DMC Slovenia — Terms and Conditions
At DMC Slovenia, our Terms and Conditions are a direct reflection of the level of expertise, operational complexity and professional responsibility involved in delivering high-quality destination management services. Each programme we design is tailor-made, combining multiple services such as accommodation, transportation, venues, catering and specialised activities, all coordinated through a network of carefully selected partners.
Given this complexity, clear contractual frameworks are essential to ensure transparency, consistency and mutual understanding between all parties involved. Our Terms and Conditions define the structure under which services are planned, confirmed and executed, allowing us to maintain reliability and protect the interests of both the client and all contracted suppliers.
With experience operating since 2013, supported by long-standing industry knowledge and established supplier relationships, we have developed these conditions based on practical experience in managing incentive travel, meetings and events. They are designed not only to outline responsibilities and procedures, but also to enable efficient decision-making, risk management and smooth programme delivery.
Ultimately, these Terms and Conditions provide the foundation for a professional partnership — ensuring that each project is executed with clarity, accountability and the highest operational standards expected from a destination management company.
Download DMC Slovenia General Terms & Conditions (PDF)
General Terms and Conditions
Services to be Performed
DMC potovanja d.o.o. (DMC SLOVENIA in further text) is a well-established Slovenian destination management company specializing in tailor made meetings, incentives, events, and specialty programs. Services offered are detailed in the OFFER and are quoted in the line COSTING through the online platform VIPER. All services are orchestrated by DMC SLOVENIA and executed by contracted third party ground and hotel service providers.
Rates
Rates are calculated in good faith, inclusive of VAT and are valid for the quoted combination of services. They are based on the requested number of participants, the requested dates, current market conditions and local taxes effective on the date the price quotation is created.
Rates may be subject to adjustment in case of inflation, market or governmental legislation changes. DMC SLOVENIA will advise the CLIENT in writing of any adjustments in a timely manner.
Confirmation and Contracting
A program is considered confirmed only once a contract is signed by both agreeing parties and the first deposit is received by DMC SLOVENIA.
Programs are contracted on the basis of the OFFER, line COSTING, General Terms and Conditions (GTC) and precontracting information as approved by the CLIENT.
Precontracting information includes but is not limited to hotel and ground services terms, requirements and waivers specific to the program.
DMC SLOVENIA is only able to confirm services to third party suppliers once they are confirmed by the CLIENT (contract signed; first deposit received). DMC cannot be held responsible for changes to the program resulting from CLIENT’s confirmation delays.
In the event that no further drafts of the contract are signed, any additional arrangement/agreements confirmed by the parties via email will form part of the binding agreement. This includes but is not limited to updated versions of the COSTING, to be confirmed (TBC) and to be announced (TBA) items subsequently approved by the CLIENT.
Payment Conditions
Payment schedules for services (hotel / standard ground / specialty ground) may differ and are therefore individually stipulated in accordance with suppliers’ conditions.
Hotel services are defined as all services provided by the hotel including but not limited to accommodations, food, beverage and meeting services. Hotels frequently require a non-refundable deposit at time of confirmation with full payment due prior to group arrival. Payment schedules vary and will be defined during contracting in accordance with hotel’s terms.
Standard ground services are defined as readily available services, including but not limited to ground transportation, guide services, restaurant reservations, entrances, and other similar non specialty services. Standard ground services have the following payment schedule pre-negotiated with suppliers:
- DEPOSIT #1: 10% of the total amount payable upon group confirmation
- DEPOSIT #2: 20% of the total amount payable 60 days prior to group’s arrival
- DEPOSIT #3: 70% of the total amount payable 30 days prior to group’s arrival
Specialty ground services are defined as unique, bespoke services, services for which there is limited availability or services for which special terms apply. These services include but are not limited to venue rentals, privatizations, entertainment, lighting, audio and video services, printing and production services, catering services, boat rentals and boat transfers, specialty items and purchases. Payment schedules vary and will be defined during contracting in accordance with supplier’s terms.
Special payment terms may apply to programs confirmed on shorter notice.
Deposit amounts are calculated based upon the most recent payment terms and COSTING confirmed by the CLIENT.
All invoices are due and payable in Euro by bank transfer, inclusive of all bank charges. The programme is invoiced in accordance with the VAT Margin Scheme and is payable within the stipulated payment schedule. CLIENT’s payment is deemed acceptance of all contract terms and conditions which are binding even in the absence of a signed contract. All unpaid balances automatically incur interest per annum as prescribed by Slovenian law and are effective from the date the invoice was due. DMC SLOVENIA reserves the right to cancel or withhold any and all services for which a deposit has not been received in accordance with the contracted payment schedules or has not been fully prepaid in accordance with the payment conditions.
Payments are to be made to:
- Banka: OTP banka d.d.
- Bank address: Slovenska cesta 58, 1000 Ljubljana, Slovenija
- IBAN (TRR): SI56 0400 1005 0194 870
- BIC / SWIFT: KBMASI2X
DMC SLOVENIA requests payment confirmation (MT 103 form or similar) be provided once the transaction is initiated. This enables easier track of deposits and ensures identification of any issues in a timely manner.
Client Requested Modifications
Subsequent to confirmation, the CLIENT may choose to make certain modifications to the number of participants or contracted services.
DMC SLOVENIA must be notified of all reductions to participant numbers in writing. Reductions to standard ground services which do not exceed 10% of the contracted number of participants will not incur charges if DMC SLOVENIA is made aware of this reduction up to 30 days prior to group arrival. A further reduction in participant numbers not in excess of 5% will be allowed without penalty if advised to DMC SLOVENIA 29 to 14 days prior to arrival. No reduction will be allowed without penalty less than 14 days prior to group arrival. Reduction in participant numbers for hotel and specialty ground services are in accordance with contracted terms.
Requests for modifications to contracted services should be submitted by the CLIENT in writing. DMC SLOVENIA will advise of any program modification fee that may apply and check with suppliers. Should the suppliers be able to accommodate requested modifications and subject to the CLIENT’s approval of any changes to prices and terms and conditions, DMC SLOVENIA will prepare a new draft of the contract which will supersede any previous drafts. In the event that DMC SLOVENIA suppliers are unable to accept the CLIENT’s requested modifications, or in the event CLIENT does not approve changes to contract terms proposed, the CLIENT and DMC SLOVENIA will continue to remain obligated to perform their respective obligations pursuant to the original contract.
Cancellation Conditions
Full program cancellations must be advised to DMC SLOVENIA in writing either by registered mail or email with acknowledged receipt.
All deposits paid or due by the CLIENT up to the moment the cancellation notice is received, will become forfeit for covering cancellation charges towards DMC SLOVENIA and third-party suppliers, unless this cancellation is due to Force Majeure, terms of which are defined in subsequent clauses.
Deposits not paid by the CLIENT in accordance with the contracted payment schedule and conditions remain due to DMC SLOVENIA, regardless of cancellation.
Costs Made in the Destination
Services confirmed in the destination at the time of program execution will be subject to market conditions at the time of confirmation. Prices may vary from those previously offered or contracted.
The CLIENT and DMC SLOVENIA agree that all extra costs will be paid immediately in the destination unless otherwise contracted. The CLIENT will provide a credit card as guarantee to the hotel upon check in and to DMC SLOVENIA prior to group arrival. Any additional services to be confirmed will require the signature of the CLIENT’s preauthorized representative. Services confirmed on site will be subject to a DMC SLOVENIA 15% service fee and will be charged to the credit card provided as guarantee prior to group departure, unless otherwise contracted.
The CLIENT will be held responsible as joint debtor for all claims and extra services (including but not limited to damages, telephone calls, mini bar, laundry, service, restaurant bills, etc) incurred by his guests, on the basis of the contract, even if “self-payment by the guest” has been stipulated unless these services have been individually guaranteed by the participants. Any damages made in the destination will be charged prior to group departure.
Complaints
Customer satisfaction is at the forefront of DMC SLOVENIA’s philosophy. In order to ensure excellence and facilitate resolution, DMC SLOVENIA must be made aware of a complaint immediately.
DMC SLOVENIA will endeavour to rectify the complaint in real time to the CLIENT’s satisfaction. On occasion, this may not be possible, in which case the CLIENT must submit a detailed written account of the complaint to DMC SLOVENIA prior to departure from Slovenia or a maximum of 24 hours after service completion, whichever comes first. Each claim will be examined by DMC SLOVENIA and forwarded immediately to the supplier for resolution. Suppliers are unlikely to validate a claim which has not been reported in the destination or within the given time period.
Refunds
During the operation of the programme, the value of wholly or partially unused services, including but not limited to rooms, food and beverages, activities, rentals, or any other service, will only be refunded if DMC SLOVENIA recovers the costs of these services from suppliers in accordance with their participant reduction policies.
Prorated cost refunds cannot be made in connection with motor coaches, guides, couriers, admission fees or similar items, or in connection with performing arts, venues, or other special-event tickets.
DMC SLOVENIA will endeavour to resolve complaints with suppliers to the CLIENT’s satisfaction as soon as possible and to the best of its abilities. In case of validated complaints, the amount of the refund will be proportional to the real damage incurred within a provided service.
Force Majeure
In the event of Force Majeure (including but not limited to flooding, fire, war, epidemic, civil commotion or disturbance, riots, acts or threats of terrorism, breakdown of public services or amenities and local government severe weather warnings) in the destination, which will affect the safety of the participants or will prevent the program from taking place, DMC SLOVENIA reserves the right to cancel any or all services under this Agreement.
In such a case, DMC SLOVENIA will endeavour to offer alternative arrangements or will refund to the CLIENT all recoverable monies after deducting necessary costs, reimbursements, payments or charges in accordance with supplier conditions.
Inclement weather does not constitute Force Majeure. Unless the weather directly affects the services confirmed by the CLIENT, they will operate as agreed with the decision to cancel the service without fee at the sole discretion of the supplier. Should a supplier cancel a service, recovered funds will be applied towards alternate services as agreed with the CLIENT. Any overpayment will be refunded after the program. Should the CLIENT cancel services without the supplier’s agreement, regular cancellation fees apply.
Liability
DMC SLOVENIA and CLIENT mutually agree to carry general liability insurance and workers compensation coverage on their employee in an amount which is at least the minimum required by law.
DMC SLOVENIA will act as agent on behalf of the CLIENT in contracting confirmed services as defined in the contract. CLIENT acknowledges that DMC SLOVENIA does not own, operate, or in any other manner exercise control over third party suppliers confirmed for the provision of goods and services for the programme specified in the contract, including the service of alcoholic beverages. Regardless of the third-party suppliers engaged, the CLIENT hereby releases, covenants not to sue, and forever discharges DMC SLOVENIA, and its owners and employees from any and all liability, claims, actions and causes of actions whatsoever arising out of or related to any loss, damage or injury that may be sustained due to the alleged or actual acts or omissions of a third-party suppliers of products or services under this contract. Accordingly, CLIENT agrees that it will look solely to the third-party supplier for compensation for said losses, damages or injuries.
DMC SLOVENIA, its employees, representatives or all other parties, agents or organizations collaborating with DMC SLOVENIA will in no way be liable for any delay, accident, personal injury, illness, strike-action, deviation, curtailment, loss of/or damage to luggage or other personal property, unless such event is caused by intent or gross negligence. DMC SLOVENIA disclaims responsibilities for any losses, accidents, changes of schedule or any irregularities caused or arising from circumstances beyond its control including but not limited to the behavior of registered participants or the CLIENT’s employees. No liabilities will be taken for loss of personal property or personal injury.
CLIENT will be responsible for the acts or omissions of its employees, agents, members, guests or invitees. The CLIENT will also be held responsible for any damages caused by the gross negligence of and/or willful misconduct by the participants and/or staff to property in the destination (including, but not limited to: jeeps, boats, scooters, cars, buses, rooms, furniture, restaurant/sport equipment, arts and decorations, any technical equipment provided by DMC SLOVENIA or any third party).
When a self-driving activity is conducted in the destination, a credit card guarantee will be requested from the CLIENT or from each participant individually.
Some activities require a certain level of physical fitness, prior knowledge or skill. DMC SLOVENIA will advise the CLIENT of any such requirements prior to confirmation. It is the CLIENT’s responsibility to advise participants of all such requirements and all possible risks involved in taking part in the confirmed activities as advised by DMC SLOVENIA. In such a case, the participants will be asked to accept responsibility for themselves in order to take part in such activities and sign a liability release form, where applicable.
The CLIENT is responsible for monitoring participants’ alcohol consumption. DMC reserves the right to deny intoxicated participants access to planned activities. DMC will not be held liable for damages caused by or injury to intoxicated participants.
The CLIENT is responsible for ensuring that participants’ travel documents are in order and comply with all national requirements (passports, visas, etc). Vouchers, if requested for Visa purposes, will be provided by DMC SLOVENIA only once services have been fully prepaid. DMC SLOVENIA cannot be held liable for the traveller’s failure to comply with entry or insurance requirements.
The CLIENT will submit to DMC SLOVENIA, in writing, all details of the services for approval by the venue in which they will be used, if said venue is contracted through DMC SLOVENIA. The CLIENT will ensure that services directly contracted by the CLIENT and not supplied by DMC meet all local and national requirements and are properly and fully covered by the CLIENT’s insurance policy. The CLIENT accepts full responsibility for any omissions or errors in communication with the venue, as well as any consequences arising from non-compliance with laws, regulations and terms for services they have contracted directly. DMC SLOVENIA will in no way be held liable.
Confidentiality and Data Protection
DMC SLOVENIA collects personal information necessary for the successful execution of the contracted program. This includes but may not be limited to credit card information for guaranteeing services confirmed during the execution of the program, information required for hotel check in, dietary requirements for restaurants and health concerns for confirmed activities. Information is transferred only within Slovenia to third party suppliers on a need-to-know basis. All suppliers have their own GDPR policies in place and as is the case with DMC SLOVENIA, delete all personal information no later than 30 days after program closure.
Contracting parties agree that all information contained here within will be held as confidential and will not be released to third parties without the direct and written consent of the affected party.
During the preparation of the program, it may be necessary to provide third parties with personal data of individual participants in order for contracted services to be executed successfully. For this purpose, DMC SLOVENIA has in place the necessary procedural, technical and security measures required to temporarily store, transfer and delete such data in accordance with the guidelines set forth by the General Data Protection Regulation (GDPR) (EU) 2016/679.
By signing this agreement, the CLIENT confirms that he is in the role of the data controller while DMC SLOVENIA is the data processor with all responsibilities and obligations that apply to each respectively.
The CLIENT is solely responsible for informing and obtaining consent from individuals whose data they will be collecting, including informing them that this data may be transferred within different countries, both European Union and non-European Union entities as the program will require. The CLIENT will provide to DMC SLOVENIA, if requested, proof that such consent has been received.
DMC SLOVENIA takes responsibility for personal data provided by the CLIENT in accordance with internal Data Protection procedures only in the event that such information is clearly marked as “Confidential Personal Data” by the CLIENT and the scope of which this information can be used is clearly defined. This includes, but is not limited to, providing authorization for the transfer of such information to those third parties for whom this information is a necessary element for the execution of the contracted program. DMC will delete all personal data received from the CLIENT 30 days after program completion, unless its storage is otherwise required by law.
DMC SLOVENIA warrants that any personal data that is collected pertaining to the CLIENT’s employees and agents will only be used for the purposes directly associated with the program and for the purpose of doing business. These individuals will have adequate access in order to amend, oppose or request deletion of this information. Such requests are to be received by DMC SLOVENIA in writing.
In the event of a suspected or actual data breach, DMC SLOVENIA will inform the CLIENT in the shortest possible timeframe.
All of the above is in accordance with current implementation of legislation and is subject to adjustment, if necessary, of which the CLIENT will be advised.
By signing the agreement, the CLIENT accepts that data processing will be carried out on personal data that has been provided in accordance with Data Protection Regulation for the purposes of providing the confirmed services and fulfilling legal obligations.
Management Fee
DMC SLOVENIA tailors all programs to the CLIENT’s brief, applying its local knowledge, expertise and position in the destination in order to provide an exceptional bespoke experience. The Management Fee reflects the project manager’s time and resources dedicated to the production of the program from the time of the confirmation through its realization. As each program is unique and CLIENT requirements for ground support vary, the amount of the management fee will be dependent on the scope of the program and the CLIENT’s staffing expectations.
The destination management service fee will be included in the costing and will be quoted based upon details of the program offered and staffing requirements agreed with the CLIENT. DMC SLOVENIA reserves the right to adjust the management fee should the scope of the program or staff requirements deviate from those originally offered.
Inspection Trips
Prior to the confirmation of the program or during its planning phase, the CLIENT may choose to visit the destination for the purpose of inspecting third party services associated with the program. As with DMC SLOVENIA’s tailor-made programs, inspection itineraries and CLIENT requirements vary. DMC SLOVENIA will endeavour to negotiate the best terms with third party suppliers in order to keep costs as low as possible. Inspection terms will be quoted on a case-by-case basis in accordance with the programme scope, CLIENT requirements, DMC SLOVENIA time investment and supplier terms. The amounts charged by inspected service providers for subsequently confirmed services within the contracted program will be refunded from the final program cost. DMC SLOVENIA reserves the right to fully invoice for each subsequent inspection and in the event of full program cancellation for complimentary services provided during inspection.
Gratuities
Gratuities are customary and range from 5%–10% of total services. They are not included in DMC SLOVENIA rates and are at the CLIENT’s discretion.
Disputes
Contracting parties agree that any dispute or disagreement resulting out of or in connection with the services provided by DMC SLOVENIA will be settled through mediation. If an agreement between DMC and the CLIENT cannot be reached through negotiations the dispute will be settled in Koper at the Commercial Court of Koper, Koper Court House in accordance with Slovenian law.
Version 04/03/2026