General Terms and Conditions
General Terms and Conditions
(Based on Visita's general terms and conditions for conferences and other events)
1. General
These General Terms and Conditions apply if they are attached to the order confirmation or if the parties have otherwise agreed to them in writing, for example, by reference in the confirmation. These terms and conditions apply between the supplier and the customer in connection with the purchase or booking of restaurant, conference, or event services provided by the supplier. The purchase may include, for example, event tickets, meals, conferences, accommodations, transportation, equipment, additional products, gift certificates, or combinations thereof. Swedish law applies.
2. Definitions
An event is defined as the provision of facilities, with or without lodging and/or meals, e.g., for a conference, or in connection with a group or banquet reservation.
The client is the person—whether a legal entity or an individual—who is liable for payment for the event.
The supplier refers to the facility that provides the event.
The value of an order is the agreed-upon price for the entire order or the sum of the number of participants ordered multiplied by the agreed-upon price per participant per day, plus the price for specially ordered services.
A booking agent is a company that facilitates event bookings, with or without handling payment for the booking.
3. Reservation and Confirmation
Reservations may be made verbally or in writing and become binding once the supplier has sent written confirmation. Quotes are valid for 30 days unless otherwise specified. The quote applies only to the date and number of guests specified in the quote. Changes to the date or number of guests may affect the price, availability, and other terms and conditions.
4. Advance Payment
For bookings made less than 3 months before the event, 50% must be paid in advance. For bookings made more than 3 months in advance, 25% is due at the time of booking and 25% three months before the event. The advance payment must be made within 15 days. Failure to pay the advance payment means that the booking is not binding on the provider.
5. Cancellation
All cancellations must be made in writing and must be confirmed by the supplier to be valid. Cancellation fees depend on the order amount and how far in advance of the start date the cancellation is made. If part of an order is canceled, the same percentage rates apply to the canceled portion.
5.1 Orders with a total value of up to and including 30,000 SEK (excluding VAT)
| Time before start/delivery | Billing |
| 15 days or more | Free of charge |
| 14–8 days | 75% of the booking's value |
| Less than 8 days | 100% of the booking amount |
5.2 Orders with a value exceeding 30,000 SEK (excluding VAT)
| Time before start/delivery | Billing |
| 30 days or more | Free of charge |
| 29–23 days | 25% of the booking amount |
| 22–16 days | 50% of the booking amount |
| 15–9 days | 75% of the booking's value |
| Less than 8 days | 100% of the booking amount |
5.3 Adjustment of the Number of Participants
– The number of participants may be adjusted by up to 10% at no charge up to 48 hours before the start.
– Reductions greater than 10% or full cancellations are subject to the rules regarding order value in sections 5.1–5.2 above
5.4 Staff
– Cancellations of booked staff made later than 14 days before the event will be charged 100% of the staffing cost.
– Applies regardless of the type of event and complies with the applicable collective bargaining agreement.
– Personnel costs include both working hours and any preparatory work that has already been scheduled.
6. Special Requests
Special dietary requests and allergies must be reported at the time of booking and no later than 7 days before the event. Final details regarding equipment and furnishings must be provided no later than 14 days before the event.
7. Payment
The client is responsible for all costs specified in the order. No-shows do not entitle the client to a price reduction. Payment is made as agreed. Invoices are due within 15 days net. Individuals normally pay 100% in advance unless otherwise agreed. Late payment interest is charged in accordance with the Interest Act (reference rate + 8 percentage points). An invoicing fee may apply, as well as a fee for paper invoices and a reminder fee.
8. Subject to price changes
a) We reserve the right to make price adjustments due to circumstances beyond our control, such as raw material shortages, tax surcharges, or similar factors. The supplier must immediately inform the customer of such circumstances to discuss the best options, such as substituting raw materials or making corrections. b) We also reserve the right to make price changes, VAT adjustments, and to correct printing errors, pricing errors, clearance sales, and inventory errors. Price changes after an order has been confirmed are valid only if expressly stated in the agreement. A ticket or item that has already been shipped is not affected by subsequent price changes, such as those resulting from sales, promotions, or discount codes.
9. Delivery
The supplier delivers food and rental goods on all weekdays for a fee and on weekends by arrangement. Delivery fees vary depending on distance, time of day, day of the week, and volume. For deliveries to locations without an elevator, or where the supplier is required to carry items inside, or where there is a long distance to and from the loading area where the delivery vehicle can park, additional loading/unloading fees may apply. If the return items have not been gathered as instructed by the scheduled pickup time, additional charges may apply. Returns are always picked up on the following weekday between 8:00 a.m. and 5:00 p.m., unless otherwise agreed upon.
10. Liability for Property
The provider is liable for property only in cases of negligence or if a specific undertaking has been made. For high-value property, written confirmation that the provider assumes liability is required. The customer is liable for any damage caused by the customer or its participants.
11. Fire and Safety
Current fire, evacuation, and safety regulations must always be followed for the premises in question.
12. Damaged and Lost Goods (Rental/Catering)
The customer will be charged for damaged, dented, or lost goods at cost or according to the price list. Return shipping costs are borne by the customer if the goods are found after delivery.
13. Force Majeure
In the event of circumstances beyond a party’s control—such as a strike, lockout, fire, explosion, war, government decision, or significant supply constraints—the party shall be exempt from liability for damages and other penalties. This applies even if the impediment affects a subcontractor. A party invoking force majeure must notify the other party without delay.
14. Disputes
Disputes may be heard by Visita’s Disciplinary Board (for member companies) or by the Swedish National Board for Consumer Complaints (ARN). Swedish law applies, and disputes may also be heard by a general court.
15. Venue
For venues booked through Mat vid Siljan , the venue’s own terms and conditions apply. For venues booked by the client, these terms and conditions must be sent to Mat vid Siljan well in advance.
16. Purchasing Tickets and Vouchers
Ticket purchases are binding and are not subject to a right of withdrawal. Gift certificates are subject to a 14-day right of withdrawal for distance purchases. Lost tickets will not be replaced. Tickets may not be resold without written permission.
17. Customer Obligations
The customer is responsible for ensuring that the information provided at the time of booking is accurate and that applicable safety regulations are followed. Violations of safety regulations may result in denial of entry without a refund.
18. Refund
Refund requests must be submitted no later than two (2) months from the event date; otherwise, the right to a refund expires. This applies both to canceled events and to voided tickets. Service fees and other additional charges are non-refundable.
19. Canceled or Rescheduled Event
The customer is responsible for checking whether the event has been canceled or rescheduled. If an event is canceled, contact the organizer to request a refund for the tickets. Service, shipping, and distribution fees are non-refundable. If an event is rescheduled, purchased tickets are valid for the new date unless otherwise specified. Changes to the program, venue, or date, or events that are only partially held, are not normally considered canceled events.
20. Booking through an agent
Intermediaries must keep the funds they receive separate and remit them to the supplier without delay.
21. Processing of Personal Data
We respect your privacy. We protect and handle your information with respect. When you make a reservation or place an order with us, we store information about you in our systems. In our privacy policy, you can read more about how we collect and use personal data and other information. It also describes your rights regarding your information.