Terms and Conditions of Business
in particular, conferences, events,
banquets, family celebrations and for room reservations
§ 1 Scope
Our aim is to make your stay as pleasant as possible. This includes making sure that you know exactly what services we provide, what we are liable for and what liabilities you have towards us.
II. These terms and conditions of business apply to the hire of the hotel’s conference rooms, banquet rooms and event rooms for staging events as well as to all further associated products and services supplied by the hotel.
III. Prior agreement must be obtained from the hotel in writing before sub-letting the rooms, areas or display cases as well as for invitations to interviews, sales or similar events.
§ 2 Conclusion of the contract
The contract is concluded when the hotel confirms the reservation to the organiser. Verbal agreements only become valid when they have been confirmed in writing by the hotel. If the time between the conclusion of the contract and the provision of the services exceeds six months, the hotel reserves the right to make price changes without prior announcement. The prices shown are inclusive prices and already contain service charges and VAT. If the statutory rate of VAT changes after the contract has been concluded, the agreed price will change accordingly.
II. If the confirmation of reservation is not returned by the organiser within 8 days, the hotel is entitled to withdraw from the contract. If the contents of the confirmation of reservation differ from those of the registration, the different contents in the confirmation become binding on the guest and the hotelier if the guest does not make use of the option of withdrawal offered within 10 days.
III. Reserved conference rooms are only available to participants at the times agreed in writing. Use of the rooms outside the times agreed requires the prior agreement of the hotel. The contractually agreed services can be taken from the request for quotation in the conference file and the details given in the confirmation of reservation which is based on this request. Unless otherwise agreed, the details given in our conference file apply together with the valid price sheets.
IV. The organiser must communicate the final number of guests/participants no later than 3 working days before the start of the event. Otherwise the last mentioned number of participants applies. If the number of participants is lower, it will not be taken into account, but if it is higher, the invoice will be based on the actual number of participants.
V. Option dates are binding for both contracting parties. The hotel reserves the right to allocate the reserved conference rooms elsewhere after the option dates have expired.
If the hotel receives another enquiry for the date reserved during the option period, it will inform the organiser of this enquiry and clarify if the organiser has already reached a decision.
§ 3 Withdrawal by the organiser
Trust is a prerequisite of any good relationship – against this background, we appreciate the need to rebook and to withdraw from planned events.
We always endeavour to fulfil customers’ wishes free of charge or with minimal costs.
We reserve the right, in individual cases if no other agreement has been made, to apply the cancellation terms contained in our general terms and conditions of business.
The following charges are made if reserved rooms are cancelled:
- up to 60 days before event begins = no charge
- between 31 and 59 days before event begins = provision fee EUR 100.00
- 15 – 30 days before event begins = 45% of the services agreed
- 14 – 0 days before event begins = 60% of the services agreed
The following charges are made if reserved guest rooms are cancelled:
- up to 8 days before arrival = no charge
- 7 days – 48 hours before arrival = 50% cancellation fee
- cancellation on day of arrival = 100% of the services booked
§ 4 Withdrawal by the hotel
The hotel is entitled to demand an amount of 50% of the probable invoice as soon as the contract is concluded. If this advance payment is not in the hotel’s account within 2 weeks of the payment request, the hotel is entitled to withdraw from the contract.
II. The hotel is also entitled to withdraw from the contract for an objectively justified reason, for example if:
events are booked giving misleading or incorrect information on key facts.
the hotel has justified reason to believe that the event may endanger the smooth running, the security or the image of the hotel.
III. The hotel must inform the organiser immediately before exercising its right of withdrawal.
§ 5 Night surcharge
I. In the case of events which stretch well into the night, we charge a flat rate night surcharge of EUR 39.00 for the employees present in the restaurant and conference rooms for every hour or part thereof from 0.30 a.m.
§ 6 Liability
I. The organiser is liable to the hotel for the payment of any extra meals and drinks ordered by the participants in the event.
§ 7 Bringing your own food and drink
As a general rule, the organiser is not permitted to bring his own food and drink to events. Exceptions require a written agreement with the banquet department. In these cases, a service charge or corkage will be charged to cover overheads.
If a different event accepts an offer during the option period, the option cannot be extended.
§ 8 Payment
Hotel invoices with no due date are payable by bank transfer within 8 days of the invoice date with no deductions. If payment is late, the hotel is entitled to charge default interest at the statutory rate.
II. The organiser is liable for any damage to the building or fixtures caused by participants in the event or by visitors, employees, other third parties from his sphere or by himself.
III. There is no refund for services booked but not used.
IV. Please understand that for all events we prefer cash, EC card or bank transfer as the means of payment. Payment can also be made by credit card (Mastercard, Visa, Amex) with our agreement.
§ 9 Additional services
I. Additional services such as music bands, special menu prints, flower arrangements or similar services will be charged separately. The hotel accepts no liability for the performance or quality of services for which it acts as the intermediary such as musicians, photographers, guided tours, etc.
II. Malfunctions in technical equipment or other appliances provided will be remedied immediately, if possible. However, it is not permitted to withhold or reduce payments.
§ 10 Final provisions
Any changes or additions to this contract, the acceptance of the application or these terms and conditions of business for events must be made in writing. Unilateral changes or additions carried out by the organiser are invalid.
II. If individual provisions in these “General Terms and Conditions of Business” for events become ineffective, this will not affect the validity of the remaining provisions. Statutory provisions apply otherwise.
III. It is agreed that the District Court of Hannover will have jurisdiction over any disputes arising from this contract and its fulfilment, as far as this is legally permissible.
With the publication of the present terms and conditions of business, all previous versions are null and void.
Version: October 2013