Soho House Berlin Event Terms
General Information for Events:
Deposit and Invoicing:
Please note that we require a pre payment of the estimated total charges of the function between 6 and at least three weeks before the day the function takes place. To secure the booking we kindly ask for your credit card details. If payment is not made the day before the event, the credit card on file will be charged.Photography/ Filming:
Filming or photography is strictly forbidden in Soho House Berlin. Written perm1ss1on is required from Soho House Berlin prior to any filming and/or photography in the House (including all private hire spaces, the exterior of the building, photography that is taken from estate and not photography that is taken by non-public places.) Any filming or broadcasting that is approved must not refer to the location or name-check the venue, i.e. no mention should be made of Soho House Berlin.Guest List:
Soho House Berlin operates a strict door policy.The Client must provide a full guest list at least 2 working days before the event. The list has to be ordered alphabetically by surname.
The number of guests cannot exceed more than 5% of the agreed number, unless authorized by Soho House Berlin.
Those attending an event at Soho House Berlin must remain in the privately hired event space/sand are not permitted to move to other parts of Soho House Berlin.
All guests arriving for the function should enter through the main reception on Torstrasse, directions can be found on our website: www.sohohouseberlin.com
Amendments & Cancellations: Please note that our cancellation policy requires all amendments and cancellations to be made in writing.
House Rules Events. applicable for hotel guests only:
Hotel residents (if not members) are only allowed to invite one guest into the club at any given time - please provide guest names in advance.Cameras are not permitted in the club. Mobile phones are allowed in certain areas of the club only at specific times - if you are unsure of where and when, please check with Reception.
Smoking is only permitted in designated areas.
Finally, we foster a non-corporate atmosphere. To preserve this casual environment, hotel residents should refrain from wearing corporate attire and are also responsible for ensuring their guests abide by this rule.
General Terms and Conditions for Events
Applicability
1. These Terms and Conditions govern contracts for the rental of the houses conference, banquet, and convention rooms for events such as banquets, seminars, conferences, etc., as well as all other associated services and goods provided by the Soho House Berlin.
2. The Soho House Berlin’s prior written consent is required if the rooms, areas, or display cases are to be rented or sublet to a third party, or if invitations are issued for introducto- ry interviews, sales promotions, or similar events.
3. The event organizer’s terms and conditions apply only if this is expressly agreed in writing.
Conclusion of contract; parties; liability
1. The contract is made by force of the Soho House Berlin’s application acceptance (confirmation) to the event organizer. They are the parties to the contract.
2. If the customer/orderer is not the event organizer, or if a commercial agent or organizer is being used by the event organizer, then these parties are liable together with the event organizer as joint and several debtors for all obligations originating in the contract.
3. Soho House Berlin is liable for its obligations originating in the contract. Its liability is limited to defects of performance attributable to intent or gross negligence on the part of the Soho House Berlin, except in the area typical for the performance. In addition, the event organizer is obligated to notify the Soho House Berlin in due time if there is a pos- sibility extraordinarily extensive damage may be incurred.
4. Use of company logo in any printed or promotional materials must be approved in advance by the General Manager of the Soho House Berlin. The member agrees to submit a copy of any printed materials (i.e. for guest invitations) for approval prior to us- ing our logo for any mass printing.
House Rules
1. Those attending events at Soho House Berlin must remain in the privately hired areas booked and are not permitted to move to other parts of Soho House Berlin. This is not applicable to members.
2. The Member/Client will be held responsible for any damage caused to the property and the orderly conduct of the guests attending the event. You are also bound by the rules of Soho House Berlin, which are available upon request. Soho House Berlin reserves the right to refuse service to or eject any loud or disruptive members of the member’s/ cli- ent’s party. Member/ client assumes full responsibility for the conduct of all persons in attendance at the event, including all guests, employees or third parties hired by the member/ client. No event held at the Soho House Berlin shall be accessible to the gen- eral public either through ticket sales or through internet advertising. All events held So- ho House Berlin must be private events where guests are permitted through invitation only.
3. Photography/Filming: Filming or photography is strictly forbidden in Soho House Berlin. Written permission is required from Soho House Berlin prior to any filming and/or pho- tography in the House (including all private hire spaces, the exterior of the building, pho- tography that is taken from estate and not photography that is taken by non-public plac- es.) Any filming or broadcasting that is approved must not refer to the location or name- check the venue, i.e. no mention should be made of Soho House Berlin.
4. Drugs/Smoking: Soho House Berlin operates a zero tolerance drug policy and anyone found in possession of illegal substances will be dealt with by police. Anyone found in the toilets in pairs will be automatically ejected from the premises. Soho House Berlin operates a strict non-smoking policy.
5. Guest List: Soho House Berlin operates a strict door policy. It is your responsibility to provide Soho House Berlin House with a complete guest list, at least 2 working days prior to the start of the event. The guest list cannot exceed the pre approved number of people, as specified in the contract, unless authorized by Soho House Berlin. Please or- der alphabetically by surname.
Services, prices; payment
1. Soho House Berlin is obligated to render the services ordered by the event organizer and agreed by Soho House Berlin.
2. The event organizer is obligated to pay the house’s prices agreed for such services. This also applies to services and expenses of Soho House Berlin to third parties in- curred in connection with the event.
4. Invoices from Soho House Berlin not stating a due date are due and payable in full within fourteen days of the invoice date. In case of delayed payment the Soho House Berlin is entitled to charge interest at a rate of 4 points over the current basic rate ac- cording to §1 Diskontsatz-Überleitungs-Gesetz or the equivalent interest rate of the Eu- ropean Central Bank. The event organizer and the Soho House Berlin reserve the right to prove lower or higher actual damages, respectively.
5. The Soho House Berlin is entitled to require an advance payment at any time. The amount and date of the advance payment may be agreed in writing in the contract. Soho House Berlin does not operate a credit policy. We will require full prepayment based on the minimum spend, room hire and any other known costs. These funds must be paid in advance as agreed in the contract. Please note Soho House Berlin reserves the right to cancel the booking if full payment has not been received one week prior to the event.
Rescission by the Soho House Berlin
1. If the advance payment is not made even after a reasonable grace period set by the Soho House Berlin has expired with warning of rejection having been given, then the Soho House Berlin is entitled to rescind the contract.2. Furthermore the Soho House Berlin is entitled to rescind the contract for justifiable cause, examples being:
• If acts of God or other circumstances beyond the Soho House Berlin’s control render fulfillment of the contract impossible;
• If events are booked using misleading or false representation of major facts such as the event organizer or purpose;
• If the Soho House Berlin has good reason to assume that the event might jeopardize the Soho House Berlin’s smooth operations, security, or public reputation without these being attributable to the Soho House Berlin’s sphere of dominion or organiza- tion;
• If there is an infringement of item Applicability (2) above.
3. The Soho House Berlin must inform the event organizer without delay that it is exercis- ing its right of rescission.
4. The event organizer does not derive any right to compensatory damages from the Soho House Berlin, except in cases of intentional or grossly negligent behavior on the part of the Soho House Berlin.
Rescission by the event organizer (cancellation)
1. Soho House Berlin reserves the right to charge the room rental agreed in the contract in event of a cancellation by the organizer should the space not be resold:2. In the event of a cancellation the following will apply:
2.1 Events quoted at EUR 2,000,00 and under – Notice of Cancellation
Between 30 and 20 days:
50% of the agreed contract price Less than 20 days:
80% of the agreed contract price Less than 7 days:
90% of the agreed contract price Less than 72 hours:
100% of the agreed contract price
2.2 Events quoted between EUR 2.001,00 and EUR 5.000,00 - Notice of Cancellation
Between 8 and 6 weeks:
50% of the agreed contract price Less than 6 weeks:
75% of the agreed contract price Less than 3 weeks:
100% of the agreed contract price
2.3. Events quoted at EUR 5.001,00 and EUR 8.000,00 - Notice of Cancellation
Between 12 and 8 weeks:
50% of the agreed contract price Less than 8 weeks:
75% of the agreed contract price Less than 6 weeks:
100% of the agreed contract price
2.4. Events quoted at EUR 8.001,00 and higher - Notice of Cancellation
After contract is signed:
20% of the agreed contract price Between 18 and 10 weeks:
50% of the agreed contract price Less than 10 weeks:
75% of the agreed contract price Less than 8 weeks:
100% of the agreed contract price
3. If no price had yet been agreed for food and beverages, the least expensive three- course menu in the current set of event offerings is used.
4. This is taken to cover expenses which are saved per items above. The event organizer and the Soho House Berlin reserve the right to prove lower or higher actual damages, respectively.
Changes in number of participants and time of event
1. If the number of participants changes by more than five percent, the banquet department must be informed at least five business days before the start of the event. Such change must be approved by the Soho House Berlin.
2. A drop in the number of participants of no more than five percent will be acknowledged by the Soho House Berlin in its charges. For changes exceeding this amount, the origi- nally stated number of participants minus five percent will be used.
3. If there is an upward change, charges will reflect the actual number of participants.
4. If the number of participants changes by more than ten percent, the Soho House Berlin is entitled to reset the agreed prices and to exchange the confirmed room reservations unless this is unacceptable to the event organizer.
5. If the event’s agreed starting or ending times change without the Soho House Berlin’s prior written consent, the Soho House Berlin may charge for the added cost of stand-by service, unless the Soho House Berlin bears blame.
6. Final numbers must be confirmed at least 48 hours prior to the function. In the event that numbers decrease after this time, the event organizer will be charged for the con- firmed number. If numbers increase after this time, the Soho House Berlin will attempt to accommodate the larger number. In the case of increased numbers, the number catered for will form the basis of the charge.
Outside Food and Drink
No food or beverage of any kind is permitted to be brought into Soho House Berlin by the member/ client or by guests without the consent of Soho House Berlin in writing. Any such consent will involve an additional charge.
Changes to Menu
All menus, wines and spirits are subject to availability. If the chosen item is not available we will endeavor to find a suitable alternative agreeable with the member/client. Menu listings and prices are subject to change. If the group includes guests with special die- tary requirements, the organizer needs to advise the Soho House Berlin of the number in advance and suitable alternatives will be provided.
Minimum Spend
If a minimum spend of food and beverages applies to the contract and the amount is not reached by the end of the event, the difference will be treated as room hire, (in addition to the agreed room hire charge) and the Soho House Berlin will expect payment on the night. If this cannot be paid immediately, the Soho House Berlin will use the credit card details given as security for the outstanding amount.
Technical facilities and connections
1. To the extent the Soho House Berlin obtains technical and other facilities or equipment from third parties for the event organizer at the event organizer’s request, it does so on behalf, by authority, and on the account of the event organizer.
The event organizer is responsible for the careful handling and proper return of the equipment. The event organizer releases the Soho House Berlin from all third-party claims arising from the provision of the facilities or equipment.
2. Written consent is required for using the event organizer’s electrical systems on the Soho House Berlin's electrical circuit. The event organizer is liable for malfunctions of or damage to the Soho House Berlin’s technical facilities caused by using such equipment, to the extent the house is not at fault. The Soho House Berlin may charge a flat fee for electricity costs incurred through such usage.
3. The event organizer is entitled to use own telephone, telefax, and data transfer equip- ment with the Soho House Berlin’s consent. The Soho House Berlin may charge a con- nection fee.
4. If suitable equipment of the Soho House Berlin’s goes unused because the event organizer’s own equipment is connected, a charge may be made for lost revenue.
5. Malfunctions of technical or other equipment provided by the Soho House Berlin will be remedied immediately whenever possible. To the extent the Soho House Berlin was not responsible for such malfunctions, payment may not be withheld or reduced.
6. The lifts at Soho House Berlin have a maximum capacity of a certain number of people and total weight at a time, which is mentioned on a sign in the lift. If more than the num- ber of people use a lift the organiser of the event will be held liable if any damage is in- curred. Soho House Berlin cannot be held responsible in the event of an accident if this rule is not adhered to.
7. Guests may swim in the Swimming Pool with appropriate swim wear until midnight; there is strictly no swimming after this time. Please note there is strictly no diving. Guests use the swimming pool on their own risk.
8. The abidance and the use of the Cowshed Active Area, Wet-Area and Hamam is at one’s own risk. No liability is assumed for damages.
Loss of or damage to property brought in
1. Objects for exhibit or other items including personal property brought into the event rooms/house are there at the risk of the event organizer. The Soho House Berlin as- sumes no liability for loss, destruction, or damage to or of such objects, excepting cases of gross negligence or intent on the part of the Soho House Berlin.
2. Decorations brought in must conform to the fire code. The Soho House Berlin is entitled to require official evidence thereof. Due to the possibility of damage, the Soho House Berlin must be asked before objects are assembled or installed.
3. Objects for exhibit and other items must be removed immediately following the end of the event. If the event organizer fails to do so, the Soho House Berlin may remove and store them at the event organizer’s expense. If the objects remain in the room used for the event, the Soho House Berlin may charge rent for the period they remain there. The event organizer and the Soho House Berlin reserve the right to prove lower or higher ac- tual damages, respectively.
Event organizer’s liability for damage
1. The event organizer is liable for all damage to building or furnishings caused by partici- pants in or visitors to the event, employees, other third parties associated with the event organizer, and the event organizer him- or herself.
2. The Soho House Berlin may require the event organizer to provide reasonable security (e.g., insurance, security deposits, sureties).
3. All displays and/or decorations proposed by the member/client will be subject to the prior written approval of Soho House Berlin in each instance. Any personal property of the member or member’s guests or invitees brought on to the premises and left thereon, ei- ther prior to or following the event, will be at the risk of the member/ client. Soho House Berlin will not be responsible for any loss or damage to member/client’s property for any reason. Member/ client acknowledges that Soho House Berlin does not maintain insur- ance covering member/ client’s property and that it is the sole responsibility of the mem- ber/ client to obtain property damage and liability insurance covering such losses if the member/ client deems it necessary.
4. Soho House Berlin cannot store or take responsibility for any equipment/products that may be used in conjunction with a private event.
Final provisions
1. Changes or supplements to the contract, the application acceptance, or these Terms and Conditions for Events should be made in writing. Unilateral changes and supple- ments by the event organizer are invalid.
2. Place of performance and payment is the location of the Soho House Berlin’s registered office.
3. In the event of litigation the courts at the location of the Soho House Berlin’s registered office have exclusive jurisdiction for commercial transactions, including disputes regard- ing checks and bills of exchange. To the extent a party fulfills the requirement of the German Code of Civil Procedure, section 38, subsection 1, and does not maintain a general domestic venue, the courts at the location of the Soho House Berlin’s registered office have exclusive jurisdiction.
4. The contract is governed by and construed in accordance with German law.
5. Should individual provisions of these General Terms and Conditions for Events be invalid or void, the validity of the remaining provisions remains unaffected thereby. Moreover, the statutory provisions apply.