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General Terms and
Conditions level41
The present General Terms and Conditions (hereinafter referred to as "GTC") for events at level41 of Hotel Altstadt Vienna form an integral part of the contract between the organizer and Otto E. Wiesenthal GmbH (hereinafter referred to as "Hotel"). No additional agreements exist. Any deviating terms and conditions are invalid. Amendments to the GTC must be made in writing. The organizer agrees to these terms and conditions. Furthermore, the organizer guarantees compliance with all relevant commercial and other applicable regulations and assumes liability for their adherence.
Guarantee & Deposit
Unless otherwise agreed, a deposit of 25% of the expected total revenue must be transferred to the hotel no later than 28 days before the event. Additionally, a credit card may be required as a guarantee.
Guarantee of the Number of Participants
The organizer must inform the hotel's banquet department of the exact number of participating persons ("guaranteed number") no later than 5 business days before the event. The guaranteed number requires confirmation from the banquet department. This number is considered the minimum guaranteed number of participants and will be charged to the organizer in any case.
If the organizer fails to provide this information within the specified timeframe, the originally stated number of participants at the time of booking will be charged, even if fewer guests attend. Should the actual number of participants exceed the originally stated number, the corresponding higher amount will be invoiced.
Cancellation Policy
An event booked by the organizer can be canceled free of charge up to a maximum of 28 days before the event date. If a cancellation occurs after this deadline, the following cancellation fees apply:
- From 28 days before the event: 50% cancellation fee
- From 14 days before the event: 70% cancellation fee
- From 7 days before the event: 100% cancellation fee
- No-show: 100% cancellation fee
The cancellation fee is calculated based on the expected revenue corresponding to the agreed number of participants. Cancellations must be made in writing via registered letter, email, or fax. A telephone cancellation is not legally valid. For bookings that include event space and hotel rooms, separate cancellation fees for reserved rooms apply as stated above.
Option
The option dates are binding for both contracting parties. If no binding reservation is made within the option period, the hotel is entitled to rent the provisionally reserved event spaces and rooms to third parties, without any claims arising for the contracting partner. The hotel reserves the right, after consultation with the organizer, to amend the option date if necessary.
Beverage Billing
The beverages agreed for the event are covered by the seminar package. Any additional beverages consumed – such as those from the bar menu or beverages purchased specifically for the event – will be charged according to actual consumption, unless otherwise agreed.
Technical Services
The setup of tables, chairs and seminar equipment (e.g. pinboard) is included in the room rental. If the room setup is changed on the day of the event, a flat fee of €120.00 will be charged. If complex technical work is required for the event, a hotel technician will be assigned in consultation with the organizer, and the resulting costs will be charged to the organizer.
Decoration
The organizer is required to inform the hotel of any planned installation of decorative materials or other objects and must obtain the hotel’s approval in advance. The event rooms must not be damaged. All fire safety regulations must be strictly observed during installation. All costs related to setup and dismantling, as well as any disposal and cleaning costs, are to be borne by the organizer. Any damage caused during the event will, where possible, be repaired by a hotel technician and charged at an hourly rate of €48.00 plus material costs. If it becomes necessary to engage an external company for renovation work, the organizer shall bear these costs in full.
Support & Staffing
According to the hotel’s package offers, the organizer is provided with one service staff member for the event. If the continuous presence of an additional hotel staff member has been agreed upon, a fee of EUR 28.00 per started hour per hotel staff member, including VAT, will be charged for the duration of the event.
Any changes to the event's start or end times must be communicated in writing by the organizer and confirmed in writing by the hotel's banquet department. If such notification is not provided, the hotel will charge additional readiness costs according to the above terms.
If the agreed end time of the event is exceeded, a flat fee of EUR 85.00 per started hour before midnight and EUR 125.00 per started hour after midnight will be charged. The hotel is not obliged to provide services beyond the agreed event duration and is entitled to end the event once the agreed time has elapsed.
AKM & Entertainment Tax
The organizer acknowledges that they are responsible for registering any type of music event with AKM. Furthermore, the organizer agrees to indemnify and hold the hotel harmless from any claims or demands made by AKM.
Insurance
The organizer confirms with their signature that they hold a valid insurance policy to cover any potential damages. Upon request, the organizer will provide the hotel with a copy of the insurance policy.
Place of Jurisdiction
The place of jurisdiction is Vienna. The contracting parties agree that Austrian law shall apply to the present legal relationship. By signing and accepting our offer, the stated event conditions are accepted. Should individual provisions of these GTC be or become invalid, this shall not affect the validity of the remaining provisions. In the event of regulatory gaps, the relevant statutory provisions shall apply. Where no specific provisions are made in these GTC, the General Terms and Conditions for the Hotel Industry (AGBH) of the Austrian Hotel Association (ÖHV) in their current version shall apply.
Other Provisions & Liability
- All rooms in level41 are non-smoking areas. Violations of this policy will result in a fine of EUR 450.00. Additionally, the organizer is responsible for any cleaning costs incurred due to non-compliance with this regulation.
- If disregarding the smoking ban triggers a fire alarm, any resulting costs, such as fire department deployment, must be fully covered by the organizer.
- Damages to inventory or required special cleaning beyond normal wear and tear, caused by guests, employees, or representatives of the organizer, will be charged accordingly.
- Out of consideration for neighbors and hotel guests, all doors leading outside must remain closed after 10:00 PM.
- Marked emergency exits must always remain unobstructed.
- The hotel assumes no liability for cloakroom items.
- Any fines resulting from non-compliance with these regulations will be fully borne by the organizer.
Termination by the Hotel
The hotel is entitled to terminate the contractual relationship at any time and without stating reasons if:
- The event endangers the smooth operation of the business.
- The reputation or security of the hotel is at risk.
- A case of force majeure occurs.
- Agreed advance payments do not arrive at the hotel on time.
Under no circumstances is the organizer entitled to claim damages.
Invoicing
The prices are inclusive of all taxes and charges, excluding any gratuities. The invoice will be issued on the day of the event and is due immediately upon receipt. In the case of a payment delay exceeding 14 business days, late payment interest of 8% per annum above the base interest rate will be charged; for consumer transactions, an interest rate of 4% per annum applies.
Price changes are subject to change.
