Terms & Conditions (T&C)

for ORGANIZING | SWISS

Version updated with Confidentiality alignment

1. Purpose and Scope

These Terms & Conditions (“T&C”) apply to all services provided by ORGANIZING | SWISS (“ORGANIZING | SWISS”, “we”, “us”) to clients (“Client”, “Principal”, “Service Recipient”).

They apply in particular to services in the following areas:

• Mobility Services (chauffeur services, vehicle provision, fleet coordination)
• Lifestyle & Personal Services
• Property, Projects & Household (property coordination, household management, renovations)
• Medical & Health Coordination
• IT & Security Infrastructure
• Security Services
• Expat & Corporate Services
• Emissary and Mediation Assignments
• Special Requests

By commissioning ORGANIZING | SWISS, the Client accepts these T&C as binding.

Individual agreements take precedence if confirmed in writing.

2. Form of Instruction and Proof of Order

An order is considered issued once ORGANIZING | SWISS receives an instruction via:

• written communication (email, documents)
• electronic communication (WhatsApp, SMS, messenger services, tools)
• telephone or verbal communication
• or through actual use or continuation of an ongoing service

Unless the Client expressly objects, the documentation retained by ORGANIZING | SWISS is deemed accurate if the instruction:

1. corresponds to previous or comparable services,
2. constitutes a logical extension or modification of an ongoing assignment,
3. or follows the established patterns of the existing working relationship.

The Client must promptly clarify ambiguous or conflicting instructions in writing.

3. Role of ORGANIZING | SWISS

ORGANIZING | SWISS may provide services in the capacity of:

1. Direct service provider
2. Organizer / coordinator
3. Intermediary or engager of third-party providers
4. Emissary or representative of the Client in sensitive matters

Where third parties are involved, ORGANIZING | SWISS selects them with the care expected of a competent professional service provider.

4. Scope of Services and Client Cooperation

The scope of services is defined by:

• the order,
• service descriptions,
• supplemental agreements,
• and applicable industry standards.

The Client ensures that ORGANIZING | SWISS receives all necessary information in a timely, complete and accurate manner.

Changes may result in additional charges.

5. Mobility Services (Chauffeur Services)

5.1 Legal Framework

• Swiss regulations on working and rest times for professional drivers apply.
• Safety takes priority. The driver may interrupt or refuse a journey if a risk is present.

5.2 Vehicle Care and Conduct

• Smoking is prohibited in all vehicles.
• Pets are generally permitted in the vehicles.
  The Client ensures that animals are transported in a manner that does not compromise safety or vehicle care.
• The Client is liable, within the limits of the law, for any damage or extraordinary cleaning required
  due to the Client, accompanying passengers, or transported pets.

5.3 Additional Costs

The Client is responsible for expenses such as:

• parking fees
• ferry or vehicle-load charges
• foreign motorway tolls
• accommodation/meal costs for the driver (if required)
• additional mileage or special logistical efforts

5.4 Special Vehicles

The reservation of special vehicles becomes binding only upon receipt of the agreed advance payment. The advance payment amounts to 50% of the quoted minimum charge. Upon receipt of the advance payment, ORGANIZING | SWISS is entitled to initiate all arrangements necessary for the procurement of the special vehicle.

ORGANIZING | SWISS confirms special vehicles with suppliers or partners only after receipt of the advance payment. If the special vehicle is no longer available at that time, ORGANIZING | SWISS may withdraw from the assignment. Internal expenses already incurred may be charged to the Client. Any further claims shall be limited to the liability provisions of these T&C.

If, despite prior confirmation, a special vehicle cannot be provided due to circumstances beyond the control of ORGANIZING | SWISS (including but not limited to technical failure, supplier default or force majeure), ORGANIZING | SWISS will make reasonable efforts to provide an equivalent or superior replacement. If no such replacement is feasible, any unused external costs will be refunded to the Client. Further claims are subject to the liability provisions of these T&C.

If the Client cancels a booking for a special vehicle, the following applies:
All external costs already incurred at the time of cancellation (including but not limited to procurement, vehicle confirmation, transportation, technical modifications or supplier fees) shall be fully payable. Amounts paid to external partners for the procurement or confirmation of the special vehicle are non-refundable. In addition, and where stated in the order or offer, the general cancellation terms of these T&C may apply.

Special vehicles may generate additional operational, logistical, transportation or insurance costs. Such costs will be charged separately to the Client unless already included in the offer.

6. Coordination of Third-Party Services

When third-party providers (e.g., hotels, clinics, security partners, IT specialists, event partners) are engaged:

• The contract for the third-party service is generally concluded between the Client and the third-party provider, unless otherwise agreed.
• ORGANIZING | SWISS is liable for third-party performance only in cases of negligent selection or instruction.
• Third-party costs are borne by the Client.

7. Prices, Payment and Invoicing

• Prices are stated in Swiss Francs (CHF).
• Invoices are payable within 10 days.
• Advance payment is required for new Clients, special vehicles or events. ORGANIZING | SWISS decides when invoicing on later payment terms may be offered.

• Payments may be made via:
  • bank transfer
  • credit card / Stripe (payment processing fees may be charged to the Client)
  • electronic invoice
• In case of late payment, market-standard interest and administrative fees may apply.
• Dunning and collection may be outsourced to third parties (factoring).

8. Cancellation, Rebooking, No-Show

ORGANIZING | SWISS strives for fairness wherever feasible.

Unless otherwise agreed:

• up to 48 hours prior: 50% of the order value
• up to 24 hours prior: 100%
• within 24 hours or in case of no-show: full amount due

Internal and external costs already incurred are chargeable regardless of cancellation timing.

9. Special Conditions for the World Economic Forum (WEF), Davos

Price Fixing and Market Changes

ORGANIZING | SWISS reserves the right to withdraw from agreed prices if market-typical vehicle rental costs per day and vehicle increase.
Final price confirmation is issued only after receipt of advance payment.

Advance Payment
All services must be ordered and 100% prepaid no later than 3 months before the event.
As of this moment, the prepayment may be fully used to organize the services.

Late Orders
Late orders become binding only once the corresponding advance payment has been received.
If resources are no longer available at that time, the payment will be refunded, minus any expenses already incurred.

Cancellation Terms

• until 30 November: refund of unused amounts
• 1–31 December: minimum 50%
• 1 January – event start: 80%
• from event start: 100%

Final Payment & Additional Charges

Final payment is due within 10 days.
Additional hours or on-site orders will be invoiced after the event (10-day payment term).

10. Client Responsibilities

The Client commits to:

• providing accurate and complete information
• reporting security-relevant details in advance
• complying with legal requirements
• cooperating respectfully with staff
• refraining from illegal activities or transport of prohibited items

ORGANIZING | SWISS may stop or refuse a service if safety or legal risks arise.

11. Liability

11.1 Principle

ORGANIZING | SWISS is liable for its own conduct and that of its auxiliary agents in accordance with Swiss law.

11.2 Extent

For slight negligence, liability is limited – where legally permissible – to a maximum of three times the agreed service fee.

11.3 No Limitation Applies to:

• gross negligence
• intentional misconduct
• personal injury

11.4 Third-Party Providers

Liability applies only in cases of negligent selection or instruction.

12. Insurance

Clients and passengers are covered within the framework of applicable laws and the insurance policies held by ORGANIZING | SWISS.
Additional insurance (e.g., travel, medical, international coverage) is the Client’s responsibility.

13. Data Protection, Privacy and Confidentiality

ORGANIZING | SWISS processes personal data purposefully, with the highest care and in accordance with Swiss data protection law.

A separate Privacy Notice forms part of the contractual relationship.

The ORGANIZING | SWISS Confidentiality Statement is an integral component of all contractual relationships and applies fully to all services, personnel, subcontractors and third parties involved in fulfilling assignments.

13.1 Mutual NDA Validity Condition

Organizing Swiss may, for operational reasons, sign NDAs or confidentiality agreements issued by clients, partners or third parties in advance.
However, any NDA or confidentiality agreement signed by Organizing Swiss becomes legally valid, binding and enforceable only once the corresponding NDA issued by Organizing Swiss has been fully signed by the other party.

Until such countersignature is received:
The NDA provided by the other party remains non-binding on Organizing Swiss, no rights or obligations may be derived from Organizing Swiss’ advance signature, Organizing Swiss’ signature shall be considered pending, provisional and without legal effect, confidentiality obligations follow exclusively the Organizing Swiss Confidentiality Statement and these T&C.

Only once both NDAs – the one issued by the other party and the one issued by Organizing Swiss – have been fully executed, do the mutual confidentiality obligations enter into force.

14. Mandate Agreements for Complex, Extensive, Ongoing or Open-Ended Assignments

For mandates involving elevated scope or risk (e.g., security services, property projects, medical coordination, IT or infrastructure mandates) as well as long-term or open-ended engagements, ORGANIZING | SWISS may require a separate mandate agreement.

Such an agreement defines:

• scope of services
• fees and billing model
• responsibilities and authorizations
• handling of sensitive information
• use of subcontractors
• special safety, medical or technical requirements

All mandate agreements are subject to the ORGANIZING | SWISS Confidentiality Statement and must comply with its confidentiality and information-handling standards.

Mandate agreements supplement these T&C and take precedence in case of conflict.

15. Optional Special Annexes

Depending on the nature of the assignment, the following annexes may apply:

• Security Services Annex
• Medical Coordination Annex
• IT & Smart Home Annex
• Keyholder Agreement (keys, access control, alarm systems)
• Property Management Annex

These annexes apply only where relevant.

16. Set-Off and Assignment

The Client may set off claims only if legally established or acknowledged by ORGANIZING | SWISS.
Claims of ORGANIZING | SWISS may be assigned to third parties.

17. Complaints

Complaints must be submitted immediately, or no later than 48 hours after service provision, in written form.

18. Force Majeure

Governmental measures, extreme weather, traffic disruptions, strikes, third-party failures or other events of force majeure may cause delays or service adjustments.
Costs already incurred must be reimbursed.

19. Severability

If any provision becomes invalid, the remainder of the contract remains in force.
The invalid provision shall be replaced by a valid rule closest to its economic intent.

20. Applicable Law and Jurisdiction

Swiss law applies.
The exclusive place of jurisdiction is Zurich, unless mandatory legal provisions dictate otherwise.