FOR PRIVATE DINING, GALA EVENTS & WEDDINGS Terms & Conditions
1. Private dining & group events
At Gstaad Palace, private dining requests and events starting from 15 guests are considered group events and shall therefore be subject to the present Terms & Conditions
2. Event details and operational requirements
The organizer shall communicate to Gstaad Palace the detailed program and timing of the event no later than 14 days prior to the event. This includes, but is not limited to, speeches, musical entertainment, requested set-up, technical requirements, final food and beverage selection, allergies, intolerances, dietary requirements, and any operational elements required for the proper organization of the event.
2.1 Music and entertainment
Any musical entertainment, amplified sound, live performance or entertainment must be approved by Gstaad Palace in advance and remains subject to applicable legal requirements, hotel policies and operational constraints.
3.
Dress code
From 7.00 pm gentlemen are asked to wear a jacket in Le Grill, the Bar du Grill and the Veranda section of Le Grand Restaurant. Gentlemen are also asked to kindly refrain from wearing open-toe shoes or shorts. Caps & hats, coats, hoodies, hiking & snow shoes, t-shirts, ripped jeans and sport shoes are not permitted in the restaurants, bars and in the privatized rooms in the evening.
4. Number of participants
The estimated number of participants must be communicated to Gstaad Palace no later than 10 days prior to the event. Thereafter, only minor adjustments of up to 5 participants may be accepted, provided they are communicated no later than 48 hours prior to the event.
Beyond this timeframe, the last number communicated, or the actual number of participants should this be higher, shall serve as the basis for invoicing.
5. Cancellation fees
In case of complete cancellation of the event, a cancellation fees will be charged as follows:
• Up to and including 30 days prior to the event: no cancellation fee
• Between 29 and 15 days prior to the event: 50% of the estimated total cost
• 14 days or fewer prior to the event: 100% of the estimated total cost
6. Service staff
The quoted event price includes one server for up to 15 guests. Any additional service staff requested or required shall be charged as follows:
• CHF 90.– per hour, per server
• CHF 120.– per hour, per hostess
7. External event coordination
Should the event be coordinated by an external wedding planner, event planner or any other third-party coordinator, all timings and operational arrangements remain subject to confirmation by Gstaad Palace.
A coordination meeting with the external planner, the Groups & Events Team and the Maître d’hôtel must take place prior to the event in order to align expectations, timings and operational capacities.
8. External suppliers & installations
Any external supplier involved in the event, including but not limited to florists, decorators, musicians, photographers, entertainers, technical providers or any other third-party supplier, must be communicated to and approved by Gstaad Palace in advance.
All external suppliers must comply with the instructions and operational requirements of Gstaad Palace. Gstaad Palace reserves the right to refuse access to any supplier or service that has not been approved in advance or that does not comply with the hotel’s standards, safety requirements or operational capacities.
Any external materials, installations, furniture, decorations or technical equipment brought onto the property must also be approved in advance by Gstaad Palace. Additional handling, setup, technical support or operational fees may apply depending on the nature, complexity and requirements of the installation.
9. Set-up and hotel furniture
Any movement, removal or repositioning of hotel furniture may be subject to additional charges. Applicable fees shall be confirmed by Gstaad Palace according to the requirements of the event. Any last-minute operational changes requested by the client may result in additional charges. Such fees will be calculated according to the additional time, staffing, operational effort and resources required to accommodate the requested modifications.
10. Operational adjustments
Gstaad Palace reserves the right to make the final decision regarding the set-up and location of the event in the event of force majeure, safety concerns or operational constraints.
10.1 Weather
In case of unfavorable weather conditions for an outdoor event, Gstaad Palace will allocate the guests to the venue previously agreed upon, and may make any necessary adjustments to the set-up or location should circumstances so require.
11. Billing and payment
Billing instructions must be confirmed in advance, including the handling of any beverage consumption beyond the confirmed arrangement. The organizer shall specify prior to the event whether such consumption is to be covered by the host or settled individually by guests on a self-pay basis. The event organizer remains responsible for any unpaid consumption or charges incurred by the event guests.
Unless otherwise agreed in writing, full prepayment based on the estimated event costs is required prior to the event. Should any additional charges occur during or after the event, a final invoice will be issued accordingly and must be settled within 15 days following the event. Payment on site cannot be accommodated.
11.1 Deposit
A prepayment of 50% of the estimated total cost shall be due no later than 30 days prior to the event. The remaining balance of 50% of the estimated total cost shall be due no later than 15 days prior to the event.
The event space and related arrangements shall only be considered secured upon receipt of the required payments within the stipulated deadlines.
12. Liability for third-party services
The guest or organizer acknowledges that Gstaad Palace acts solely as an intermediary for any services or events organized by third parties.
Gstaad Palace shall therefore not be held liable for any contractual or non-contractual claims arising from such third-party services or events.
13. Damage and responsibility
The organizer shall be responsible for any damage or harm caused by the organizer, accompanying persons, event participants, guests, external suppliers, contractors, or any other third parties involved in the event. The organizer shall reimburse Gstaad Palace for any repair, replacement, cleaning or other costs arising from such damage or harm.
A condition inspection shall be carried out by Gstaad Palace before and after the event, particularly when external suppliers, contractors, installations, furniture, decorations or technical equipment are involved.
