General travel conditions Host Events GmbH Berlin

These travel conditions supplement §§651 a ff. BGB, regulate the legal relationship between a contractual partner who books travel services with Host GmbH (traveler), and Host GmbH, Edisonstraße 63, 12459 Berlin (tour operator), and are acknowledged by the traveler at the time of booking.

§ 1 Registration and Confirmation

(1) The traveler may book the travel services online on the website www.host-events.de.

(2) By making the booking, the traveler bindingly offers the tour operator the conclusion of a travel contract. The basis of this offer is the travel description and any supplementary information provided by the tour operator for the respective trip, insofar as these are available to the traveler. Brochures not issued by the tour operator are not binding for the tour operator’s service obligations unless they have been expressly agreed upon with the traveler as part of the travel contract.

(3) The contract is concluded upon receipt of the registration confirmation from the tour operator, which is sent to the traveler by email together with the invoice. The tour operator is not obliged to do this if the traveler’s booking is made less than 7 working days before the start of the trip.

(4) If the content of the confirmation differs from that of the registration, this constitutes a new offer to which the tour operator is bound for 10 days. The contract will be concluded on the basis of this new offer if the traveler declares acceptance to the tour operator within this binding period by express confirmation or down payment.

§ 2 Payment

(1) Upon conclusion of the contract, the traveler must transfer a deposit of at least 20% of the travel price to the bank account of the tour operator indicated on the invoice. Payment of the full travel price must be made without further request by Host GmbH by transferring it to the bank account of the tour operator indicated on the invoice by March 31 of the year in which the event takes place.

If the travel price (in whole or in part) does not arrive in due time on the bank account of the tour operator indicated on the invoice, the tour operator is entitled—without prejudice to other rights—to withdraw from the travel contract. In this case, in addition to the agreed cancellation conditions, a flat processing fee of €50 per traveler will be charged.

If the deposit (in whole or in part) does not arrive within 15 days after conclusion of the contract on the bank account of the tour operator indicated on the invoice, the tour operator is entitled—without prejudice to other rights—to withdraw from the travel contract. In this case, a flat processing fee of €50 per traveler will be charged.

§ 3 Changes in Services and Prices

(1) Changes or deviations of individual travel services from the agreed content of the travel contract (e.g., change of accommodation) that become necessary after conclusion of the contract and are not brought about by the tour operator in bad faith are permitted, provided such changes or deviations are not significant and do not impair the overall nature of the booked trip. Any warranty claims remain unaffected insofar as the modified services are defective. The tour operator will inform the traveler immediately of any service changes or deviations.

(2) In the event of a significant change of an essential travel service, the traveler is entitled to withdraw from the contract free of charge or to request participation in another trip of at least equal value, if the tour operator is able to offer such a trip from its program at no additional cost to the traveler. The traveler must assert these rights immediately after the declaration of the service change or the cancellation of the trip by the tour operator.

§ 4 Cancellation by the Traveler, Substitute Participant

(1) Cancellation

The traveler may withdraw from the trip at any time prior to departure (cancellation). The withdrawal must be declared in writing to the tour operator at the address stated at the start of these travel conditions.

If the traveler withdraws from the travel contract or does not commence the trip, the tour operator loses the claim to the travel price. Instead, the tour operator may demand reasonable compensation for the travel arrangements made up to the point of withdrawal and its expenses, depending on the respective travel price.

The compensation claim of the tour operator is standardized with due consideration of customary saved expenses and potential alternative use. The amount of the compensation claim is determined in § 4 (2). The traveler is free to prove that no damage or significantly less damage than the lump sum claimed by the tour operator has occurred.

The tour operator reserves the right, deviating from the listed lump sums, to demand higher, specific compensation if it can prove that significantly higher expenses than the applicable lump sum were incurred. In this case, the tour operator is obliged to quantify and substantiate the required compensation, taking into account saved expenses and potential alternative use of travel services.

(2) Compensation in Case of Cancellation

Up to 24 weeks before the day of arrival: 10% of the travel price
Up to 6 weeks before the day of arrival: 50% of the travel price

Within 6 weeks before arrival, the tour operator will refund 10% of the travel price to the traveler.

From the day of official arrival onward, in the event of cancellation, the traveler is not entitled to any compensation claim against the tour operator.

(3) Substitute Participant

The statutory right of the traveler under § 651 b BGB to provide a substitute participant remains unaffected. For internal and external expenses incurred, the tour operator charges a fee of €50 per case. This also applies to name changes or modifications of room requirements (e.g., single/double room) or booked travel packages if requested by the traveler.

§ 5 Unused Services

If the traveler does not use individual travel services properly offered—due to early return or other compelling reasons—there is no entitlement to partial refund of the travel price. However, the tour operator will attempt to obtain reimbursement of saved expenses from service providers, unless the services were insignificant or legal/official regulations preclude reimbursement.

§ 6 Termination for Good Cause

If the tour operator terminates the contract with the traveler for good cause pursuant to § 314 BGB, it retains the right to the travel price; however, it must credit any saved expenses and benefits obtained from alternative use of unused services, including amounts credited by service providers.

§ 7 Cancellation of the Contract Due to Force Majeure

Regarding cancellation of the travel contract, the statutory regulation in the German Civil Code (BGB) applies:

§ 651 j BGB

If the trip is significantly impeded, endangered, or impaired due to unforeseeable force majeure at the time of contract conclusion, both the tour operator and the traveler may cancel the contract solely according to this provision.
If the contract is canceled under paragraph 1, the provisions of § 651e (3) sentences 1 and 2 and § 651e (4) sentence 1 apply. The additional costs of return transportation are to be borne equally by both parties. All other additional costs are borne by the traveler.

§ 8 Liability of the Tour Operator (Limitation of Liability)

(1) Contractual Limitation of Liability

The contractual liability of the tour operator for damages not resulting from injury to life, body, or health is limited to three times the travel price:

a. insofar as the damage was not caused intentionally or by gross negligence, or
b. insofar as the tour operator is responsible for damage suffered by the traveler solely due to the fault of a service provider.

(2) Tortious Limitation of Liability

The tour operator’s tortious liability for property damage not caused by intent or gross negligence is limited to three times the travel price. The maximum liability amount applies per traveler and trip.

§ 8 (3) Exclusion of Liability for Third-Party Services

The tour operator is not liable for service disruptions, personal or property damage related to services provided solely as third-party services (e.g., transportation to and from the published start and end points), if these services are clearly identified as third-party services in the travel description and booking confirmation by naming the contracting partner and making them recognizable as not part of the tour operator’s travel services.

However, the tour operator is liable:

for services involving transportation from the stated starting point of the trip to the stated destination, intermediate transportation during the trip, and accommodation during the trip,
if and to the extent the damage suffered by the traveler was caused by the tour operator's breach of informational or organizational duties.

§ 9 Warranty

(1) Remedy and Duty to Cooperate

If the trip is not provided as agreed, the traveler may demand remedy. This requires the traveler’s cooperation—without prejudice to the primary performance obligation of the tour operator. The traveler must do everything reasonably possible to contribute to resolving the disruption and keeping any damage as low as possible or avoiding it entirely. The traveler must in particular report complaints immediately. This does not apply if the notification is clearly futile or unreasonable. The traveler must first contact the local representative of the tour operator (see travel documents). The travel leader or local representative is authorized to provide remedy, if possible. They are not authorized to acknowledge claims.

If the travel documents do not indicate a local representative, the traveler must contact the tour operator directly. The tour operator can be reached at +49 30 577 02 57 95 or at info@host-events.de Monday to Friday between 10:00 and 17:00, or via the contact details shown in the travel documents.

(2) Termination of the Contract After Deadline

If the traveler wishes to terminate the travel contract due to a travel defect as defined in § 651 c BGB under § 651 e BGB for an important reason recognizable to the tour operator due to unreasonableness, the traveler must first set a reasonable deadline for remedy. This does not apply if remedy is impossible or refused by the tour operator or if immediate termination is justified by a special interest of the traveler recognizable to the tour operator.

(3) Travel Documents

The traveler must notify the tour operator in due time if the required travel documents have not been received within the communicated timeframe.

§ 10 Exclusion of Claims

(1) Claims due to non-contractual provision of the trip under §§ 651c to f BGB must be asserted by the traveler to the tour operator within one month after the contractually scheduled end of the trip at the following address.

(2) The period begins on the day following the contractual end date of the trip. If the last day of the period falls on a Sunday, a public holiday at the place of declaration, or a Saturday, the next working day applies.

(3) After expiration of the deadline, the traveler may assert claims only if they were prevented from meeting the deadline through no fault of their own.

§ 11 Statute of Limitations

(1) Claims of the traveler under §§ 651 c to f BGB for injury to life, body, or health resulting from intentional or negligent breach of duty by the tour operator or its legal representatives or agents expire after two years. This also applies to claims for other damages resulting from intentional or grossly negligent breach of duty.

(2) All other claims under §§ 651c to 651f BGB expire after one year.

(3) The limitation period under § 11 (1) and (2) begins on the day following the contractual end of the trip. If the last day falls on a Sunday, a public holiday at the place of declaration, or a Saturday, the next working day applies.

§ 12 Travel Protection (Travel Cancellation Insurance, etc.)

The travel price does not include travel cancellation insurance (RRV) or travel interruption insurance. If the traveler cancels the trip before departure, cancellation fees under § 4 (2) apply. In the event of travel interruption, additional return travel or other extra costs may arise. Therefore, taking out RRV or travel interruption insurance is recommended.

§ 13 Data Collection and Use

Careful handling of personal information is very important to the tour operator. In processing personal data of travelers, the tour operator complies with legal regulations and protects the personality and privacy of the traveler. During registration and use of services offered by the tour operator, personal data may be collected, processed, or used. The following informs the traveler about data handling. The traveler may print or save this document using standard browser functions (usually File / Save As).

(1) General

a. Responsible Entity

The responsible entity for collecting, processing, and using the traveler’s personal data under § 3 Federal Data Protection Act is Host GmbH, Edisonstraße 63, 12459 Berlin.

b. Right to Object

If a traveler wishes to object to the collection, processing, or use of their data according to this privacy policy, either in full or for individual measures, they may send their objection by email or mail to: Host GmbH, Edisonstraße 63, 12459 Berlin, info@host-events.de.

(2) Collection, Processing, and Use of Personal Data

a. Personal Data

Personal data includes information about the factual or personal circumstances of an identified or identifiable natural person. This includes information enabling conclusions about the identity of the traveler, such as name, telephone numbers, addresses, or email addresses. Statistical data collected during website visits that cannot be directly linked to the traveler does not constitute personal data.

b. Collection, Processing, and Use of Personal Data

Protection of the traveler’s data is a central concern of the tour operator. The traveler’s personal data will be disclosed or transferred to third parties only if required for contractual processing or billing or if the traveler has given prior consent. Third-party service providers may only use the data to perform their assigned tasks. Any other use is prohibited and does not occur.

c. Booking

Personal data provided by the traveler during booking is stored and processed solely for the purpose of executing and completing the trip. This applies especially to data required for identity verification or payment processing (§ 28 Federal Data Protection Act). With registration, the traveler consents to the storage of data for this purpose. The traveler also agrees to the use of their personal data for internal market research purposes by the tour operator.

d. Disclosure of Data to Third Parties

Disclosure of collected data to third parties occurs only insofar as necessary and legally permissible for contract conclusion or contract execution, or if the traveler has expressly consented. Otherwise, traveler data is not passed on to third parties.

The traveler hereby consents to personal data being passed on to third parties for the purpose of planning and conducting the booked trip.

(3) Deletion of Data

Personal data is deleted when the traveler asserts their right to deletion and statutory retention obligations do not prevent it, when the data is no longer required for fulfilling the purpose of storage, or when storage is otherwise legally inadmissible.

Place: Berlin

Version dated: 01 December 2025