Terms

1. DEFINITIONS

Arrangement: When premises are provided with or without accommodation and/or catering, e.g., conference or group and banquet bookings.

Client: The person (legal or natural) who is liable to pay for the arrangement.

Supplier: The facility providing the arrangement.

Order value: Agreed price for the entire order or the sum of the number of participants booked multiplied by the agreed price per participant per day, as well as the price for specially ordered services.

Booking intermediary: Company that mediates arrangement bookings, including or excluding payment mediation.

2. ORDER

Orders can be made orally or in writing. The supplier shall confirm receipt of an order in writing.

3. ADVANCE PAYMENT

Booking less than three months before the arrangement: advance payment of 50% of the confirmed amount.

Booking more than three months before the arrangement: 25% at booking and 25% three months before the arrangement.

Advance payments are due within 10 days from the invoice date. Invoices are sent immediately after confirmed booking and three months before the arrangement for long-term bookings.

If the advance payment is not made, the order is not binding for the supplier.

4. SPECIAL REQUESTS WHEN BOOKING

Special requests, e.g., regarding special diets, pets, or security arrangements, must be communicated at the time of booking.

5. VALUABLE PROPERTY

If the client wishes to store high-value property with the supplier, this must be communicated. The supplier is only liable if written confirmation of responsibility has been given.

6. CANCELLATION

Cancellations must be made in writing.

Cancellations later than four weeks before the first day of the arrangement result in compensation according to a percentage of the order value (specified in the confirmation).

Cancellation of part of an order applies only to the cancelled part.

7. PAYMENT

The client is responsible for all costs according to the order.

If participants pay themselves, this must be approved by the supplier.

No-shows do not entitle a price reduction.

Payment is made according to agreement. In case of invoicing: full payment within 10 days, late payment interest according to the current reference rate + 8%. Invoice fee applies.

8. RESERVATION FOR PRICE CHANGES

Any price increases must be clearly stated in the confirmation.

The client shall be informed of price supplements immediately.

9. FORCE MAJEURE

Strike, lockout, fire, explosion, war, or similar events beyond the supplier’s control give the right to terminate the agreement without liability for damages.

10. LIABILITY FOR PROPERTY / CAUSING DAMAGE

The supplier is not responsible for property in hotel rooms or premises, except in cases of negligence or carelessness.

For property in a locked storage area, liability applies, except for particularly valuable property (see point 5).

The client is responsible for damage caused by themselves or participants to the supplier.

11. DISPUTES

Visita’s arbitration board is freely available to the parties in case of disputes. Member companies comply with the arbitration board’s decisions.

12. BOOKING THROUGH INTERMEDIARIES

When booking and payment are made through an intermediary, the company shall keep the supplier’s funds in a separate account and report received funds to the supplier without delay.

Effective from 2014-11-01

Cancellation for conferences and groups up to 70 participants*

• 100% of the arrangement can be cancelled free of charge up to four weeks before arrival

• 25% of the arrangement can be cancelled free of charge up to two weeks before arrival

• Cancellations beyond this are charged at 100%

Cancellation for conferences and groups over 70 participants*

• 100% of the arrangement can be cancelled free of charge up to eight weeks before arrival

• 25% of the arrangement can be cancelled free of charge up to four weeks before arrival

• 10% of the arrangement can be cancelled free of charge up to one week before arrival

• Cancellations beyond this are charged at 100%

Cancellation for conferences and groups over 140 participants*

• 100% of the arrangement can be cancelled free of charge up to 12 weeks before arrival

• 25% of the arrangement can be cancelled free of charge up to eight weeks before arrival

• Cancellations beyond this are charged at 100%

*The number of participants refers to the original booking

If you wish to pay by invoice, we kindly ask for complete invoicing details at the time of booking.
We invoice after the conclusion of the arrangement to one invoice recipient.
Otherwise, we follow Visita’s general terms and conditions for conferences.