General Terms and Conditions for Rental of Ambiorix Center

1. Booking and Payment

• A reservation is confirmed upon acceptance of the terms via email
• The rental fee invoice must be paid at least 5 days before the start of the event

2. Cancellation Policy (By the Client)

• You may cancel your booking free of charge up to 15 days before the event
• Cancellations made between 15 and 5 days before the event will incur a 30% charge of the total rental cost
• Cancellations within 5 days of the event will be charged the full rental amount

3. Cancellation Policy (By Ambiorix Center)

• We reserve the right to cancel any booking up to 15 days before the event at no charge. In such cases, a full refund of any payments made will be provided
• If significant changes are requested by the client after the booking has been finalized, we reserve the right to cancel the booking
• Any payments made will be refunded, minus any costs already incurred

4. Event Setup, Technical Equipment, and Assistance

• The venue includes technical equipment as agreed during booking
• AV equipment is included
• Cabled and WiFi internet connection with 4G backup is included
• Uninterruptible Power Supply (UPS) is included
• Other specified items are included
• While all equipment is maintained in working order, we are not liable for malfunctions or failures due to unforeseen circumstances (force majeure)
• Reasonable efforts will be made to resolve any issues during the event
• Catering and event assistance services are available as outlined in the annex to this agreement
• Any additional services must be arranged in advance
• While we work with trusted service providers, we are not responsible for late delivery
• We are not responsible for no show
• We are not responsible for faulty execution by catering providers

5. Venue Usage

• The rented spaces may include event rooms
• The rented spaces may include office spaces
• The rented spaces may include terrace
• The venue includes heating but does not have air conditioning
• Silent fans and ventilators are available
• Please consider this when booking your event
• The venue must be left in the same condition as it was provided
• Any damages or excessive cleaning requirements may incur additional charges

6. Health, Safety, and Regulations

• We comply with all safety regulations, including fire safety and other legal requirements
• As tenants and not building owners, our responsibility is limited to tenancy related obligations
• Compliance with health guidelines, including COVID 19 or other health protocols, is mandatory for all guests and participants

7. Event Management Services

• Our event management services include only those reasonably expected from us, based on the information provided by the client in a timely manner
• We are not responsible for last minute changes that are beyond our control or that we could not properly prepare for in time
• We reserve the right to terminate the event if it goes beyond the agreed schedule without prior arrangement
• We reserve the right to charge for consumption that exceeds the agreed amount
• We reserve the right to charge for higher participant numbers
• We reserve the right to charge for additional technical or service requirements beyond the original agreement

8. Force Majeure

• Ambiorix Center is not responsible for cancellations or disruptions due to circumstances beyond our control
• This includes extreme weather, natural disasters, or government restrictions
• This also includes European Council events and similar disruptions in the EU district

9. Limitation of Liability

• Our liability is limited to the services explicitly agreed upon in the contract
• We are not responsible for any indirect or consequential damages related to the event