AGB
General Terms and Conditions for Events
1. Scope
1.1 These terms and conditions apply to contracts for the rental of conference, banquet, and event rooms at Schloss Hotel Ingelfingen for the purpose of holding events such as banquets, seminars, conferences, etc., as well as for all related services and deliveries provided by the hotel.
1.2 The customer’s terms and conditions (hereinafter “Organizer”) apply only if expressly agreed in writing. They do not apply even if Schloss Hotel Ingelfingen provides its services without reservation while being aware of such conditions.
2. Conclusion of Contract / Contracting Parties
The contract is concluded when Schloss Hotel Ingelfingen accepts (confirms) the application submitted by the Organizer. These two parties are the contractual partners.
3. Data Storage, Data Protection
Personal data necessary for processing the order will be stored in compliance with data protection law, in particular the EU GDPR. All personal data will of course be treated confidentially.
4. Services, Prices, Payment, Set-off
4.1 Schloss Hotel Ingelfingen is obliged to provide the services ordered by the Organizer and confirmed by the Hotel.
4.2 Reserved event rooms are available at the agreed time. Any use beyond the agreed period requires prior consultation with the contact person listed in the offer.
4.3 For an event, Schloss Hotel Ingelfingen provides staff free of charge until 1:00 a.m. For services beyond this time, the Organizer will be charged €45.00 per employee per started hour, including VAT.
4.4 The contractual services are determined by the menu brochure, the subsequent order, and the details in the reservation confirmation, unless otherwise agreed.
4.5 All beverages are charged according to consumption unless otherwise agreed.
4.6 The Organizer is liable for payment of any additional food, beverages, or other services ordered by participants during the event.
4.7 The Organizer is obliged to pay the full agreed price of Schloss Hotel Ingelfingen for these services. This also applies to services provided by third parties on behalf of the hotel, for which the hotel advances the payment. Such expenses are reimbursed by the Organizer with the agreed surcharge and applicable VAT. Any taxes payable to third parties in connection with the event, e.g., GEMA fees or entertainment tax, must be paid directly by the Organizer to the respective creditor.
4.8 Agreed prices include the statutory VAT. If VAT increases due to legal regulations, the hotel is entitled to adjust prices accordingly without prior approval from the Organizer. For contracts with consumers, this applies only if the period between contract conclusion and fulfillment exceeds four (4) months.
4.9 Unless otherwise agreed, invoices are due within ten (10) days from the invoice date without deduction. Legal regulations apply in the event of default.
4.10 The hotel is entitled to request a reasonable advance payment at the time of contract conclusion. The amount and deadlines may be agreed in writing. If it becomes apparent that the Organizer’s payment ability is at risk, the hotel may request an advance or security even after contract conclusion.
4.11 EC cash cards and credit cards are accepted up to their respective coverage limit.
4.12 Payment by invoice is only possible by prior agreement.
5. Cancellation by Schloss Hotel Ingelfingen
5.1 The hotel is entitled to cancel the contract for a justified reason, for example:
- Force majeure or other circumstances beyond the hotel’s control making performance impossible;
- The event is booked under misleading or false information about the Organizer or purpose;
- Reasonable suspicion that the event may endanger the smooth operation, safety, or reputation of the hotel;
- The event purpose is illegal;
- Violation of Section 9;
- The Organizer fails to make due payments despite reasonable reminder.
5.2 In the event of justified cancellation by the hotel, the Organizer has no claim for damages. Hotel claims for damages due to breach of contract by the Organizer remain unaffected.
6. Cancellation by the Organizer
6.1 If no statutory cancellation or termination right exists and no other agreement was made, the hotel is entitled to payment of the agreed fee, less any expenses saved by the hotel and revenue from alternative rental of the rooms. The hotel may calculate the following percentages if no re-rental is possible:
- Up to 61 days before the event: 90% of the room rental;
- 60 to 31 days before the event: 90% of the room rental + 35% of lost food & beverage revenue;
- 30 days to the event: 90% of the room rental + 60% of lost food & beverage revenue;
- From the 10th day before the event: 90% of the room rental + 85% of lost food & beverage revenue.
The lost revenue for food & beverages is calculated based on average consumption per person from similar events. The Organizer may prove that the actual claim is lower or nonexistent. The hotel may also prove a higher claim.
6.2 Food revenue is calculated as: menu price × number of attendees. If no price is set, the cheapest 3-course menu from the current offer applies.
7. Changes in Participant Numbers or Event Time
7.1 Changes in participant numbers exceeding 5% must be communicated at least five (5) working days before the event; other changes must be communicated at least three (3) working days prior. Changes over 5% require hotel approval.
7.2 Reductions of up to 5% are accepted. Beyond this, the original number minus 5% is used.
7.3 Increases are charged based on actual participants.
7.4 Deviations over 10% entitle the hotel to adjust prices or swap rooms, unless unreasonable for the Organizer.
7.5 Changes in start or end times without prior written consent may incur additional charges, unless the hotel is at fault.
7.6 Hotel room cancellations are governed by the general hotel booking terms.
8. Bringing Food and Beverages
Bringing food and beverages is generally not allowed unless expressly agreed. In such cases, a contribution toward overhead costs will be charged.
9. Subletting / Special Use
9.1 Subletting or forwarding rooms, or holding interviews, political events, sales, or similar activities, requires prior written approval.
9.2 Any advertisements or online promotions referencing the hotel must be approved in advance.
10. Technical Equipment and Connections
10.1 Equipment provided by third parties on the Organizer’s request is used at the Organizer’s risk. The Organizer indemnifies the hotel unless they are not responsible for damage or loss.
10.2 Use of the Organizer’s electrical devices requires written consent. Any damage caused is the Organizer’s responsibility. Electricity costs may be charged.
10.3 With hotel approval, the Organizer may use their own phone, fax, and data equipment; connection fees may apply.
10.4 Malfunctions of hotel equipment will be remedied promptly. Payment cannot be withheld unless caused by the hotel.
11. Permits
11.1 The Organizer must obtain all necessary official permits in time and comply with public law regulations.
11.2 The Organizer is responsible for copyright-related obligations (e.g., GEMA).
12. Loss or Damage of Brought Items
12.1 Items brought into the venue are at the Organizer’s risk. The hotel is liable only in cases of gross negligence or intent.
12.2 Decorations must comply with fire regulations; proof may be requested. Placement must be coordinated with the hotel.
12.3 Items must be removed immediately after the event. Otherwise, the hotel may remove and store them at the Organizer’s expense. A usage fee may be charged for room obstruction.
13. Liability of Schloss Hotel Ingelfingen
13.1 The hotel is liable only for intent or gross negligence, or for culpable breach of essential contractual obligations. Liability is limited to foreseeable, contract-typical damage. Exceptions: injury to life, body, health, guarantees, or statutory product liability. Further claims are excluded.
13.2 The Organizer must take reasonable measures to minimize damage and notify the hotel of potential extraordinary damage.
14. Organizer Liability
14.1 The Organizer is fully liable for damages caused by themselves or their participants.
14.2 The hotel may request appropriate security (insurance, deposits, guarantees, or credit card guarantee).
15. Final Provisions
15.1 All agreements must be in writing; verbal deviations are invalid.
15.2 Place of performance and payment: hotel’s location.
15.3 German law applies. For consumers residing outside Germany, mandatory local provisions remain unaffected.
15.4 Exclusive jurisdiction: hotel’s location for commercial clients or public entities.
15.5 Invalid provisions do not affect the validity of remaining terms.
15.6 According to §36 VSBG, the hotel is not obliged to participate in dispute resolution proceedings before a consumer arbitration board.
Status: June 2024