Terms and Conditions

The HOTEL SAVOY BAUR EN VILLE (Savoy Hotel Baur en Ville AG, Poststrasse 12, 8001 Zurich, Switzerland) is delighted to assist you (organiser) in organising your function. In order to enable a smooth operation of your function, we ask you to carefully read the following general terms and conditions, which form part of the contract. In the event of contradictions between these general terms and conditions and the specific individual contract (event contract), the general terms and conditions take precedence.

Thank you for taking due note.

Banqueting rooms

1. Detailed information

All details which are important for the organisation of a function, such as choice of menu and wines, premises, (expected) number of participants, set-up, table and room decoration, printing of menus, music, technical devices or systems, (expected) function program etc. must be communicated to the banqueting department of the HOTEL SAVOY BAUR EN VILLE not later than 14 business days (excluding Saturdays) prior to the function.

1.1 A detailed time schedule of the program must be transmitted by the organiser not later than 10 business days (excluding Saturdays) prior to the function.

1.2 Because certain delicacies, specialties, and culinary delights contain exclusively fresh products, price changes cannot be ruled out.

1.3 Possible contract changes, which differ from the previously agreed (e.g. changed prices, different premises), will be communicated by the HOTEL SAVOY BAUR EN VILLE to the organizer, once the contract changes are known, as soon as possible in writing. The changes are regarded as accepted by both contractual parties, insofar as the organiser does not provide any explicit contradiction within <NUMBER> of calendar days from the notification date (subject of course to any other agreement by the contracting parties in this context).

1.4 Second service is not included in the menu price.

1.5 The disposal of packaging material will be charged to the organizer according to incurred expenses.

1.6 Vintage years and prices are subject to change. See section 1.3 of these terms and conditions regarding possible changes to the contract.

1.7 Short-term changes or requests regarding seating will be charged to the organizer according to incurred expenses.

1.8 Flower decorations and ornaments will be charged to the organizer according to seasonally dependent fees according to incurred expenses. See section 1.3 of these terms and conditions regarding possible changes to the contract.

2. Number of participants

The HOTEL SAVOY BAUR EN VILLE must be notified of the definite number of participants not later than 2 business days (excluding Saturday) prior to the function. If the number of persons turns out to be lower, the invoice will be based on the number primarily confirmed; if it turns out to be higher, the HOTEL SAVOY BAUR EN VILLE does not guarantee that all guests can be accommodated.

Additional costs due to extra participants will be charged to the organiser according to incurred expenses.

3. Use of banqueting rooms / room modifications

The HOTEL SAVOY BAUR EN VILLE reserves the right to make any changes in the allocation of banqueting rooms, provided that they are in line with the organiser’s requirements and interests (reasonable alternative). The banqueting rooms can be rented until 2 am latest. See section 1.3 of these terms and conditions regarding possible changes to the contract.

No decoration or advertising material may be fixed to the walls or to the ceiling.

Furthermore, the use as such is entirely restricted to the room rented.

No welcome tables, advertising material etc. are allowed outside the banqueting rooms. Only the signboards provided by the HOTEL SAVOY BAUR EN VILLE may be used.

4. Technical devices

The organiser is responsible for the correct handling and return of all technical devices and installations provided by the HOTEL SAVOY BAUR EN VILLE or procured by the latter on his behalf and is liable for any loss or damage according to Section 10 of these general terms and conditions. Any insurance in this context is the responsibility of the organizer.

The HOTEL SAVOY BAUR EN VILLE cannot be held responsible for any claims of third parties in this context, respectively is indemnified in full by the organiser in this regard.

5. Rules of the fire police

The organiser is obliged to abide by the requirements and instructions of the fire police in force at the HOTEL SAVOY BAUR EN VILLE at all times in particular fire exits must be kept free at all times – and guarantees that all materials brought in are in line with these requirements and instructions.

6. Delivery regulations

In the case of any material having to be sent prior to a function, all parcels must be addressed directly to the contact person and the following details have to be communicated well in advance:

  • day of dispatch
  • mode of dispatch (by post, DHL, etc.)
  • exact number, size and special characteristics of the parcels
  • contents and value of the parcels
  • date of function, name of contact person and telephone number of the sender

7. Room rent

The rental rate depends on the banqueting room as well as on the type and size of the function.

8. Extra fee after midnight

8.1 For any function lasting after midnight an extra fee of CHF 450.- per hour in our “Festsaal” and CHF 250.- per hour in “Saal 1” & “Saal 2” / “Zunftzimmer” will be charged to the organiser.

8.2 For the police permit for functions lasting until after midnight there is an extra charge of CHF 112.- for each function.

8.3 On Saturdays after 3 pm and on Sundays / holidays the room rental fee will be charged as stated in the contract. Additional service fees might occur.

9. Invoicing

9.1 All costs are charged to the organiser. Any special wishes regarding the form of invoicing or splitting of the amount due must be communicated to the HOTEL SAVOY BAUR EN VILLE in a timely manner prior to the function.

9.2 The organiser is liable for any unpaid bills on the part of the individual participants.

9.3 Should there be any changes or corrections in the billing instruction and/or the billing address after receiving the invoice, a service fee of CHF 50.- will be charged by HOTEL SAVOY BAUR EN VILLE to the organiser.

10. Liability

10.1 The organiser is fully liable for any losses or damage caused by himself, his staff or the participants of the function.

The HOTEL SAVOY BAUR EN VILLE is liable for any damage or loss resulting from injury to life, body or health. Furthermore, the HOTEL SAVOY BAUR EN VILLE is liable for other damages or losses based on an intentional or grossly negligent breach of duty by HOTEL SAVOY BAUR EN VILLE or its legal representatives or auxiliary persons. All further claims for damages are excluded, unless otherwise stipulated in these general terms and conditions.

10.2 Should there be any defects in the services or products of HOTEL SAVOY BAUR EN VILLE, HOTEL SAVOY BAUR EN VILLE will, in the event of knowledge or immediate notification by the organiser, arrange for remedial action (repair or replacement). Further or other remedies (warranty) are excluded as far as legally permissible. For its part, the organizer undertakes to contribute to what is reasonable for him in order to remedy the defect and to minimize the damage or loss. In addition, the organizer is obliged to inform HOTEL SAVOY BAUR EN VILLE in due time of the possibility of extraordinarily high damage or loss. The claim expires if the organizer does not raise a justified complaint immediately after gaining knowledge of the damage or loss.

10.3 Copyright compensation in connection with music (works) and performances (performers) are to be registered and compensated by the organisers themselves (for example in relation to collecting societies).

Costs / deadlines for banqueting rooms

11. Prepayment

Depending on the type and size of the function a prepayment or credit card guarantee with the respective signature is required on the part of the organiser. The amount of the deposit varies according to the approximate invoice amount.

12. Contract

The first request of the organizer to HOTEL SAVOY BAUR EN VILLE is considered as an invitation to submit an offer. Any definitive confirmation (booking) by HOTEL SAVOY EN VILLE (application/offer) must be countersigned by the organizer (acceptance). This document is legally binding and is considered a contract. The general terms and conditions are, as mentioned, an integral part of the contract.

13. Cancellation

13.1 Each cancellation must be made written.

13.2 Cancellation of the entire function (banquet rooms) must reach the HOTEL SAVOY BAUR EN VILLE not later than 6 weeks prior to the date of the function (Reservations of the “Festsaal” 8 weeks prior to the date of function) otherwise the following cancellation fees will be charged to the organiser:

  • 6 weeks (“Festsaal”: 8 weeks) to 3 weeks prior to the date of the function: room rent 25%.
  • 3 weeks to 5 business days (excluding Saturday) prior to the date of the function: room rent 50%.
  • less than 5 working days (excluding Saturday) prior to the function: room rent 100% as well as 50% of the lost income according to the definite confirmation signed (excluding drinks).
  • up to 24 hours prior to the function: room rent 100% plus 100% of the lost income according to the definitive confirmation signed (excluding drinks).

13.3 Any advance services already supplied by the HOTEL SAVOY BAUR EN VILLE (for example floral arrangements, printed table cards, specially ordered wines, goods, etc.) will be charged to the organiser in all cases and also form part of the cancellation fees.

13.4 No cancellation fees will be charged if a substitute acceptable to the SAVOY BAUR EN VILLE can be found for the organisation of an equal function on the same date.

13.5 The HOTEL SAVOY BAUR EN VILLE reserves the right in all cases to adjust the terms of cancellation individually, according to the type and size of the function; in this case, this will be specified in the definite confirmation.

Hotel rooms

14. Arrival and departure times

The rooms are available for check-in as from 3 pm on the day of arrival and have to be vacated by 12.00 hours on the day of departure.

14.1 A late departure can only be guaranteed if an extra night is booked at the full room rate.

14.2 Early check-in (before 3 pm) can only be guaranteed, if the preceding night has been booked at the full room rate.

15. Block booking / room allotment

15.1 The complete list of participants must reach the HOTEL SAVOY BAUR EN VILLE not later than 10 calendar days prior to the day of arrival including the following details:

  • Surname and family name of all guests
  • Contact person on the spot
  • Time(s) of arrival
  • Terms of payments for all guests. If VIP check-in is required, passport number, date of birth and private address must also be indicated in advance.

15.2 In the event of a block booking without rooming list provided by the organiser, the hotel rooms must be directly booked by the clients and individually guaranteed by their own valid credit card.

15.3 Upon expiry of the deadline fixed by the HOTEL SAVOY BAUR EN VILLE any rooms still available within the respective allotment will be released.

Costs / deadlines for hotel rooms

16. Guarantee / invoicing

16.1 Depending on the size of the booking a prepayment or credit card guarantee with the corresponding signature will be required on the part of the organiser.

16.2 If a prepayment is required, 100% of the total amount must be settled within the dates specified in the definite confirmation.

16.3 Unless otherwise agreed upon, the final invoice will be sent to the organiser’s address upon the guests’ departure.

16.4 If the organiser is domiciled abroad, the HOTEL SAVOY BAUR EN VILLE reserves itself the right to charge the credit card previously supplied with the amount due. Any exchange rate differences or bank fees will be charged to the organiser.

17. Cancellation fees for hotel rooms

17.1 Individual cancellations (up to 3 rooms) must reach the HOTEL SAVOY BAUR EN VILLE not later than 48 hours prior to the day of arrival.

17.2 Cancellation of the entire booking,or a large part thereof (hotel rooms), must reach the HOTEL SAVOY BAUR EN VILLE as follows:

  • 9 to 15 rooms: 2 weeks before arrival
  • up to 25 rooms: 4 weeks before arrival
  • up to 39 rooms: 6 weeks before arrival
  • from 40 rooms: 12 weeks before arrival

17.3  The HOTEL SAVOY BAUR EN VILLE reserves the right in all cases to adjust the terms of cancellation depending on the size of the booking; this will be specified in the definite confirmation accordingly.

17.4  In the event of a cancellation reaching the HOTEL SAVOY BAUR EN VILLE after expiry of the above deadlines, cancellation fees will be charged to the organiser according to the following scheme:

  • Cancellation within the first half of the expired period: 50% of the total amount (room nights and breakfast ordered)
  • Cancellation within the second half of the expired period: 100% of the total amount (room nights and breakfast ordered)
  • Cancellation of individual rooms within 48 hours: room rate for one night.

17.5 Financial damages or losses resulting from changes to the main booking (such as hotel rooms which are not rebooked) will be charged to the organiser.

17.6 All cancellations must be made in writing.

17.7 If the cancelled hotel rooms can be sold to other clients, no cancellation fees will be charged. This excludes any advance services already provided by the HOTEL SAVOY BAUR EN VILLE (such as goods especially ordered for the function) which will be charged to the organiser.

Insofar as choice of law is permitted, Swiss law shall apply exclusively, excluding the UN sales convention and the conflict of laws. Place of performance, place of payment, and exclusive place of jurisdiction is Zurich (subject to conflicting, mandatory responsibilities according to the law/treaty).

June 2018