General terms and condition

Application

The General Terms and Conditions constitute an integral part of the Contract for renting space and/or services from Rondo. The General Terms and Conditions shall be applied in their current version as per issuing date of the Contract to cover all business relations between Rondo Convention and Event Centre (hereafter Rondo) and the Client renting space and/or services with Rondo (hereafter: the Client). The Client is liable towards Rondo for assuring compliance with all stipulations of the General Terms and Conditions on behalf of any exhibitors, sponsors, stand builders and/or any other part-ners it may designate to act on its behalf.

Contract closing and coverage

Once submitted, an offer is valid for two weeks as from the date of its elaboration. Prior to the expiry of the offer, Rondo shall contact the offer's recipient to determine whether the reservation is to be finalized in a Contract.
A reservation at Rondo is considered binding once the Contract has been issued and signed by Rondo and duly countersigned by the Client. If the Contract is not countersigned and returned to Rondo within 15 days of its issuing, Rondo shall be entitled to rent the space in question to a third party instead.
Amendments and/or additions to the Contract must be confirmed in writing by both parties (by post, e-mail or fax).
The Contract covers rental of seminar rooms, technical services and any auxiliary services. Technical and auxiliary services that are not explicitly included in the room rental fee shall be charged at the end of the event according to actual usage. Costs for same are listed in the brochure, «Rates. Floor plans. Information.».

Deadlines for payment

Following signature of the Contract, Rondo shall be entitled to request a down-payment. The amount, not to exceed one third of the total room rental fees, is payable as a rule at the latest 6 months prior to the beginning of the event. Should Rondo decline to make use of this right, the final invoice sent to the Client after the event's end shall be payable net within 30 days.

Cancellation in part or in full

Unless otherwise stipulated in the Contract, the following charges shall apply in the case of full or partial cancellation:

BiUp to 180 days prior to the event: 10% of the room rental fees:
(minimum CH 100.–)
Between 179 and 90 days prior to the event: 25% of the room rental fees: (minimum CHF 100.–)
Between 89 and 15 days prior to the event: 50% of the room rental fees:
(minimum CHF 100.–)
As from the 14th day prior to the event: 100% of the room rental fees: 
(minimum CHF 100.–)

In the event of a founded exception or for reasons beyond Rondo's control, Rondo shall be entitled to reschedule an event. The Client shall be informed as soon as possible, however at the latest 6 months prior to the event's start, and shall be offered 2 alternative dates. Should the Client and Rondo not be able to agree upon a new date, the Contract shall be annulled at no cost to either party.

Final invoice

The final invoice shall cover the rooms rented as per Contract as well as technical and auxiliary services as per actual usage. Rondo draws attention to the fact that a Rondo technician is available on site 8 hours a day. Overtime for technical staff shall be charged at the rates indicated on the "Rondo Tariff".

Catering

All food and beverages served at Rondo must be ordered from ALPINECATERING AG, which alone may authorize exceptions. Should catering of any kind be required, ALPINECATERING AG is to be con-tacted for gross planning at the latest 6 weeks prior to the start of the event, and for detailed planning at the earliest 2 weeks prior to the start of the event.

Other provisions

Cloakroom: The unattended Rondo cloakroom may be used at no charge. Rondo declines all responsibility whatsoever for loss, dam-age, exchanged or otherwise missing items of clothing or other left at the cloakroom.
Door/Security staff: At events with authorized late-night extensions, the Client shall be responsible for assuring door staff, whether the Client's own or contracted via Securitas. The Client shall bear the costs of same.

Decoration and promotion: Materials and posters may only be af-fixed or suspended on the premises of Rondo upon prior approval by Rondo's technical staff. Affixing of materials or objects of any kind is forbidden unless explicitly approved. The Pontresina logo at the front of the speaker's lectern shall under no circumstances be covered up.
Technical equipment: Only Rondo staff shall be entitled to operate the technical equipment on site. For organizational reasons, any specially required technical equipment and/or installations must be requested from Rondo at the latest 6 weeks prior to the start of the event. Equipment requested thereafter cannot be guaranteed. Electrical, phone or other connections may only be installed upon prior explicit approval by the chief technician and according to his instructions. The Client shall be invoiced for same.
Musical copyrights: If live or pre-recorded music is to be played at Rondo, the Client is required by law to apply for authorization from SUISA, the Swiss Society for Musical Copyrights. SUISA is to be noti-fied that music will be played at least 10 days prior to the start of the event. Rondo declines all liability whatsoever towards third parties for any non-compliance with copyright regulations.

Insurance and liability

The Client shall be fully liable for any damage caused by the event at Rondo, including damage to Rondo's rooms, equipment, furnish-ings and technical installations and/or any other facilities or part of its premises whatsoever. The Client shall be invoiced for any repairs or replacement works that Rondo deems necessary. Rondo declines all responsibility whatsoever for loss, damage or theft of items brought into the Rondo by the Client, organizer, exhibitors, spon-sors, stand builders, other partners and event visitors.
Rondo declines any and all responsibility for items or objects tem-porarily deposited at Rondo by mutual agreement. The Client shall be responsible for assuring insurance coverage for exhibition objects and any other items brought onto the Rondo premises.