GENERAL TERMS AND CONDITIONS FOR STAYS AT SCANHOTELS CITY
1. Scope
These General Terms and Conditions (“GTC”) apply to the contract entered into between you and us regarding our hotel services, which will be provided to you on the date(s) specified in the contract offer. The contract offer becomes a legally binding contract upon signature by both parties.
The contract offer may not be assigned to a third party without our prior consent, and we reserve the right to change the prices and terms in the event of an assignment.
2. Definitions
“Contract” means the contract regarding hotel services that is concluded between you and us upon your timely written acceptance of our offer to enter into a contract.
“You” refers to the party to whom the contract offer is addressed.
“We, our, us” refers to ScanHotels City on behalf of FH Rostocker Hotelbetriebs GmbH, Lange Straße 40, 18055 Rostock.
“Contract Offer” means the written offer regarding hotel services for your event and may include the rental of meeting and event rooms, food and beverages, accommodations, and other services.
“Event” means one or more consecutive days specified in the contract offer on which you intend to gather a specific number of people at our facilities for a specific purpose.
“Hotel Services” means the services offered by us for your event as specified in the contract proposal and accepted by you upon your timely countersignature of the contract proposal (including, among other things, accommodations in guest rooms, the rental of conference and event rooms, facilities, food and beverages, and other items).
3. Event Facilities
We will provide you with the facilities and the corresponding rooms and equipment as specified in the contract proposal. We reserve the right to modify the booked facilities in the event of a change in actual circumstances. This includes, but is not limited to, a decrease or increase in the number of participants attending an event, a technical problem with the facilities, or health and safety risks.
You may request that we procure technical and other equipment from third parties on your behalf, as you may not install or use your own technical equipment without our prior consent. We may bill you for the electricity costs resulting from the use of such equipment, and a fee may also be charged in connection with the connection fee for the use of the IT equipment.
The installation and use of non-technical equipment and the placement of decorations on the walls and ceilings require our prior approval.
The storage of your own equipment or that of a third party at our facilities is at your own risk. We are liable for loss, destruction, or damage related to such equipment only in cases of gross negligence or willful misconduct. The equipment brought onto the premises must comply with fire safety regulations. We reserve the right to request official documentation of compliance.
After your event, you must remove all equipment immediately. You are responsible for disposing of the packaging materials or waste in accordance with applicable laws.
Any changes to the number of participants must be reported to us immediately. If the number of participants increases, we will do our best to accommodate the additional participants. However, this cannot be guaranteed.
Participant packages are available daily from 8:00 a.m. until 2:00 a.m. at the latest on the following day. Additional costs may apply if your event begins or ends outside these hours. Special arrangements will also be billed separately.
No food or beverages may be brought into the hotel or its facilities for consumption on the premises without our prior consent.
Your use of our facilities and hotel services must comply with state and local laws and regulations. All hospitality services (such as extending the bar’s hours of operation) must be confirmed and approved prior to the date of the event. Unless otherwise expressly agreed, you must obtain the necessary permits and approvals and bear the associated costs (such as licensing fees for the use of music rights, mandatory social security contributions for performers, and other expenses).
4. Guest Room
We will provide you with guest rooms in accordance with the details specified in the contract offer.
Check-in begins at 3:00 p.m. on the day of arrival. Check-out is at 12:00 p.m. on the day of departure, unless otherwise expressly agreed with you. Additional charges may apply for late check-out. This depends on availability on the respective day. If a guest leaves the hotel before the agreed-upon departure date, cancellation fees may apply.
Please notify us immediately of any changes in the number of participants and guest rooms. If the number increases, we will do our best to accommodate the additional participants. However, we cannot guarantee this.
If we are unable to provide the number of guest rooms we have confirmed, we will notify you as soon as possible. In this case, we will cover the costs of alternative accommodations at the nearest available hotel of a comparable category. We will also cover the cost of a phone call and daily round-trip transportation between the alternative hotel and our facility.
5. Cancellations
Subject to the following provisions, you have the right to cancel the contract in whole or in part:
Check-in begins at 3:00 p.m. on the day of arrival. Check-out is at 12:00 p.m. on the day of departure, unless otherwise expressly agreed with you. Additional charges may apply for late check-out. This depends on availability on the respective day. If a guest leaves the hotel before the agreed-upon departure date, cancellation fees may apply.
a) Guest rooms may be canceled free of charge by providing written notice as described below:
- Up to 100% of the originally agreed-upon number of guest rooms up to 90 days before the arrival date;
- Up to 20% of the originally agreed-upon guest rooms up to 30 days before the arrival date;
- Up to 10% of the originally agreed-upon number of guest rooms, or the remaining balance following prior written cancellations made up to 7 days before the arrival date.
Additional or later cancellations of guest rooms entitle us to require you to pay compensation equal to 90% of the agreed rates for cancellations made six (6) days or less before the arrival date.
b) Event-related hotel services may be canceled free of charge by providing written notice as described below:
- Up to 100% of the originally agreed-upon hotel services up to 90 days before the start of the event;
- Up to 20% of the originally agreed-upon hotel services up to 30 days before the start of the event;
- Up to (5%) of the originally agreed-upon hotel services or the remaining hotel services following prior cancellations made up to (7) days before the start of the event;
Any additional or subsequent cancellations of hotel services entitle us to demand payment from you of compensation amounting to 90% of the originally agreed-upon participation fees and costs.
If it has been agreed that you may cancel within a specified period without incurring any costs, we also have the right to cancel the contract within that period without any obligations to you.
Please note that tickets (admission tickets) cannot be exchanged.
6. Prices
Prices are quoted in the local currency, the euro, and include applicable taxes and service charges. We may increase prices to a reasonable extent in the event of unexpected tax increases, increases in the cost of goods, or supply constraints beyond our control. If you cancel more than (30%) of the agreed-upon hotel services, we are entitled to a reasonable increase in the prices specified in the contract offer, regardless of the applicable cancellation fees.
7. Down Payment
If a deposit is required, it must be paid within (14) days of your signing the contract offer. Additional down payments may be required prior to your event. If you fail to make the down payment(s), we may terminate the contract and claim damages in the amount of the cancellation fees applicable at the time the down payment was due. To the extent that participants are required to personally cover guest room costs and daily flat-rate fees for attendees, we may require participants to provide security in the form of a credit card guarantee or comparable security. If you require a credit line, the completed credit application forms must be submitted 31 days before the start of the event.
8. Payment
You are responsible for all costs and fees associated with hotel services as specified in the contract offer. Any additional charges incurred by participants or by you during the event must be paid upon departure. If credit is extended and approved by us, full payment must be made within (10) days of receipt of the invoice. In the event of late payment, we may charge interest at a rate of (11⁄2%) per month or the maximum rate permitted under applicable law, whichever is lower.
If individual payment by the participants is agreed upon, you must duly notify the participants of this arrangement. You are personally and jointly liable for the proper payment of the guest room charges and the daily participant fees, which must be made upon departure.
9. The Hotel’s Right to Terminate the Contract
We are entitled to terminate the contract with immediate effect by providing you with written notice, (i) if, due to circumstances beyond our control, it is impossible to provide you with the agreed-upon hotel services and to fulfill our obligations under this contract; and (ii) if we have reason to believe that you have provided misleading or false information regarding the purpose of the event and your use of our facilities and hotel services would interfere with or harm our regular operations or our reputation; and (iii) if bankruptcy or composition proceedings have been initiated against you or if a writ of execution has been issued against your assets. We are not obligated to compensate you for any losses or disadvantages you may incur as a result of our termination of the contract in accordance with these terms and conditions.
10. Prohibition on Assignment
Without our prior written consent, you are not permitted to assign or transfer the contract, nor to sublet the booked facilities to a third party, including any affiliate of yours.
11. Liability
We are liable to you or the participants solely for losses or damages attributable to gross negligence or intentional acts or omissions on our part, unless strict liability applies under applicable law. Claims asserted against us are valid only if they are reported to us immediately upon becoming aware of the potential loss or damage and no later than 1 year after the agreed-upon start of the event. This limitation of liability does not apply to personal injury or death.
You are liable to us for any losses or damages related to our buildings and facilities, our staff, other guests, or our signage system, or for any other damages, provided that you, the participants, or third parties you have engaged for the event are responsible for such losses or damages. We may require proof of your liability insurance covering the event to protect us against the risk of your liability.
12. Governing Law and Jurisdiction
This contract is governed by the laws of the country in which the hotel is located. All disputes, disagreements, and claims arising out of or in connection with this contract shall be settled amicably between us. If an amicable settlement cannot be reached, the matter shall be referred to the competent court at the hotel’s location.
However, out-of-court dispute resolution shall not be conducted by a private consumer arbitration body recognized under the Consumer Dispute Resolution Act or by a government consumer arbitration body established under that Act. Participation in such dispute resolution procedures is therefore expressly excluded.
