General Terms and Conditions for Accommodation and Event Organization at Hotel Pavco

The following conditions constitute an integral part of the agreement.

Futureinvest Limited Liability Company Limited Partnership, headquartered in Warsaw 00-685, Poznańska Street 21, Unit 48, registered in the KRS under number 0001055694, NIP 7011162448 – hereinafter referred to as the Hotel, through these General Terms and Conditions (OWU), defines the general principles of accommodation agreements and event organization agreements at Hotel Pavco. These General Terms and Conditions serve as the foundational rules governing the relationship between the parties.

§1 Definitions
  1. "OWU" – Refers to these General Terms and Conditions for Accommodation and Event Organization at Hotel Pavco.
  2. "Hotel" – Refers to the hotel property with available infrastructure, legally owned by Hotel Pavco.
  3. "Client" – Refers to a natural person, legal entity, or organizational unit without legal personality that has entered into an accommodation or event organization agreement with Hotel Pavco.
  4. "Parties" – Refers to Hotel Pavco and the Client.
  5. "Guest" – Refers to a natural person using the services offered at the hotel under an accommodation agreement.
  6. "Participant" – Refers to a natural person attending and participating in an event organized by the Client at the Hotel.
  7. "Event" or "Occasion" – Refers to the reservation of a hall or rooms for an event, organized either by the Hotel or the Client, which may or may not include catering services.
  8. "Event Date" – Refers to the specific date(s) and time(s) of the Client's event at the Hotel.
  9. "Accommodation" – Refers to the rental of hotel rooms.
  10. "Deferred Payment" – Refers to payment that is to be made after the service begins within a specified period.
  11. "Group Booking" – Refers to a reservation for more than 15 overnight stays or 10 room nights.
§2 General Provisions

 

 

  1. Unless otherwise agreed by the Parties in the Contract, including agreements made through booking platforms or Orders, the provisions of these OWU apply directly to Contracts or Orders submitted to the Hotel and bind the Parties as stated below.
  2. The OWU are an integral part of the Contracts concluded between the Client and the Hotel and the Orders placed by the Client with the Hotel. If the OWU are not attached to the Contract or Order, the Client is bound by the OWU as published on the Hotel’s website at www.hotel-pavco.pl on the date of Contract conclusion or Order placement.
  3. The Client’s general terms and conditions cannot be used in contractual relations based on a Contract or Order governed by these OWU, unless the Hotel expressly agrees in writing to such Client’s terms.
  4. In particular, the Client acknowledges that if they sign a Contract or place an Order with additional terms attached or referenced, and if the Contract or Order has already been signed by the Hotel, such general terms of the Client or any other commercial terms shall only apply to the extent that they have been previously and explicitly approved in writing by the Hotel.
  5. A Contract or Order with the Client must be in written form, signed by both Parties, except in cases where the Contract is concluded through the Hotel's acceptance of the Client’s Order, including via IT systems.
  6. If a third party makes a reservation for accommodation or an event on behalf of the Client, that third party is jointly and severally liable with the Client to the Hotel as the booking party.
  7. The event venue is available to Participants from the time specified in the Contract or Order.
  8. The Hotel reserves the right to close windows and balcony doors in the event venue if air conditioning is in use during the event.
  9. The Hotel provides the Client with access to the venue for decoration three hours before the event start time. The Client has no right to request earlier access to the venue.
  10. If the Client requires earlier access to the venue, they must submit a request, which the Hotel is not obligated to approve. Early access requires written confirmation from the Hotel and may incur an additional fee. If the venue is not vacated after the agreed event end time stated in the Contract or Order, the Hotel will charge an hourly fee according to the price list, which the Client is required to pay.
  11. A group booking confirmed by the hotel reception is not binding on the Hotel.
§3 Services, Prices, Payments, and Invoices

 

  1. In the event of a Contract:

    • If the Contract is concluded by the Hotel accepting the Order, the prices specified in the Order apply.

    • If a written Contract is signed, the prices stated in the Contract apply.

    • If the Contract is implied or verbal, the current price list of the respective Hotel applies.

  2. The agreed prices are gross prices.

  3. The agreed prices do not include the local spa fee, which must be paid directly at the Hotel according to the applicable rates on the date of service use, if the Hotel is required to collect such a fee on behalf of the local municipality.

  4. In case of late payment, the Hotel may charge statutory interest for the delay or interest applicable to commercial transactions.

  5. The use of hotel rooms under any legal or factual basis other than those agreed upon with the Hotel—including, but not limited to, subleasing, subletting, or lending assigned rooms, other rooms, or spaces by Guests—is prohibited.

  6. Inviting guests to the Hotel premises, including hotel rooms, for interviews, sales events, or similar activities requires prior written consent from the Hotel.

  7. When concluding a Contract or accepting an Order, the Hotel may require the Client to pay a deposit of at least 30% of the order value or provide security in the form of a credit card guarantee, a signed credit application, or another similar or agreed-upon form.

  8. If the deposit or security is not provided within the agreed deadline, the Hotel has the right to withdraw from the Contract or Order.

  9. Any form of payment security must be accepted by the Hotel, otherwise, the Hotel has the right to refuse it.

  10. In justified cases (e.g., the Client’s overdue payments or an expansion of the Contract or Order scope), the Hotel may require an increase in the deposit or advance payment to cover the estimated additional costs.

  11. The Client or Guest does not have the right to claim the availability of a specific room unless the Hotel has confirmed it in writing.

  12. Rooms are available to Clients and Guests during the hours specified by the Hotel (hotel day). The Client or Guest has no right to demand earlier room availability.

    • Early check-in before the start of the hotel day and late check-out after the end of the hotel day is subject to room availability.

    • Both early check-in and late check-out must be requested by the Client and confirmed in writing by the Hotel.

  13. If a Guest fails to vacate the room after the end of the hotel day:

    • The Hotel may charge up to 50% of the room price for an extended stay of up to 2 hours.

    • If the room is vacated more than 2 hours after the end of the hotel day, the Hotel may charge up to 100% of the room price.

  14. The rules for using the Hotel are specified in the Hotel’s regulations available at www.hotel-pavco.pl.

  15. Catering Arrangements. The Client must select the menu and confirm the price no later than 30 days before the event unless the selection was made at the time of signing the Contract.

  16. Prices agreed upon at the time of signing the Contract may be adjusted based on the consumer price index published by the Central Statistical Office of Poland (GUS) seven days before the event date.

  17. The Hotel reserves the right to change prices presented in brochures and other promotional materials. These materials do not constitute a commercial offer.

  18. Minor Participants at Events

At the main table:

  • Children under 3 years old – free of charge if seated on a parent's or guardian’s lap.
  • Children under 7 years old – charged at 50% of the adult price.
  • Children over 7 years old – charged at the full adult price.
  • Children charged under points b) and c) will have their own seat and table setting.

At a dedicated children's table (if the Client requests such an arrangement and space allows):

  • Children under 7 years old – charged at 50% of the adult price.

  • Children over 7 years old – charged at the full adult price.

19. Service Personnel Charges. The Client’s personnel attending to the event is charged 100% of the participant price. Service staff is counted among the total number of event participants. If a separate table for service personnel can be arranged within the event space, the Hotel will set it up as requested by the Client.

20. Alcoholic beverages will be served to the Client’s service personnel only upon the Client’s request.

§4 Client’s Own Products and Goods

 

 

  1. Food and Beverages for Events
    • All food and beverages served at events must be provided exclusively by the Hotel.
    • Exception: The Client may bring externally purchased confectionery items (e.g., a cake) only with the Hotel’s prior written consent.
  2. Conditions for Bringing External Confectionery Items:
    • The Client must notify the Hotel at least 30 days before the event about their intent to bring externally purchased confectionery items.
    • The Client must provide the Hotel with proof of purchase (fiscal receipt or VAT invoice) dated no more than 48 hours before the event.
    • The Hotel will refuse to serve any confectionery items that are not supported by valid proof of purchase.
    • The Client must submit a written declaration confirming full responsibility for the quality and safety of the external confectionery items, absolving the Hotel of any liability.
    • If the Client fails to submit the declaration, it will be considered valid by default, and the Client assumes full responsibility for the products.
    • Proof of purchase and the written declaration must be submitted to the Hotel no later than one day before the event.
  3. Restrictions on Alcohol and Beverages
    • Participants are strictly prohibited from bringing and consuming external alcoholic beverages or other drinks at the event.
    • If the Hotel finds any external alcoholic beverages at the event, the Client will be charged a compensation fee of 200 PLN per documented unit (e.g., bottle, can, or carton).
  4. Delivery and Storage of External Confectionery
    • Confectionery items must be delivered by the Client or an authorized representative on the event day, at least two hours before the event starts.
    • The Hotel will ensure proper storage conditions and serve the items as per the agreed written schedule.
  5. Handling of Leftover Food and Beverages
    • Any leftover food, fruits, cakes, desserts, and beverages remaining on the event tables must be collected by the Client immediately after the event ends.
    • If the Client fails to collect the leftover items, they authorize the Hotel to dispose of them immediately.
    • The Hotel does not provide packaging for leftover food collection.
§5 Event Execution
  1. Hotel’s Responsibilities
    • The Hotel will prepare the venue, food, and manage the event based on an agreed Agenda, which must be written, signed by both parties, and finalized at least 30 days before the event.
    • The Agenda is an integral part of the contract.
  2. Organizational Arrangements (requiring Hotel’s approval at least 30 days before the event):
    • Start time and event duration
    • Table arrangements
    • Meal serving times
    • Event schedule (timing and duration of activities)
    • Venue decorations and any impact on the structure
    • Use of other Hotel spaces for event-related purposes
    • Any additional attractions organized by the Client (if held within the Hotel)
  3. If the Hotel does not approve the Client’s plans, the event will be organized according to the Hotel’s standards and conditions.
  4. Safety and Prohibited Items
    • Due to the historic nature of the building, its wooden structure, and fire safety regulations, the use of smoke machines and bubble machines is strictly prohibited.
    • Smoking (including e-cigarettes) is strictly prohibited throughout the Hotel, except in the designated smoking room on the third floor (fourth level).
  5. Included in the Event Price:
    • Tablecloths, cloth napkins, and LED table lamps
    • Upholstered chairs with gold frames (Konstancja, Konrad, and Club rooms) or upholstered armchairs (restaurant)
    • Waste bin
  6. Room Appearance and Decorations
    • The Client acknowledges the standard decor of the venue and accepts it without objections.
    • Permanent decorative elements cannot be removed.
    • By paying the deposit/advance payment, the Client confirms they have inspected and accepted the venue.
  7. External Decor Services (if used by the Client):
    • Decor materials and installation methods must be approved in writing by the Hotel.
    • The Client is fully financially and legally responsible for any damages caused by third-party decorators.
    • After the event, the Client must restore the venue to its original state, removing all decorations and items brought in.
§6 Music and Media Usage

 

 

  1. Responsibility for Music, Photography, and Filming
    • The Client is fully responsible for arranging music, photography, and videography for the event.
  2. Music Arrangements (handled by the Client):
    • Playing music independently using personal equipment (e.g., a Bluetooth speaker and a playlist on a mobile device or streaming service).
    • Hiring a DJ, band, or other performers to play or perform music as per their agreement.
  3. Legal and Licensing Obligations
    • The Client is responsible for obtaining all necessary licenses and permissions for the public performance of music.
    • The Client must handle all payments related to copyright fees and any agreements with collective copyright management organizations.
  4. Hotel’s Non-Involvement
    • The Hotel is not a party to any agreements or obligations related to copyright management organizations regarding the Client’s event.
§7 Cancellation and Termination
  1. Right to Cancellation Without Charges
    • If both parties explicitly agree in writing on the Client’s right to cancel the accommodation or event reservation within a specific period without charges, the Client may cancel within that period.
    • If the Client does not exercise the right to cancel within the agreed period, this right expires.
  2. Hotel’s Right to Cancel
    • If a no-cost cancellation period has been agreed upon for the Client, the Hotel also retains the right to cancel the agreement within the same period without penalties.
  3. Cancellation After the Free Cancellation Period
    • If the cancellation deadline passes, the Client’s request for cancellation is not valid, and the Hotel will charge a cancellation fee of up to 100% of the total price of the canceled services, unless otherwise agreed in writing.
    • The cancellation fee is compensation for the Hotel’s commitment to providing the booked services.
  4. Change of Reservation Date
    • If the Client wants to change the date of their booking and the Hotel does not approve the change, this is treated as a cancellation of the original booking.
  5. Refund in Case of New Booking
    • The Hotel may allow the Client to cancel and refund the deposit if a new client books the same date for services of equal or greater value.
  6. Immediate Termination by the Hotel
    • The Hotel may terminate the contract immediately in the following cases:
      • Force majeure (natural disasters, unforeseen events beyond the Hotel’s control).
      • Misleading or false information provided by the Client regarding their identity or purpose of stay.
      • Serious violation of the terms and conditions by the Client.
      • Hotel closure, renovations, or inability to provide services due to unforeseen circumstances.
  7. Deposit Handling
    • Any deposit paid by the Client will be deducted from outstanding charges related to the booking or, in case of cancellation, used to cover the cancellation fee.
§8 Guest or Participant List, Changes, and Date Modifications
  1. Final Guest or Participant List
    • The final list of guests or participants must be provided at least:
      • 5 business days before the accommodation date.
      • 30 days before the event date.
    • If the actual number of guests exceeds the agreed amount, the final price will be adjusted accordingly based on the agreed unit prices in the contract or the Hotel’s pricing.
  2. Changes to the Number of Guests or Participants
    • Any change in the number of guests or participants from what was agreed in the contract requires written approval from the Hotel.
    • If some guests or participants fail to attend, the Client is still required to pay the full agreed amount without any right to a refund or price reduction.
  3. Reduction in the Number of Participants
    • If the number of participants decreases by more than 15%, the Hotel may change the agreed event space to another one of an appropriate size and comparable standard.
  4. Extended Event Duration
    • If the event lasts beyond 4:00 AM, the Hotel is entitled to charge an additional fee of up to 10% of the agreed service price.
  5. Displays and Exhibits
    • The Client must obtain written approval from the Hotel before placing any displays, exhibits, or promotional materials in the lobby, hallways, or outside the Hotel.
  6. Contractual Supremacy
    • The terms agreed in the contract between the Hotel and the Client regarding guest numbers, changes, and date modifications take precedence over the general terms stated in these Terms and Conditions.
§9 Technical Equipment

 

  1. Liability for Hotel-Provided Equipment
    • If the Hotel provides technical or other equipment at the Client’s request, the Client is fully responsible for any damage or loss, unless the equipment is operated by Hotel staff.
  2. Use of Client’s or Third-Party Electrical Equipment
    • The use of electrical equipment belonging to the Client or third parties connected to the Hotel’s electrical network requires prior written approval from the Hotel.
    • The Client is liable for any damage caused by such equipment, including disruptions or damage to the Hotel’s technical infrastructure.
    • The Hotel reserves the right to charge a flat-rate fee for electricity consumption resulting from the use of such equipment.
§10 Decorative Materials and Exhibition Items

 

 

  1. Storage and Liability
    • Decorative materials, exhibition items, and personal belongings of the Client or event participants who are not hotel guests are stored at the Client’s sole risk in the event venue or other designated hotel areas.
    • The Hotel is not liable for any loss, damage, or destruction of such items unless caused by gross negligence or intentional misconduct of the Hotel staff.
  2. Fire Safety Requirements
    • All decorative and exhibition materials brought in by the Client must comply with fire safety regulations.
    • The Hotel may request official documentation confirming compliance. If the Client fails to provide such documents, the Hotel reserves the right to remove and store the materials at the Client’s expense and risk.
    • The Client bears full responsibility for any damages caused by these materials.
  3. Content Restrictions and Hotel’s Right to Remove Items
    • The Hotel reserves the right to demand the immediate removal of decorative or exhibition materials if their content is:
      • Offensive,
      • In violation of the law or social norms, or
      • Potentially harmful to the Hotel’s reputation.
    • If the Client fails to remove the materials upon request, the Hotel may remove them at the Client’s cost and risk.
§11 Left Items and Waste Disposal

 

  1. Responsibility for Brought Items
    • Any items, materials, objects, and packaging brought into the Hotel by the Client, participants, or third parties hired by the Client for the event are the Client's responsibility.
  2. Waste Management
    • The Client is considered the producer of waste generated during the event, in accordance with the Waste Act of December 14, 2012 (Dz.U. of 2023, item 1587, as amended).
    • The Client must remove all items brought in connection with the event immediately after its conclusion.
  3. Abandonment of Items
    • Any items left behind in the event space or on Hotel premises after the event ends are considered abandoned by the Client with the intent to relinquish ownership, in accordance with Article 180 of the Civil Code.
  4. Waste Removal Obligation
    • The Client must take all waste with them after the event.
    • Hotel parking waste bins are not for the Client’s waste.
  5. Cleaning and Disposal Fees
    • The Client agrees to pay the Hotel for cleaning the event space and hotel premises of left-behind items, according to the current price list.
    • If the Hotel removes the Client’s waste, the Client must cover the cost as per the applicable rates.
  6. Storage of Retrieved Items
    • If necessary, the Hotel may store non-waste items removed from the event space, at the Client’s expense and risk.
§12 Liabilit

 

 

  1. Client's Responsibility for Damages
    • The Client is fully responsible for any damages caused to the hotel (including its furnishings) and any damages suffered by hotel staff or other guests if caused by the Client, their guests, event participants, or staff.
    • The hotel may require the Client to provide appropriate security (e.g., insurance, deposit, guarantee).
  2. Additional Service Costs
    • The Client agrees to cover the costs of additional services used by their guests or participants (e.g., telephone, pay-TV, laundry, extra catering services) that were not included in the Agreement or Order.
    • These costs will be based on a statement provided by the hotel, detailing the service, cost, and the person who requested it. If individual payment is not possible, the room number where the service was provided will be used for billing.
    • This does not apply if participants or guests pay for these services themselves.
  3. Deficiencies in Hotel Services
    • The Client must immediately report any deficiencies in hotel services so that the hotel staff can rectify them.
    • If immediate correction is not possible due to the nature of the defect, disruptions, or other significant reasons, the defect must be reported no later than at checkout.
  4. Hotel's Right to Intervene
    • The hotel reserves the right to intervene, modify, or terminate the event if fire safety regulations or other security rules are violated.
  5. Storage Responsibility
    • If the Client is assigned a storage space in the hotel's garage or parking lot, this does not constitute an official storage contract between the parties.
  6. Event Delays
    • If the Client delays the start of the event beyond the agreed time, the hotel is not responsible for the quality of served food and beverages.
    • The Client cannot claim compensation for any resulting issues.
  7. Damage Liability and Compensation
    • The Client is responsible for repairing any damages caused during the event and covering any losses, including claims from third parties due to the hotel’s inability to fulfill obligations caused by event-related damages.
    • The hotel will document the condition of the event space before the event begins.
    • The Client is liable for:
      • Damage to hotel equipment and injuries to hotel staff or other guests caused by the Client, participants, or hired third parties.
      • Missing equipment from event spaces after use.
    • The hotel will inform the Client of damages, losses, and compensation amounts within five business days after the event.
  8. Security and Monitoring
    • The Client acknowledges that the hotel is monitored 24/7 with recorded camera footage inside and around the building.
    • If the Client’s event participants disturb the peace, the hotel will call the police at the Client’s expense.
  9. Intervention and Event Termination
    • The hotel has the right to intervene during the event, including terminating or ending it, if:
      • There is a safety threat to people in the building.
      • There is a risk to hotel property, staff, or third parties.
    • If the event is terminated due to the fault of the Client or participants, the Client has no claims against the hotel.
  10. Electrical Equipment Usage
  • The Client is responsible for any consequences resulting from connecting their own or third-party devices to the hotel’s electrical network.
  1. Force Majeure
  • The hotel is not responsible for failure to fulfill the contract due to reasons beyond its control, such as power outages or supply disruptions caused by force majeure.

12. Simultaneous Events at the Hotel

  • The Client agrees that the hotel may host other events on the premises during their event.
  • The Client acknowledges that during their event, other guests, restaurant customers, and hotel visitors will be present in the hotel’s public areas, unless the contract states otherwise.
§13 Complaints and Grievances

 

  1. How to Submit a Complaint or Grievance
    Complaints and grievances can be submitted in the following ways:
    • In writing – in person or by postal mail to the address provided in section d.
    • Orally – in person at the hotel, documented in a formal report.
    • Electronically – by sending an email to biuro@hotel-pavco.pl.
  2. Exclusive Postal Address for Complaints
    • Futureinvest sp. z o.o. sp.k., ul. Poznańska 21/48, 00-685 Warszawa.
    • Complaints sent to any other address will be considered non-existent.
  3. Timeframe for Submitting a Complaint
    • The Client should report any deficiencies in service quality immediately after noticing them.
    • If the complaint concerns a defective item, the Client may be required to present it as part of the complaint process.
    • Accommodation-related complaints must be submitted before the Client checks out.
    • Complaints regarding food and beverages (including quantity and weight issues) must be reported before consumption begins.
  4. Processing Time
    • The hotel will review the complaint and provide a response without undue delay, but no later than 14 days from the date of receipt.
  5. Extended Processing Time for Complex Cases
    • In particularly complex cases where an immediate resolution is not possible, the hotel will inform the Client about:
      • The reason for the delay.
      • The circumstances requiring further clarification.
      • The expected resolution timeframe, which cannot exceed 60 days from the date the complaint was received.
  6. Response Format
    • The hotel’s response will be provided in writing or on another durable medium.
    • The response can be sent via email only if requested by the Client.
  7. Payment Obligation
    • Filing a complaint does not exempt the Client from the obligation to pay the hotel fees on time.
§14 Final Provisions
  1. Supplementary Compensation
    • If the damage suffered by the Hotel due to the Client’s failure to perform or improper performance of the Agreement or Order exceeds the value of the contractual penalties imposed for this reason, the Hotel has the right to seek additional compensation under general civil law principles.
  2. Dispute Resolution
    • The Parties agree to resolve disputes amicably.
    • If an agreement is not reached, the competent court will be the common court with jurisdiction over the Hotel’s registered office.
  3. Applicable Law and Language
    • The Agreement or Order and any disputes arising therefrom shall be governed by Polish law.
    • The official language for the Agreement and any related matters is Polish.
  4. Amendments and Termination
    • Any amendments or termination of the Agreement or Order must be in writing to be valid, unless otherwise stated in the Agreement or Order.
  5. Severability Clause
    • If any provision of these General Terms and Conditions (GTC) contradicts applicable legal regulations or becomes unenforceable, this shall not affect the validity of the remaining provisions of the GTC.
    • If any provision of the Agreement is or becomes invalid or unenforceable, this shall not affect the validity and enforceability of the Agreement as a whole.
    • The Parties agree to replace any invalid or unenforceable provision with a valid and enforceable provision that most closely reflects the intent of the original provision.

 

 

The General Terms and Conditions for Event Organization at Hotel Pavco (GTC – Accommodation and Event Organization at Hotel Pavco) come into effect on January 1, 2025, and form an integral part of all agreements concluded from that date.