GENERAL CONDITIONS 

MEETING ROOM RENTAL

1. Offers and Options

The offers and options provided are valid for a maximum period of 15 calendar days. If a third party wishes to confirm the said date during this validity period, a period of 24 hours is granted to the client as the first option to confirm their date.

Beyond this term, and without written confirmation from the beneficiary, Foster Rosières reserves the right to automatically cancel the options. The options provided must be confirmed by email via hello@foster.farm.

2. Elements included and not included in the rental price

Included in the rental price (unless otherwise stated in the offer):
- Access to the room specified in the offer
- Access to the entrance hall/locker room and use of the toilets
- Access to parking and charging points
- Wi-Fi access, Notepads and pencils
- Furniture, chairs, audio/video equipment provided in the room
- Coffee-tea-water beverages provided
- Charges (heating, electricity and water) and cleaning

Not included in the rental price:

- Access to other rooms in the building (storage, workshops, restaurant, offices)
- Furniture, crockery and other equipment present in the cupboards of the rooms (plates, glasses, cutlery, etc…)

The prices indicated in the offer only aim at the provision of the products and the execution of the services described therein, excluding any other service.

The client agrees to respect the rental schedules specified in the offer. In case of non-compliance, an amount of €200 excluding VAT per additional hour started will be charged on the final invoice.

3. Payment terms

Unless otherwise stated in the offer, a deposit of 30% is required upon ordering. The offer will only be definitively binding on Foster Rosières SRL after receipt of this.

The final invoice is to be paid upon receipt of the invoice in full, net and without discount, in euros, to the account mentioned in the offer. Any invoice remaining unpaid in whole or in part will automatically incur a late payment interest of 1% per month on the unpaid amount.

Furthermore, in the event of non-payment, the invoice will be increased by 15% with a minimum of €125 as a flat-rate and irrevocable compensation.

4. Cancellation by the Client

In case of cancellation, the following flat-rate compensation will be due by the client:

- 30% of the total amount of the offer if the cancellation occurs 30 days or more before the event
- 60% of the total amount of the offer if the cancellation occurs between 29 and 14 days before the event
- 100% of the total amount of the offer if the cancellation occurs less than 14 days before the event

5. Postponement by the Client before the day of the event

The postponement must take place in the same month as the initial booking and the project must be at least equal to the cancelled seminar.

If Foster Rosières SRL is able to find a buyer for part or all of the postponed event, the price paid by the buyer may be used to offset the cost of the postponement by the Client (but not beyond the cost).

6.  Cancellation by Foster Rosières SRL

The nature of the event will comply with the specifications. Events of a political, religious or militant nature, as well as any event likely to provoke controversy or public disorder, are excluded. In such cases, Foster Rosières SRL reserves the right to unilaterally terminate the Contract without notice or compensation.

Foster Rosières SRL also reserves the right to unilaterally terminate the Contract without notice or compensation in the case where the Client does not pay the deposits stipulated in article 2, without prejudice to the right of Foster Rosières SRL to claim payment of the amounts due or to seek justice as well as compensation for the damage suffered.

7.  Advertisements

Unless otherwise stipulated in the quote, Foster Rosières is authorised to mention the trade name, brand and the logo of the Client as a commercial reference in its marketing, promotional and advertising documents.

8.  Liability - Insurance

Foster Rosières SRL bears no liability whatsoever for any consequences, whether direct, from fortuitous events, force majeure, that prevent or hinder the execution of the Contract.

The Client is responsible for all the damage caused to the spaces used as well as that brought to the building and its inventory; but also for the damages caused to third parties, by its staff, its suppliers, subcontractors or any person introduced into the building by the Client; finally, the Client is responsible for all the damage caused to vehicles, infrastructure and people occurring in the vicinity of the event room or in and around the parking provided.

Foster Rosières SRL declares to be covered by a professional liability insurance policy subscribed with a solvent insurance company. The Client declares to have taken out an insurance policy covering its liability with a solvent insurance company.

9. Catering

Foster Rosières SRL offers the Client a list of partners selected by its care for the catering. The Client will contact hello@foster.farm in order to book the chosen option. The exact number of people must be communicated in writing/email no later than ten days before the event.

If the Client wishes to use a partner other than those on the approved list, it must obtain the prior agreement of Foster Rosières SRL in order to respect the constraints of the venue and the principles of the internal regulations.

10. Sound and Technical

The Client commits to manage the sound and technical aspects in such a way as not to disturb the neighbours. In any case, the maximum sound level for amplified music generated at any location in the building where people may generally be present must comply with municipal regulations.

If not carried out, Foster Rosières SRL reserves the right to take all necessary measures during the event (including reducing the sound system, immediate cessation of the event, etc.) and reserves the right to claim damages for the harm suffered.

The Client also agrees to pay the royalties, taxes, etc. due in terms of intellectual property rights in relation to any audio-visual material that may be broadcast during the duration of the Contract. 

11.    Internal regulations

The client agrees to comply with the current internal regulations. In particular, it is prohibited to smoke, light candles, and hang anything on the walls or furniture without permission.

12.    Dispute and litigation

Any protest of any kind would be inadmissible unless sent by registered letter within 8 days of the invoice being sent. Any dispute relating to the interpretation or execution of these general conditions for the provision of event space will be settled under Belgian law and submitted to the jurisdiction of the Courts of Nivelles.

In case of questions or problems on the day itself, please contact hello@foster.farm or Maëlle 0455/17.25.70