5.1. Hotel Sacher’s rooms and areas are made available according to the booking agreements concluded. Any complaints against Hotel Sacher for defects must be made by the Contractual Partner in the event of any other waiver of their assertion upon delivery of the object of the contract. Small, technical-related discrepancies as well as discrepancies in color shades (for decor, etc.) are not considered a defect. Changes to technical systems, fixtures and furniture, or switching of items, may only occur with the written consent of Hotel Sacher and at the expense of the Contractual Partner.
5.2. Hotel Sacher requires binding written notification of the exact number of participants for events where food is to be served no later than 2 working days prior to the event. The number notified by the Contractual Partner is deemed to be a guaranteed minimum number, for which Hotel Sacher will make all preparations and which will in any case be billed. Any orders of food, beverages, smoking products, etc. in excess of this will also be invoiced to the organizer.
5.3. If the notification is not subject to point 5.2., the number notified in the order by the organizer shall be considered as a guaranteed number and shortfalls only taken into account for billing if greater than 20%. If the guaranteed number actually falls short of more than 25%, Hotel Sacher is entitled to move the event to other rooms and/or to other tables.
5.4. If no other agreement has been reached, all beverages ordered in connection with the event will be invoiced to the organizer according to the actual consumption.
5.5. The Contractual Partner is obligated to inform Hotel Sacher of any intended installation of decor material or other objects and to obtain its consent. Event rooms must not be damaged. The installation must be carried out by appropriate specialist personnel. Fire safety and any other provisions applicable to this must be observed. All costs associated with the installation and dismantling of the event room must be borne by the Contractual Partner.
5.6. The right to change rooms is reserved, insofar this is reasonable for the Contractual Partner in consideration of the interests of Hotel Sacher.
5.7. The organizer is not entitled to pass on the premises provided to it in whole or in part (also not in terms of time) to third parties in whatever form (for example, by sub-letting or as part of an event booked by it) without the prior written consent of Hotel Sacher.
5.8. Hotel Sacher assumes no liability for technical disruptions, in particular, the Internet connection, interruptions or disruptions in the power supply (electricity, water), or for operating disruptions of any kind.
5.9. Official enforcement agencies, public officials as well as employees and representatives of Hotel Sacher must be granted access to the rooms and areas at all times.
5.10. For more simple technical work, Hotel Sacher will use its own employees, who will be invoiced at the customary local hourly rates on a time and materials’ basis and per hour or part thereof, plus any surcharges (such as, holiday, night-time and/or weekend supplements). If technical work by third parties is required for events, the costs thus incurred will be billed on to the Contractual Partner. Third parties may only perform work or changes to the hotel building or premises with the prior written consent of the Hotel Sacher.
5.11. The setup and performance of the event or the activity, used to achieve the contractual purpose, must correspond with the level and the reputation of Hotel Sacher. Any construction or dismantling work for the event of the Contractual Partner must not disrupt other events in the hotel or hotel guests.
5.12. All advertising activities of the Contractual Partner must be approved by Hotel Sacher in writing if Hotel Sacher is mentioned. This applies in particular to billboards, programs, broadcasts, mailings, etc. When announcing an event, only the naming approved by Hotel Sacher (for example “Sacher”, “Hotel Sacher”) may be used. The use of the hotel name or logo for media, printed forms, etc., is only permitted after prior written approval by Hotel Sacher. If Hotel Sacher has not been informed in advance, then Hotel Sacher is at liberty to cancel the event.
5.13. Equipment and devices that are brought in by the organizer and/or used by the latter at Hotel Sacher must comply with the respective Austrian statutory provisions and be safe to operate. Corresponding confirmation must be submitted to Hotel Sacher upon request. Hotel Sacher is entitled, but not obligated, to arrange testing in this regard by experts at the expense of the organizer and, in the case of doubt, to take the device out of operation or to request its immediate removal or if necessary, to remove it itself at the expense of the Contractual Partner; this also applies to other items.
5.14. The Contractual Partner is obligated to obtain at its own expense all necessary and prescribed approvals and permits and to submit them to Hotel Sacher no later than 14 business days prior to the start of an event. The Contractual Partner shall exempt and hold harmless Hotel Sacher with regard to all damages, in particular penalties/administrative penalties, copyright claims of third parties that stem from non-compliance with commercial law and any other provisions, particularly, from the non-payment of fees. This applies in particular to events at which music is played.
5.15. All deliveries brought or sent to Hotel Sacher by the Contractual Partner or by third parties must be notified to Hotel Sacher in advance. Hotel Sacher reserves the right to determine the time of delivery and not to accept inadequately labeled packages or those subject to customs duties. Storage up to the event is free of charge. Hotel Sacher assumes no liability for completeness of, any potential damage to or theft of the delivery. Hotel Sacher is also not obligated in particular to carry out random checks.
5.16. The Contractual Partner requires express approval by Hotel Sacher to bring in food and beverages and other goods. Any costs incurred (such as corkage, use of crockery, waste disposal fees) will be invoiced separately by Hotel Sacher.
5.17. The Contractual Partner or its authorized representatives must ensure its presence or that of an authorized person for the period of use of the event rooms.
5.18. Hotel Sacher will provide any number of employees to support the event who will meet a general international high standard. If the organizer requires additional employees to meet special requests, these will be charged in addition for each employee and hour. If the constant presence of hotel employees is required during the event, the corresponding hourly rate of Hotel Sacher will be additionally charged per employee and per hour or part thereof according to the time of day or night. From 0.00 a.m., a minimum flat rate of EUR 190.00 is charged for the service team, which may also increase depending on the extent of the work.
5.19. If the organizer uses the premises provided to it beyond the agreed time, Hotel Sacher is entitled to invoice further provision costs in addition to the agreed remuneration.
5.20. The Contractual Partner bears the risk of the event carried out by it, including its preparation, construction, execution and dismantling. The Contractual Partner is liable for all damages, consequential damages and losses that are caused by it, persons employed by it, by its agents (subcontractors), by its authorized representatives and by its visitors and guests. This applies in particular to damages to the building and inventory as a result of the event, to damage when bringing items in, when performing installation and dismantling work and to all consequences resulting from exceeding the agreed maximum number of visitors. If necessary, Hotel Sacher will demand that suitable insurance policies are concluded by the organizer.
5.21. The Contractual Partner is obligated to inform Hotel Sacher no later than at the time of contract conclusion, without being asked to do so, if the event is likely, based on its political, religious or other nature, to jeopardize the smooth running of business operations, the security or the reputation of Hotel Sacher in the public domain.
5.22. Unless otherwise agreed, the following cancellation conditions apply to events:
- up to 60 days before the event: no cancellation costs
- up to 30 days before the event: 100% of room rental/provisioning costs or at least 50% of the total catering revenue to be expected
- up to 10 days before the event: 100% of room/provisioning costs or 85% of the total catering revenue to be expected
- 10 days before the event or less: 100% of the total turnover to be expected, 100% of room rental/provision costs, all additional costs per order such as technicians, décor, personnel, etc.
The contractually agreed number of persons is used when calculating the total revenue (meals and/or beverages).
5.23. Agreed room rents shall apply exclusively to the provision of the premises as well as the furniture confirmed by the Contractual Partner and by Hotel Sacher at the time of booking unless otherwise agreed, to the extent it is available at Hotel Sacher, and these are inclusive of 20% sales tax. The invoice for the estimated total costs will be issued on the day the contract is concluded and is payable within 10 days of the date of the invoice. Additional costs will be invoiced separately after the event and are due for payment immediately. Default interest of 12% pa is agreed upon in the case of payment default, in addition, the costs of the reminder letter and possible debt recovery must be borne by the organizer.