General terms and conditions
General Terms and Conditions of BALLFREUNDE GmbH, hereinafter referred to as BALLFREUNDE.
1. Registration, Confirmation
1.1. B2B Contractual Partners
The sole contracting party of BALLFREUNDE GmbH is the sports club specified in the booking (hereinafter referred to as the „Club“ or „Customer“). BALLFREUNDE’s services are intended exclusively for clubs, associations, and legal entities (B2B business).
1.2. Verification of Authority to Act on Behalf of Another
By submitting the reservation, the registrant expressly certifies that he or she has been authorized by the association’s governing bodies (board of directors pursuant to § 26 BGB) to make all statements related to the reservation. When making the booking, the registrant must provide an official email address of the association.
1.3. Personal Liability of the Applicant in the Absence of Authority to Act on Behalf of Another
If the registrant acts without the appropriate authority to represent the club and the club refuses to approve the contract, the registrant is personally liable to BALLFREUNDE as an agent without authority to represent, in accordance with § 179 of the German Civil Code (BGB). In this case, BALLFREUNDE is entitled, at its discretion, to demand that the registrant fulfill the contractual payment obligations or pay damages (in particular, cancellation fees pursuant to Section 4).
1.4. Formation of the Contract
By submitting the registration, the registrant makes a binding offer to enter into a contract on behalf of the BALLFREUNDE association. The contract is concluded upon receipt of the written booking confirmation (an email is sufficient).
1.5. Tournament Rules
By registering, the registrant agrees to abide by the BALLFREUNDE tournament rules.
2. Payment
2.1. Registration Fee / Due Date
Upon receipt of the booking confirmation, the registration fee per team becomes due immediately and must be paid within the payment term specified on the invoice. The registration fee covers the administrative and organizational costs incurred at the time of booking. In the event of a subsequent cancellation or withdrawal for reasons beyond BALLFREUNDE’s control, the fee will be charged or retained as expenses already incurred.
2.2. Registration Fee / Final Payment
The registration fee (costs for lodging, meals, etc.) must be paid no later than eight weeks before the start of the event without further notice. The exact due dates and amounts are specified in the booking confirmation and the invoice. Payments must be made in a single lump sum for all registered participants, citing the invoice number.
2.3. Last-minute bookings
For registrations made eight weeks or more before the start of the event, the total invoice amount (registration fee and participant fees) is due immediately upon receipt of the invoice.
2.4. Late Payment and Cancellation by BALLFREUNDE
If payments are not made by the due date, BALLFREUNDE may, after issuing a reminder and setting a grace period, withdraw from the contract. In this case, BALLFREUNDE is entitled to cancel the contract and charge flat-rate cancellation fees in accordance with Section 4.2. Travel and tournament documents (final information) will be provided only after full receipt of the remaining payment, but no earlier than 14 days before the start of the event.
2.5. Cancellation and Rebooking Fees
Fees for cancellations, processing, or rebookings pursuant to Section 4 are due immediately upon invoicing.
3. Performance
3.1. Scope of Services
The scope of the contractual services to be provided by BALLFREUNDE is set forth in the respective service description for the tournament (General Information) as well as in the details provided in the individual booking confirmation.
3.2. Form of Collateral Agreements
Any deviating agreements, special requests, or collateral agreements must be confirmed by BALLFREUNDE in writing (email is sufficient) to be valid.
3.3. Subject to Program Changes
Subsequent changes or deviations of individual services from the agreed-upon content (e.g., changes to the game schedule, venues, or meal times) that become necessary after the contract is concluded and were not caused by BALLFREUNDE in bad faith are permitted, provided that the changes are not significant and do not impair the overall nature of the booked event.
4. Cancellation by the Club and Changes to Reservations
4.1. Notice of Withdrawal and Form
The association may withdraw from the contract at any time prior to the start of the event. The date of cancellation is determined by the date on which BALLFREUNDE receives the notice of withdrawal. The notice of withdrawal must be submitted in writing (an email to info@ballfreunde.com is sufficient).
4.2. Flat-Rate Cancellation Fees
If the club withdraws from the contract or the group fails to show up for the event (no-show) through no fault of BALLFREUNDE, BALLFREUNDE retains the right to the agreed-upon compensation. However, BALLFREUNDE will deduct any expenses it has saved. The flat-rate cancellation fees (per canceled person), plus a processing fee of 25 EUR per booking, are structured as follows:
Up to 90 days before the event begins: 0 % of the participant fee
89 to 31 days before the event begins: 40 % of the participant fee
30 to 16 days before the event begins: 60 % of the participant fee
Starting 15 days before the event begins: 90 % of the participant fee
In case of a no-show on the day of arrival: 100 % of the participant fee
The club reserves the right to prove that BALLFREUNDE incurred no damages or significantly lower damages. The registration fee per team remains unaffected in accordance with Section 2.1 and will not be refunded in the event of cancellation.
4.3. Policy on Partial Cancellations (Number of Guests)
BALLFREUNDE grants the club the right, on a one-time basis and no later than eight weeks (56 days) before the event begins, to reduce the number of people booked by up to 10 % (rounded up to the next whole number) free of charge. For any reduction in the number of guests beyond this limit or made at a later date, cancellation fees as specified in Section 4.2 will apply. For processing and changes starting with the second adjustment, BALLFREUNDE charges an administrative fee of 25.00 EUR per transaction.
4.4. Impact on Discounts and Package Prices
If, as a result of partial cancellations, the number of participants falls below the minimum required for discounts, free spots, or group rates, BALLFREUNDE reserves the right to recalculate the prices for the remaining participants in accordance with the applicable pricing schedule.
4.5. Trip Cancellation Insurance
BALLFREUNDE strongly recommends that the club and all participants purchase travel cancellation and trip interruption insurance.
5. Withdrawal, Termination, and Changes to Services by BALLFREUNDE
5.1. Force Majeure, Government Orders, and Extreme Weather
BALLFREUNDE assumes that all events will take place as planned. Should the proper conduct of the event be rendered impossible or significantly impeded due to unforeseeable, extraordinary circumstances (force majeure, e.g., natural disasters, extreme weather conditions such as heat warnings, severe storms, or heavy rain, official orders, venue closures, or safety risks) make it impossible or significantly more difficult to hold the event as planned, the following provisions shall apply.
5.2. Right to Program Adjustments and Alternative Programming
In the event of circumstances described in Section 5.1, BALLFREUNDE is entitled to make reasonable adjustments to the tournament schedule, game times, venues, and game formats (e.g., rescheduling games to the morning or evening hours, use of alternate or indoor fields, shortening of playing time, or provision of an adequate alternative program and supporting activities). Such adjustments do not constitute a defect and do not entitle the club to cancel the contract without penalty, provided that the overall structure of the trip remains intact.
5.3. Use of Travel Services in the Event of a Tournament Change
If, despite an adjustment to the sports program in accordance with Section 5.2, the club makes use of the agreed-upon remaining travel services (in particular, lodging and meals), the trip shall be deemed to have taken place. In this case, any claim for a full refund of the participation fee is excluded.
If, despite a justified adjustment pursuant to Section 5.2, the club does not make use of the alternative program offered or the remaining booked travel services (in particular, lodging and meals), or if the group refuses to travel, this shall be deemed a cancellation by the club. In this case, the cancellation terms and fees set forth in Section 4.2 shall apply. There is no entitlement to a free cancellation or a full refund.
5.4. Cancellation Before the Event Begins / Cancellation During the Event
Cancellation Before Arrival: If it becomes entirely impossible to hold the event or an alternative program as described in Section 5.2 due to official bans or force majeure before arrival, the tournament will be canceled. In this case, BALLFREUNDE will refund the participation fees that have been paid. Any further claims by the club (in particular, claims for damages related to individually booked travel, cancellation costs, or other expenses) are expressly excluded.
Cancellation after arrival: If the event is canceled or restricted on site after the group’s arrival due to force majeure or an official order, the right to compensation for services already rendered or that can no longer be canceled (in particular, lodging, meals, and program activities already completed) remains in full force. In this case, BALLFREUNDE will reimburse only the expenses actually saved as a result of the cancellation.
5.5. Termination without Notice Due to Conduct in Breach of Contract
BALLFREUNDE may terminate the contract without notice if participants, supervisors, or chaperones of the booked group persistently disrupt the event despite a warning or behave in a manner that is in breach of the contract to such an extent (e.g., vandalism, serious violations of the house rules or tournament rules) to such an extent that immediate termination of the contract is justified. If BALLFREUNDE terminates the contract for this reason, BALLFREUNDE retains the right to the participant fee, less any expenses saved. Any additional costs for an early return trip shall be borne by the club.
6. Group Leadership, Duty of Supervision, and Damages
6.1. Adult Group Leaders and Duty of Supervision
Each registered group must be accompanied and led by at least two adults (or at least three for large groups of 20 or more people). Throughout the entire event, the responsibility for supervising minor participants rests exclusively with the chaperones and supervisors designated by the group or club.
6.2. Liability for Damages Caused by Participants
The club is liable for all property damage, financial loss, and personal injury culpably caused by participants, supervisors, or accompanying persons in its group to property belonging to BALLFREUNDE or its service providers (e.g., accommodations, transportation companies, sports facilities). BALLFREUNDE recommends that the club obtain club liability insurance.
7. Duration of the trip
The duration of the event and the length of stay are specified in calendar days. Both the arrival date and the departure date count as full calendar days.
8. House Rules and Code of Conduct
8.1. Compliance with House Rules
The respective house rules and venue regulations apply at the booked accommodations (e.g., hotels, youth hostels, schools, vacation villages) as well as at the sports facilities. Compliance with these rules is mandatory for all participants and accompanying adults.
8.2. Liability for Violations and Cleanup Costs
In the event of serious violations of the house rules (e.g., disturbing the peace, damage to property, smoking inside the building, or littering beyond what is considered normal), the service providers and BALLFREUNDE reserve the right to bill the club directly for any special cleaning or repair costs. Serious violations may result in the exclusion of individual participants or the entire group in accordance with Section 5.5 or Section 11.
8.3. Use of Play and Event Stations (e.g., inflatable bounce houses)
Participants use the play stations, bounce houses, and event modules provided by BALLFREUNDE at their own risk. Supervision of minor participants in the event areas remains the sole responsibility of the club’s accompanying staff or the participants’ legal guardians at all times. The posted safety and usage instructions (e.g., maximum number of people, age/height restrictions, removing shoes) must be strictly followed.
For safety reasons (particularly in the event of adverse weather conditions such as wind, gusts, or rain), BALLFREUNDE is entitled at any time to immediately suspend or restrict the operation of the play areas. This does not give rise to any claims for a refund or damages against the club.
9. Sports and Recreational Activities
The organizer and BALLFREUNDE reserve the right to adjust the tournament schedule, venues, and supporting program for valid reasons or in the event of force majeure, in accordance with Sections 3.3 and 5.2. BALLFREUNDE assumes no liability for the non-implementation or incomplete implementation of program items if this is due to circumstances beyond BALLFREUNDE’s control.
10. Liability, Notification of Defects, and Statute of Limitations
10.1. Limitation of Liability in B2B Relationships
BALLFREUNDE shall be liable without limitation for damages resulting from injury to life, body, or health that are attributable to an intentional or negligent breach of duty by BALLFREUNDE, a legal representative, or a vicarious agent. For other damages, BALLFREUNDE is liable only in cases of willful misconduct or gross negligence. In cases of slight negligence, BALLFREUNDE is liable only for a breach of a material contractual obligation (cardinal obligation) whose fulfillment is essential for the proper performance of the contract; in such cases, liability is limited to the foreseeable, typical average damages.
10.2. Third-Party Services Arranged
BALLFREUNDE is not liable for service disruptions, personal injury, or property damage related to third-party services that are merely arranged and are expressly identified as such in the itinerary (e.g., third-party excursions, admission tickets to parks, public transportation).
10.3. Personal Responsibility and Sports Injuries
Participation in sports and recreational activities is at the club’s and the respective participants’ own risk. BALLFREUNDE is liable for accidents during sporting events only if it is at fault, in accordance with Section 10.1. The club and participants are advised to obtain sports accident insurance and international health insurance.
10.4. Obligation to Cooperate and On-Site Notification of Defects
If a defect occurs in the services contractually owed, the club (represented by the group leader) is obligated to immediately report this in writing (e.g., via email or messenger) to the on-site BALLFREUNDE employees and demand that the defect be remedied. If the club negligently fails to report the deficiency, it is not entitled to claims for a reduction in price or compensation for damages in this regard. On-site BALLFREUNDE employees are not authorized to acknowledge legal claims.
10.5. Statute of Limitations
Claims by the association arising from the failure to provide services in accordance with the contract are subject to a one-year statute of limitations, beginning one year after the contractually stipulated end of the event. This does not apply to claims arising from injury to life, limb, or health, or to damages resulting from an intentional or grossly negligent breach of duty by BALLFREUNDE; in such cases, the statutory limitation periods apply.
11. Exclusion from Participation and Group Departure
11.1. Grounds for Exclusion
If a participant, coach, or chaperone behaves in a manner that seriously jeopardizes or persistently disrupts the reputation of BALLFREUNDE, the safety of others, the orderly conduct of the tournament, or the relationship with service providers (e.g., lodging facilities, transportation companies, sports facilities), the person in question may be barred from further participation in the event.
11.2. Return Travel for Minors
If a minor participant is excluded, the club (represented by the on-site group leader) is obligated to immediately ensure proper supervision and the participant’s immediate return trip at the club’s own expense. BALLFREUNDE may provide organizational support; the club shall bear all additional costs incurred as a result.
11.3. Disqualification of Teams and Overall Supervision
The provisions set forth in Sections 11.1 and 11.2 apply mutatis mutandis to entire teams or clubs. If, due to an expulsion, an accompanying adult must return home with a minor participant and there are no longer sufficient adult supervisors available on site for the remaining group in accordance with Section 6.1, the entire group is required to leave the event immediately at its own expense. In such cases, there is no entitlement to a pro-rata refund of the fees.
12. General Provisions, Consent of the Association, and Image Rights
12.1. Representation and Information within the Association
By submitting the registration and accepting these Terms and Conditions, the registrant declares on behalf of the participating club that the club’s board of directors (§ 26 BGB) as well as the respective group and tour leaders have been informed of the contents of these Terms and Conditions and the tournament rules and fully agree to them. The club ensures that all obligations toward BALLFREUNDE are fulfilled by the authorized representatives. BALLFREUNDE strongly recommends that clubs obtain club liability insurance as well as group accident insurance for all participants.
12.2. Image, Photo, and Film Rights
During BALLFREUNDE events, photos, videos, and audio recordings are taken of tournament scenes, award ceremonies, participants, coaches, and spectators. BALLFREUNDE uses this media material for reporting, documentation, and to promote its own future events (e.g., on its website, social media channels, flyers, print media, promotional videos, and magazines).
12.3. The Association’s Duty to Disclose Information and Right to Object
The club agrees to inform participants—or, in the case of minors, their legal guardians—about the creation and use of photos and video recordings taken during the tournament. If a person does not consent to the publication of recordings in which they are individually and specifically highlighted (individual portraits/close-ups), they may object to such use on-site by notifying the BALLFREUNDE tournament management or in writing (via email to info@ballfreunde.com).
13. Final Provisions, Governing Law, and Jurisdiction
13.1. Governing Law
The law of the Federal Republic of Germany shall apply exclusively, to the exclusion of the United Nations Convention on Contracts for the International Sale of Goods (CISG).
13.2. Jurisdiction for B2B Contracts
Since the contracting party is a sports club, association, or other B2B business customer, the exclusive place of jurisdiction for all disputes arising out of or in connection with this contract is the registered office of BALLFREUNDE GmbH.
13.3. Written Form
Any additions, amendments, or supplementary agreements to these terms and conditions must be in writing to be valid (an email is sufficient).
13.4. Severability Clause
If any provision of these General Terms and Conditions is or becomes invalid or unenforceable, this shall not affect the validity of the remaining provisions. In place of the invalid or unenforceable provision, a valid provision that most closely approximates the economic purpose of the invalid provision shall be deemed to have been agreed upon.