top of page

General Terms and Conditions

General Terms and Conditions — A 66 

General Terms and Conditions (GTCs)

Venue Space Rental

​

1. Scope and Applicability 

These General Terms and Conditions (GTCs) apply to all agreements between A 66, the event location of MDPI AG, Grosspeteranlage 5, 4052 Basel, Switzerland ("Provider") and the client ("Renter") concerning the rental of the Provider’s event space for corporate purposes, including, but not limited to, workshops, presentations, panel discussions, talks, meetings, and networking events, with a maximum capacity of 150 guests.  

 

House Rules:  

The House Rules, annexed hereto and made available at the venue, constitute an integral part of these General Terms and Conditions. By accessing or using the premises or any services provided by the Provider, the Renter expressly agrees to comply with the House Rules and acknowledges and accepts these General Terms and Conditions in their entirety. 

 

2. Obligations of the Renter 

  • Use of the Premises  

  • The Renter must provide all necessary event details to the Provider no later than 14 days prior to the event.  

  • The final number of participants must be confirmed with the Provider no later than three working days before the event.  

  • Any additional third-party costs resulting from such changes will be charged to the Renter.  

  • If the Renter requests last-minute changes that require A 66 to invest significant additional time or effort, a supplementary charge will apply.  

 

3. Booking and Confirmation 

  • Bookings are confirmed in writing (email or signed agreement) and only become legally binding upon written confirmation by the Provider.  

  • The total amount and any additional costs incurred must be paid within 30 days of the invoice date. If payment is not received in full and/or within the agreed timeframe, the Provider reserves the right to terminate the contract without further notice. In such a case, the Provider also reserves the right to pursue legal remedies, including, but not limited to, the recovery of administrative or processing fees, as well as claims for damages resulting from the cancellation of other bookings and any associated loss of income. In case of late payment, the Provider may charge default interest at a rate of 5% per annum from the due date.  

  • Prices: All our prices are in Swiss Francs and exclude 8.1% VAT.  

  • Overbooking by the Provider A 66  

  • If the Provider is, for any reason, unable to provide the reserved rooms, it will issue a full refund. Further claims are excluded.  

  • Overbooking by the Renter  

  • If the Renter exceeds the agreed room quota, the Provider reserves the right to deny entry to excess attendees or terminate the event.  

 

4. Cancellation Policy 

  • The following cancellation fees apply:  

  • More than 30 days before the event: No cancellation fee; deposit refunded.  

  • 15–30 days before the event: 50% of the total rental fee charged.  

  • Less than 15 days: 100% of the total rental fee charged.  

  • Cancellation terms may be waived or adjusted in case of force majeure (see Clause 8).  

 

5. Permitted Use and Conduct 

  • The venue may be used for professional or corporate events, as well as for private functions booked by individual clients, subject to prior approval and the terms of the rental agreement.  

  • The maximum capacity of 150 guests must be respected.  

  • Event duration, including setup and breakdown, must fall within the booked time slot. 

  • The Renter is responsible for ensuring that event conduct is professional, non-disruptive, and in compliance with the law and local regulations.   

  • All event topics and themes must remain neutral in nature. Events of a religious, political, or otherwise controversial character, as well as performances or activities that may be deemed offensive, discriminatory, or inappropriate, are strictly prohibited on the Premises.  

  • Service dogs may be allowed but must be coordinated with the A 66 event management team prior to the event. Animals are prohibited inside the venue.  

  • Open flames, candles, pyrotechnics or similar sources of danger are strictly prohibited in the premises. The Renter is obliged to comply with all fire safety and security regulations issued by the authorities.  

  • The Renter bears full responsibility for the conduct of all guests, participants, and third-party contractors and is liable for any violations of the house rules, noise regulations, or other legal requirements. 

 

6. Access and Setup 

  • Access to the venue is granted at the agreed time, with early access subject to availability and potential additional fees.   

  • Event Start and End Times: 

  • The event’s start and end times will be specified in the contract. Any changes to the agreed schedule must be approved by the Provider A 66 and may incur additional charges.   

  • If the actual timing of the event deviates by 30 minutes or more from the scheduled times, the Provider reserves the right to apply for a service fee.  

  • The Renter must inform the Provider in advance of any special setup needs (e.g., stage layout, lighting changes, and accessibility requirements).  

  • All technical checks and rehearsals must be scheduled in advance.  

  • If the Renter receives keys, access cards, or codes, these must be stored securely and returned immediately after the event. The Renter is liable for any costs resulting from loss or damage (e.g., replacement of locks or access systems).  

  • The Provider points out that the premises may not be fully accessible in all areas. The Renter is required to communicate special accessibility requirements in advance.  

  • Noise protection at events: 

  • The nighttime quiet hours from 11:00 p.m. to 7:00 a.m. must be strictly observed. Loud activities are prohibited during this time. 

  • The Renter is liable for any fines or complaints. 

 

7. Liability and Insurance 

  • The Renter is liable for all damage caused by themselves, their guests, or external service providers.  

  • As the contract holder and event organizer, the Renter assumes full responsibility and liability for any damaged furniture and defacement caused by their guests. We reserve the right to charge for any damage incurred.  

  • The Renter is advised to obtain sufficient event liability insurance. Proof may be requested.  

  • The Provider is not liable for the theft, loss, or damage of items brought onto the premises.   

  • The Provider supplies the agreed technical equipment (e.g., LED wall, audio and lighting systems) in proper working order. However, no liability is assumed for technical malfunctions or failures beyond the Provider’s control. In such cases, the client is not entitled to any reduction, refund, or compensation.  

  • In the event of a complete failure of essential utilities (e.g., electricity or water supply) due to reasons for which the Provider is responsible, the Provider will make reasonable efforts to provide an equivalent replacement service or reschedule the event. Claims for further damage are excluded.  

  • The Provider offers access to WiFi for the convenience of the client and guests. The WiFi may not be used for any unlawful, harmful, or inappropriate activities, including but not limited to copyright infringement, distribution of illegal content, or attempts to gain unauthorized access to systems or data. The Provider accepts no liability for any misuse of the WiFi by the client or guests, who remain solely responsible for their use of the service  

 

IN NO EVENT SHALL THE PROVIDER, OR THEIR EMPLOYEES, BE LIABLE FOR ANY DAMAGES OF ANY NATURE, INCLUDING, WITHOUT LIMITATION, ANY CONSEQUENTIAL LOSS OF INCOME OR PROFIT, LOSS OF OR DAMAGE TO PROPERTY, LOSS OF GOODWILL, USE, DATA OR INTANGIBLE LOSSES; CLAIMS OF THIRD PARTIES, OR ANY OTHER LOSS, COST, CLAIM OR EXPENSE OF ANY KIND OR CHARACTER ARISING FROM OR IN CONNECTION WITH THE USE OF THE EVENT SPACE.  

​

8. Force Majeure 

  • If the event must be canceled or rescheduled due to unforeseeable and unavoidable circumstances (e.g., natural disasters, government restrictions, or pandemics), both parties are released from performance obligations.  

  • Payments already made will be refunded, minus any unrecoverable expenses, but there is no entitlement to further compensation or damages. 

 

9. Third-Party Services 

  • External service providers (e.g., caterers, moderators, or musicians) are allowed but must be coordinated with basel-events@mdpi.com in advance.  

  • All third parties must comply with house rules and are subject to Provider approval.  

  • Bringing own food and beverages by the Renter is only permitted with prior written consent of the Provider. The Provider reserves the right to charge a service or cleaning fee for such arrangements.  

  • The Provider assumes no responsibility for the services of third-party vendors unless otherwise agreed in writing.  

  • If third-party services are procured by the Provider, this is done in the name and at the cost of the Renter.  

 

10. Compliance and Permits 

  • The Renter is solely responsible for ensuring all legal requirements and/or insurances for their event are met. These must be presented upon request.  

  • For events with public performances or music, the Renter must declare the event to SUISA and pay any required licensing fees.  

  • Fire safety, emergency exits, and capacity limits must be strictly observed.  

 

11. Cleaning and Waste Disposal 

  • Basic post-event cleaning is included in the rental price.  

  • Additional cleaning required due to excessive mess or misuse will be charged separately.  

  • The Renter is responsible for removing all event materials, decorations, and personal property by the end of the rental period. Material which is not removed will be disposed of by the Provider at the Renter’s expense.  

  • Decorative materials must comply with fire safety regulations.  

  • We charge CHF 60.00 per cubic meter for the disposal of congress materials, such as documents, cartons, etc.  

  • The Provider A 66 declines all liability for theft of and damage to garments and objects brought by event participants and/or the Renter as well as all liability for the loss of or damage to objects brought by the Renter.  

  • For more information, please see our “House Rules”, which are an integral part of our GTCs.  

 

12. Data Protection 

  • Personal data is collected and processed in accordance with the Swiss Data Protection Act (“FADP”) and the EU General Data Protection Regulation (“GDPR”).  

  • The Provider will not share Renter data with third parties without consent, unless legally obligated.  

 

13. Photography and Filming 

  • All recordings must respect individual privacy and GDPR/Swiss data protection laws.  

  • The Renter is obliged to obtain any consent from the relevant persons.  

  • The Renter is solely responsible for obtaining the necessary consent from the participants for any photo and video recordings and for ensuring that this consent is obtained.  

  • The Renter shall also be obliged to inform participants of the event and/or suppliers, if the photos/videos may be used for internal and/or external communication purposes.   

  • The Renter must inform the Provider in writing if any participants of the event does not agree that photos/videos are taken.  

  • With prior agreement with the Renter, the Provider reserves the right to photograph or film areas of the event venue or activities during the event for distribution on www.a-66.ch or on social media.  

 

14. Termination 

  • The Provider reserves the right to terminate the agreement immediately if  

  • The Renter provides false information.  

  • The event poses a risk to health, safety, or the reputation of the venue.  

  • Terms and conditions are violated.  

  • The renter fails to meet their payment obligations despite receiving a reminder and a deadline. 

  • A required insurance is not in place 

 

15. Advertising and Use of Venue Name  

  • Use of the Provider’s name, logo, or photographs for promotional purposes requires prior written approval.  

  • Advertising using venue branding without permission may result in penalties or termination.  

 

16. Storage and Deliveries  

  • Advance deliveries require prior written consent and may only be made shortly before the event.  

  • The Provider assumes no liability for any damage or theft of delivered goods or materials.  

 

17. Miscellaneous 

  • Basel, Switzerland, shall be the place of jurisdiction for all legal disputes arising from these GTCs, even if the Renter has their domicile outside of Switzerland.  

  • Swiss law applicable at the place of jurisdiction of the Provider shall apply exclusively, excluding the conflict of law’s provisions, the United Nations Convention on Contracts for the International Sale of Goods of 11 April 1980 (“Vienna Sales Convention”).  

  • If any provisions of these GTCs should be found invalid, this shall not affect the validity of the remaining provisions. In any case, the contracting parties shall negotiate on the invalid clause to substitute by a valid arrangement as close as possible.  

  • The Provider reserves the right to change these GTCs at any time without prior notice.   

 

Provider Contact Information  

Provider Address: MDPI AG, Grosspeteranlage 5, 4052 Basel, Switzerland  

Venue Name: A 66  

Venue Address: St. Alban Anlage 66, 4052 Basel, Switzerland  

Email: basel-events@mdpi.com 
Website: www.a-66.ch 

 

 

These Terms and Conditions shall apply from September 3, 2025. 

bottom of page