General Sales Conditions Event

These general terms and conditions set forth the rights and obligations of HUITRIERE-EOLE, with its registered office at Avenue Henry Dunant 33, 1140 Evere and registered with the Crossroads Bank for Enterprises under number 0402.782.897, hereinafter referred to as « HUITRIERE & EOLE ». The services of HUITRIERE & EOLE are governed exclusively by the offer issued to the client and by these general terms and conditions.

The services of HUITRIERE & EOLE services are preceded by an offer sent to the client which is valid for one month, unless otherwise stipulated.

HUITRIERE & EOLE shall only be bound once the client has accepted the offer and HUITRIERE & EOLE has received a deposit of 20%, in accordance with point 3.

The natural person accepting the offer in the name and on behalf of the client company certifies that he/she is authorised to commit it.

Unless otherwise specified in the offer, HUITRIERE & EOLE shall be remunerated as follows:

• A 20% deposit upon acceptance of the offer;
• An additional 70% deposit upon 10 days before the event;
• The balance following the event on presentation of the invoice.

For private individuals without a company registration number, the second deposit shall be increased to 75% of the total amount of the offer.

For companies whose registered office is located outside Belgium, the additional deposit shall be increased to 80% of the amount of the offer. This balance invoice is payable within 15 days of the date of sending.

A significant increase in the prices of raw materials, food and beverages ordered, transport costs or wages between the order and its execution shall automatically lead to a proportional increase in prices, without this increase exceeding 25% of the accepted offer amount. « Significant increase » means any price increase of more than 25% between the order and its execution.

The final number of guests must be confirmed in writing to HUITRIERE & EOLE at least 6 working days before the date of the event. If the modification is possible, HUITRIERE & EOLE will adapt its offer accordingly.

The client agrees that any reduction in the number of guests less than 15 days prior to the event date shall give rise to compensation payable to Huitriere & Eole amounting to 40% of the cancellation value. Any increase in the number of guests less than 15 working days prior to the event shall be invoiced at 125%.

Any reduction in the number of guests exceeding 10% compared to the number communicated in the initial offer shall result in an increase in unit prices due to fixed costs, as stipulated in the offer.

Any modification to the content of the order as set out in the offer must be communicated in writing to HUITRIERE & EOLE no later than 6 working days prior to the event date. If such modification is possible, HUITRIERE & EOLE shall adapt its offer accordingly. The client agrees that any decrease in turnover relating to the services included in the offer occurring less than 15 days prior to the event date shall give rise to compensation payable to Huitriere & Eole amounting to 40% of the cancellation value.

5.1 Cancellation by the client

Any cancellation by the client must be made by registered mail addressed to HUITRIERE & EOLE.

In case of cancellation by the client:

• more than 60 working days prior to the event, the deposit paid — or, if unpaid, the deposit that should have been paid upon signature of the contract — shall remain acquired by Huitriere & Eole;
• between 60 and 30 working days prior to the event, the client shall be liable for 35% of the total amount of the event;
• between 30 and 10 working days prior to the event, the client shall be liable for 50% of the total amount of the event;
• between 10 and 6 working days prior to the event, the client shall be liable for 75% of the total amount of the event;
• less than 6 working days prior to the event, the client shall be liable for 90% of the total amount of the event.

Cancellation due to a cancellation by another event provider is considered a cancellation by the client and will be treated as such.

5.2 Force majeure

In the event of force majeure making the services totally or partially impossible, HUITRIERE & EOLE may terminate the contract or, with the agreement of the client, may reduce or postpone its commitments, without being liable to pay any compensation. Any deposit made by the client shall be refunded if the contract is terminated by HUITRIERE & EOLE.

Such causes, conditions, events and circumstances of force majeure will include but are not limited to: war, strike, attack or terrorism, natural disaster, storm, fire, flood, epidemic, pandemic, difficulties in energy supply, any cause leading to a supplier’s stock shortage, restrictions or provisions imposed by the authorities. The COVID-19 and its consequences no longer constitute force majeure events. The client acknowledges that he/she is fully aware of the risks associated with the COVID-19 on the organisation of the event. In the event of cancellation due to COVID-19, HUITRIERE & EOLE will endeavour to find a satisfactory solution for the client but reserves the right to apply the cancellation fees set out in point 5.1.

The client shall ensure that the premises for HUITRIERE & EOLE are accessible by truck and are provided with a functional and compliant electricity, gas and water supply. The rent and charges (heating, ventilation, water, gas, electricity, etc.) of the premises for HUITRIERE & EOLE shall be paid by the client.

HUITRIERE & EOLE’s equipment is rented to the client at his entire responsibility. The client shall be liable for any loss or damage caused to the equipment by him, his guests, other event suppliers or any third party.

HUITRIERE & EOLE will do everything in its power to satisfy the client, in accordance with the established offer. However, HUITRIERE & EOLE cannot be held liable in the event of:

• Failure or delay in execution due to an incident beyond the control of HUITRIERE & EOLE, difficulties in accessing the premises for HUITRIERE & EOLE or the event venue or in the event of insufficient preparation of the premises for HUITRIERE & EOLE;
• Interruption of the water, gas or electricity supply to the premises for HUITRIERE & EOLE;
• Damage to the client’s goods or their guests resulting from any slight fault of HUITRIERE & EOLE

Any claim relating to the performance of the services of HUITRIERE & EOLE or to the invoice must be addressed, in writing, within 8 working days following the event or the receipt of the invoice. Once this period has expired, the services of HUITRIERE & EOLE and the invoice shall be deemed to have been accepted without reservation.

Any amount unpaid on the due date will automatically bear an annual interest at the rate of 12% and a contractual flat-rate increase of 10% with a minimum of 250,00 EUR by unpaid amount without prior formal notice.

HUITRIERE & EOLE collects personal data from clients. In this respect, please see the privacy policy available on HUITRIERE & EOLE’s website.

If the offer is addressed to several clients, they will be jointly and severally liable for all obligations, even if the billing has been split between them.

If any provision of these general terms and conditions is invalid, this shall not affect the validity and enforceability of the remaining provisions of the general terms and conditions.

The contract/agreement entered into between the parties shall be governed by Belgian law. Any dispute concerning the validity, interpretation or performance of the agreement shall be subject to the exclusive jurisdiction of the French-speaking courts of Brussels.