General terms & conditions of the convention site Schloss Ringberg
Conferences can be held weekly from Monday to Friday; arrival and departure at the weekend is guaranteed, although, for personnel reasons, it is not possible to provide catering for conference participants, with the exception of breakfast on Saturday. For arrival on Sunday, arrival should take place between 16.00 and 22.00 hrs. On the day of departure, the rooms must be vacated by 9.00 a.m. in consideration of the following event. If an event does not require a full 5 working days, the house can be reserved from Monday to Wednesday (departure after lunch), or from Wednesday (arrival after 3 p.m.) to Friday.
Cancellation Policy of the Conference Center Schloss Ringberg of the Max Planck Society (hereinafter also referred to as "Conference Center" - status January 2011)
1. Area of application
1.1 The following cancellation policy applies to contracts between conference organisers (usually institutes of the Max Planck Society) and the conference venue for the rental of rooms as well as conference, banquet and event rooms of the conference venue for the organisation of events.
1.2 Deviating provisions shall only apply if they have been expressly accepted in writing by the conference venue.
2. Conclusion of contract and contracting party
1. Following a booking request by the conference organiser, a binding hotel accommodation or event contract is concluded with the corresponding booking confirmation from the conference centre. Booking request and booking confirmation must be submitted in writing, by fax or email.
3. Cancellation by the conference organiser, cancellation
3.1 The conference organiser can withdraw from the contract at any time before the start of the event by written declaration.
3.2 If the conference organiser withdraws from the contract, the conference venue may demand reasonable compensation for the expenses incurred. This compensation for withdrawal is calculated in the form of a lump sum for withdrawal according to the following percentages of the contractually agreed price for all individual services ordered:
a. in the event of withdrawal from the sixth to the third month before the contractually agreed start of the event, 50 % (of the contractually agreed price for all individual services ordered)
b. in the event of withdrawal from the third month to two weeks before the contractually agreed start of the event, 75% (of the contractually agreed price for all individual services ordered)
c. in the event of withdrawal from two weeks before the contractually agreed start of the event, 100 % (of the contractually agreed price for all individual services ordered)
3.3 If the conference organiser withdraws from the contract in part, the conference venue is entitled to invoice the services not used in accordance with the withdrawal fee set out in clause 3.2.
3.4 The conference organizer is free to prove that the conference venue has not suffered any damage or that the damage incurred by the conference venue is less than the compensation lump sum claimed.
4. Withdrawal of the convention site
4.1 The convention site is entitled to withdraw from the contract for good cause, in particular if
a. force majeure or other circumstances beyond the control of the conference venue make it impossible to fulfil the contract;
b. rooms or other services of the convention site are booked under misleading or false declaration of essential facts, e.g. regarding the person of the guest or the purpose of the event;
c. the convention site has reasonable cause to believe that the use of the convention site's services may jeopardise the smooth operation, safety or public reputation of the conference venue, without this being attributable to the conference venue's sphere of control or organisation;
4.2 The conference venue shall immediately inform the conference organizer in writing of the exercise of the right of withdrawal.
5. Final provisions
5.1 Changes or additions to this cancellation policy should be made in writing. Unilateral changes or additions by the conference organizer are invalid.
5.2 If individual provisions of this cancellation policy are or become invalid or void, the validity of the remaining provisions shall not be affected. In all other respects the statutory provisions shall apply.