General Terms and Conditions

These General Terms and Conditions (“Terms”) apply to all business relationships between Circle 8, Fabrikgasse 3c, 8810 Horgen, Switzerland (“Circle 8”) and its private and corporate clients (“Client”).

Circle 8 provides in particular concierge, VIP, brokerage, mobility, travel, lifestyle and event services.

Depending on the service booked, Circle 8 acts either as an intermediary or coordinator of services provided by independent third-party suppliers, or as an event agency towards the Client.

The specific scope of services and the respective role of Circle 8 result from the individual offer, the booking confirmation or any other written agreement.

Deviating terms of the Client apply only if Circle 8 has expressly agreed to them in writing.

Circle 8 provides private and corporate concierge, organisation, brokerage and agency services in Switzerland and internationally.

Two areas of service are to be distinguished:

a) Concierge and brokerage services — For concierge, lifestyle, mobility and travel services, Circle 8 organises, coordinates or arranges services of independent third-party suppliers. This includes in particular: chauffeur and limousine services; airport transfers; private aviation; yacht charter; hotels and accommodation; restaurant reservations; tickets and event access; access requests for selected members-only clubs; security and close protection services; personal services; travel and lifestyle services; and other individually requested services.

In particular, Circle 8 does not own or operate its own aircraft, yachts or limousines and is generally not itself an air carrier, transport company, yacht operator, hotel, restaurant, club or security company. The actual service is rendered by the respective third-party supplier.

b) Event agency services — For the conception, planning, organisation and coordination of private and corporate events, Circle 8 acts as an event agency towards the Client. Circle 8 may engage external service providers and partners in its own name or within the scope of the respective client mandate and integrate their services into the overall offer. The agreed event services are invoiced to the Client by Circle 8.

Requests may be submitted by email, telephone, via circle8.ch, via electronic messaging services or through any other agreed channel of communication.

A request does not yet constitute a binding booking.

A mandate becomes binding as soon as Circle 8 confirms it, or the Client accepts an offer or order confirmation from Circle 8 and has made any required advance payment on time.

For time-critical requests, confirmations may also be issued via electronic means of communication.

The Client is responsible for providing Circle 8 with all information required for the execution of the mandate, completely and correctly.

All prices are stated in the currency indicated in the offer, the booking confirmation or the invoice.

Circle 8 may charge its own service, handling, management or brokerage fees for concierge, brokerage, organisation, coordination and agency services. These may be shown separately or form part of a quoted total price.

Unless expressly designated as a fixed price, prices may change due to changes in the scope of services, availability, exchange rates or third-party supplier prices.

Additional services or costs arising at the Client’s request or due to a change of mandate will be invoiced additionally.

Unless expressly agreed otherwise in writing, payment is made in advance by bank transfer.

Circle 8 is entitled to make a booking, order or engagement of a third-party supplier dependent on receipt of the required payment.

For short-notice bookings, Circle 8 may request proof of payment.

All bank and transfer fees are borne by the Client unless otherwise agreed.

Circle 8 is entitled to withhold further services or bookings until outstanding invoices have been settled in full.

Circle 8 works with carefully selected independent service providers and partners in Switzerland and internationally.

For brokered services, the actual contract for the respective service may be concluded directly between the Client and the third-party supplier.

For such services, the contractual, booking, carriage, payment and cancellation conditions of the respective third-party supplier may apply in addition.

Circle 8 selects its partners with reasonable care but gives no guarantee that an independent third-party supplier will be able to render its service at all times or under all circumstances as originally envisaged.

Cancellations, changes, rebookings and no-shows are generally governed by the terms of the respective third-party supplier.

This applies in particular to restaurants, hotels, chauffeur and limousine services, private aviation, yacht charter, tickets, events, security services and other brokered services.

Costs already incurred or non-refundable costs will be passed on to the Client.

Concierge, brokerage, organisation or handling services already rendered by Circle 8 also remain payable.

Chauffeur, limousine and transfer services are generally performed by independent third-party suppliers. Circle 8 itself is not a transport company.

Delays caused by traffic, road closures, weather conditions, official measures, major events or comparable circumstances beyond the control of Circle 8 do not give rise to any liability of Circle 8.

Vehicle models and equipment may vary depending on availability, unless a specific vehicle has been expressly confirmed as binding.

Private flight services are provided by duly licensed operators, air carriers, brokers or other specialised providers.

Circle 8 does not own or operate its own aircraft and does not act as an air carrier.

Flight times, slots, airport permits, crew decisions, technical and operational decisions as well as weather-related changes are the responsibility of the respective operator.

The contractual and cancellation conditions of the engaged provider apply.

Yacht charters are provided by independent owners, charter companies, brokers or operators. Circle 8 does not own or operate its own yachts.

The terms of the respective provider apply to the execution of the charter.

Weather conditions, port restrictions, official requirements and safety decisions of the captain may require changes to the route or the service.

Circle 8 may arrange restaurant reservations as well as access requests for selected private or members-only clubs.

A request or introduction by Circle 8 does not constitute a guarantee of a reservation, membership or admission. The final decision rests with the respective restaurant, club or operator.

The Client and their guests are obliged to comply with dress codes, house rules, age restrictions, minimum spends, identification requirements and other conditions of the respective provider.

Circle 8 may arrange or organise tickets and access to sporting events, concerts, fashion shows, cultural events and other events.

The respective organiser or provider is responsible for the staging, postponement or cancellation of an event as well as for seat allocation and admission conditions.

Refunds and changes are governed by the terms of the respective provider.

Circle 8 conceives, plans, organises and coordinates private and corporate events. This includes in particular: weddings and destination weddings; private celebrations and special occasions; corporate events; client events; meetings and business events; incentives; product presentations; VIP events; and individually conceived events in Switzerland and abroad.

For these services, Circle 8 acts as an event agency towards the Client.

The specific scope of services results from the respective offer or order confirmation.

Circle 8 may engage suitable external service providers for the planning and execution of an event. This includes in particular venues, hotels, caterers, artists, DJs, entertainment providers, photographers, florists, decorators, technical and production companies, security companies, chauffeur services and other specialised partners.

Circle 8 assumes the agreed planning and coordination of these services towards the Client.

Insofar as such services form part of the Circle 8 offer, they are invoiced to the Client by Circle 8.

Circle 8 is entitled to engage third-party suppliers within the agreed budget and scope of services.

Event planning is based on the offer prepared by Circle 8 or the budget agreed with the Client.

Third-party costs may include in particular deposits, minimum spends, reservation fees, production costs or other non-refundable commitments.

Circle 8 is entitled to request such amounts from the Client as an advance payment before binding engagement of the respective third-party supplier.

Price changes of third-party suppliers arising after acceptance of an offer due to a change requested by the Client may be passed on to the Client.

Cost estimates are non-binding unless expressly designated as a fixed price.

Circle 8 may charge an agency, project management or organisation fee for the conception, planning, organisation, coordination and execution of events. The amount or basis of calculation results from the respective offer or order confirmation.

The agency fee remunerates in particular the conception, planning, consulting, sourcing, organisation, coordination and project management services rendered by Circle 8.

The fee of Circle 8 is to be distinguished from the costs of external service providers, unless otherwise agreed in the offer.

Agency services already rendered remain payable even if the event is subsequently changed or cancelled.

Circle 8 may request a deposit after acceptance of an event mandate. The amount and due date of the deposit are set out in the respective offer or order confirmation.

Additional deposits may become necessary if Circle 8 has to enter into binding commitments towards venues, suppliers, artists or other service providers.

Circle 8 is not obliged to pre-finance third-party suppliers at its own expense.

Final payment of the agreed event budget is due before the event takes place, unless otherwise agreed in writing.

Services arising subsequently or additionally commissioned by the Client during the event may be invoiced separately after the event.

Changes to the scope of services after placement of the order require coordination with Circle 8. This includes in particular changes to: event date; venue; number of guests; catering; entertainment; technology and production; decoration; transport; security concept; schedule and event duration.

Any additional costs arising from such changes will be invoiced to the Client.

Where possible, Circle 8 will inform the Client of material additional costs in advance.

In the event of a full or partial cancellation of an event mandate by the Client, the Client bears all costs incurred or bindingly committed up to the time of cancellation. This includes in particular: non-refundable deposits; venue costs; cancellation fees; artist and entertainment costs; catering costs; production and technical costs; travel and transport costs; and costs of other third-party suppliers already engaged.

In addition, the conception, planning, organisation and agency services rendered by Circle 8 up to the time of cancellation remain payable.

Where Circle 8 sets out individual cancellation conditions or flat-rate cancellation fees in the offer, these apply in addition.

Circle 8 will endeavour to reduce avoidable third-party costs in the event of a cancellation where possible, without being able to give a guarantee.

Circle 8 performs the agreed agency, organisation and coordination services with reasonable professional care.

The Client undertakes to provide necessary decisions, approvals and information in good time.

Delays or additional costs resulting from late decisions, changes or incomplete information from the Client cannot be attributed to Circle 8 and may be invoiced additionally.

The Client is obliged to provide all information required for the execution of a booking or mandate completely and correctly.

The Client is responsible in particular for valid travel documents, visas, entry requirements and other personal official prerequisites.

The Client shall also ensure that their guests comply with the conditions and house rules of the respective providers and venues.

All concierge and third-party services are subject to availability.

Circle 8 cannot guarantee availability, in particular for highly sought-after restaurants, clubs, hotels, events, vehicles, aircraft, yachts, venues or artists, as long as no binding confirmation exists.

Circle 8 will, where appropriate, endeavour to find suitable alternatives.

Circle 8 is not liable for non-performance or delayed performance due to circumstances beyond its reasonable control. This includes in particular extreme weather events, natural disasters, strikes, war, terrorism, political unrest, pandemics, official measures, border or airport closures, significant traffic disruptions and comparable events.

For third-party services, cancellations, rebookings and refunds are governed by the terms of the respective provider.

For events, Circle 8 and the Client will endeavour, where possible, to agree a reasonable postponement or alternative solution in the event of force majeure. Non-refundable third-party costs already incurred as well as services already rendered by Circle 8 remain reserved.

Circle 8 renders its own brokerage, concierge, agency, planning, organisation and coordination services with reasonable commercial care.

For brokered services, Circle 8 is not responsible, to the extent permitted by law, for acts, omissions or performance failures of independent third-party suppliers.

For event agency services, Circle 8 remains responsible for the proper performance of the agency, planning, organisation and coordination services it has assumed itself.

To the extent permitted by law, Circle 8 is not liable for damages caused exclusively by independent third-party suppliers and which Circle 8 neither caused nor could reasonably have prevented.

Liability for indirect damages, consequential damages, loss of profit or lost business opportunities is excluded to the extent permitted by law.

Mandatory statutory liability provisions remain reserved.

Discretion is an essential part of the services of Circle 8.

Circle 8 treats information about clients, guests, whereabouts, travel plans, events and personal preferences as confidential.

Information is only passed on to third-party suppliers to the extent necessary for the organisation or execution of the requested services, where consent has been given, or where Circle 8 is legally obliged to do so.

Circle 8 processes personal data within the framework of applicable data protection legislation.

Data may in particular be processed and passed on to suitable third-party suppliers where necessary for the preparation of offers, reservations, bookings, event organisation, payments or the execution of requested services.

As Circle 8 operates internationally, international mandates may require the transfer of personal data to service providers abroad.

Further details may be set out in the privacy policy on circle8.ch.

Communication with Circle 8 may take place by email, telephone or via common electronic messaging services.

Approvals, booking confirmations and order confirmations issued electronically may be deemed binding communication within the scope of statutory provisions.

Event concepts, presentations, planning documents, designs, texts and other creative work developed by Circle 8 remain the intellectual property of Circle 8 within the scope of statutory provisions, unless otherwise agreed in writing.

Disclosure or commercial use by third parties is not permitted without the consent of Circle 8.

Circle 8 may amend these Terms at any time for future business relationships.

For a mandate already placed, the version agreed at the time of conclusion of the contract applies, unless mandatory law provides otherwise.

The current version may be published on circle8.ch.

Should individual provisions of these Terms be invalid or unenforceable in whole or in part, the remaining provisions shall remain unaffected.

To the extent legally permissible, they shall be replaced by a provision that comes as close as possible to the economic purpose of the original provision.

The business relationship between Circle 8 and the Client is governed by Swiss law.

The place of jurisdiction is, to the extent legally permissible, Horgen, Canton of Zurich, Switzerland.

Mandatory statutory places of jurisdiction, in particular towards consumers, remain reserved.

Circle 8 works with selected partner companies in order to arrange and deliver the requested services. In particular, this includes Swiss Sales (www.swiss-sales.ch) and Conference Arena (www.conferencearena.ch).

By placing an enquiry or booking, the Client agrees that Circle 8 may pass on the personal data required for the execution of the mandate (in particular name, contact details, and booking or event-related information) to these partner companies and to further service providers involved in the specific mandate.

The data is transmitted exclusively for the purpose of preparing offers, coordinating and performing the requested services. The partner companies are themselves responsible for the processing of the data they receive and may use it for their own service delivery within the scope of the mandate.

The Client may object to such data sharing at any time by writing to welcome@circle8.ch. Where the transfer is necessary for the performance of the mandate, Circle 8 may in that case be unable to provide the service.

Further details are set out in our Privacy Policy.