GTC
General Terms and Conditions
CONGRESS LOIPERSDORF
GSL Thermenhotel Loipersdorf BetriebsgmbH
Schaffelbadstraße 219
8282 Bad Loipersdorf
Telefon: +43 3382 20000-7009
E-mail:
Internet: www.congress-loipersdorf.at
1. Scope of application
These terms and conditions apply to all agreements between GSL Thermenhotel Loipersdorf BetriebsgmbH (hereinafter referred to as Congress Loipersdorf) and the contractual partner, unless otherwise agreed in writing.
2. Contractual conditions
The rooms and areas at Congress Loipersdorf are made available in accordance with the agreements made. They may only be used in accordance with the agreements by the authorized person and only at the agreed time and exclusively for the specified purpose.
3. Powers
It is assumed that the organizer has the necessary legal powers and approvals to hold events. Furthermore, knowledge of all applicable specifications and guidelines in this context is assumed and taken as a basis.
4. Contractual object
The rooms, areas, and facilities at Congress Loipersdorf are provided and handed over by Congress Loipersdorf exclusively on the basis of the agreement (rental agreement) concluded. Any changes to these rooms, facilities, etc. require the prior written consent of Congress Loipersdorf. The attachment of decorations, advertising material, etc. to the building also requires the prior written approval of Congress Loipersdorf.
5. Treatment of the contractual property
All rooms, areas, facilities, etc. provided must be treated with care and in accordance with their intended use. At the end of the agreed period, they must be returned in the same condition as they were in before use.
6. Handover of the contractual property
The contractual property shall be handed over during an inspection attended by the contractual partner or their authorized representative and a representative of Congress Loipersdorf. Any defects must be reported immediately, otherwise the contractual partner expressly waives their right to assert them at a later date. The inspection dates must be agreed in advance with Congress Loipersdorf by the contracting party. These are usually based on the times of use specified in writing, i.e., before and after the start and end of the set-up and dismantling period. Minor technical deviations and deviations in color tones (decoration, etc.) are not considered defects. In the event of any damage (of any kind, e.g., to walls, moldings, floors, pipes, furniture, technical or structural facilities, etc.), this must be reported to Congress Loipersdorf immediately, or the contracting party will be informed by Congress Loipersdorf. Restoration will take place at the earliest possible date at the expense of the contracting party.
7. Period of use
The periods of use are determined by mutual agreement between the contracting parties. During this period, Congress Loipersdorf is open to visitors and exhibitors for events, and to exhibitors only for set-up and dismantling work. Outside these times, Congress Loipersdorf may only be used in justified cases and with the written consent of Congress Loipersdorf. Congress Loipersdorf reserves the right to charge the organizer for any additional provision and operating costs incurred as a result. Before and after the official set-up, dismantling, or event times, the premises will only be heated to a basic temperature.
8. Right of access
The competent official bodies, representatives of the authorities, and representatives of Congress Loipersdorf must be granted access to the rooms and areas covered by the contract at all times. Congress Loipersdorf is free to refuse access to individuals and groups of people without giving reasons.
9. Authorized representatives
Authorized representatives of the contractual partner are deemed to be authorized to accept official instructions or other complaints and declarations, including those from Congress Loipersdorf, with binding effect for the contractual partner. The names of the authorized representatives must be specified upon conclusion of the contract.
10. Obligation to be present
During the period of use, the contractual partner must ensure that they themselves or an authorized representative is present and can be reached by telephone at all times.
11. Prices
The price list of Congress Loipersdorf in the version valid at the time of the event is an integral part of the rental agreement, unless other prices have been agreed in a written offer.
12. Official authorizations, permits, inspections
The contracting party is obliged to ensure, at its own expense, that all necessary authorizations and permits are available in good time. Official requirements must be fulfilled immediately at the contracting party's own expense. Proof of compliance with this obligation must be provided. If an official inspection is planned, the contractual partner or its authorized representative must be present. The organizer or an authorized, competent representative must be present during the inspection by the authorities (public event) and must arrange for any defects affecting it to be remedied reliably and in good time.
13. Taxes and fees for events
The contractual partner is responsible for registering and paying all taxes and fees. If Congress Loipersdorf is directly liable for such payments, the contractual partner must indemnify and hold it harmless. Congress Loipersdorf is obliged, in accordance with § 15 (2) of the Fees Act 1957, as amended by the Fees Amendment Act 1976 BGBI Ne. 668/76 of November 30, 1976, to collect one percent of the gross invoice amount for room rental and pay it to the tax office
14. Verbal communications
In cases of imminent danger (e.g., during an event), verbal communication to the contractual partner or their authorized representative shall suffice. Verbal communications shall be confirmed in writing at a later date.
15. Immediate measures
If the contractual partner or their authorized representative leaves or cannot be reached before or during the event or contractual use, Congress Loipersdorf is authorized to take any measures it deems appropriate without prior notification of the contractual partner, at the contractual partner's liability, risk, and expense.
16. Duty to provide information
The contractual partner must provide Congress Loipersdorf with detailed information in writing about the nature and schedule of the event at least 3 weeks before the event takes place.
17. Public events
Public events are subject to special event policing regulations and requirements. Compliance with these regulations is expressly emphasized. Control and security personnel for large events are provided by the organizer, but this is coordinated with Congress Loipersdorf in terms of competence and tasks. Only legally qualified companies may be used for control and security services. Congress Loipersdorf reserves the right to increase the number of security personnel required by the event police. This shall also be at the expense of the organizer.
18. Event standard
The equipment and execution of the event or the activity serving to achieve the purpose of the contract must correspond to the standard and reputation of the venue.
19. Extremist events
If it becomes apparent during an event—even at short notice—that it is an event with an extremist background, Congress Loipersdorf has the right to withdraw from the contract free of charge and without any consequences (no time limit applies here).
20. Catering
Catering services may only be provided by the catering company exclusively authorized by Congress Loipersdorf for this purpose. S&K GenussCatering is the exclusive catering partner of Congress Loipersdorf. The relevant separate agreements must be made with this company. The consumption of food and beverages brought in from outside is not permitted.
21. In-house equipment
In-house equipment may only be operated under the guidance of the in-house technician. External equipment/devices must be approved by Congress Loipersdorf and may only be installed under the supervision of in-house staff.
22. Bringing in items
Items of any kind may only be brought in after prior agreement between the contracting parties. Agreement must be reached on the time and manner of delivery and any storage. Official regulations must be observed when bringing in items. Congress Loipersdorf accepts no liability whatsoever for objects of any kind (including machines, equipment, etc.) brought into Congress Loipersdorf. All risks shall be borne by the contracting party, who shall, among other things, indemnify and hold Congress Loipersdorf harmless from any claims by third parties. Congress Loipersdorf does not provide security. Congress Loipersdorf is not liable for removed or stored items of any kind. Structural changes are generally not permitted. For exhibitions, trade fair constructions, tents, and structures with a high proportion of electrical equipment inside the building and on the outdoor grounds, a standard-compliant electrical certificate (findings) must be submitted before the start of the event. When setting up trade fair and exhibition booths, a true-to-scale plan must be submitted to Congress Loipersdorf, demonstrating compliance with escape routes and emergency exits. The plan will be approved after review and must be implemented exactly.
23. Security
Congress Loipersdorf accepts no liability for items brought in by the organizer or exhibitor; in particular, no compensation will be paid for damaged or stolen goods. The security staff at Congress Loipersdorf is not authorized to accept orders of any kind from the organizer/exhibitor. Congress Loipersdorf is not liable in any way for orders placed or accepted contrary to this provision. For the security of the event, the organizer can place a security order with a security company selected and approved by Congress Loipersdorf via Congress Loipersdorf. The contractual relationship for security services is established directly between the organizer and the security company. Congress Loipersdorf accepts no liability for any damage or loss. Company-owned security services require separate approval from Congress Loipersdorf. Company-owned security services on the premises before, during, and after events must also comply with the following provisions. Security guards must report for duty before starting work. They must confirm their attendance by entering their name, date, and arrival time in the designated list. At the end of their shift and before leaving the premises, security personnel must sign out, noting the end of their shift in the aforementioned list. Security personnel may only remain in the event area where this is necessary for the performance of their duties. Entering and leaving the event area must be done via the shortest and most direct route via Congress Loipersdorf. If this requirement is not met, Congress Loipersdorf will assume that the person in question is on the premises without authorization and reserves the right to take special measures or expel the person from the premises and assert further claims
24. Lost items
Congress Loipersdorf is not liable for any loss of items, money, or similar items belonging to the contractual partner, its employees, agents, visitors, or guests during or in connection with events; this also applies to theft. Property insurance (e.g., theft, burglary, vandalism, and fire damage) must be taken out by the organizer. Congress Loipersdorf is entitled to carry out identity checks on all of the above-mentioned persons for the purpose of prevention or to provide evidence of any property offenses.
25. External devices and machines
The use of devices and machines not provided by Congress Loipersdorf is only permitted with the prior written consent of Congress Loipersdorf. The organizer must inform themselves about the generally accepted rules of technology applicable in Austria as well as the occupational safety regulations, all legal, official, professional association, and other accident prevention regulations and other safety regulations, and comply with these so that users, third parties, and structural facilities are protected against hazards of all kinds when used as intended. Under no circumstances may machines and equipment be set up or demonstrated without protective devices. In addition to these general regulations, all other applicable special regulations and provisions for construction, design, electrical equipment, and technical execution of any kind must be observed, even if they are not mentioned here in detail. Machines and devices with combustion engines may not be operated in the event rooms. Vehicles with combustion engines may not be driven into the building under their own power. If machines and devices with highly volatile fuels (gasoline, benzene, liquid gas, and similar) are set up in the event room, their fuel tanks must be emptied and their filler openings closed before they are brought into the room. The battery must be removed or disconnected. The engine and bodywork must be thoroughly cleaned of oil. Lighting, loudspeaker, and other technical equipment may only be installed by in-house personnel or by licensed specialist companies approved by Congress Loipersdorf.
26. Decoration
When using double-sided adhesive tape to attach flooring, decorations, etc., only adhesive tape approved by Congress Loipersdorf may be used. Decorative elements in the public area and on stage must be flame-retardant, low-smoke, and non-dripping in accordance with Ö-Norm B3800 B1 Q1 TR1. A certificate of fire behavior must be presented upon request. Any attachment of lettering, logos, banners, flags, and similar items must be agreed upon with the responsible persons at Congress Loipersdorf. As a general rule, only materials that can be removed without leaving any residue may be used.
27. Floor coverings
Only self-laying carpets or tiles may be used to cover rooms with different floor coverings. The gluing of floor coverings or self-adhesive carpet tiles is prohibited. Only the use of adhesive tapes mentioned in point 26 is permitted, which must be removed without leaving any residue by the contractual partner after the event.
28. Dismantling and removal
The dismantling and removal of the items brought in must be carried out professionally and must be completed by the contractually agreed time, otherwise Congress Loipersdorf is entitled to have all items brought in, regardless of who owns them, removed and stored at the expense and risk of the contractual partner. Packaging material and transport crates must be removed from the premises before the start of the event. If residual waste, paper, cardboard, and other waste is not removed by the organizer in a timely manner, Congress Loipersdorf will arrange for this to be done at the organizer's expense.
29. Waste disposal
Due to legal regulations, the organizer is responsible for the disposal of all types of waste generated by the holding of events or by the assembly and dismantling of equipment. The materials produced must be removed by the organizer or a disposal company commissioned by them, taking into account the separation of recyclable materials (paper, cardboard, glass, metal, plastic, etc.) from residual waste. If the contractual partner fails to comply with this obligation, Congress Loipersdorf is entitled to arrange for the removal at the expense of the contractual partner. This regulation does not apply to waste generated by the catering services of Congress Loipersdorf's in-house caterer.
30. Cleaning
The regulations regarding final cleaning of the rented rooms are specified in the respective offer or order confirmation. References therein to “normal wear and tear” are based on the following assumptions: The rented rooms and associated areas (stairwell, foyer, elevators, restrooms, etc.) are used to such an extent that they can be made usable again afterwards by a one-time wet cleaning of the floor. Any additional cleaning of walls, glass surfaces, furniture, etc. that may be necessary is not included in normal wear and tear. If the contractual partner wishes to have the rooms or individual items thoroughly cleaned, cleaned between events, or visually cleaned, they may order the appropriate cleaning service at their own expense. Cleaning will be carried out by the cleaning company contracted by Congress Loipersdorf—the organizer's own cleaning staff is not permitted.
31. Distribution/sale of goods or printed matter
The distribution or sale of goods, printed matter, food, or other items on the entire premises (including open spaces) of Congress Loipersdorf is only permitted with the express permission of Congress Loipersdorf. The contractual partner is responsible for obtaining all necessary official permits and is liable for the payment of all fees (e.g., taxes, etc.). In the event of direct recourse against Congress Loipersdorf, the contractual partner shall indemnify and hold Congress Loipersdorf harmless.
Congress Loipersdorf must be informed in good time of any advertising measures planned by the contractual partner. The rented areas are available to the contractual partner for advertising purposes. Congress Loipersdorf may issue regulations regarding design in order to maintain the overall appearance. Advertising measures outside the rented rooms and areas are only permitted with the written consent of Congress Loipersdorf. Congress Loipersdorf has the right to prevent unauthorized advertising and to remove it at the contractual partner's expense without consulting the contractual partner and without seeking legal assistance. In the event of disputes regarding the admissibility of advertising, Congress Loipersdorf shall decide without recourse to legal action. The decision of Congress Loipersdorf is final. The use of the CL logo and the lettering “Congress Loipersdorf” requires the express permission of the management of Congress Loipersdorf. Only the name approved by Congress Loipersdorf may be used to announce an event. Unless otherwise specified by Congress Loipersdorf, this is: CONGRESS LOIPERSDORF.
Mentions of the official event profile of Congress Loipersdorf on LinkedIn (@CongressLoipersdorf), Instagram (@congressloipersdorf), or Facebook (@congressloipersdorf) in posts or stories are welcome.
Congress Loipersdorf is entitled to take photos and videos of the event during the event. The contractual partner grants Congress Loipersdorf the irrevocable, non-exclusive, temporally and spatially unrestricted right to use photos and videos (hereinafter referred to as “image material”) for its own advertising purposes. This includes, in particular, the use of the image material on the Congress Loipersdorf website, in Congress Loipersdorf social media channels, and in Congress Loipersdorf print productions. The contractual partner grants Congress Loipersdorf the right to use the image material even after the event has ended. When using the image material, Congress Loipersdorf will observe the personal rights of the persons depicted and all other rights of third parties to the image material.
Cookies are used by Congress Loipersdorf via Google for advertising purposes and remarketing.
33. Technical malfunctions
Congress Loipersdorf accepts no liability for technical malfunctions or interruptions or disruptions to the energy supply (electricity, water, heating, etc.), provided these are not caused intentionally or through gross negligence by employees or agents of Congress Loipersdorf, or for operational disruptions of any kind.
34. Recordings and broadcasts
The written consent of Congress Loipersdorf must be obtained for the production and use of audio or film recordings, as well as audio, radio, and TV recordings. Recordings (audio and/or video) are only permitted with the written consent of the contractual partner, with reference to the legal basis. For music performances using audio and video media of any kind, the reproduction rights must be acquired from AKM. The contractual partner is obliged by law to apply to AKM for the appropriate permission in good time before the start of the event. In the event of failure to do so, the contractual partner must expect claims for damages under copyright law.
35. Parking spaces
Parking spaces around Congress Loipersdorf are provided free of charge.
36. Cloakroom
The provision of sufficient cloakroom space shall be agreed with the organizer. Upon request/as required, the cloakroom shall be supervised by Congress Loipersdorf or a cloakroom operator. The costs incurred shall be covered by the cloakroom users (cloakroom for a fee) or the organizer. Congress Loipersdorf shall ensure adequate insurance for cloakrooms that are supervised or guarded. Congress Loipersdorf accepts no liability for cloakrooms that are not supervised.
37. Deliveries/shipments
Congress Loipersdorf will not accept unassigned goods. Goods intended for declared events will be accepted by Congress Loipersdorf, but Congress Loipersdorf will not accept any liability.
38. Employees
All companies working at Congress Loipersdorf and working on commission are obliged to comply with the current legal provisions of labor law.
39. Liability
The contractual partner bears the entire risk of the event it organizes, including preparation, setup, execution, and dismantling. The contractual partner is liable for all damages—including consequential damages—caused by it, by persons it commissions or employs, by its authorized representatives, and by its visitors and guests, to the detriment of whomever. This applies in particular to: damage to the building and inventory as a result of the event, damage caused when bringing in objects and during set-up and dismantling work, all consequences resulting from exceeding the agreed maximum number of visitors and from insufficient staffing of the security service, all damage resulting from delayed or non-contractual clearance, in particular due to non-rental or rental at a lower rate, including compensation for damage to reputation and credit. The contractual partner expressly undertakes to employ professionally qualified personnel. Damage attributable to the organizer or the organizer's representative will be documented and repaired by Congress Loipersdorf. This will be done at the organizer's expense. The instructions of the Congress Loipersdorf staff responsible for the event must be followed at all times. Congress Loipersdorf shall only be liable for damage caused by it or a person for whom it is responsible through wilful intent or gross negligence. Congress Loipersdorf accepts no liability whatsoever for accidents involving users or visitors to the contractual properties. It is therefore advisable to take out your own insurance for such damage. The contractual partner is obliged to inform themselves about the condition of all paths and access roads and to make Congress Loipersdorf aware of any potential hazards.
40. Accidents / Insurance
Congress Loipersdorf accepts no liability whatsoever for accidents involving users or visitors to the contractual properties. The contractual partner acknowledges that Congress Loipersdorf has taken out liability insurance (event organizer liability for personal injury and property damage) on its behalf; this insurance is subject to the insurance conditions applicable in Austria. Any additional coverage requirements must be discussed with Congress Loipersdorf. However, this liability insurance does not provide coverage for damage caused to Congress Loipersdorf. It is therefore advisable to take out separate insurance for such damage.sdorf of any potential sources of danger.
41. Safety regulations, accident prevention, and other legal and official regulations
Smoking is prohibited throughout Congress Loipersdorf! The contractual partner (organizer) is obliged to comply with all legal, official, and other applicable accident prevention regulations during setup and dismantling and for the duration of the event. This includes the safety regulations issued by Congress Loipersdorf. All official bodies and law enforcement agencies as well as representatives of Congress Loipersdorf must be granted access to the events at all times and their instructions must be followed. The police, fire department, and medical services must be alerted immediately in case of danger. Congress Loipersdorf is entitled to verify compliance with the safety regulations at any time. The management of Congress Loipersdorf or its representatives are authorized to arrange for the immediate rectification of any non-compliant situation at the expense of the organizer and to prohibit non-compliant operation at any time. It may stop the operation of machines, equipment, etc. at any time and prohibit their recommissioning if, in its opinion, their operation poses a danger or damages the reputation of Congress Loipersdorf. The organizer is obliged to comply with requirements and instructions based on public emergency regulations. The organizer is liable for all personal injury, property damage, and financial loss caused by its event and its operation or by its employees and third parties. If local trade and health permits are required, these must be obtained by the organizer in good time before the start of the event and kept ready. The costs incurred for all legal and official regulations shall be borne directly by the contractual partner.
42. Fire safety regulations
Fire extinguishers, fire alarms, and other safety equipment must not be obstructed, covered, or moved. All aisles in the rooms and exits must be kept clear across their entire width and must not be obstructed by construction materials, means of transport, components, or other objects. This also applies to emergency exits. Adjacent outdoor areas must also be kept clear at all times. The marked firefighting zones and the entire area in front of the main entrance must be kept clear under all circumstances. Open flames and fires (candles, tea lights, fragrance lamps, etc.) may only be set up with the express permission of Congress Loipersdorf. Other ignition sources and gas-powered devices may not be set up or operated anywhere in the building. When installing spotlights and other heat sources throughout the building, care must be taken to ensure that they are sufficiently distant from fire alarms. This will be assessed by technicians from Congress Loipersdorf. If pyrotechnics, fog machines, hazers, and dry ice are to be used, separate approval must be obtained from Congress Loipersdorf in consultation with the fire department. The necessary shutdown of the fire alarm system requires the presence of fire department personnel during the event. The costs for this shall be borne by the organizer.
43. Inspections
The contractual partner acknowledges that Congress Loipersdorf is entitled to carry out inspections of the premises and areas used by the contractual partner during the term of the contract, provided that this does not significantly impair the purpose of the contract or the legitimate interests of the contractual partner. The contractual partner is not entitled to carry out inspections independently without prior agreement.
44. Commercial activities
Commercial and artistic activities at Congress Loipersdorf that are subject to a fee and are carried out by the organizer or at the organizer's instigation within the framework of an event require a separate agreement.
45. Terms of payment / payment on account / final settlement
For fixed bookings, a deposit of 25% of the provisional total amount is due. A further 25% is due no later than 30 days before the start of the event. The other services agreed in the contract will be invoiced after the end of the event according to actual expenditure and are due without deduction within 14 days of receipt of the invoice.
46. Default of payment
In the event of any default of payment, the contracting party shall pay Congress Loipersdorf default interest at a rate of 5% p.a. plus sales tax.
47. Withdrawal from the contract by Congress Loipersdorf
Congress Loipersdorf is entitled to withdraw from the contract without notice if:
- the contractual partner is in default with its financial obligations;
- the necessary official approvals are not submitted to Congress Loipersdorf or are not available, or if the authorities prohibit the event. In these cases, the contractual partner shall bear any costs or loss of rent.
- If Congress Loipersdorf becomes aware that the planned event contradicts the agreements, violates existing legal provisions, or there is reason to fear a disturbance of public peace, order, or safety;
- Congress Loipersdorf is forced to close one or more event areas or even the entire event area temporarily or for a longer period of time due to force majeure or other circumstances for which Congress Loipersdorf is not responsible. In such cases, claims for compensation are excluded;
- bankruptcy or composition proceedings are opened against the contractual partner's assets;
- the contractual partner is more than 30 days in arrears with payments under other contracts.
48. Cancellation conditions / Contract withdrawal by the contractual partner
Free cancellation of all booked services is no longer possible after signing the contract. In the event of cancellation of the contract up to 12 months before the start of the event, 25% of the agreed fee (including sales tax) shall be payable; in the event of cancellation up to 6 months before the start of the event, 50% shall be payable; from 6 months before the start of the event, 75% shall be payable; and from 2 months before the start of the event, 100% shall be payable. In addition, Congress Loipersdorf must be reimbursed for all costs and expenses already incurred. Up to 48 hours before arrival, 5% of the agreed room allocation at Hotel DAS SONNREICH may be canceled free of charge. This does not apply to other agreed services.
If the rooms are offered in the form of a call-off quota, these rooms can be booked up to 2 months before the event. After that, rooms that have not been booked will be released for general sale. Room requests after this date will be offered at the same price, subject to availability.
49. Compensation
The contractual partner may not offset its contractual obligations with alleged or actual counterclaims.
50. Transfer of rights
Without the written consent of Congress Loipersdorf, the contractual partner may not transfer any of its rights (in particular rental rights) or claims, in whole or in part, to third parties, either for a fee or free of charge, or have them exercised by third parties. However, even in the case of an approved transfer of rights, etc., the contractual partner shall be jointly and severally liable with the third party for all obligations of Congress Loipersdorf.
51. Written form
All agreements made must be in writing to be valid.
52. Laesio enormis
Both contracting parties waive the objection of infringement above or below half of the true value.
53. Fees
All fees arising from this contract shall be borne by the contractual partner.
54. Agreement on place of jurisdiction, place of performance, and venue
All contracts are subject to Austrian law. The place of performance and payment for all liabilities arising from whatever title is Bad Loipersdorf. The court with jurisdiction at the registered office of Congress Loipersdorf shall be agreed as the place of jurisdiction for any disputes.
55. Limitation period
Any claims by the contracting party against Congress Loipersdorf must be asserted in writing within 6 months of the end of the event, otherwise they shall be deemed time-barred.
56. Final provision
The invalidity of one or more points of these terms and conditions shall not affect the validity of the remaining points.
As of January 1, 2025
