The conclusion of a rental/use agreement for external premises requires the agreement of free cancellation deadlines and their timely use if it is not foreseeable on the day before the deadline whether the event can be held as scheduled or if it is already certain at that time that the event must be cancelled.
The binding booking of overnight accommodation for external persons (e.g. participants, speakers) by the university is generally out of the question.
The requirement to assert free cancellation deadlines in the event of uncertainty regarding the feasibility of the attendance event at the time of the deadline as well as the exclusion of the booking of overnight accommodation for external persons do not apply if a cost assumption by third parties has been bindingly promised for the specific case and the prerequisites for this have been met. In case of doubt, the responsible department must obtain a corresponding electronic confirmation from the third party before concluding the rental/use agreement or room booking.
The booking of overnight accommodation for external persons requires that the liability risk assumed by the university with the binding booking (with regard to possible damage) is transferred to the users of the rooms in question by means of a declaration of non-liability to be signed by them in good time before the expiry of the free cancellation deadlines. If this declaration is not signed, the booking of the room in question must be cancelled within the free cancellation period. (A template for the declaration of dis-liability can be obtained from the legal office if required).
With regard to the implementation of official and training trips, the stipulations made in the decision of the Presidium of 27.01.2021 (Decision 8/2021) shall continue to apply up to and including 30.09.2021, with the addition that the possible COVID-19 vaccination status of the applicant person may also be included in the decision regarding the approval of an official or training trip.