General Terms & Conditions (Groups)

1. Subject matter of the contract

1.1 The VICTORIA-JUNGFRAU Grand Hotel & Spa undertakes to provide the organiser with the agreed number of rooms. Check-in time on the day of arrival is from 3 pm. Hotel rooms are available until 12 noon on the day of departure.

1.2 Our porters are on hand to attend to all luggage from 7 am.

1.3 A separate agreement is to be concluded for any seminar, meeting and/or group rooms required or for technical facilities or other special arrangements or orders.

1.4 If for whatever reason the VICTORIA-JUNGFRAU Grand Hotel & Spa should be unable to provide the number of rooms reserved, it undertakes to organise accommodation of equivalent quality and to pay for all transport or accommodation costs over and above the contractually agreed price that may be incurred in this context.

1.5 Food & beverages are based on the agreements concluded.

1.6 The number of participants for a particular meal or similar events is to be confirmed by the organiser 48 hours in advance. Invoicing is based on the confirmed number of participants or the actual number of participants if the agreed number is exceeded.

1.7 The number of participants at meals or similar events where the participants are also staying overnight at the Hotel is calculated in principle according to the number of overnight stays or the actual number of participants if the agreed number is exceeded.

1.8 If an event lasts longer than midnight, a surcharge will apply for each hour or part thereof beyond midnight.

1.9 The VICTORIA-JUNGFRAU Grand Hotel & Spa reserves the right to change room reservations for meetings, meals, etc., provided this is in keeping with the organiser’s requirements and interests, and is acceptable to him; this applies particularly in cases where the original number of participants changes leading up to the event.

1.10 The VICTORIA-JUNGFRAU Grand Hotel & Spa reserves the right to charge a supplement for programme changes made at short notice (e.g. changes in the seating layout, menu changes, etc.).

1.11 The VICTORIA-JUNGFRAU Grand Hotel & Spa is entitled to invoice without prior notice any extra work carried out by its staff (e.g. clearing-up work), additional electricity costs (e.g. disco), additional waste disposal and additional cleaning work.

2. Co-ordination

2.1 Use of the premises

2.1.1 The organiser is to notify the VICTORIA-JUNGFRAU Grand Hotel & Spa no later than 14 days prior to the event of the detailed programme, the full details of the layout for the seating arrangements and the technical facilities, and of all information the VICTORIA-JUNGFRAU Grand Hotel & Spa requires to ensure the smooth organisation of the event.

2.1.2 The organiser is to provide the VICTORIA-JUNGFRAU Grand Hotel & Spa with the precise list of participants - complete with the private addresses of the participants - no later than 10 days before the event is due.

2.1.3 To ensure optimum room allocation, the organiser is to specify on the list of participants any priorities with regard to the participants as well as any disabilities, allergies or other special needs.

2.1.4 The organiser is to notify the contact person responsible for the event at the VICTORIA-JUNGFRAU Grand Hotel & Spa of any last-minute changes to the programme or additional requests - including during the event.

2.1.5 The hotel entrance, reception area and lobbies are not to be used to display advertising materials, etc. Subject to prior agreement with the contact person responsible at the VICTORIA-JUNGFRAU Grand Hotel & Spa it may be possible to set up or hang a corporate logo (e.g. for the welcome desk).

2.1.6 To avoid any damage to the walls, the organiser is requested to clarify in advance with the contact person responsible for the event at the VICTORIA-JUNGFRAU Grand Hotel & Spa the procedures used for affixing decorations or other items. The organiser guarantees that such materials in particular comply with fire safety requirements.

2.1.7 The VICTORIA-JUNGFRAU Grand Hotel & Spa requires the following information to ensure safe storage in the event of the advance dispatch of materials or to process the issue of a personal requirements declaration intended for the customs authorities: - Date of dispatch - Agent used to dispatch the materials (post office, DHL, etc.) - Precise number, size, weight and other characteristics of the parcels - Contents of the materials and insurance value The materials should also be addressed to the organiser’s contact person with responsibility for the event and specify the name of the event.

2.1.8 Emergency escape routes are to be kept clear of any technical equipment (technical installations, storage of materials) on the premises of the Victoria-Jungfrau. The contractual partner undertakes to inform any company contracted by him of the escape routes.

2.2 Food & Beverages

2.2.1 The VICTORIA-JUNGRAU Grand Hotel & Spa is to receive the definitive choice of menu and wines no later than 14 days before the event.

2.2.2 The organiser is to give notice of the precise programme no later than 24 hours prior to the event (speeches, artistic performances, etc.).

2.2.3 Our generous breakfast buffet is available from 7 am to 10 am.

2.2.4 The VICTORIA-JUNGFRAU Grand Hotel & Spa can only guarantee the faultless quality of the food and beverages (e.g. coffee breaks, meals, etc.) if participants arrive at the agreed time or if the organiser gives the Hotel notice of any delays in the meals well in advance (at least one hour beforehand). In the event of delays of more than 30 minutes the additional costs incurred (e.g. staff costs) will be charged.

3. Terms & conditions of payment and cancellation

3.1 Invoices submitted by the VICTORIA-JUNGFRAU Grand Hotel & Spa are to be settled net within 30 days of the invoice date. Any objections are to be lodged within 10 days of the date of invoice.

3.2 The VICTORIA-JUNGFRAU Grand Hotel & Spa assumes as a matter of principle that all invoices are to be borne by the organiser. If the organiser requires special forms of invoicing or for the invoice to be divided up in a particular way, he is to notify the VICTORIA-JUNGFRAU Grand Hotel & Spa accordingly prior to the event. In such cases, too, any unpaid invoices remain the organiser’s responsibility.

3.3 If the individual deposit dates agreed in the contract are not adhered to, the VICTORIA-JUNGFRAU Grand Hotel & Spa reserves the right to cancel the event. In this case the compensation of the VICTORIA-JUNGFRAU Grand Hotel & Spa is calculated in the same way as the cancellation charges, with the missed deposit date corresponding to the cancellation date.

3.4 The cancellation charges are calculated based on the itemised list in the individual contract. In the event of a partial cancellation the itemised list is applied pro rata.

3.5 Should the deposits made fail to cover the cancellation charges, the VICTORIA-JUNGFRAU Grand Hotel & Spa is entitled to claim the difference from the organiser.

Food & Beverage / Rental / Daily package

Dates    Cancellation fee
7 days prior to the event    100% of the defined room rent and 75% of F&B arrangements*
   75% of the defined daily package
 
14 days prior to the event    75% of the defined room rent and the F&B arrangements*
   50% of the defined daily package
 
1 month prior to the event    25% of the defined room rent and the F&B arrangements*
   25% of the defined daily package
 
2 months prior to the event    10% of the defined room rent and the F&B arrangements*
   10% of the defined daily package

* if no food defined, the following amounts will be used as a basis charge:
Apéro CHF 16
Cocktail CHF 45
Lunch & Dinner CHF 70

Rooms / Seminar packages

Dates

Required pre-payment due by the below mentioned date

Cancellation fee
up to the mentioned dates

6 months before arrival 10% of total rooms amount max. 75% of the actual reservations can be cancelled without costs
120 days before arrival
no further pre-payment
max. 50% of the actual reservations can be cancelled without costs
90 days before arrival 30% of total rooms amount max. 20% of the actual reservations can be cancelled without costs
60 days before arrival no further pre-payment max. 15% of the actual reservations can be cancelled without costs
30 days before arrival 50% of total rooms amount max. 10% of the actual reservations can be cancelled without costs
Until 48 hours before arrival no further pre-payment max. 5% of the actual reservations can be cancelled without costs

For cancellation that are made later than 48 hours before arrival, 100% will be charged.

4. Liability

4.1 As a matter of principle the organiser is fully answerable for any loss or damage caused by him, his staff, other assistants or by participants. It is the organiser’s responsibility to take out the appropriate insurance cover.

4.2 As a matter of principle the organiser is solely responsible for loss of or damage to property brought onto the premises. The VICTORIA-JUNGFRAU Grand Hotel & Spa is liable only within the scope of statutory provisions. This applies accordingly to the advance dispatch of materials.

4.3 Where the VICTORIA-JUNGFRAU Grand Hotel & Spa provides the organiser with technical facilities or other installations, or contracts third parties to do so, it acts on behalf and for the account of the customer. The organiser is liable for the proper handling and orderly return of these objects and holds the VICTORIA-JUNGFRAU Grand Hotel & Spa harmless from any claims asserted by third parties resulting from the transfer of such objects.

5. Applicable law and place of jurisdiction

5.1 The present contract is subject to Swiss substantive law.

5.2 The parties agree explicitly to Interlaken, Switzerland, as the exclusive place of jurisdiction.

6. Miscellaneous

6.1 This contract may only be amended by a written agreement signed by both parties to the contract.