Cosy & Flexible Multi-Purpose Lounge Space

1. INQUIRY & COST ESTIMATE In case of no feedback from the client within 14 days of sending the cost estimate, the inquiry will be automatically cancelled. Only a confirmed estimate allows the client to book the space. 2. EQUIPMENT Equipment for the event is provided according to the con- firmed cost estimate. Additional equipment can be provided on the spot (if available) for an additional charge as stated in the valid pricelist. The venue can not guarantee additional equipment being provided. In case of a client damaging any in-house equipment, the client is liable for its replacement. In case of malfunctions rendering the equipment unusable, the event organizer should immediately notify the event operator. A full refund applies only if the event operator confirms the malfunction and is unable to provide a replacement. Guests are kindly asked not to operate any of the technical equipment unless expressly permitted, e.g. for microphones. Guests wanting to use any of the booked technical equipment in the Event Spaces (sound mixers, amps, etc.) must attend a scheduled briefing (5-10 mins long), arranged at a suitable time before the event start time. 3. CATERING If the client wishes to order external catering, we will issue surcharges corresponding to the extra workload and equipment requirements. If the client opts for in-house catering, the final number of catering portions (along with any dietary requirements, i.e. the number of gluten-free, vegetarian, vegan portions, and any allergies) has to be communicated at the latest, by 12pm on Thursday the week prior to the event start. Unless communicated otherwise within the appropriate timeframe, the number of portions and price will correspond to the confirmed cost estimate. If the client wishes to order external catering, we will issue surcharges corresponding to the extra workload and equipment requirements. 4. ADDITIONAL FEES Additional fees not given in the confirmed cost estimate may apply in the following cases: - Equipment provided (and/or requested) on the spot - Extended use of the rented premises past the agreed hours - Food and drinks from Café Fitzcarraldo The reserved time slots include the set-up and dismantling of the premises. 5. OUTSIDE OFFICE HOURS The official opening hours of Ahoy Berlin for events are: - Monday to Sunday, from 9:00 to 20:00, public holidays excluded. The space can be rented by outside of official opening hours, if agreed on prior arrangement. - please note: this agreement may include an additional staffing fee. Any surcharge will be outlined in the provided cost estimate before confirmation. In certain cases, weekend events may also incur a staffing surcharge, the inclusion of this calculation is dependent on the nature of the event, and is based on factors such as: size of the event, spaces in use, catering, staffing for technical equipment. Such instances will always be discussed with the client and outlined in the provided cost estimate before confirmation. 6. CANCELLATION POLICY & REFUNDS If cancellation occurs 15 business days or more before the planned start date of the event, no cancellation fees are due to be paid. - Cancellation between 8-14 business days: cancellation fee of 50% is due to be paid. - Cancellation between 7-3 business days: cancellation fee of 75% is due to be paid. - Cancellation within 3 business days of event start: the full amount is due to be paid. If the event ends earlier than expected, the client is still obliged to pay the full amount as agreed in the final cost estimate. Cancellation fees are calculated from the total amount stated in the cost estimate confirmed with the client. 7. CLIENT RESPONSIBILITIES If the clients are bringing their own technical equipment, this should be specified a few days in advance to make sure there are no compatibility issues. Clients are obliged to organize transport of outside equipment within a day from the end of the event (if not agreed other- wise). The client is also responsible for tidying up any other materials brought in such as banners, roll-ups, internal workshop documents , etc. The same principle applies for external catering and related equipment (chafing dishes, plates, cutlery etc.). If clients want to store their equipment at Ahoy, they can only do so if agreed beforehand. We do not take any legal responsibility for storing said equipment.