General terms

These general terms and conditions apply to all offers, deliveries, and services of JDB Haarden BV related to venue rental.

JDB Haarden BV
Antwerpsesteenweg 77
2840 Rumst - Belgium
Company number / VAT: BE0400.803.505
Email: [email protected]
Telephone: +32 15 31 18 17

If you request an order or service related to fireplaces, after-sales service, or interior design, the respective general terms and conditions for that service apply:

General term and conditions - Fireplaces

General terms and conditions - Aftercare

General term and conditions - Interior

1. Scope of Application

1.1. These general terms and conditions apply to all quotations, contracts, and services of JDB Haarden BV relating to the rental of its showroom and associated facilities for events, meetings, workshops, receptions, photo and video shoots, or other approved activities.

1.2. These terms and conditions take precedence over any general or special terms and conditions of the client, even if they state otherwise, unless JDB Haarden BV has expressly and in writing agreed to such deviations.

1.3. Deviations from these terms and conditions are only valid if they have been expressly confirmed in writing by JDB Haarden BV.

1.4. The most recent version of these terms and conditions is available at www.jdbhaarden.be or will be provided to the client free of charge upon request.

2. Description of the Service and Use of the Location

2.1. The showroom made available by JDB Haarden BV (“the Location”) can be rented for various purposes, including but not limited to meetings, workshops, receptions, events, and photo or video shoots. The Location may only be used for legitimate, lawful, and pre-approved activities. The Client is strictly prohibited from using the Location for activities that violate the law, public order, or morality, or that could harm the reputation of JDB Haarden BV. The Client and any third parties engaged by the Client are strictly forbidden to carry out any structural work, alterations, renovations, demolition, or other actions that modify or damage the structure or fixed installations of the Location. The Client shall be liable for all repair costs resulting from any breach of this provision.

2.2. The Location can be rented for a half day, a full day, and/or evening, as agreed in the booking confirmation. The agreed rental period includes both setup and breakdown time. Exceeding the rental period will be charged at the agreed hourly rate or, in the absence of such agreement, at €50.00/hour excluding VAT (up to 15 persons) and €100.00/hour excluding VAT (from 15 persons onwards).

2.3. Unless otherwise agreed in writing, the following facilities are included in the rental of the Location:

- Approximately 300 m² of bright indoor space and outdoor terrace;

- Parking for up to 30 cars;

- Wi-Fi, projector, and three screens;

- Kitchen facilities;

- Water and coffee for guests (up to 15 persons).

2.4. Catering is not included in the rental price. The Client may arrange catering through their own provider. JDB Haarden BV accepts no liability for the performance, quality, or safety of catering services or suppliers chosen by the Client.

2.5. The Client is responsible for leaving the Location and all used facilities in an orderly condition. Waste must be removed by the Client or left at the designated collection points. Any additional cleaning costs resulting from exceptional soiling will be charged separately.

2.6. The maximum number of permitted attendees is 200, unless otherwise agreed in writing. It is not permitted, without prior written consent from JDB Haarden BV, to make structural or technical alterations to the Location or to attach materials to walls, floors, ceilings, or fixed furniture. Sound levels must at all times comply with applicable legislation and any guidelines set by JDB Haarden BV.

2.7. JDB Haarden BV reserves the right to deny or terminate access to the Location without refund of the rental fee in case of violation of these terms or in the event of dangerous or disruptive situations.

2.8. The Client is required to strictly comply with all fire safety and evacuation regulations issued by JDB Haarden BV and the competent authorities. The Client must ensure that all electrical devices, decorations, and installations used comply with applicable safety standards.

2.9. Sound production must at all times comply with applicable noise and environmental regulations. Any fines or claims resulting from violations shall be borne entirely by the Client.

3. Intellectual Property Rights and Use of Visual Material

3.1. All designs, plans, photographs, and other materials provided by or on behalf of JDB Haarden BV remain the property of JDB Haarden BV and may not be copied or reused without prior written consent.

3.2. If the Client takes photographs, videos, or other recordings during the use of the Location and shares these publicly (for example via social media, websites, or press), the Client must clearly mention or tag “JDB Haarden BV” in all such publications.

3.3. Prior written permission from JDB Haarden BV is required for any commercial or promotional use of visual material in which the Location is recognizable. The material may not be used in any context that could damage the reputation of JDB Haarden BV or create the impression of endorsement or collaboration, unless expressly agreed in writing beforehand.

4. Booking and Confirmation

4.1. A reservation for the rental of the Location must be requested by the Client in writing via email or through the booking system designated by JDB Haarden BV. Verbal agreements or telephone requests are not considered binding reservations until confirmed in writing by JDB Haarden BV.

4.2. A booking is only final after written confirmation by JDB Haarden BV and receipt of the required deposit, unless otherwise agreed in writing between the parties. Until that time, JDB Haarden BV reserves the right to offer the Location for the same date and time to third parties.

4.3. Any modification to a confirmed booking (such as date, time, purpose of use, or number of participants) is valid only after written acceptance by JDB Haarden BV and may result in an adjusted rental fee and/or additional costs.

4.4. If the Client is a consumer and the agreement has been concluded remotely, the Client acknowledges that the legal right of withdrawal does not apply to the rental of the Location for a specific date or period, in accordance with Article VI.53, 12° of the Belgian Code of Economic Law (WER). This means that after the booking has been confirmed, the Client cannot invoke the right of withdrawal.

4.5. If the deposit or balance is not paid on time, JDB Haarden BV reserves the right to cancel the booking without prior notice of default. In that case, the Client shall owe the cancellation fee as specified in Article 6 (Cancellation) of these terms and conditions.

4.6. Upon confirmation of the booking, JDB Haarden BV may require a security deposit to cover potential damages, extraordinary cleaning costs, or non-compliance with these terms. This deposit will be refunded within fourteen (14) calendar days after the rental period, minus any applicable costs or damages.

5. Prices and Payment

5.1. All prices quoted by JDB Haarden BV for the rental of the Location are expressed in euros and exclude VAT, unless explicitly stated otherwise. The rental price is determined based on the selected rental package (half day, full day, and/or evening) and the conditions agreed upon in the booking confirmation. Any additional services or facilities (such as extra cleaning, setup/breakdown outside standard hours, or additional technical support) will be charged separately.

5.2. Unless otherwise agreed in writing, the Client must pay a deposit of 50% of the total rental amount upon confirmation of the booking. The remaining balance must be received by JDB Haarden BV no later than the day before the start of the rental period.

5.3. Payments must be made by bank transfer to the account number specified on the invoice issued by JDB Haarden BV, or via another payment method accepted by JDB Haarden BV.

5.4. Any additional costs incurred during or after the rental period (such as repair of damages, extra cleaning, extended use of the Location beyond the agreed time, or replacement of lost/defective materials) will be invoiced separately and must be paid within seven (7) days of the invoice date.

5.5. In the event of late payment by a business client (B2B), default interest of 1% per month on the outstanding amount will be due automatically and without prior notice of default, as well as a fixed compensation of 10% of the outstanding invoice amount, with a minimum of €150.00, without prejudice to JDB Haarden BV’s right to full compensation for the actual damage suffered.

5.6. In the event of late payment by a consumer (B2C), default interest will be due automatically and without prior notice, at the legal interest rate established under Book XIX of the Belgian Code of Economic Law (WER), together with a fixed compensation equal to the actual recovery costs incurred, with a minimum of €40.00.

6. Cancellation and Modification by the Client

6.1. Cancellations or modifications of the reservation must always be made in writing (by email or registered letter) and are only valid after written confirmation by JDB Haarden BV.

6.2. In case of cancellation more than thirty (30) calendar days before the start date, no cancellation fee is due. For cancellations between thirty (30) and fifteen (15) calendar days before the start date, the Client owes compensation equal to fifty percent (50%) of the agreed rental price. For cancellations less than fifteen (15) calendar days before the start date, the full rental price is due.

6.3. Changes to the date, time slot, or facilities are only possible with prior written approval from JDB Haarden BV. If a modification results in a reduction of the rental price, the cancellation terms shall apply correspondingly. Any additional costs resulting from modifications, including but not limited to costs for extra facilities, setup, or cleaning, will be fully charged to the Client.

6.4. If the Client fails to appear on the reserved date without prior cancellation, or terminates the agreement early after commencement, the full rental price remains payable.

6.5. Regardless of the timing of cancellation or modification, all costs already incurred and demonstrably made by JDB Haarden BV - such as external services, specific preparations, cleaning, or additional facilities - will be fully charged to the Client.

6.6. JDB Haarden BV reserves the right to cancel the agreement in the event of force majeure or unforeseen circumstances that make the use of the Location impossible. In such cases, all amounts already paid by the Client will be fully refunded, without any additional compensation being due.

6.7. In addition to the cases mentioned in this article, JDB Haarden BV may terminate the agreement with immediate effect if it is found that the Client has provided false information regarding the intended use of the Location, if such use poses a safety risk, or if legal regulations are violated. In such cases, the Client shall not be entitled to any refund of the rental price.

7. Warranty and Liability

7.1. JDB Haarden BV guarantees that the Location and the agreed facilities will be available on the agreed date and in the agreed condition. Minor deviations in layout or facilities do not entitle the Client to compensation, unless such deviations materially prevent the use of the Location.

7.2. The Client uses the Location and its facilities at their own risk and is liable for all damage to the Location, furnishings, or facilities occurring during the rental period, regardless of whether such damage was caused by the Client, their staff, guests, or any third parties engaged by them.

7.3. JDB Haarden BV shall not be liable for:

- indirect damage, consequential loss, or loss of profit;

- loss, theft, or damage to personal belongings of the Client or third parties;

- damage or inconvenience caused by work or events carried out by third parties outside the Location.

7.4. The liability of JDB Haarden BV, on any grounds whatsoever, shall in all cases be limited to the amount paid out by its liability insurer. If the insurer does not provide coverage, liability shall be limited to a maximum of the agreed rental price.

7.5. The Client shall indemnify JDB Haarden BV against any claims by third parties arising from the use of the Location by or on behalf of the Client.

7.6. Before and after the rental period, JDB Haarden BV may carry out an inspection of the Location together with the Client. Any damage will be recorded in a report and charged to the Client.

7.7. The Client is at all times solely responsible for obtaining and maintaining appropriate insurance for their activity, including valid fire insurance and civil liability insurance covering the risks associated with the rented use. JDB Haarden BV can under no circumstances be held liable for any damage or injury resulting from the Client’s failure to obtain or maintain sufficient insurance coverage. The Client indemnifies JDB Haarden BV against any claims arising therefrom.

8. Obligations of the Client

8.1. The Client shall use the Location solely for the purpose and duration agreed upon in the rental agreement and in compliance with applicable laws and regulations.

8.2. The Client is responsible for complying with all applicable safety regulations, municipal permits, and any other legal requirements related to the use of the Location. Any required permits must be applied for and obtained by the Client in due time, unless otherwise agreed in writing.

8.3. The Client must ensure that the number of attendees does not exceed the agreed maximum capacity and that all attendees behave properly, without causing nuisance or damage.

8.4. The Client must leave the Location, including all facilities, in the same condition as at the start of the rental period. Any waste removal, cleaning, or repair of damages resulting from the Client’s use shall be at the Client’s expense.

8.5. The Client is not permitted, without prior written consent from JDB Haarden BV, to:

- make any modifications or alterations to the Location or its furnishings;

- attach materials, decorations, or equipment to walls, ceilings, or floors in a way that may cause damage;

- use hazardous substances, open flames, or other high-risk installations.

8.6. The Client is responsible for the behavior and actions of all persons who have access to the Location through or on behalf of the Client, including staff, guests, and contracted third parties.

8.7. The Client must immediately inform JDB Haarden BV of any damage, defects, or incidents that occur during the rental period.

9. Privacy

9.1. JDB Haarden BV processes the Client’s personal data in accordance with the General Data Protection Regulation (GDPR) and applicable national legislation.

9.2. The processing is based on Article 6.1 (b) and (c) of the GDPR, namely for the performance of the contract with the Client and for compliance with legal obligations (such as invoicing and accounting). Where applicable, processing of the Client’s personal data may also be based on Article 6.1 (a) (consent), for example for direct marketing purposes.

9.3. For marketing purposes, JDB Haarden BV will only contact the Client if the Client has given prior explicit consent, for instance by ticking a box on a form or by email. The Client may withdraw this consent at any time, free of charge.

9.4. The Client has the right to access, rectify, delete, or transfer their personal data, as well as to object to or request restriction of processing. These rights may be exercised by submitting a written request, accompanied by proof of identity, to [email protected].

9.5. For further information regarding the processing of personal data and the Client’s rights, the Client may consult the privacy policy at www.jdbhaarden.be/privacy-policy. In case of complaints, the Client may contact the Data Protection Authority, Drukpersstraat 35, 1000 Brussels (www.gegevensbeschermingsautoriteit.be).

10. Miscellaneous Provisions

10.1. Neither party shall be liable for failures in performance that are the direct result of force majeure (including, but not limited to: natural disasters, fire, pandemics, war, government measures, strikes by third parties, exceptional shortages of raw materials, or disruptions in supply or utilities). The execution deadlines shall be suspended for the duration of the force majeure. If the situation continues for more than sixty (60) calendar days, either party may terminate the agreement in writing without any compensation being due.

10.2. If one or more provisions of these terms and conditions are declared null, invalid, or unenforceable, the remaining provisions shall remain fully in force. In such a case, the parties shall replace the invalid provision with a valid one that most closely reflects the original intent.

10.3. The failure or delay by either party to exercise any right or remedy arising from this agreement shall not be construed as a waiver of that right.

10.4. These terms and conditions, together with the agreement and any annexes, constitute the entire agreement between the parties and replace all prior oral and written arrangements relating to the same subject matter.

10.5. The Client may not transfer their rights or obligations under this agreement to any third party without the prior written consent of JDB Haarden BV.

10.6. JDB Haarden BV may amend these terms and conditions for future agreements. For consumers, such changes shall only apply after prior notification and with due regard to the legal rights of the consumer, including the right to terminate the agreement if the change has a substantial impact.

11. Applicable Law and Jurisdiction

11.1. This agreement shall be governed exclusively by Belgian law.

11.2. All disputes shall fall under the exclusive jurisdiction of the courts of Antwerp.