation applies for a room with a hidden intent of raising profit for himself or a third party by engaging into acts such as selling articles anywhere inside the hotel premises or in the Hotel guest room.
10. The person seeking Hotel accommodation fails to abide by the provisions made under these Terms & Conditions or the provisions regarding payment and/or room cancellation clarified at the time of booking.

Article 5 - The Customer's Right to Cancel an Accommodation Contract

1. The customer is entitled to cancel the accommodation contract by notifying the Hotel of the same. This should be done in accordance with the cancellation terms noted in the section below, or in the accommodation contract in question.

Article 6 - The Hotel's Right to Cancel an Accommodation Contract

1. The Hotel may cancel the Accommodation Contract if:
2. The Guest has not shared the particulars requested by the Hotel before the specified date, as provided in Paragraph 1 of Article 2.
3. The Hotel has requested the payment of the Accommodation Deposit as provided in Paragraph 2 of Article 3, but has not received it by the specified date.
4. Any of the Paragraphs (1) to (10) of Article 4 are applicable.
5. The Guest does not observe prohibited actions and/or breaches any of the terms listed in the hotel's terms, conditions and regulations.
6. If the Hotel has canceled the Accommodation Contract in accordance with the preceding Paragraph, the Hotel shall not charge the Guest for any of the services during the contractual period he/she has not received.

Article 7 - Guest Registration

The Guest shall provide personal Identification and register the following particulars at the front desk of the Hotel on the day of accommodation:

• Name, age and  nationality of the Guest
• Date of departure
• Other particulars deemed necessary by the Hotel.

Article 8 - Guest Registration

The Guest shall provide personal Identification and register the following particulars at the front desk of the Hotel on the day of accommodation:

• Name, age and  nationality of the Guest
• Date of departure
• Other particulars deemed necessary by the Hotel.

Article 9 - Occupancy Hours of Guest Rooms

1. The Guests staying at the Hotel shall be entitled to use the guest rooms from 15:00 (3:00 p.m.) on the day of arrival to 11:00 a.m. on the day of departure. However, if the Guest is accommodated continuously for some period, the Guest may occupy the guest room all day, except for the previously mentioned days of arrival and departure.
2. Notwithstanding the provisions prescribed in the preceding Paragraph, the Hotel may permit the Guest to occupy the guest room beyond the time prescribed in the same Paragraph. However, in this case, extra charges shall be applicable.

Article 10 - Liabilities of the Hotel

1. The Hotel shall pay a compensation amount to the Guest for any damage caused to the Guest by the Hotel, in the fulfillment or nonfulfillment of the Accommodation Contract and/or related agreements. However, the same shall not apply in cases where such damage has been caused due to reasons for which the Hotel is not liable.
2. The liability of the Hotel regarding accommodation shall start as soon as the Guest registers for accommodation at the front desk and end as soon as the Guest checks out of the room.
3. The Hotel is covered by Hotel Liability Insurance to deal with unexpected fire and/or other disasters.

Article 11 - When Unable to Provide Contracted Rooms

1. When Unable to Provide Contracted Rooms to the Guest, the Hotel shall arrange accommodation of the same standard as far as possible elsewhere, with the consent of the Guest.
2. If an alternative arrangement cannot be done despite the provisions of preceding Paragraph, the Hotel shall pay a compensation fee equivalent to the cancellation charges, and the compensation fee shall be applied to reparations. However, if the Hotel is not able to provide alternative accommodation due to causes for which the Hotel is not liable, the compensation fee shall not be paid to the Guest.

Article 12 (Liability regarding Parking)

The Hotel shall not be liable for the custody of the vehicle of the Guest when the Guest utilizes the parking lot of the Hotel, as the Hotel only provides the space for parking and cannot be held responsible for management of the vehicle, whether the key of the vehicle has been deposited to the Hotel or not.

Article 13 - Liability of the Guest

The Guest shall compensate the Hotel for any damage caused due to intent or negligence on part of the Guest

Article 18 - Jurisdiction and Applicable Laws

Any disputes regarding the Accommodation Contract between the Hotel and the Guest shall be resolved in the summary or district court having jurisdiction over the Hotel location and in accordance with Icelandic law.

Cancellation Terms

The below cancellation terms are our general terms and do not supersede the cancellation terms stated in the contract of each reservation. Always refer to the cancellation terms stated in the reservation in question.

Article 1 - Non-Refundable and Prepaid Reservations

If your booking comes with a non-refundable or pre-payment condition it will not be possible to cancel or change your booking free of charge.

Article 2 - FIT Reservations (9 pax or fewer)

The terms mentioned in this article apply to reservations consisting of 9 staying guests or less. These include staff members, such as tour leaders, guides, drivers and such. This does not apply to non-refundable or prepaid reservations.

1. If cancelled at least 48 hours prior to the arrival date, no cancellation fee will be charged.
2. In case of cancellation within 48 hours prior to the arrival date, 50% of the total reservation will be charged.
3. In case of no-show, 100% of the total reservation will be charged.

Article 3 - Group bookings (10 pax or more)

The terms mentioned in this article apply to all reservations consisting of 10 paying guests or more. These do not include staff members, such as tour leaders, guides, drivers and such.

1. If a group reservation is cancelled at least 10 weeks prior to arrival no cancellation fee will be charged.
2. If a group reservation is canceled less than 10 weeks prior to arrival, 50% of the total reservation will be charged.
3. If a group reservation is canceled less than 2 weeks prior to arrival, 100% of the total reservation will be charged.

Service fees and charges

Scope of use

1. The following service charges are implemented at the hotel.
2. All of the corresponding amounts/prices are valid for the services charged for unless otherwise is mentioned in a written agreement between the hotel and the customer.
3. When accommodated through a third party reservation, the amount charged will be according to the prior agreement between the hotel and the third party.
4. If an amount is not mentioned in an agreement with the hotel, the below prices shall be valid.
5. Please note that although we do our best to keep the below information up-to-date, the list is not conclusive.

Charge/fee category definitions

1. Additional services - Fees that are charged for a requested service (e.g. porterage fee, laundry service).
2. Imposed fees - Fees that are charged and must be paid when requested upon by the hotel. Refusal of payment of the following charges, when imposed by the hotel, may lead to cancellation of stay and/or refusal to use the hotel facilities (e.g. room smoking fee).
3. Mandatory fees - Fees and charges that are required by law or mandate.

Additional Services

1. Please refer to the applicable contract or contact the front desk for further information

Imposed fees

1. Room Deep Cleaning Fee (Smoking Fee) - 250 EUR (34.000 ISK approx.) per room. This fee is imposed when a guest is found guilty of breaching our non-smoking policy within the hotel building (e.g. smoking inside guestrooms). The deep cleaning fee may also be imposed when rooms are returned in a state which requires it to be deep-cleaned (e.g. if a room has been used for cooking purposes).
2. Cancellation Fee - Please refer to our standard cancellation terms in the section "Cancellation Terms" above, or the contract which the reservation in question is made through. The standard cancellation terms mentioned above are valid, unless if otherwise is mentioned in the contract made between the hotel and the customer.

Mandatory fees

1. Acccomodation Tax (gistináttaskattur) - 333 ISK per room per night (2019). This fee is legally required and is charged for every room night sold. Accommodation tax will not be charged from mid-2020 and throughout 31st of Dec 2021.