From Quote to Confirmation: Navigating Group Reservation Timelines at De Hoge Veluwe

Securing your preferred date for a school outing, company offsite, or family reunion depends on understanding the group reservation timelines at De Hoge Veluwe. Written quotes are time-bound, and if another party shows interest, your window can shrink quickly. This guide explains how quotes work, when a reservation becomes binding, the cancellation schedule for groups, and the practical steps that keep your plan on track.

How a reservation starts (and when it’s confirmed)

• Requesting a reservation: You can request reservations by email (reserveringen@hogeveluwe.nl) or by phone (+31 (0)55-8330833) via the Reservations department. Current contact details are available at https://www.hogeveluwe.nl/en/about-the-park/contact.
• When a reservation is formed: A Reservation comes about when the Guest accepts the written quote (including the offer) by email or otherwise in writing or electronically, and/or signs it (electronically or otherwise).
• Who counts as a Group: A Group is ten or more Guests for whom products and/or services are provided under one Reservation (or several that form a consistent whole). Individuals are anyone not part of a Group.

Quote validity at a glance (featured answer)

• Standard validity: Written quotes are valid for 14 days.
• Shortened validity: If, within those 14 days, another potential Guest submits an offer for all or part of the same products/services, De Hoge Veluwe may set a shortened period of two days, after which the quote lapses.

Tip: Align your internal approvals with these windows so you can accept in time.

Group cancellation timelines and fees

If a Group Reservation needs to be cancelled, the fee depends on when you cancel relative to the scheduled time in the reservation. Cancellation must be made in writing.

Group cancellation schedule

• ≥ 6 months before: no fee
• ≥ 3 months and < 6 months: 10% of the Reservation Value
• ≥ 2 months and < 3 months: 15% of the Reservation Value
• ≥ 1 month and < 2 months: 35% of the Reservation Value
• ≥ 14 days and < 1 month: 60% of the Reservation Value
• ≥ 7 days and < 14 days: 85% of the Reservation Value
• ≤ 7 days: 100% of the Reservation Value

Partial cancellations and headcount changes

• If only part of a Group Reservation is cancelled, the above fees apply to the cancelled part of the Reservation Value.
• Up to 10% reduction in the number of Guests is free of charge if made 14 days or more before the reserved time. Otherwise, standard partial-cancellation fees apply.

No-shows and third-party costs

• No-show: If the agreed service is not used (in full or at all) and the Reservation wasn’t properly cancelled, the entire Reservation Value is payable.
• Third-party charges: Any amounts De Hoge Veluwe owes to third-party suppliers in connection with a wholly or partially cancelled Reservation are, in principle, payable in full by the Guest in addition to the cancellation fees.

Individuals vs. Groups: timelines differ

For context, cancellations by Individuals (non-Group Reservations) follow a different schedule:

• ≥ 1 month before: no fee
• ≥ 14 days and < 1 month: 15%
• ≥ 7 days and < 14 days: 35%
• ≥ 3 days and < 7 days: 60%
• ≥ 24 hours and < 3 days: 85%
• ≤ 24 hours: 100%

This distinction matters if your headcount crosses the Group threshold of ten Guests.

After confirmation: payments, advances, and guarantees

Understanding payment timelines helps you avoid automatic lapses or late-payment charges.

• Obligation to pay: The Guest must pay the price specified in the Reservation. Any VAT rate changes are passed on.
• Payment timing: Unless otherwise agreed in writing, payment is due immediately upon receipt of the invoice. Invoices should be paid within 14 days; late payment triggers statutory interest (commercial interest applies to non-Consumers).
• Administration fee: If an invoice is drawn up and sent for a bill under €250, De Hoge Veluwe may charge a €20 administration fee and may decline to issue an invoice on request.
• Advance payment: De Hoge Veluwe may require an advance on a Reservation. For a Consumer, the maximum advance is half of the Reservation Value. If not paid on time, the Reservation may be cancelled without damages owed by De Hoge Veluwe.
• Security deposit: A deposit can be required at any time during a Catering Agreement to guarantee payment; it may be used to settle the invoice, with any surplus returned to the Guest.
• Turnover Guarantee: If you provide a Turnover Guarantee as part of a Reservation, you must pay at least the amount guaranteed.

If De Hoge Veluwe must cancel

While every effort is made to avoid cancellations, De Hoge Veluwe may cancel Purchases/Reservations (in whole or in part) without being liable for damages, with the following remedies as applicable unless you accept an alternative solution proposed by the Park:

• Rental Items, Activities, Proofs of Admission: Refund of the price already paid for the cancelled portion.
• Catering Services: Refund of any advance and/or deposit already paid under Article 19 (if applicable).
• Public order concerns: De Hoge Veluwe may cancel a Reservation due to a well-founded fear of a public order disturbance after consulting the competent authority, without obligation to pay damages.

Practical takeaways to hit every timeline

• Move fast on quotes: Standard validity is 14 days, but it can drop to 2 days if another party is interested. Decide and accept in writing as soon as you’re ready.
• Designate one coordinator: Centralize communications to ensure acceptance, changes, or cancellations are sent in writing and on time.
• Lock headcount early: Aim to finalize numbers at least 14 days before your date to retain the free 10% reduction window.
• Budget for contingencies: Be aware that third-party supplier costs may be due in addition to cancellation fees.
• Plan payments: Be prepared to pay immediately upon invoice receipt and within 14 days at the latest. Factor in potential advances and deposits.
• Know your category: Confirm whether your booking qualifies as a Group (10+ Guests); different cancellation timelines and potential commercial interest apply to non-Consumers.
• Document everything: Keep confirmations, changes, and cancellations in writing to ensure clarity and compliance.

Quick answers (for featured snippets)

• How long is a quote valid? 14 days, or 2 days if another potential Guest offers for the same products/services within that period.
• When is my reservation confirmed? When you accept the quote (including the offer) in writing or electronically, and/or sign it.
• Who is a Group? Ten or more Guests under one Reservation (or several that form a consistent whole).
• How do I cancel? In writing.
• What if I reduce headcount? Up to a 10% reduction is free if made at least 14 days before the reserved time; otherwise, partial-cancellation fees apply.
• What happens with a no-show? The entire Reservation Value is payable.

Planning your day in the Park

Once your Group date is confirmed, consider shaping your program with Park Activities, a visit to the Museonder, or time at Restaurant De Hoge Veluwe and De Theekoepel. For school visits, regulations specific to school groups apply and can be consulted here: https://www.hogeveluwe.nl/nl/over-het-park/reglement-park/reglement-scholen.

Conclusion

Acting within the group reservation timelines at De Hoge Veluwe—from the 14-day (or 2-day) quote window to written cancellations and payment milestones—ensures you keep your preferred date and avoid unnecessary fees. Ready to lock in your plans?

• Email: reserveringen@hogeveluwe.nl
• Call: +31 (0)55-8330833
• Or visit the Contact page: https://www.hogeveluwe.nl/en/about-the-park/contact