These terms and conditions apply to all services provided by Go To Events (GTE) in accordance with the agreed offer between the client and GTE. Together, the terms and conditions and the offer constitute the entire agreement (“The Agreement”) between the parties. 

Changes to the agreement can only be made in writing and must be approved by both parties. 

 

1. Price and Payment

The client pays the prices stated in the offer. Invoicing occurs in two installments: 

• Advance Payment: 50% of the total price is invoiced upon booking confirmation. Payment deadline: 30 days. This advance payment covers the reservation of the venue and/or subcontractors and ensures that the necessary resources are available.

• Remaining payment: The remaining 50% will be invoiced 60 days before the event date. Payment deadline: 30 days.

For bookings made less than 60 days before the event, the full amount will be invoiced upon booking confirmation.

In case of late payment, interest of 1% per commenced month will be charged from the invoice date.

Please note: The remaining balance must be paid no later than the day before the event. If payment is not received on time, Go To Events reserves the right to cancel or postpone the event without compensation.

 

2. Client's Responsibilities

For GTE to deliver the event as agreed, the client must: 

• Ensure that all information in the offer is correct. 

• Provide precise and comprehensive information necessary for the planning and execution of the event. 

• Make decisions promptly and ensure that any approvals from management or other relevant authorities are obtained in good time. 

• Pay invoices on time to guarantee the booking of external suppliers, venues, and other critical resources. GTE cannot guarantee the availability of specific suppliers or locations if payment is not received on time. 

If delays occur due to a lack of information or approvals from the client, this may affect GTE's ability to deliver the event as agreed. 

 

3. Confidentiality

The parties commit to protecting confidential information that may be exchanged in connection with the agreement. 

Confidential information may only be used in connection with the fulfillment of the agreement and must not be disclosed to third parties without written permission. Exceptions include information that: 

• Is already publicly available. 

• The recipient was already aware of. 

• Has been disclosed without restrictions. 

• Must be disclosed by law or regulatory requirement. 

 

4. Rights

GTE fully and completely retains ownership of all methods, processes, techniques, concepts, templates, documents, sketches, pricing and calculation models, and know-how used or developed in connection with an event. The client's access to a tailored event solution does not imply any license or transfer of rights to the underlying working methods, materials, or ideas.

 

5. Circumvention of Offers and Proposals

5.1. Circumvention of Offers
If the client has received an offer from GTE, the client may not – directly or indirectly – use or share the offer, including the program's composition, activities, subcontractors, or other elements, for the purpose of making full or partial self-bookings without GTE’s prior written consent.

This prohibition also applies to bookings made through the client's affiliated companies, employees, consultants, agents, or other representatives, as well as bookings made via third parties on the client's behalf.

5.2. Liquidated Damages (15%)
Should the client violate section 5.1 or use the offered program, activities, or subcontractors without GTE’s written consent, the client is obligated to pay liquidated damages equivalent to 15% of the total quoted event price (excl. VAT). These liquidated damages are due to GTE as reasonable compensation for resources spent on marketing, venue scouting, offer preparation, coordination, and communication. Payment must be made no later than 10 calendar days from GTE’s written demand. The claim for liquidated damages does not prevent GTE from seeking compensation for documented losses if such losses exceed the liquidated damages.

5.3. Definitions and Scope
a) The offered period includes (i) the dates/timeframes explicitly stated in GTE’s written offer, and (ii) seasonal periods when the offer pertains to event types typically held within a specific season.

This includes, but is not limited to:
The Christmas party season, defined as the period when Christmas parties are typically held (e.g., November–January), and

The summer party season, defined as the period when summer parties are typically held (e.g., May–September).

If an offer specifies a primary date without a separate period, the offered period is generally understood to cover a timeframe close to that date (for example, 14 calendar days before and 14 calendar days after), unless the offer states otherwise.

b) Similar events include arrangements that are of the same or a largely comparable nature, purpose, or participant profile (for example, a company party, summer party, Christmas party, team building, customer event, product launch, or similar).

c) The prohibition in clause 2 does not apply if the customer can demonstrate that a binding and documented written agreement for booking the same location and period existed prior to receiving GTE's offer, or if GTE has provided written consent for the customer to book independently.

5.4. Confidentiality
Information about locations, contact persons, capacities, prices, program outlines, and other commercial terms that the customer receives from GTE during the offer and planning process is confidential. This information must not be disclosed or used to bypass GTE.

This also applies to the program's content, sequence, and subcontractors, all of which are considered confidential and should only be used to evaluate GTE's offer.

5.5. Duration and Validity
The obligations in this section become effective upon the customer's receipt of the written offer and remain in force regardless of whether the customer accepts the offer. The provisions in clauses 2–5 will remain valid in all respects, even if negotiations or collaboration cease.

 

6. Acceptance and Complaints

The client must accept the Service, which meets the requirements specified in the agreement. In case of any complaint regarding the service, the following applies: 

• Any errors or deficiencies must be reported to GTE without undue delay. 

• Once a complaint is received, GTE must be given a reasonable period to rectify the error, depending on the extent of the problem. 

• If the customer fails to promptly report a defect to GTE, uses the service before accepting it, or unnecessarily delays the start of the acceptance process, the service will be considered accepted by the customer. 

 

7. Liability and Damages

• GTE's liability for damages can never exceed the amount the customer has paid for the specific service. 

• GTE cannot be held liable for indirect losses such as lost profit, lost savings, or other financial consequences. 

• If damages occur to inventory or equipment during the event, caused by the customer's participants, the customer will be subsequently invoiced for these damages. 

 

8. Employees and Subcontractors

• GTE will do its best to accommodate the customer's requests for specific employees for the event. 

• GTE reserves the right to deploy its own employees and use subcontractors if deemed necessary to deliver the event with the agreed quality. 

 

9. Number of participants

The final number of participants is based on the number of participants specified in the accepted offer, unless this number has been adjusted in the process leading up to the event. In that case, this number applies.

The final number of participants can be changed no later than 8 days before the event date. The confirmed number of participants at this point is binding and constitutes the final minimum number, which forms the basis for planning, booking, and ordering of, among other things, location, catering, beverages, staffing, and other supplies.

If additional participants are to be added after this deadline, this can only be done after prior coordination and written approval from Go To Events ApS. Any additional participants will be invoiced separately according to current prices.

These terms and conditions apply unless otherwise expressly agreed in writing between the parties.

10. Cancellation

• Cancellation of the event must be made in writing at least 60 days before the event date. 

• Upon cancellation, GTE will retain 25% of the total event price to cover administrative costs and preparations already made, including any non-refundable prepaid costs to external suppliers and venues. 

• If an offer has been accepted, but the prepayment is withheld by the customer, the collection will be handled through a third party. 

 

11. Food and Drinks

Menu suggestions, beverages, and other food-related services are indicative and may vary from what is described in the offer, depending on seasonal ingredients, suppliers' assortment, and availability. We reserve the right for items to be out of stock and will, in such cases, provide equivalent or better alternatives of the same quality. Minor changes to the menu do not entitle a price reduction.

 

12. Correspondence

The customer acknowledges that: 

• GTE and the customer may correspond and exchange documentation via email, unless the customer explicitly requests otherwise. 

• Neither party is responsible for the functionality, operational reliability, availability, or security of email. 

• GTE shall not be liable for any loss, expenses, damages, or inconvenience that may arise due to the loss, delay, interception, corruption, or alteration of any email for reasons beyond GTE's reasonable control. 

 

13. Disputes

The agreement is subject to Danish law, and the following applies: 

• Unless otherwise agreed by the parties, any disputes shall be settled in accordance with the Danish Institute of Arbitration's "Rules for the processing of cases at the Danish Institute of Arbitration". 

• The arbitral tribunal shall be seated in Copenhagen, and the proceedings shall be conducted in Danish, unless the arbitral tribunal decides otherwise in a specific case. 

 

14. Other Provisions

• GTE reserves the right to mention the customer's name, use the customer's logo, and provide a general description of the services delivered in presentations, case studies, and marketing materials – for example, on its website, in sales presentations, and on social media.
• Additionally, GTE may use atmospheric photos, videos, and other visual content from events where we have provided services. This is done with respect for GDPR and good practice – and without focusing on individuals or the customer's brand, unless separate consent has been given.
• If the customer does not wish for GTE to use content from the event, this must be communicated when booking the event.
• If Go To Events provides a photographer or videographer at its own expense as part of the event, a mood video and a selection of photos will subsequently be provided for the client's free use – for example, for intranet, social media, newsletters, or as a memory to be shared with employees or used for employer branding. Mood photos and video clips may also be included as part of Go To Events' general inspiration material and internal training.
• The client agrees to potentially be asked for a written statement or reference regarding the collaboration. Any practical details will be agreed upon individually.
• This agreement cannot be transferred without the written consent of both parties.
• This agreement does not create a partnership, joint venture, or agency relationship between the parties. Both parties are independent contractors.