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Terms & Conditions

Individual hotel bookings

1. Arrival and departure times
1.1. The rooms are available for check-in from 2pm on the day of arrival and have to be vacated by 12pm on the day of departure.
1.2. Depending on the booking situation, late departure may be granted until 2pm without any additional costs, until 6pm at 50% of the room rate and thereafter at the full room rate.
1.3. Early check-in (before 2pm) can only be guaranteed, if the preceding night has been booked at the full room rate.

2. Breakfast
Breakfast is not included in the room rates.

3. Guarantee and invoicing
3.1. Every individual reservation has to be guaranteed by a valid credit card number.
3.2. In the case of prepayment as guarantee, 100% of the total amount must be settled within the dates specified in the confirmation (usually 7 days prior to arrival).
3.3. Unless otherwise agreed upon, the final invoice will be settled on site upon check-out or by third party payment by credit card authorization.
3.4. A prepayment has to reach the BAUR AU LAC prior to the guests’ departure, otherwise the guest will be charged upon check-out.

4. Cancellation fees / Cancellation policy
4.1. A cancellation of an individual reservation must reach the BAUR AU LAC no later than 48 hours prior to the arrival day by 12pm.
4.2. In the event of a cancellation after expiry of the above deadline or no-show, cancellation fees apply.
4.3. A cancellation policy of 14 days applies during the following high demand periods: Art Basel (mid-June)

5. Place of jurisdiction is Zurich, Switzerland

 

Banquet bookings

The BAUR AU LAC is delighted to assist you in organizing your private event or business meeting. To ensure that your event is a success, we ask you to read the following business terms and conditions carefully, as they are an integral part of the contract. Thank you.

Banquet rooms

1. Detailed information
1.1. All details that are of relevance to the organization of a function, such as choice of menu and wines, seating arrangements, table and room decoration, printing of menus, technical equipment etc. must be communicated to the Banquet Department of the BAUR AU LAC no later than 14 days prior to the function.
1.2. A detailed time schedule of the programme must be supplied to BAUR AU LAC by the organizer no later than 10 days prior to the function.

2. Number of participants
2.1 A decrease of the original number of participants can be accepted at no charge up to 30 days prior to the function. From 29 and fewer days before the function, a maximum of 20% of the original number of participants may be cancelled free of charge. For cancellations beyond 20%, the difference to the actual number of participants will be invoiced
2.2. The BAUR AU LAC must be notified of the definite number of participants no later than 2 working days prior to the function. If the actual number of persons turns out to be lower, the invoice will be based on the initial number confirmed; should it turn out to be higher, the BAUR AU LAC cannot guarantee that all guests can be accommodated. Any additional cost involved will be charged to the organizer’s account.
2.3. For safety reasons, the BAUR AU LAC reserves the right to define a maximum number of participants. The maximum capacity per room permitted by fire prevention regulations may not be exceeded.

3. Use of banquet rooms/changes in allocation
3.1. The BAUR AU LAC reserves the right to make changes in the allocation of banqueting rooms, provided that they are in line with the organizer’s requirements and interests.
3.2. As a rule, the banqueting rooms can be rented until 2am at the latest. No decoration or advertising materials may be affixed to the walls or the ceiling. Furthermore, use of the premises is restricted entirely to the actual room rented. Welcome tables, advertising material etc. may not be placed outside the rented banqueting rooms; only the signboards provided by the hotel may be used.
3.3. The BAUR AU LAC reserves the right to allocate a different room should fewer people attend than expected.
3.4. Since Salon I is normally rented in conjunction with Le Petit Palais, the BAUR AU LAC reserves the right to move functions that have only reserved Salon I to a different room if a booking is received for Le Petit Palais.
3.5. Smoking is prohibited in all banquet rooms, restaurants and indoor public areas.

4. Technical devices
4.1. The organizer is responsible for the correct handling and return of all technical equipment and installations provided by the BAUR AU LAC or procured by third parties on his behalf, and is liable for any loss or damage. The BAUR AU LAC accepts no liability for third-party claims.

5. Fire prevention regulations
5.1. The organizer is obliged to abide by the fire prevention regulations in force at the BAUR AU LAC. In particular, fire exits must be kept free at all times. The organizer also guarantees that all materials shall only be used in compliance with these rules. The use of sparklers and other easily inflammable items or items that may constitute a health hazard is strictly prohibited.

6. Shipment of material
6.1. The BAUR AU LAC requires advance written notice of any consignments of materials for planned functions. Such notice must be received at the latest before consignments arrive at the BAUR AU LAC’s Banquet Department. The BAUR AU LAC reserves the right to refuse consignments for which the sender or recipient is unknown. The BAUR AU LAC accepts no liability or obligations arising from such refusal.
6.2. Consignments must be sent to the following address: Baur au Lac Bankettabteilung Name of function/organizer, date of function Börsenstrasse 27 CH - 8001 Zürich
6.3. Shipping costs and customs duties for inbound consignments will be charged to the sender and shall not be borne by the BAUR AU LAC. Failure to comply with this provision may result in refusal to accept consignments.

7. Deliveries
7.1. Musicians as well as all deliveries of exhibits, decorations or other must access the hotel via the trade entrance (the address is the same as the one quoted in section 6.2.). Deliveries and pick-ups must be coordinated in advance with the Banquet Department.

8. Room rent
8.1. The rental rate depends on the banquet room as well as on the nature and size of the function.

9. Customers' own food and drink
9.1. As a rule, customers are not permitted to bring their own food and drink to functions at the BAUR AU LAC. Exceptions require the hotel’s prior written consent. In such cases, a charge will be levied to cover overhead costs.

10. Surcharges after midnight
10.1. If an event continues beyond midnight, a surcharge is payable per hour or part thereof:

  • Events up to 20 people: CHF 200 per hour
  • Events up to 50 people: CHF 450 per hour
  • Events up to 100 people: CHF 700 per hour
  • Events with more than 100 people: CHF 850 per hour

11. Invoicing
11.1. As a rule, all costs are charged to the organizer. Any special wishes regarding the form of invoicing or splitting of the amount due have to be communicated to the BAUR AU LAC prior to the function.
11.2. The organizer is liable for any unpaid bills on the part of the participants.
11.3. The BAUR AU LAC cannot send invoices abroad. Guests visiting from abroad are kindly requested to pay by advance bank transfer or to settle the final amount by credit card at the end of a function. Guests who wish to use the latter option must fill out a credit card form and supply a clearly legible copy of both the front and back of the credit card with a copy of the cardholder’s passport/ID.

12. Loss of or damage to personal effect’s etc.
12.1. Exhibits, equipment and other items (including personal effects) are taken to the conference rooms/hotel at the customers’ own risk. The hotel accepts no liability for the loss of or damage to any such items, or for economic loss, except in cases of gross negligence or intent on the part of the BAUR AU LAC. Personal injury is excluded from this provision. Furthermore, all cases in which custody of items constitutes a typical contractual obligation in light of individual circumstances are excluded from this liability exemption.

13. Liability
13.1. The organizer is liable for any damage to the building or inventory caused by participants of the function, their own staff, or connected third parties.
13.2. The liability of the BAUR AU LAC is restricted to the legal requirements.
13.3. Any copyright fees in conjunction with musical performances must be arranged and paid for directly by the organizer.

14. Advance deposit
14.1. Depending on the nature and size of the function, an advance deposit or a signed credit card guarantee is required on the part of the organizer. The amount of the deposit varies depending on the nature of the function.

15. Contract’s
15.1. Each definite confirmation must be countersigned by the organiser. This document is legally binding and is considered as a contract.

16. Cancellation of function rooms
16.1. Cancellations must be made in writing.
16.2. Depending on the room, cancellation of the entire function must be received no later than 10 (ten) respectively 8 (eight) weeks prior to the date of the function. The following charges apply to late cancellations:

  • 8 weeks to 4 weeks prior to the function (excluding Le Petit Palais): room rent in full
  • Le Petit Palais: 10 weeks to 4 weeks prior to the function: room rent in full
  • 4 weeks to 3 days prior to the function: room rent in full plus 50% of lost income in accordance with the signed confirmation slip (excluding drinks)
  • Up to 48 hours prior to the function: room rent in full plus 100% of lost income in accordance with the signed confirmation slip (excluding drinks)

16.3. To simplify the charging of lost income, the following calculation applies as standard for functions for which no specific arrangements are agreed to the contrary:

  • Salon I, II, III, V & VI: twice the full daily rent
  • Le Salon Français and Le Petit Palais: twice the maximum room rental fee (exhibition rent)

16.4. Where special arrangements regarding food etc. have been made at the time of cancellation, calculation shall be based on these arrangements.
16.5. Services already supplied by the BAUR AU LAC must be paid in any event.
16.6. In the event that a rented room is used for purposes that are either illegal or harmful to the image of the BAUR AU LAC, the hotel reserves the right to withdraw from the contract or terminate functions that are in progress.
16.7. The BAUR AU LAC reserves the right to adjust the terms of cancellation individually, depending on the nature and size of the function. In this case, such adjustments will be specified in the confirmation. Hotel rooms / hotel operation

17. Arrival and departure times
17.1. The rooms are available for check-in as of 2pm on the day of arrival and have to be vacated by 12pm on the day of departure.
17.2. Depending on the booking situation, late departure may be granted until 2pm at no additional cost, until 6pm at 50% of the room rate and thereafter at the full room rate.
17.3. Early check-in (before 2pm) only be guaranteed if the preceding night has been booked at the full room rate.

18. Breakfast
18.1. Breakfast is not included in the room rates. If breakfast is part of the function’s program, a private breakfast room must be reserved for groups of 12 or more persons.

19. Block bookings/room allotment
19.1. The list of participants must reach the BAUR AU LAC not later than 14 days prior to the day of arrival, including the following details:

  • First and last name of all guests
  • Local contact person • Time of arrival
  • Terms of payment for all guests

19.2. If VIP check-in is required, the passport number, date of birth and private address must also be indicated in advance.
19.3. If a block booking is made and no rooming list is provided by the organizer, hotel rooms must be booked directly by the clients and individually guaranteed by each client's valid credit card.
19.4. Upon expiry of the deadline fixed by the BAUR AU LAC, any rooms still available within the specified allotment will be released.

20. Costs/deadlines for hotel rooms, Guarantees and invoicing
20.1. Depending on the size of the booking, an advance deposit or signed credit card guarantee will be required on the part of the organizer.
20.2. If an advance deposit is required, 80% of the total amount (hotel rooms and any breakfasts booked in advance) must be settled within the dates specified in the confirmation.
20.3. Unless otherwise agreed, the final invoice will be sent to the organizer’s address upon the guests’ departure.
20.4. If the organizer is domiciled abroad, the BAUR AU LAC reserves 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 organizer.

21. Cancellation fees for hotel Rooms
21.1. Individual cancellations (up to 3 rooms) must reach the BAUR AU LAC not later than 48 hours prior to the day of arrival.
21.2. Cancellation of the entire booking must reach the BAUR AU LAC as follows:

  • up to 13 rooms: 2 weeks prior to arrival
  • up to 25 rooms: 3 weeks prior to arrival
  • as of 26 rooms: 6 weeks prior to arrival

21.3. The BAUR AU LAC reserves the right to adjust the terms of cancellation depending on the size of the booking. Where appropriate, this will be specified in the confirmation.
21.4. In the event of a cancellation reaching the BAUR AU LAC after expiry of the above deadlines, cancellation fees will be charged to the organizer as follows:

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

21.5. Financial losses resulting from changes in the main booking will be charged.
21.6. All cancellations must be made in writing.
21.7. If the cancelled hotel rooms can be let to other clients, no cancellation fees will be charged. This excludes any services already provided by the BAUR AU LAC, which will be charged to the organizer.

22. Place of jurisdiction
The place of jurisdiction is Zurich. Zurich, January 2013