General terms and conditions


General Terms and Conditions of BALLFREUNDE GmbH, 

hereinafter referred to as BALLFREUNDE.

  1. Registration & confirmation

1.1 With your registration, you offer BALLFREUNDE the binding conclusion of a contract for participation in the desired event. The contract is concluded when we confirm the booking of the event in writing. A confirmation by e-mail is sufficient. Agreements made by telephone and verbally only become binding when they are confirmed by us in writing. 

1.2 The registration is carried out by the applicant for all participants listed in the registration / lists, for whose contractual obligations the applicant is responsible for their own obligations. 

1.3 With your registration you accept the BALLFREUNDE tournament rules.

  1. Payment 

2.1 With the registration, the registration fee is due, which is to be paid after the invoice has been issued within the payment term stated on the invoice. In principle, this is not reimbursable.
We expressly point out that the registration fee will not be reimbursed even if the event is canceled by an authority or another third party due to a risk for which BALLFREUNDE is not responsible. Likewise, if the sports facility rented by BALLFREUNDE cannot be used for reasons for which BALLFREUNDE is not responsible.

2.2 As shown in the invoice sent by email, the participation fee must be paid no later than eight weeks before the start of the event.

The fees in the event of cancellation, processing and rebooking fees are due immediately. The amounts for the down payment and final payment as well as any cancellation can be found in the booking confirmation. The payments must be made in one sum for all registered participants, stating the invoice number provided. 

2.3 In the case of short-term bookings (eight weeks or more before the start of the event), the entire participant price is due immediately.

2.4 If the remaining payment date is not met, BALLFREUNDE can withdraw from the existing booking contract after an unsuccessful reminder with setting a grace period and demand withdrawal fees as compensation according to Section 4.2. The last information will only be handed over after the final payment has been received, but no earlier than 14 days before the start of the event. 

  1. Services

The services to be provided by BALLFREUNDE result from the general information. Deviations from this require a written agreement.

  1. Cancellation by the participant, cancellation fees 

4.1 It is possible to withdraw from participation at any time (taking into account possible costs according to Section 4.2) before the start of the event. The receipt of the declaration of withdrawal by BALLFREUNDE is decisive. The event cancellation declaration must be made in writing. A resignation by email is not enough. If a participant / fellow traveler withdraws or if the trip to the event is not commenced for reasons (with the exception of cases of force majeure regulated under Section 10) for which BALLFREUNDE is not responsible, BALLFREUNDE can demand reasonable compensation for the arrangements and expenses made. When calculating the compensation, usually saved expenses and any other possible use of the event services are to be taken into account. You are at liberty to provide evidence that no or significantly lower costs were incurred in connection with the cancellation or non-commencement of the trip than the costs shown by us in the flat rate (see 4.2).

4.2 The following costs are to be paid in addition to the processing fee of 25 euros per booking process when withdrawing from the event (including individual persons):

  • up to 90 days before the start of the event: no additional costs
  • from the 89th to the 31st day before the start of the event: 40% des
    Participant price (per person)
  • from the 30th to the 16th day before the start of the event: 60% of the participant price (per person)
  • from the 15th day before the start of the event: 90% of the participant price (per person)
  • In the event of no-show at the beginning of the event: 100% of the participant price (per person)

4.3 Upon request, BALLFREUNDE will, as far as practicable, change the number of people in the booking by 10% (rounded up to the next full number of people) free of charge. 

This regulation only applies up to eight weeks before the start of the event. 

For every further change to the booking confirmation, BALLFREUNDE reserves the right to charge an additional processing fee of EUR 25 per transaction. 

Changes to the number of people in the booking by more than 10 % (rounded up to the next full number of people) are only possible with the consent of BALLFREUNDE. 

The same applies to changes in the number of people in the booking within the period of eight weeks until the start of the event. 

4.4 Cancellations by individual persons can mean the loss of discounts / package prices for the association. 

4.5 BALLFREUNDE recommends taking out travel cancellation insurance.

  1. Cancellation and termination by BALLFREUNDE 

5.1 Cancellation of the tournament due to force majeure / Covid-19

BALLFREUNDE assumes that all tournaments will take place as usual. In the unlikely event that this is not possible, BALLFREUNDE will cancel the tournament.
A cancellation occurs exactly when the responsible authorities prohibit the hosting, a travel ban or an official travel warning for the affected region is given.
In this special case, BALLFREUNDE pays back the entire paid participant price without any deductions.

5.2 Conduct contrary to the contract

BALLFREUNDE can terminate the contract without notice if the participant permanently disrupts the implementation of the event regardless of a warning from BALLFREUNDE or if he behaves contrary to the contract to such an extent that the immediate cancellation of the contract is justified. If BALLFREUNDE cancels the contract, BALLFREUNDE retains the right to the participation price minus the value of the saved expenses as well as the saved advantages that result from another use of the unused services. 

  1. Tour guide

The group must be led by three adults. As a companion of the group, at least three adults must always be present during the event. The tour guide is liable for damage caused by the fault of one or more persons in the group to the property of third parties with whom BALLFREUNDE has a contractual relationship (such as hotel owners and transport companies). 

  1. Travel time

The duration of the trip is given in whole days. The day of arrival and the day of return are considered to be whole days. 

  1. House rules

In accommodations where there are house rules, such as schools, youth hostels, but also hotels, these must be observed. 

  1. Sports program

The host and BALLFREUNDE reserve the right to change the program if there are legitimate reasons to do so. BALLFREUNDE assumes no liability for the non-execution or incomplete execution of the program as a result of circumstances outside the area of responsibility of BALLFREUNDE. 

  1. Liability, exclusion of claims and limitation

10.1 The contractual liability for damages that are not physical injuries is limited to three times the participant price (per person), as far as damage to the participant is neither was caused intentionally or through gross negligence or we are responsible for any damage suffered by the participant solely due to the fault of a service provider. Statutory regulations that limit or exclude liability, which are based on international agreements and to which a service provider appointed by us can refer, also apply in our favor. For all claims for damages made against BALLFREUNDE for tort that are not based on intent or gross negligence, liability for property damage is limited to three times the participant price (per person and event). 

10.2 BALLFREUNDE is not liable for service disruptions, personal injury or damage to property in connection with third-party services that are only mediated and are expressly identified as such in the advertisement (e.g. excursions, tours, visits to parks and other leisure facilities). 

10.3 BALLFREUNDE is generally not liable in the event of force majeure. 

10.4 Participants and fellow travelers are responsible for participating in sports and other leisure activities. Sports facilities, equipment and vehicles should be checked before using them. BALLFREUNDE is only liable for accidents that occur at sporting events and other leisure activities if the company is at fault. BALLFREUNDE recommends taking out accident insurance. 

10.5 Every participant / fellow traveler is obliged to cooperate in the event of service disruptions within the framework of the statutory provisions to avoid possible damage or to keep it to a minimum. Defects and malfunctions are to be reported to the BALLFREUNDE employees on site immediately, BALLFREUNDE recommends the written form. If a participant / fellow traveler does not comply with this obligation through their own fault, they are not entitled to any claims.

10.6 BALLFREUNDE employees on site are not entitled to recognize claims of any kind. Claims of any kind must be submitted to the respective management authorized representative of BALLFREUNDE on site. BALLFREUNDE recommends the written form 

10.7 Claims due to non-contractual provision of the booked event must be made to BALLFREUNDE within one month after the contractually stipulated end of the event. We recommend the written form. After the deadline, you can only assert claims if you were prevented from observing the deadline through no fault of your own. Your claims from this contract expire after one year, expressly deviating from the statutory regulation. The statute of limitations begins on the day on which the event should end according to the contract.

  1. Exclusion from participation

If it turns out that a participant behaves in such a harassing way that the relationship between BALLFREUNDE and the service provider (e.g. transport, accommodation, organizer) is seriously endangered, the relevant participant can be excluded. If the excluded participant is a minor, the contractual partner must ensure that the excluded participant, accompanied by an adult authorized to supervise, leaves the location of the event immediately and is brought back to the starting point of the trip at his own expense.

BALLFREUNDE will help, but additional costs are to be borne by the contractual partner in any case. This regulation also applies to teams and clubs. If there are no three adult supervisors for the rest of the group for further supervision, the group as a whole must leave the event at its own expense. 

  1. Generally 

When registering a trip, it is assumed that the board of the participating association and the tour guide agree to the general travel conditions and that all obligations with BALLFREUNDE are met by an authorized person. We recommend taking out appropriate insurance. 

  1. Final provision 

The conditions apply to all agreements between BALLFREUNDE and the contractual partner, regardless of the domiciles of all parties involved and the place where the contract was concluded and the place where the service is to be provided. All groups that use the services of BALLFREUNDE are treated equally with sports clubs.

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