General Terms and Conditions
Meetings and Events

Cancellation Policy

The organizer may cancel the booked event at any time up until the start of the event. The cancellation must be communicated to the hotel in writing, specifically via email.

In the event of a cancellation, the hotel is entitled to charge a reasonable flat-rate cancellation fee. This fee is calculated based on the services bindingly agreed upon at the time of cancellation and to be provided by the hotel:

- up to and including 28 days before the start of the event: 0%;

- 27 to 14 days before the start of the event: 50%;

- 13 days or fewer before the start of the event, as well as in the event of a no-show without prior cancellation: 100%.

The cancellation fee is calculated based on the contractually agreed-upon total fee. From this amount, any expenses that the hotel saves as a result of the cancellation, as well as any revenue that the hotel generates – or could have generated with reasonable effort – by reallocating the canceled services, shall be deducted.

The organizer reserves the right to prove that the hotel incurred no damage or significantly less damage.

Different cancellation terms apply only if they are expressly designated as “Different Cancellation Terms” in the individual offer or booking confirmation, their content is fully reproduced, and they have been confirmed by the organizer. In case of doubt, the general cancellation terms apply.

 

Reduction in the Number of Participants

The organizer may reduce the contractually agreed number of participants by up to 10% on a one-time basis up to and including 14 days before the start of the event.

For reductions exceeding this limit, as well as for reductions made 13 days or fewer before the start of the event, the provisions regarding partial cancellations apply accordingly.

The number of participants agreed upon in the contract shall be used as the basis for calculation. To the extent that pricing depends on minimum participant numbers, volume-based pricing scales, or flat rates, the agreed-upon fee may change as a result of a reduction. The hotel shall disclose the resulting price change to the organizer in a transparent manner prior to the event.

The organizer reserves the right to prove that the hotel incurred no damage or only minor damage as a result of the reduction.

 

Event Rooms and Guest Rooms

If event rooms are booked together with guest rooms, the booked guest rooms, including the respective agreed-upon room rates and services, must be explicitly listed in the offer or in the booking confirmation.

For room cancellations, the cancellation terms agreed upon for the respective booking apply. Unless separate cancellation terms have been agreed upon, the above provisions regarding cancellations apply mutatis mutandis, but only with respect to the specifically reserved room services.

 

Deposit & Security

Unless otherwise agreed in the individual quote or booking confirmation, a deposit equal to 50% of the total price expressly stated therein is due no later than 28 days before the start of the event.

The deposit will be applied toward the final amount due.

In the case of an exceptionally high order value or events with an increased risk of damage, the hotel may require a credit card as security. The credit card will only be charged for amounts that are due, contractually owed, and specifically billed. The organizer will receive a detailed breakdown of the claim prior to any charge, unless an immediate charge is necessary to prevent imminent damage.

 

Beverage Billing

The beverages agreed upon for the event are covered by the seminar package. Any beverages consumed in addition to these – e.g., from the bar menu or beverages purchased specifically for the event – will be billed based on actual consumption, unless otherwise agreed.

 

Technical Services

A one-time setup of the tables, chairs, and seminar equipment (e.g., bulletin board) specified in the quote is included in the room rental fee.

Changes to the agreed-upon room layout on the day of the event will only be billed if they are initiated by the organizer and actually result in additional personnel or material costs. A flat fee of EUR 120.00, including sales tax, may be charged for such a change. The organizer reserves the right to prove that no costs were incurred or that the costs were lower.

Additional technical services, in particular those provided by an in-house technician, will only be provided and billed if the scope, expected duration, and compensation have been agreed upon in advance with the organizer. In the event of urgent measures to avert danger or prevent imminent damage, the hotel may take the necessary measures even without prior consent; the costs are limited to what is objectively necessary.

 

Decorations

The event organizer must give advance notice of any planned installations of decorative materials or other objects if such installations could affect structural elements, fire alarm systems, escape routes, or safety regulations. The hotel may deny permission only for objective reasons, particularly for safety, fire protection, or property preservation purposes.

The event organizer is liable for damage to rooms and furnishings caused through negligence by the organizer, its guests, employees, or persons commissioned by the organizer. The hotel may only charge the costs necessary and reasonable to repair the specific damage. Repairs performed by the hotel will be billed at a hourly rate announced in advance; if outside contractors are hired, proof of their actually necessary and reasonable costs must be provided.

 

Support

According to the hotel’s package deals, one service staff member is available to the event organizer for the event. If the continuous presence of an additional hotel employee has been agreed upon, a fee of EUR 28.00, including sales tax, is payable to the hotel for each hotel employee per hour or portion thereof during the duration of the event.

Changes to the agreed-upon start or end time require prior written approval from the hotel.

If, at the organizer’s request, the hotel provides services beyond the agreed-upon event time, the hotel may charge the following surcharges:

- EUR 85.00, including sales tax, per hour or portion thereof before midnight;

- EUR 125.00, including sales tax, per hour or portion thereof after midnight.

The hotel will, where possible, notify the organizer in a timely manner when the agreed-upon end time is reached and of any surcharges that may apply. The hotel is entitled to terminate the event upon expiration of the agreed-upon time, provided that no extension has been agreed upon and that continuing the event is not reasonable, taking into account the interests of all parties involved.

 

AKM, Music Use & Event Fees

To the extent that the event organizer publicly uses or permits the use of music, performances, or other copyright-protected content, the organizer is responsible for the necessary registrations and fees owed to the relevant collecting societies, provided that the organizer is legally considered an event organizer or user.

The event organizer shall indemnify the hotel against claims by third parties to the extent that such claims are based on use that was culpably caused by the event organizer or its guests, employees, or agents and was not properly registered.

The hotel shall inform the event organizer in a timely manner of any requirements relevant to the event of which it is aware, to the extent that this is reasonable.

 

Liability

The hotel is liable in accordance with statutory provisions for damages culpably caused by the hotel, its employees, or other agents. With respect to business entities, the hotel’s liability for damages caused by slight negligence – excluding personal injury and damages resulting from a breach of material contractual obligations – is limited to the typically foreseeable damage. Statutory liability claims by consumers remain unaffected without restriction.

The event organizer is liable in accordance with statutory provisions for damages and extraordinary soiling caused through fault by the organizer, its guests, employees, or persons commissioned by it. To the extent that the event organizer is a consumer, it is liable only to the extent of its own fault and the fault attributable to it under statutory provisions. The hotel shall notify the organizer of any damages and the anticipated costs without delay, if possible before any repair or cleaning measures are carried out. Necessary immediate measures to avert danger or mitigate damage remain permissible.

The hotel assumes no duty of safekeeping for items left unattended in event rooms or generally accessible areas. The hotel’s statutory liability – in particular, when accepting items for safekeeping or in the event of a culpable breach of duty – remains unaffected.

 

No-Smoking Policy

All indoor areas of the hotel are non-smoking. The event organizer must inform its guests, employees, and representatives of the no-smoking policy.

In the event of a willful violation of the smoking ban, the hotel may charge the necessary and reasonable costs for special cleaning, odor removal, and damage repair, as well as – in the event of a false alarm caused by the event organizer or its guests through their own fault – the necessary and reasonable response and consequential costs resulting therefrom.

A flat-rate reimbursement of EUR 450.00 (including sales tax) may be charged for special cleaning required due to smoking. The event organizer reserves the right to prove that no expenses were incurred or that the expenses were lower.

 

Noise Control & Escape Routes

From 10:00 p.m. onward, doors leading outdoors must be kept closed to the extent necessary out of consideration for neighbors, hotel guests, and official or safety regulations. The organizer must inform its participants of this requirement.

Marked escape and emergency routes must be kept clear at all times. The organizer is liable for any resulting damages, costs, or official sanctions only to the extent that these were culpably caused by the organizer, its guests, employees, or agents.

 

Insurance

For events involving an increased risk of damage – particularly those involving large-scale technical setups, special decorations, stage installations, or an exceptionally high number of participants – the hotel may require the event organizer to provide proof of adequate liability insurance.

Such proof need only be provided if the hotel notifies the organizer in writing of the specific event and the required minimum coverage before the contract is concluded or immediately after becoming aware of the special risk.

This provision does not affect the statutory allocation of liability.

 

Termination by the Hotel

The hotel is entitled to withdraw from the contract or cancel the event if:

1. the event significantly disrupts the hotel’s normal operations and the organizer fails to remedy the disruption immediately despite being requested to do so;

2. concrete facts justify the assumption that the event poses a significant risk to the safety, health, property, or reputation of the hotel;

3. holding the event becomes impossible or unreasonable due to force majeure or other circumstances for which the hotel is not responsible;

4. an agreed-upon and due down payment is not made despite a written reminder and a reasonable grace period.

To the extent circumstances permit, the hotel will set a reasonable grace period before canceling or terminating the agreement. In the event of an immediate danger to persons, property, or hotel operations, setting a prior grace period is not required.

In the event of cancellation for a reason attributable to the hotel, the hotel shall immediately refund any payments already received for services not rendered. Any further legal claims of the organizer remain unaffected.

In the event of force majeure or other circumstances beyond the hotel’s control, services already provided will be billed; payments made for services not yet provided will be refunded, provided that the hotel has not incurred any expenses in this regard and no contrary statutory provision applies.

 

Billing & Payment Terms

The agreed-upon prices include all taxes and fees required by law but exclude voluntary tips. If individual services, fees, surcharges, or taxes are not included in the total price, they will be listed separately in the quote or booking confirmation.

The invoice will be issued after the event has taken place and is due for payment within 14 days of receipt of the invoice, unless a different payment term has been expressly agreed upon in the individual contract.

 

Late Payment Interest and Collection Costs

In the event of late payment, the statutory late payment interest rates apply. Late payment interest will be charged to consumers only to the extent permitted by law. With respect to business customers, late payment interest may be agreed upon at a rate of 8 percentage points above the respective base interest rate per year.

Reimbursement of collection or recovery costs may only be claimed to the extent that such costs are necessary, appropriate, and reasonable. With respect to consumers, such costs will only be charged if they are itemized separately and in a transparent manner.

 

Jurisdiction

Austrian law shall apply, excluding any conflict-of-laws provisions that would result in the application of the law of another country. Mandatory consumer protection provisions of the country in which the consumer has his or her habitual residence remain unaffected, to the extent that they are applicable.

For legal disputes with businesses, the exclusive jurisdiction of the competent court in Vienna is agreed upon.