General Conditions & Guidelines

Meal Service:

All meal functions are based on the scheduled timing of service.

• Lunch buffet service is between 12:00h and 14:30h at M restaurant
• Coffee breaks are based on 30 (thirty) minutes of service time.
• Lunch breaks are based on 60 (sixty) minutes of service time.
• Set menu lunches are based on 90 (ninety) minutes of service time.
• Cocktail functions are based on 3 (three) hours of service time.
• Evening events, such as private parties, weddings, and gala ceremonies, are based on 5 (five) hours of service time.

An extension of actual service times is subject to additional labor fees of € 400/per hour after the fifth hour or after 00:00h and until 03:00h at the latest.

*Buffets are designed for a minimum of 30 guests. If the group's guarantee is less than 30 guests, the group will be charged for the minimum required number of guests.

Service standards:

• One waiter for every 20 guests – for set menu lunch or dinner
• One waiter for every 30 guests – for cocktail or buffet
• One waiter for every 10 guests – for gala dinners

If a greater number of waiters is required, an additional labor fee will apply at € 10 per service employee, per hour.

Additional Charges:

• If a cash bar is requested, a Cashier fee of €120 will be assessed for the first 2 (two) hours and €60 for each additional hour. One cashier is required for every 75 guests.
• Cloakrooms are available on the 2^nd and 3^rd conference floors at self-service. A coat check attendant can be requested for a fee of €100 for 5 (five) hours and €10 for each additional hour.
• An event host can be requested for a fee of €100 for 2 (two) hours and €50 for each additional hour.
• If a room set-up is changed the previous day of the event after 17:00h, there will be a minimum additional re-set fee of €250. Fees are subject to change depending on the room size and complexity of the changes.

Guarantees:

Final attendance must be specified on Wednesdays, by noon (12:00h), the week prior to the event. This number will be considered as the minimum guarantee and is not subject to reduction. Should a final guarantee is not received, the group's expected attendance on the banquet event order will be considered as the final guarantee.

The group will be charged for the final guarantee or the number in attendance, whichever is greater. Dietary restriction numbers are required when the guarantee is provided.

Food & Beverage:

Our Culinary, Catering, and Events teams are specialists in creating customized solutions. The Hotel is committed to all guests' needs, including those who have special dietary restrictions (such as a food allergy, intolerance, or other medically restricted diets), and are also aware that some may adhere to a vegetarian or vegan diet.

The Hotel will be pleased to accommodate special requests. Please note menus are subject to change and ingredients may vary based on seasonality or availability.

To guarantee the quality of catering provided, all food and beverages, including alcohol, must be purchased through the Hotel and served by Hotel staff.

The following exceptions are allowed, only with prior arrangement, and a service fee may apply if no other arrangement:

• Spirits (bottle 1-liter max.) - €2/per person
• Cake cutting - €10/per 20 persons
• No exceptions are allowed for soft drinks, beer, and wine.

For food and beverages, ordered less than 72 (seventy-two) hours before the event date, The Hotel will be able to support a 10% increase of the guaranteed number ordered, with a supplement of 30%  per person, per cover, with the same food variety.

Excess Prepared Food:

Excess prepared food can be taken on request off-premise, immediately after service, and properly packed by the hotel Culinary team. Please note for health and safety reasons food cannot be stored and taken later on.

Signage:

The hotel does not permit affixing anything to the walls, doors, or ceilings that would leave damage. Pre-approved signage is permitted in the registration area and private function areas only. No signs are permitted in the Hotel lobby, on the building exterior, or in other public areas. The Hotel reserves the right to approve all signage. All signs must be professionally printed and should be free-standing or on an easel. The Hotel will assist in placing all signs and banners, labor charges may apply.

Audio Visual:

For the clients’ convenience, audio-visual (AV) equipment is the Hotel's in-house provider, featuring a knowledgeable, on-site team and state-of-the-art equipment.

The offered meeting room rentals are based on a special discount, with the assumption that our experienced AV team and an exclusive professional outside vendor will be used.

If the equipment is arranged separately, please note that official rentals will be applied with an additional 30% surcharge on it. This surcharge is related to costs of supervision, electricity, de-installation, and reinstallation of hotel equipment.

All respective details are negotiable with the Mice Executive. All AV arrangements must be confirmed on Wednesdays, by noon (12:00h), with the final guarantee, the week before the event.

Entertainment

Proper advance notification is required when scheduling entertainment and the use of volume-enhancing equipment. The Hotel reserves the right to control the volume of all functions.

Should you make your arrangements, all details should be coordinated with your MICE Executive.

Shipping and Packages

Packages for meetings may be delivered to the Hotel 1 (one) working day before the function date.  The following information must be included in all packages to ensure their proper delivery;

1) Name of the Organization

2) Guest Name

3) To the attention of MICE Executive (indicate name)

4) Date of Function

Package handling fees may be assessed.

For all your business needs, including copying, creative services, etc. our MICE host will assist through business hours (Monday to Friday 8:00 -18:00h). Beyond their hours, a business area on the ground floor is available at self-service all day round.  

For your convenience and safety, all deliveries must be sent to the Hotel loading and unloading area. This includes all outside contractors such as musicians, florists, design companies, etc.

The MICE executive will negotiate these details and provide schedule and contact details.

All arrangements must be confirmed with your MICE Manager on Wednesdays by noon (12:00h), the week before the event.