1. Conclusion of Travel Contract
The booking of travel services becomes binding from the moment it is received by us as the agency and is subject to the booking and cancellation conditions stated in the offers, brochures, or on our websites. The person who makes the booking accomplishes it also for all those participants which are stated in the booking form, for whose contractual obligation the person who makes the booking shall equally be liable as for his own obligations. At the time of the conclusion of the contract or immediately thereafter, the agency will provide the customer with confirmation of the booking.
2. Payment and Delivery of Travel Documents
Whoever makes the booking is in any case liable to pay, unless, on placing the order, otherwise agreed in writing between the person who makes the booking and the agency and accepted by both parties. Upon conclusion of the contract, a deposit payment as per the terms and conditions of the quote is to be made within the stated period. The same applies for the final payment. Travel documents will be delivered after receipt of payment. In case of non-payment the agency reserves the right to withdraw from sending travel documentation and from accomplishment of service provisions.
3. Cancellation
The customer is entitled to cancel the contract at any time before departure. Decisive is the date of receipt of the written or faxed cancellation by the agency. In the event of cancellation, the agency shall be entitled to claim an appropriated compensation according to § 651 i BGB.
Cancellation policy for hotel reservation, if not stated otherwise in the quotation and booking confirmation:
• Up to 35 days prior to arrival: € 50,00
• 34 to 16 days prior to arrival: 1 night
• 15 to 0 days prior to arrival: 90 %
In case the booking party needs any amendments and changes of the existing booking, this can only lead to a complete cancellation and rebooking. Costs may apply.
4. Regular Flight Performances
These flight performances are organized and carried out at the sole responsibility of the airlines, and they are only mediated by us.
5. Limitation of Liability
As far as any damage was caused by the agency neither deliberately nor grossly negligent, or the agency is solely responsible due to the fault of a performer, the liability for damages not being physical injuries is limited to the threefold amount of the travel price. Claims of delict liability shall remain untouched.
6. Change of Performance and Price
The agency reserves the right to change stated and on booking confirmed prices in case of an increase in the carriage costs, or the costs for particular performances such as port and airport charges, VAT or city taxes, or a change in the exchange rates applicable for the relevant journey, in such an extent as their increase per person or per seat will affect the travel price. The customer shall be informed of price increases immediately after notification.
7. Change of Reservation on or after Arrival Date
In case of need of changing the existing booking by the booking party after date of arrival, it is obligatory for the booking party to inform the agency within 24h. Any case of claiming refunds can only be executed if the 24-hour information deadline towards the agency is complied with. In the event of such changes there is no entitlement for reimbursement.
8. Additional Charges Caused by the Client
Additional charges caused by the client that M&C Travel Events is charged by the respective suppliers lead to an additional service charge of minimum EUR 50 plus VAT per case.
9. Obligations of Participants
Each traveler shall be obliged to collaborate in the elimination of possibly occurring defaults in performance. The traveler, in his own interest, shall immediately (within 24 hours) report any complaints, so that immediate corrective action can be taken.
10. Visa, Medical Regulations
Each traveler is obliged to arrange his necessary travel documents. Failure of this is beyond the responsibility of M&C Travel Events GmbH, which is obliged to inform the customer about all visa and medical regulations in reference to an arranged reservation.
11. Exclusion of Claims and Statutory Period of Limitation
Any default occurring is to be reported in writing within 4 weeks after departure date. All claims come under the statute of 6 months from date of departure until the date any claims are refused in writing by M&C Travel Events GmbH.
12. Jurisdiction
In all cases, the place of jurisdiction is Esslingen / Germany.
13. Currency, Exchange Rates and Taxes
Where services are contracted or calculated in a currency other than EUR, prices may be based on the exchange rate applicable at the time of quotation or at another exchange rate explicitly stated in the quotation, brochure, customer portal or booking confirmation. Invoices can be issued either in EUR or in in USD, JPY or GBP if the service is offered in this currency in our brochures or online-portal.
To the extent legally permissible, the Agency reserves the right to adjust the final invoice amount if exchange rate fluctuations exceeding five percent (5%) occur between the date of quotation and the date of travel and directly affect the cost of the booked services. Any such adjustment shall be calculated on a transparent basis and documented upon request.
All prices are based on the taxes, tourism taxes, city taxes, VAT rates, governmental fees and similar charges applicable at the time of quotation. Should any such taxes, fees or charges be introduced, increased, reduced or modified after the quotation has been issued and affect the cost of the booked services, the Agency reserves the right to adjust the prices accordingly, to the extent legally permissible.
14. Payment Methods and Payment Charges
Payments may be made by bank transfer, credit card or any other payment method accepted by the Agency.
The Agency reserves the right to determine which payment methods are accepted for a particular booking, event or transaction.
For payments made by corporate, business, purchasing, lodge, virtual, commercial or other non-consumer payment cards, the Agency reserves the right to charge the client a payment processing surcharge reflecting the actual costs incurred by the Agency for accepting the respective payment method.
Any such surcharge shall not exceed the payment processing costs incurred by the Agency and will be disclosed to the client prior to completion of the payment transaction.
No surcharge shall be applied where prohibited by applicable law.
Where payment processing costs are incurred due to the client’s chosen payment method, the Agency reserves the right to require an alternative payment method if commercially reasonable.
The Agency reserves the right to refuse specific payment methods for operational, compliance, fraud prevention or supplier-related reasons.
15. Bank Charges, Intermediary Fees and Foreign Exchange Costs
All bank charges, transfer fees, intermediary bank fees, correspondent bank fees and similar transaction costs shall be borne exclusively by the client.
The Agency shall be entitled to request payment of any shortfall resulting from deductions made by banks, payment providers, intermediary financial institutions or other parties involved in the payment process.
Where payments are made in a currency different from the currency stated in the invoice, or where payments are transferred to an account not designated for the relevant currency, and currency conversion costs, exchange rate losses or bank charges arise, the Agency reserves the right to recover any resulting shortfall from the client.
16. Reservation Requests, Options and Room Availability
All room requests, options and reservations are subject to availability and confirmation by the relevant supplier.
Options may only be granted upon explicit request and written confirmation by the Agency. Unless expressly confirmed in writing, no option, room block or allotment shall be deemed reserved for the client.
Hotel room allocations and other limited capacities are generally processed on a first-come, first-served basis. The Agency does not guarantee availability until written confirmation has been issued.
17. Rooming Lists, Passenger Data and Name Changes
The client shall provide all information required for booking fulfilment, including but not limited to guest names, rooming lists, passenger details, vehicle data, travel documentation data and special requests, within the deadline specified in the quotation, brochure, customer portal, booking confirmation or other booking documentation.
If no specific deadline has been communicated, all required information must be provided no later than fourteen (14) days prior to the commencement of services.
The Agency shall not be responsible for any consequences arising from late, incomplete or inaccurate information provided by the client.
Any costs, supplier fees, administrative charges or losses resulting from delayed rooming lists, late submission of data, name changes, corrections or data amendments shall be borne by the client.
18. Hotel Information and Supplier Changes
Descriptions, photographs, classifications, facility details, amenities, distances, service descriptions and other information published in brochures, quotations, websites, customer portals or promotional material are based on information supplied by hotels and other service providers.
The Agency uses reasonable care when compiling such information but does not guarantee the continued accuracy of such information where modifications are made by the respective supplier after publication.
Changes made by suppliers shall not constitute a defect of the Agency’s services unless the Agency has expressly guaranteed the relevant feature in writing.
19. Hotel Amenities and Ancillary Services
Hotel amenities, included services and ancillary services may be modified, restricted, suspended or discontinued by the respective hotel or supplier without prior notice.
This includes, but is not limited to, restaurants, bars, breakfast services, parking facilities, wellness facilities, fitness centres, swimming pools, business centres, internet access, shuttle services, meeting facilities and opening hours.
The Agency shall not be liable for changes implemented by the respective supplier that are beyond the Agency’s reasonable control, unless mandatory statutory liability applies.
20. Distances, Travel Times and Location Information
Distances, travel times, transfer durations, location descriptions and similar information are provided for orientation purposes only.
Actual travel times and distances may vary due to traffic conditions, route selection, road closures, local regulations, weather conditions, operational restrictions or mapping differences.
Such deviations shall not constitute a defect of the contracted services unless a specific distance, transfer duration or location characteristic has been expressly guaranteed in writing by the Agency.
21. Priority of Supplier-Specific and Event-Specific Conditions
Supplier-specific or event-specific booking, payment, cancellation, modification, minimum stay, occupancy or service conditions stated in quotations, brochures, booking confirmations, hotel contracts, customer portals, event documentation or separate price and conditions documents shall prevail over the standard provisions of these Terms and Conditions to the extent of any inconsistency.
Where supplier-specific or event-specific conditions impose stricter cancellation, payment, amendment or minimum stay requirements, such conditions shall apply, provided that they have been made available to the client before or at the time of conclusion of the contract.
22. Included and Excluded Services
Only those services expressly stated in the quotation, brochure, booking confirmation, customer portal or other contractual documentation shall be deemed included in the agreed travel services.
Any services, amenities, facilities, meals, transfers, tickets, parking, hospitality elements or other benefits not expressly listed as included shall be considered excluded from the Agency’s contractual obligations.
Unless expressly stated otherwise in the quotation, brochure, booking confirmation or other contractual documentation, meals are not included.
M&C Travel Events GmbH
Rudolf-Diesel-Str. 32
73760 Ostfildern Germany
USt-IdNr: DE81255791
