I. Introductory Provisions
Eventopolis SA ("Eventopolis") offers a comprehensive range of services related to the organization of corporate events/incentives (planning, design, management, development, execution) and the rental of furniture/setups (delivery, maintenance, setup, scenography).
The provisions set out in Sections II and V apply to all services provided by Eventopolis; those in Section III apply to rental services (including special event services), and those in Section IV are applicable to event organization.
II. General Provisions
1. Scope of Application of the General Terms and Conditions
Unless otherwise confirmed in writing and signed by Eventopolis, these General Terms and Conditions apply to all services provided by Eventopolis and confirmed by the client. By confirming the services, the client declares acceptance of these General Terms and Conditions. In the absence of specific provisions in these General Terms and Conditions, the provisions of the Swiss Code of Obligations apply subsidiarily. Unless explicitly agreed otherwise in writing, neither the general conditions issued by the client nor the SIA standards apply.
2. Nature of Eventopolis’ Services
The nature and scope of Eventopolis’ services, as well as the goods subject to rental, are determined by the written agreement between the client and Eventopolis ("contract"). In the absence of a "contract," Eventopolis’ services will be those indicated in the latest version of the project plan submitted to the client and confirmed by them or, in its absence, in the correspondence describing them, expressly or tacitly accepted by the client.
3. External Assignment of Services
Eventopolis has the right, even without the client’s consent, to assign third parties, in the form of subcontracting, the execution of services provided in the "contract."
4. Client’s Obligation to Cooperate
On its initiative or at the request of Eventopolis, the client must provide Eventopolis with information regarding objectives, needs, special operational circumstances, procedures, etc., required for the fulfillment of the "contract." If Eventopolis does not receive the necessary information for the proper execution of the "contract," or if such information is incomplete, delayed, or provided in an inadequate form, Eventopolis assumes no responsibility for any delays in contract execution or missed deadlines, which may be unilaterally modified by Eventopolis. Any additional costs arising from such delays will be charged to the client.
5. Difference Between Client’s Address and Billing Address
Difference Between Client’s Address and Billing AddressThe client is responsible for full payment of the services provided by Eventopolis and listed in the corresponding invoice(s). If the client specifies a billing address different from their own, they acknowledge themselves as jointly liable with the entity/entities listed in the invoice(s) for the total amount.
If multiple clients are involved, each client is jointly liable for the payment of the invoice(s) issued by Eventopolis for the provided services.
6. Payment Terms
The payment terms are indicated in the agreement concluded or determined between Eventopolis and the client as per point 2 above. The amounts indicated are subject to VAT, where applicable.
In case of late payment, Eventopolis is entitled to a late payment interest of 5% even without prior notice. A delay exceeding 30 days in an intermediate payment entitles Eventopolis to demand immediate payment of the entire outstanding balance and to suspend its services until payment is received.
7. Compensations
The client waives the right to offset their claims against Eventopolis, which can only be done with the express consent of the latter.
8. No Liability of Eventopolis
Unless otherwise specified in these General Terms and Conditions, to the extent permitted by law, Eventopolis assumes no liability.
III. Special Provisions for the Rental of Goods
9. Authorizations, Permits, Requests
Unless otherwise agreed and clearly highlighted in the "contract," the request and acquisition of necessary authorizations, permits, licensing rights, expert opinions of any kind, structural analyses, etc., required for holding the event are the exclusive responsibility of the client, who bears the entire cost. The client has the right to withdraw from the "contract" if the necessary authorizations are not obtained. In such a case, the provisions and consequences of contract withdrawal by the client apply (see 19.).
10. Safety
Safety (protection of human and animal life, the environment, and equipment) during the event(s) organized by the client is the exclusive responsibility of the client. Eventopolis assumes no responsibility regarding the legality of the event’s content. The client must also ensure that Eventopolis’ equipment is properly secured or protected. Eventopolis has the right to withdraw from the agreement at any time if, for technical, safety, legal, or environmental reasons, it appears unreasonable to proceed with the event. In such cases, no damages can be attributed to Eventopolis, and no compensation is owed. However, the client must fully reimburse Eventopolis for all expenses incurred.
11. Start and End of the Rental Period
The rental period begins when the goods are taken over by the client or a third party designated by them, either at Eventopolis’ warehouse or at another location specified in the contract, and ends when the goods return to Eventopolis’ possession at its warehouse or another location specified in the contract.
12. Use of Rented Goods
The rented goods must only be used by competent individuals with appropriate care. The client must follow and comply with the usage instructions and safety regulations. Rented goods should be used exclusively for their intended purpose. The client must use the rented goods in a covered or enclosed environment unless otherwise specified or intended for outdoor use. At the end of use, the goods must be stored in an enclosed space.
13. Notification of Defects
The client must inspect the rented goods upon receipt. If received via a third party or transporter, they bear the inspection responsibility. Any defects must be reported immediately or, if not immediately identifiable, in writing (by letter or email with receipt confirmation) as soon as discovered.
Otherwise, Eventopolis assumes no responsibility for unreported defects, and the client is not entitled to repair/replacement services or a reduction in rental fees. The client acknowledges that rented items are used multiple times, and normal wear, color changes, or size variations are not considered defects affecting usability.
14. Repair and Maintenance of Rented Goods
If the rented goods become defective during the rental period, the client must notify Eventopolis immediately in writing (letter or email) with receipt confirmation. If the client fails to report the defect, they are responsible for additional damage incurred. Repairs must only be carried out by Eventopolis or an authorized person. Eventopolis decides at its discretion whether to repair, replace, or, if necessary, offer a proportional reduction in the rental fee.
15. Ownership of Leased Property / Exclusion of Retention Rights
Eventopolis retains ownership of the leased property, including all accessories and supports. The customer is expressly prohibited from subletting, selling, pledging, or delivering the leased property to third parties. The customer has no retention rights over the leased property to guarantee any claims they may have against Eventopolis.
16. Return of Leased Property
The customer must return the leased property at the location and in the manner specified in the "contract." In the event of a delay in returning the property, unless otherwise agreed upon in writing by both parties, the customer must pay the rental fee (see clause 18) for each day, or part thereof, of the delay. If the delayed return results in damages or additional costs for Eventopolis due to non-fulfillment or delayed fulfillment of obligations towards third parties, the customer will be held responsible for such damages or additional costs.
The leased property must be returned by the customer in the same condition as it was delivered, including cleanliness, except for normal wear and tear resulting from its proper use under the contract. Any extraordinary cleaning costs will be charged to the customer.
Leased properties that are not returned or are returned damaged, as well as the cost of replacement purchases, will be fully invoiced to the customer. The leased property must always be returned in a decent condition.
17. Customer’s Liability
The customer is responsible for any damage, loss, or theft of the leased property throughout the rental period. In the event of theft or damage that could involve the criminal liability of a third party (including an unknown party), the customer must report the incident to the competent authority and draft a report on the damaging event. If the transport of the leased property is carried out by a third party appointed by the customer, the customer is liable for any damage occurring during transport. The customer must immediately inform Eventopolis in writing (by letter) or electronically (by email), with confirmation of receipt, of any incidents related to the leased property. The customer is responsible, at their own expense, for insuring the leased property against all risks.
18. Rental Cost
The rental cost is calculated based on the duration specified in the contract. The minimum charge is one day’s rental, meaning that for rentals shorter than 24 hours, Eventopolis applies a rate equivalent to one full day. For rentals longer than one day, the rental cost is based on the contract duration or actual use of the leased goods. Transportation and labor services provided by Eventopolis in connection with the rental will be billed separately in addition to the rental cost.
19. Contract Termination, Penalties, and Damages
Eventopolis may terminate the contract without the customer being entitled to any compensation if the customer has not paid the required deposit as stipulated in the contract.
Unless expressly agreed otherwise in the contract, the customer may withdraw from the "contract" by paying the following cancellation fees on the total agreed amount:
Cancellation up to 30 days before the rental/event start: 40% of the total amount is due.
Cancellation up to 10 days before the rental/event start: 60% of the total amount is due.
Cancellation up to 3 days before the rental/event start: 80% of the total amount is due.
Cancellation within 3 days before the rental/event start: 100% of the total amount is due.
If Eventopolis has already made preparations and/or incurred additional costs exceeding the cancellation fee, Eventopolis may charge the customer for the actual expenses incurred.
IV. Provisions for Event Organization
20. Provisions for Event Organization and Coordination
Where explicitly agreed, Eventopolis’ services may include event organization, coordination, and/or support for the customer's events (e.g., event planning, corporate incentive organization). In such cases, Eventopolis guarantees suitability for the purpose, as well as the selection of Eventopolis personnel who will coordinate these activities.
21. Eventopolis’ Liability
Eventopolis is only liable for damages or losses directly caused by Eventopolis if such damage or loss results from gross negligence or intentional misconduct. Any other liability, particularly for ordinary negligence, force majeure, weather conditions, pandemics, loss of profits, unrealized savings, additional expenses, etc., is expressly excluded. To the extent permitted by law, no liability is accepted for personal injuries. If the customer's property is damaged during installation work, Eventopolis is liable only for the reasonable repair costs. If the installation work is carried out by Eventopolis and results in damage due to the customer's failure to provide sufficiently detailed plans (showing all types of pipelines, wiring, plants, drawings, etc.), the customer is responsible for covering the repair costs.
22. External Services During Event Organization
The coordination of various service providers or suppliers is the customer’s responsibility unless otherwise specified in the contract. If Eventopolis’ services are delayed, interrupted, or hindered due to delays, interruptions, or failures by third-party service providers for whom Eventopolis is not responsible, the customer must fully compensate Eventopolis for the resulting additional costs. If the event is canceled for reasons not attributable to Eventopolis and due to the customer's actions and/or the non-performance or incorrect performance of obligations by a third party, the customer must pay Eventopolis the cancellation fees specified in the contract.
23. Contract Termination, Penalties, and Damages
See details in the contract drafted for the event.
24. Delivery and Installation Dates for Event Organization
Eventopolis may unilaterally extend the delivery and installation dates specified in the contract if the customer changes the working conditions after the agreement is finalized or fails to fulfill their cooperation duties, or does so late or inadequately. Clause 22 remains applicable in such cases.
25. Notification of Service Defects
The customer must immediately report any defects that are noticeable before or during the event. The notification can also be made electronically to the contact person specified in the contract as responsible for the event. Failure to report such defects constitutes full acceptance of the service by the customer.
Defects that cannot be reported before or during the event or that only emerge after its conclusion must be reported within five days of the event's end. The notification must be made in writing to the address specified in the contract.
Failure to report defects within the deadline constitutes full acceptance of the service by the customer.
Defects that affect the overall quality of the service provided by Eventopolis but do not render the service unacceptable may entitle the customer to a proportional reduction in the service cost, excluding any other compensation for any additional damages.
V. Final Provisions
26. Data
The customer explicitly consents to Eventopolis processing and continuing to use data resulting from the contractual relationship (e.g., photos, plans, references). Additionally, Eventopolis may use the existence of the contractual relationship and its specific activities as references, for example, in offers, promotional materials, or events. All other information (proposals, correspondence, prepared offers, etc.) is considered confidential. Any copying or disclosure of such information to third parties is prohibited unless agreed upon in writing and signed by Eventopolis.
27. Severability Clause
If any provision of these General Terms and Conditions is or becomes legally ineffective, in whole or in part, or if omissions occur, the remaining provisions and the General Conditions as a whole shall remain valid.
28. Applicable Law and Jurisdiction
The contractual relationship between Eventopolis and the customer is exclusively subject to Swiss law, excluding conflict-of-law rules. Any disputes arising from the interpretation and/or execution of the contractual relationship between the parties shall be submitted exclusively to the competent court of Eventopolis’ registered office.