GENERAL TERMS AND CONDITIONS FOR CONFERENCES


1. Definitions
A “Party Accommodation Order” comes into being when premises or part/parts of premises are provided for an activity/event to which the general public is not entitled to admission (“Closed Party”). A “Party Arrangement” comes into being when a customer places an advance order for a certain number of places in a restaurant. A Party Arrangement also comes into being when a customer places an advance order for an activity or an event that is to take place in accordance with special wishes. The “Orderer” is the legal or physical entity that is responsible for paying for a Party Accommodation Order or a Party Arrangement. In this connection, “Company” is the facility/organisation providing the activity/event. The value of an order is the agreed price for the entire order or the sum that results from adding the price of any specially ordered services to the total gained by multiplying the agreed price per participant by the agreed number of participants.

2. Orders
Orders can be placed verbally or in writing. For the Orderer or the Company to be able to cite an order, the Company shall have given written confirmation (e.g. an e-mail) of the order. Such confirmation should accurately set out the price and what has been ordered (e.g. premises, furnishings, equipment, number of participants, meals, refreshments, transport, times of access to premises, cloakroom service and any other special wishes).

3. Special wishes on ordering
Any special wishes that the Orderer may have in respect of, for example, catering, smoking, pets or the adapting of interiors so that they are suitable for customers with disabilities, should be expressed when placing the order. The same also applies should the Orderer require any special safety/security arrangements.

4. Cancellation
For the Orderer or the Company to be able to cite a cancellation, the Company shall have given written confirmation of the cancellation. If, less than four weeks before the activity/event is to take place, the number of participants falls by more than 10%, the Orderer shall, for the number of participants above said percentage fall, compensate the Company by paying a sum amounting to 75% of the order value. The liability to pay compensation on cancellation can be adjusted insofar as: the Company has been able to sell, to another Orderer, what has been cancelled; and, the Company’s costs have been taken into account. If, as a result of the cancellation, the Company has sustained special costs above the value of the order, such costs shall be reimbursed in full by the Orderer. Unless otherwise agreed between the Parties, the foregoing cancellation provisions apply only if the cancellation is made less than four weeks before the activity/event.

5. Payment
The Orderer is liable for all costs arising out of the order. The Company must approve any arrangement whereby participants are to be liable for the payment of sums. Unless otherwise agreed between the Parties, the foregoing applies only if the cancellation is made less than four weeks before the start of the conference.

6. Seperate payment
The Orderer is liable for all costs arising out of the order. The Company must approve any arrangement whereby participants are to be liable for the payment of sums. The absence of any participant from a meal is not a grounds for the reduction of the price. Payment shall be made as agreed. If it has been agreed that payment is to be made on presentation of an invoice, the Orderer shall make full cash payment no later than 10 days from the date of the invoice. If the due date is passed, the Company is entitled to debit penalty interest from said due date. The rate of said interest shall be bank rate plus eight percentage points. Invoicing attracts an invoicing fee.

7. Advance payment
The Company can require advance payment. GotlandsResor requires advance payment for group and conference bookings. Seventy-five percent of the order value shall have been received by GotlandsResor 28 days before the agreed date for arrival of the participants concerned. If advance payment is not made within the agreed time, the Company is not bound by the order. In the event of cancellation, any amount that the Orderer may have to pay as a result of late cancellation shall be deducted from the advance payment. If any of the advance payment then remains, this amount, less a deduction for banking charges or equivalent, shall be repaid within seven days of the cancellation. Should there be any dispute regarding the Orderer’s liability to pay compensation, the Company is entitled to withhold, from the advance payment, a sum equivalent to the disputed amount. This sum may be held until the dispute is resolved.

8. Reservation for price changes
a) If the cost of delivery as per the order increases as a result of increased taxes, devaluation, governmental decision or anything else of a similar nature, the Company is entitled to charge a price supplement equivalent to the cost increase.
b) If the Company wishes to make a reservation for price rises for any other reasons than those given above, the Company shall, at the making of the booking, state that prices may be changed.
c) On deciding to levy a price supplement, the Company shall immediately inform the Orderer.

9. Force majeure
Strikes, lockouts, conflagrations, significant restrictions in deliveries or other circumstances outside the Company’s control entitle the Company to cancel the agreement without any liability to pay damages.

10. Liability for property/causing of damage
The Company has no strict liability for property that is kept in hotel rooms or conference premises. However, should it be shown that property has been lost or damaged because the Company or its employees acted carelessly or negligently, or in any other way were partly or wholly responsible for said loss or damage, then the Company is liable for the lost/damaged property. Insofar as the property concerned is not of especially high value, the Company is also liable for property that is kept in storage facilities locked by the Company. (See above, point 4.) Other damage suffered by the Orderer as a result of negligence on the Company’s part shall be the subject of compensation. For its part, the Orderer is liable for damage that the Company suffers as a result of the negligence of the Orderer or of the Orderer’s conference participants.

11. Disputes
The relevant Swedish “Responsibility Board” is available to the Parties free of charge. Companies that are members of the Swedish Hotel and Restaurant Association (SHR) have undertaken to be bound by the decisions of the “Responsibility Board”.