Terms and Conditions
Preamble
1. Formation of Contract
1.1.1. The general terms and conditions form part of the contract concluded between the International Conference Centre Karimu (hereinafter referred to as the "Conference Centre") and the guest. Any agreements deviating from these terms and conditions shall only apply if agreed upon in writing.
1.1.2. Following the guest's written, electronic or telephone booking request, the conference centre sends a booking confirmation to the guest. The contract is concluded upon receipt of the signed confirmation. The conference centre has no obligations towards the guest prior to the conclusion of the contract.
2. Services
2.1.1. The services provided are governed by the respective agreements made with the guest.
2.1.2. The guest does not acquire any entitlement to the provision of specific rooms, but only to rooms of an agreed category; this also applies to event rooms.
2.1.3. Guest rooms are available to the guest from 4:00 p.m. on the day of arrival until 9:00 a.m. on the day of departure. There is no entitlement to a longer period of availability.
2.1.4. Depending on the group size, a group room will be assigned by the conference centre.
2.1.5. Services not utilised, such as those resulting from late arrival, early departure or missed meals, cannot be refunded.
2.1.6. Subletting or further letting of the rooms provided, as well as their transfer for use by third parties, is not permitted.
2.1.7. The general house rules, which are posted in the building and available on the facility's website, shall apply.
3. Prices
At the time of conclusion of the contract, the prices stated in the booking confirmation shall apply. The conference centre reserves the right to adjust its current price list to reflect changing cost developments and to issue new price lists. These are always available on the conference centre's website.
4. Invoicing and Assumption of Costs
4.1 The group leader will receive the total invoice. If the guest requests that the group invoice be split by the conference centre into individual invoices for each participant, the costs incurred by the conference centre shall be borne by the guest in addition to the conference fees.
4.2 The invoiced services are payable within 14 days of receipt of the invoice.
4.3 If individual invoice items are disputed, these must be clarified with the conference centre within one week of the invoice being issued.
5. Cancellation Policy
5.1 Any form of cancellation must be made in writing (letter, fax or email).
5.2 If the entire booking is cancelled by the guest, or if the agreed number of participants is reduced by 50% for groups of up to 10 persons, by 25% for groups of up to 50 persons, and by more than 10% for groups of 51 or more persons, the guest shall pay cancellation fees to the conference centre. The conference centre reserves the right to calculate these based on actual losses or
according to the following flat rates:
– up to 31 days before arrival: no cancellation fees
– from 30 days before arrival: 10% of the room rate
– from 20 days before arrival: 30% of the room rate
– from 10 days before arrival: 75% of the room rate
– on the day of arrival: 95% of the room rate
5.3 The conference centre is entitled to the compensation claim set out in clause
5.2, unless the guest can prove that no loss was incurred at all or that the loss is significantly lower than the tiered flat rates indicate.
6. Occupancy Form
6.1 In preparation for the stay, the guest shall submit a completed occupancy form and a list of participants to the conference centre no later than 2 weeks before arrival.
6.2 Any change to the number of participants for shared meals must be communicated in writing for scheduling purposes no later than one week before the start of the arrival date.
6.3 If more participants arrive and additional accommodation and catering is possible, billing will be carried out according to the actual number of participants.
7. Meals
7.1 As part of full board, three meals per day are provided.
7.2 Requests for different meal times and special dietary requirements must be submitted via the occupancy form in accordance with clause 6.1 and shall only apply if the conference centre does not object within 7 days of receipt.
7.3 Food allergies and intolerances must be registered with the conference centre via the occupancy form. Required special dietary food may be brought along in consultation with the conference centre. However, no reduction on the regular catering price can be granted on this basis.
7.4 Special events such as receptions or buffets require prior arrangement and will be charged separately. Food and beverages may generally not be brought to events. Exceptions require a written agreement.
8. Liability
8.1 Disruptions or deficiencies in the services of the conference centre will be remedied promptly where possible.
8.2 If the conference centre is prevented from providing its services due to force majeure (e.g. fire, severe weather, etc.) or other events beyond the conference centre's control, or if such prevention is foreseeable, both contracting parties shall be entitled to terminate the contract. In such cases, the guest shall not be entitled to any claim for damages.
8.3 The installation of decorative materials or other objects requires the consent of the conference centre. Any decorative materials brought in must comply with fire safety requirements. The guest shall be liable to the conference centre for any damage, serious soiling or losses caused by negligent or intentional conduct on the part of the guest, their guests, event participants, employees or representatives.
8.4 Where a parking space on the conference centre's premises can be made available to the guest, this does not constitute a storage contract. The conference centre has no obligation to monitor the parking area. The conference centre shall not be liable for any damage to vehicles occurring in an allocated parking space. This also applies to any costs incurred for the justified towing of a vehicle.
8.5 The conference centre shall not be liable for damage to, loss of, or theft of items and valuables brought or left by the guest. Items left behind by the guest will only be forwarded upon request and at the guest's own risk and expense. The conference centre undertakes to retain found items for three months.
8.6 Each guest will be provided with general information about the facility. The conference centre accepts no liability for damages arising from a lack of knowledge on the part of event organisers and participants. The guest shall be responsible for any costs caused by their own fault or negligence.
9. Right to Terminate the Contract
The conference centre may terminate an occupancy contract with immediate effect without notice if the smooth operation, security or reputation of the conference centre is endangered by the guest, their group or event, or if other guests are disturbed. This applies in particular if the conference centre was not sufficiently informed by the guest about the true purpose of the event at the time of contracting, or if the purpose or nature of the event is directed against or likely to combat or diminish the Christian values of the Wycliff e.V. association, its practice of faith and its work in society, or is likely to damage the reputation of the Wycliff e.V. association.
10. Permits
Where necessary, the guest is responsible for obtaining official permits for their event in good time and at their own expense. It is the guest's responsibility to comply with public law requirements and other regulations. Any fees payable to third parties in connection with the event, e.g. GEMA fees, must be paid directly to the creditor by the guest. Any type of advertising that includes the name of the conference centre requires prior written consent from the conference centre.
11. Place of Jurisdiction
The place of