Terms and Conditions

GENERAL TERMS AND CONDITIONS

These present General Terms and Conditions (hereinafter called “GTC”) shall apply to the hiring of rooms and/or conference and banqueting facilities as well as to all further services and supplies associated therewith which are provided by Salzburg Global Seminar, Schloss Leopoldskron (hereinafter called “Hotel”) to an organizer (hereinafter called “Client”). These GTC constitute an integral part of any agreement that is entered into. Any amendments to or deviations from these GTC shall require the express written agreement of all parties and shall be legally binding. The Client accepts these GTC and by Client’s signature assumes liability for compliance with them

1. ROOM BOOKINGS
The Client undertakes to submit to the Hotel all documents possibly required for approval from competent authorities at least two months before the date of arrival.

1.1. Individual Bookings
Hotel rooms shall be ready for occupation from 03:00 pm on the date of arrival (check-in) and shall be vacated by 11:00 am on the date of departure (check-out).

Deposits and Payments for Individual Bookings
In order for the Hotel to confirm a booking the Client is requested to provide a valid credit card.

Cancellation Terms for Individual Bookings
Rooms may be cancelled free of charge until 03:00 pm one day prior to arrival. After 03:00 pm one day prior to arrival, the cancellation charge is 100% of the first night rate.

1.2. Group Room Bookings
Group Room Bookings shall be any bookings of ten or more rooms. Group Room bookings
in combination with an event are classified under point 2 Event Bookings.

Deposits and Payments for Group Room Bookings
In order for the Hotel to confirm a booking the Client is requested to pay a deposit in the amount of 50% of the total amount of the expected room revenue by conclusion of the contract.

Booking Confirmation
For all Group Room Bookings the Hotel needs the final rooming list seven days prior to the arrival of the first guest. Otherwise the Hotel will charge an administration fee of EUR 100.00.

Cancellation Terms for Group Room Bookings
The following cancellation terms shall apply both to the cancellation of reservations and to any nonappearances of which the Hotel has not been informed (no-shows) as well as in the event of early departures. Cancellations must be made in writing.

Any rooms not used and not cancelled will be charged at 100% of the expected turnover.

2. EVENT BOOKINGS

Event bookings (“Events”) shall be any seminar, conference, banquet, or similar bookings. The Client undertakes to submit to the Hotel all documents possibly required for approval from competent authorities at least two months before the Event start date.

2.1. Deposits and Payments for Seminar and Event Bookings
In order for the Hotel to confirm a booking the Client is required to prepay 100% of the total room rental fee by conclusion of the contract. Four months prior to the Event the Client is required to make a deposit in the amount of a proportion of the expected menu and beverage revenue listed in the Event contract to the Hotel’s bank account (see 3.15.). Any transfer costs incurred shall be charged to the Client.

2.2. Number of Participants
For all Events, the Hotel requires exact details including the number of participants no later than ten days prior to the Event. This figure shall be deemed the minimum number of participants and shall be invoiced to the Client. If the number of participants attending exceeds the minimum number given, the actual number of participants shall be invoiced. If the Hotel has not received a final number of participants up to ten days before the Event, the number of persons listed in the contract shall be deemed as the guaranteed minimum number and shall be invoiced accordingly. Considerable changes in the Event program or an increase in the number of participants may result in an adjustment of the agreed upon price.

2.3. Reduction of Number of Participants during an Event
The Hotel grants the Client the following reductions in number of guests after signing of the contract:

If the number of guests is reduced by more than 10%, the following rates shall be charged per person:

* Expected turnover is the turnover per person (i.e. daily delegate rate, menu price, beverages, etc.).

2.4. Cancellation Terms for Events
In case the Client cancels an entire Event, the following cancellation terms shall apply (unless specified otherwise in writing):

* Expected turnover is the turnover per person (i.e. daily delegate rate, menu price, beverages, etc.).

For any Events booked within the cancellation period, the above cancellation terms shall apply at the time of signing the contract. Any costs arising from the preparation of the Event (rental of technical equipment, hiring of musicians, etc.) shall be charged in full to the Client if the confirmed Event is cancelled.

2.5. Withdrawal of the Hotel from the Agreement
Should it be made materially difficult or impossible for the Hotel to provide all or part of the services which it is contractually obliged to provide, as a consequence of an event of force majeure (such as war, terrorism, riot, strike, occupation, break-down of utility providers, halt of air traffic, official orders whereby the booking cannot be fulfilled – all of which only apply if the Hotel and the Client are directly affected and the Hotel is not at fault) or other circumstances for which the Hotel cannot be held responsible, the Hotel may withdraw entirely or partially from the agreement in respect of that part of the agreement which remains to be performed, without being under an obligation to pay any compensation.
The Hotel shall furthermore be entitled to withdraw from the agreement without being under an obligation to pay any compensation should there exist reasonable grounds for supposing that the Event might jeopardize the smooth running of its business or the security or the public reputation of the Hotel, agreed upon prepayments have not been paid prior to the beginning of the Event, or the principal purpose for entering into the contract has been frustrated. The Hotel expressly reserves the right to instigate claims for compensation against the Client.

3. DEFINITIONS

3.1. Rates
All rates are quoted in Euro (EUR) and include all taxes, fees and service charges. All rates shall be valid until revoked. The agreed upon rental fees for rooms shall apply exclusively to these specific rooms including their furnishings.

Rearranging Furniture
Changes to movable furnishings (e.g. armchairs, carpets, tables, etc.) require the written approval of the Hotel and will be charged 10% of the room rental fee. Changes to the immovable furnishings (e.g. paintings, statues, wall hangings, chandeliers, art and exhibition objects, etc.) are not permitted.

3.2. Catering
Should no other agreement be reached in writing, the Client shall be obliged to procure all food and drinks from the Hotel. The Hotel assumes no liability for quality, quantity, storage, etc. of food and beverages supplied by the Client.

Selection of Menu and Beverages
In order for the Hotel to ensure the smooth running of Events, the Client undertakes to select food menus and beverages and advise the Hotel no later than one month prior to the Event start date. The menu shall be invoiced on the basis of the selected courses and the number of participants given in the confirmation. Beverages shall be invoiced according to actual consumption.

Food and Beverage Service during an Event
The Hotel will provide the number of required service staff for Events consistent with international quality standards.

3.3. Event Decoration
The Hotel is a protected national landmark of Austria. Any planned installation of decoration material or other objects and displays by the Client is therefore subject to prior written approval from the Hotel. For any decoration the Client shall act with the greatest care and consideration for the structural fabric of the Hotel facilities. Event venues must not be damaged, and in particular no fixtures may be added to the walls, doors or windows. Decoration and installation thereof must be conducted by professional staff and must meet all fire protection regulations. Any decorations provided by the Hotel shall remain the property of the Hotel after the Event.

Decoration Material

Decorations with flower petals, gold dust, confetti and similar items are not permitted. Should any of these or similar items be used, the Hotel shall charge a cleaning fee in the amount of 15% of the room rental fee. Any forms of candles, including floating candles, sparklers, sky lanterns or any types of fireworks are not allowed due to the Hotel’s surrounding nature conservation area, fire regulations and the proximity to the Salzburg airport.

3.4. Parking
The Hotel has a limited number of parking spaces. In case of evening events with more than 80 guests or conferences with more than 30 people, the Hotel reserves the right to hire a parking lot service for the duration of 3 hours at EUR 60.00 per hour. The hotel will inform the client before commissioning the service.

3.5. Additional Services
All services rendered by subcontractors arranged by the Hotel on behalf of the Client shall be charged to the Client with a processing fee in the amount of 15%. Any complaints shall be made by the Client directly to the subcontractor/third party without any claim against the Hotel.

3.6. Printed Material/Media Advertising
The use of logos/pictures of the Hotel in any form by the Client shall in all circumstances require the prior written consent from the Hotel. If a logo/picture is published without the appropriate consent having been obtained, the Hotel shall be entitled to withdraw from the 0agreement and charge a reasonable fee for such use. The Client shall be liable to the Hotel for any damage caused thereby.

3.7. Photographs
Private photographs during the stay are only allowed for private use. Any photographs to be taken for commercial use require prior written consent. In the absence of appropriate consent, the Hotel reserves the right to take legal action. 3.8. Remote Controlled Drones The use of remote controlled drones is strictly prohibited on Schloss Leopoldskron’s property, including over the lake, to ensure compliance with data protection laws and air traffic regulations, as well as to protect the privacy of our guests.

3.9. Additional outdoor lighting
Additional outdoor lighting, e.g. for filming or events, must be registered and approved in advance with the nature conservation authority by the customer. Failure to do so may result in administrative penalties. These costs are to be borne by the customer. 3.10. Fire Regulations The Client undertakes to comply with the Hotel fire regulations, and in particular not lock escape routes, respect the no-smoking rule, etc. Smoking, open fire, candles, etc. are not permitted in any of the Hotel’s indoor spaces. Fireworks of any kind are not permitted anywhere. Any penalties arising from non-compliance with these regulations shall be borne by the Client, who shall thus indemnify and hold the Hotel harmless in this matter.

3.11. Liability
The Client shall be liable for any damage caused by guests, staff, agents or other persons associated with the Client. If necessary, the Hotel may require the Client to obtain appropriate insurance coverage for the Event. The Hotel assumes only fault-based liability for damage to objects provided by the Client or loss of such objects and rules out any liability for faults of third parties. The premises and furnishings shall be checked for damage immediately after the Event in the presence of the Hotel and Client representatives (“Inventory”). The Client is responsible for returning all facilities to the Hotel in their previous condition. Any damage caused or items disappeared shall be charged to the Client. The Hotel reserves the right to put in place an onsite supervisor during an Event which will be charged to the Client at EUR 50.00 per hour (EUR 70.00 after 10:00 pm). In case of exceptional soiling (caused by guests and/or pets) and/or damage in guest rooms, suites, and/or public areas the Hotel charges a minimum cleaning or repair fee of EUR 100.00.

3.12. Public Law Provisions and Restrictions
Clients must comply with all applicable public law provisions, e.g., to prevent the spread of diseases such as COVID-19 or other applicable public law requirements. The offer is based on the assumption that the booked Event can take place, in principle, at the agreed time with any necessary changes or restrictions due to the legal requirements that then may apply. All laws and regulations in force at the time of the Event, in particular with regard to a restriction of the number of guests or specific parts of the Event, must be complied with. No claim can be made against the Hotel to actually implement the bookings as originally planned or at all. Expenses for bookings already made by the Hotel, but possibly frustrated, are to be paid even if restrictions apply, unless the Hotel is at fault. The Client expressly accepts this assumption of risk. The Client shall take or hold booked trips or Events even if changed conditions due to changes in public law apply and shall make appropriate adjustments. The Hotel assumes no liability for contagion during a Client’s stay at the Hotel, and such is excluded by mutual consent.

3.13. Release Clause
The Client agrees to indemnify, defend and hold harmless the Hotel and its representatives from all claims of any nature (particularly, but not limited to those resulting from loss of or damage to movables, or personal injury to the Client or third parties). The Client explicitly acknowledges that neither persons nor movables (as particularly vehicles) are insured against any damages whatsoever on behalf of the Hotel. The Hotel recommends that the Client obtains and carries personal and property insurance.

3.14. Valuables
Valuables and cash brought to the venue by Event participants may be deposited free of charge in the Hotel’s safe (subject to available space). However, the Hotel assumes no liability over and above this service.

3.15. Invoicing
Invoices for Event services are rendered on the day the Event begins and sent to the Client by mail, unless other arrangements have been agreed upon according to the contract. Invoices shall be paid promptly without deductions by transfer to the Hotel’s bank account (see 3.17.)

3.16. Jurisdiction
The parties agree that any claims arising out of or relating to this contract shall be governed exclusively by Austrian law without giving effect to its conflict of lawprovisions. The United Nations Convention on Contracts for the International Sale of Goods shall not apply to this agreement. Claims by either party will be handled exclusively by the competent court in Salzburg (city).

3.17. Banking Details
Bankhaus Carl Spängler & Co, Salzburg, Austria
IBAN: AT40 1953 0001 0018 0942
BIC: SPAEAT2S

Salzburg, November 2023