General terms and conditions The Basis

Confirmation

Your booking at De Basis Conference Centre is only final on receipt of a signed contract. Each signed document binds the signatory in his/her own name as well as the person or legal entity for which the signatory is acting.

The user will observe the agreed time slot.

For overtime on a weekday before 8 a.m. and after 6 p.m., a compensation of €60.00 per staff member per hour will be charged. On Saturdays, this rate applies for all-day overtime. Furthermore, any unforeseen additional expenses resulting from this change will also be invoiced.

Options on a room are only granted for a maximum of 2 weeks and must be confirmed by e-mail. If new requests come in for a room, after consultation with the client with option, Kamp C has the right to make the room available to another client upon receipt of a signed contract.

Number of participants

• You can change the number of participants up to one week in advance. If the numbers deviate (decrease) by more than 10% from the announced number, the basic catering price may possibly increase significantly. The agreed price per participant is therefore only binding if the number of participants corresponds to the agreements in the contract/offer.
• If the number of participants is reduced less than 1 week before the event, the initial number of participants will be invoiced.
• Adjustments to the number of participants may not deviate more than 10% from the initial number stated in the contract. This with regard to the overall capacity and safety of the building.

Cancellation

• Cancelling a meeting room can be done free of charge up to 7 days prior to the activity.
• If the room/event is cancelled within 7 days before the start of the activity, we may charge you a cost of 100% of the infrastructure usage fee and 100% for any catering costs.
• Cancellations must always be notified in writing via reservation.kampc.be. The customer can only invoke the cancellation if it received a receipt notification from the Conference Centre De Basis as proof of the requested cancellation.

Payment

• Events at the Conference Centre The Basis are invoiced automatically.
• All bills or invoices should be paid into the account of Kamp C, Provincial Centre for Sustainable Building and Living.
• If the amount due has not been paid by the user on the due date, an interest for late payment of 1% per month will be charged ipso jure and without any notice of default. In addition, if the invoice or amounts due arising from this agreement are not paid, an additional fixed compensation of 10% will be charged.
• Complaints or objections must be made in writing within 8 days of the event. After this period, our deliveries and performances are considered as definitively accepted. No complaints are possible for the food and beverages delivered after consumption.

General

• It is not permitted to consume own catering at the Conference Centre De Basis unless expressly stated in writing on the contract.
• If, due to unforeseen circumstances, some of the agreed food and beverages cannot be delivered, the Basis Conference Centre reserves the right to adjust the menu with equivalent food and beverages, without any reduction in price or compensation.
• Damage must be reported immediately. Damage caused either intentionally or unintentionally to the facilities or infrastructure of the De Basis Conference Centre shall be the sole responsibility of whoever caused it and the organiser of the event. Unless otherwise agreed after the fact, the damage will be invoiced.
• The user acts as the main person responsible for the activity taking place in the premises provided as regards his contractual and extra-contractual liability. The user shall be liable for all damage, accidents and the like which may occur as a result of the use of the rooms made available and/or the activity organised by the user;
• The user must comply with and is responsible for the administrative obligations for the event he is organising, such as requesting permission from the authorities, SABAM, etc., where applicable.
• All disputes fall under the exclusive jurisdiction of the Courts of the district of Turnhout
• Kamp C is not responsible for theft, damage to third-party materials or accidents, either to the public or to the organisers.
• Children under 12 must be accompanied at all times.
• Animals are not allowed.
• The user is not allowed to sublet the premises made available.

These regulations must be strictly observed during the event.

The prices listed replace all previous prices.