General Terms and Conditions of havenhostel Hotels for Events

STATE: 10/2025




I. SCOPE OF APPLICATION

1. These terms and conditions apply to contracts for the rental of conference and event rooms of the hotel for the organisation of events such as seminars, conferences, exhibitions, presentations, celebrations, etc. as well as to all associated services and deliveries of the hotel. 

2. Subletting or re-letting as well as the organisation of political, religious or other events that could affect the reputation of the hotel require the prior written consent of the hotel. 

3. The customer's general terms and conditions shall only apply if this has been expressly agreed in writing in advance. 

II. CONCLUSION OF CONTRACT, CONTRACT PARTNERS, LIABILITY, STATUTE OF LIMITATIONS

1. The contractual partners are the hotel and the customer. The contract is concluded upon acceptance of the customer's application. The hotel may confirm the booking in text form. 

2. The hotel is liable in accordance with the statutory provisions for damage to life, limb or health as well as for wilful or grossly negligent breaches of duty. In the event of slightly negligent breaches of duty, the hotel shall only be liable for typical, foreseeable damage. 

3. All claims against the hotel are generally subject to a limitation period of one year from the start of the statutory limitation period, with the exception of claims for damages due to intent or gross negligence and due to injury to life, limb or health. 

III. SERVICES, PRICES, PAYMENT, DEPOSIT

1. The hotel is obliged to provide the agreed services. 

2. The customer is obliged to pay the agreed or applicable prices for these services as well as for services provided by third parties commissioned by the hotel on his behalf.

3. All prices include the applicable statutory value added tax. If the tax rates change, the prices will be adjusted accordingly.

4. Invoices are due within 10 days without deduction, unless otherwise agreed. 

5. The hotel is entitled to demand a deposit of up to 50 % of the expected total amount upon conclusion of the contract. Remaining payments are due at the latest at the start of the event, unless otherwise agreed. 

6. On request and after checking a written declaration of assumption of costs, payment on account with 14 days payment term is possible. 

IV. WITHDRAWAL OF THE CUSTOMER (CANCELLATION)

1. Events can be cancelled free of charge up to 60 days before the start of the event. If the booking is made within this period, the following regulations apply immediately. 

2. The following cancellation fees apply for later cancellations: 

• 59-30 days before the start: 30 % of the agreed booking amount 
• 29-10 days before the start: 50 % of the agreed booking amount 
• 9-2 days before the start: 70 % of the agreed booking amount 
• on the day of the event: 90 % of the agreed booking amount 

3. Additionally applies: 

• Cancellation between the 8th and 4th week: 35 % of the lost meal revenue 
• Cancellation later than 4 weeks: 70 % of the food turnover 
• Calculation: agreed menu price × registered number of participants. If no menu price has been agreed, the most favourable 3-course menu of the valid event offer applies. 

4. If a conference flat rate has been agreed, the hotel is entitled to charge 60 % of the agreed flat rate × number of participants in the event of cancellation between the 8th and 4th week, and 85 % in the event of later cancellation. 

5. The customer reserves the right to prove lower costs; the hotel reserves the right to prove higher costs. 

V WITHDRAWAL OF THE HOTEL

The hotel is entitled, among other things, to withdraw from the contract if: 

• an agreed advance payment is not made on time, 
• force majeure or circumstances for which the hotel is not responsible make fulfilment of the contract impossible, 
• events were booked using misleading or false information, 
• the event jeopardises the business operations, safety or reputation of the hotel, 
• the purpose of the event is unlawful. 

A justified cancellation does not justify any claim for damages on the part of the customer. 

VI. CHANGES IN THE NUMBER OF PARTICIPANTS AND THE TIME OF THE EVENT

1. Increases of more than 5 % must be notified at least 5 working days before the start of the event and must be confirmed by the hotel. The actual number of participants will be charged, but at least 95 % of the registered number. 

2. Reductions of up to 5 % are possible free of charge. In the event of greater deviations, at least 95 % of the last agreed number of participants will also be charged. 

3. Changes must be made in writing to the hotel and only become effective upon confirmation. 

4. If the start or end times are postponed, the hotel may charge for the additional services. 

VII BRINGING FOOD AND DRINK WITH YOU

Food and drinks may not be brought into the hotel. Exceptions require an agreement with the hotel. In this case, an appropriate contribution to cover overheads (e.g. corkage fee, service charge) will be charged. 

VIII TECHNICAL EQUIPMENT AND CONNECTIONS

1. Technical equipment procured by the hotel from third parties on behalf of the customer shall be rented in the name and for the account of the customer. 

2. The use of the customer's own technical equipment is only permitted with the hotel's consent. Any damage shall be borne by the customer. 

3. The hotel may charge for electricity consumption and for the provision of connections. 




IX LIABILITY FOR PROPERTY BROUGHT IN

1. Any items brought into the event rooms are at the customer's risk. The hotel is only liable in cases of intent or gross negligence and for damage to life, limb or health. 

2. Decorations must be fireproof; proof may be required. 

3. Any items brought into the hotel must be removed immediately after the end of the event, otherwise the hotel may dispose of and store them at the customer's expense. 




X LIABILITY OF THE CUSTOMER AND INSURANCE

1. The customer is liable for all damage caused by him, his guests, employees or authorised third parties. 

2. The hotel is entitled to demand the provision of an appropriate security deposit (e.g. credit card guarantee, deposit). 

3. The hotel is entitled to demand proof of organiser's liability insurance. 

XI SERVICE FEES AND PERSONNEL

1. A flat rate is charged per employee and hour for service personnel deployed, plus one hour each for preparation and follow-up work. 

2. Every half hour or part thereof is charged as a full hour. 

3. A night surcharge may be levied for events lasting after midnight. 

XII FINAL PROVISIONS

1. Amendments and supplements to the contract or these GTC must be made in writing and confirmed by the hotel. 

2. The place of fulfilment and jurisdiction for commercial transactions is Bremerhaven. 

3. German law applies. 

4. Should individual provisions be invalid, the validity of the remaining provisions shall remain unaffected.