Terms and Conditions

These general terms and conditions form an integral part of all bookings, quotations, and agreements entered into with Helabros BV. Any deviating terms and conditions shall apply only to the extent that they have been expressly accepted in writing by Helabros BV.

An agreement may be formed in the following ways:
• Receipt of a confirmation email following an online or telephone booking. This email contains all booking information.
• Approval of a quote received via email.

In the event of approval of the received quote, the agreement is concluded exclusively through the written and unconditional acceptance of the quote and payment of a deposit—unless otherwise stipulated—amounting to 30% of the quote amount, within seven calendar days of the quote date. The written, unconditional acceptance of the quote must be sent by email to Helabros BV at info@meetinglab.be.
Commencing performance of the agreement shall also be deemed confirmation.
The confirmation email and quotes are valid for 30 days and are for informational purposes only.

In addition to payment for costs already incurred, a cancellation fee is due in the event of a unilateral (full or partial) cancellation of reservations. This fee is determined as follows:

• Meeting room reservations for up to 10 people:
- Up to 24 hours before the start of the booking: no cancellation fee if the change or cancellation is made via the web portal or the mobile app; €6.70 if made by phone, email, or at the front desk
- Within 24 hours or “no-show”: 100% of the total booking amount

• Bookings for training rooms for 10 to … people, excluding event spaces or flex spaces:
- Up to 72 hours before the start of the booking: no cancellation fee if the change or cancellation is made via the web portal or the mobile app; €6.70 if made by phone, email, or at the front desk
- Within 72 hours before the start of the reservation or in case of a “no-show”: 100% of the total amount of the reservation

All of the above is subject to Helabros BV’s right to claim higher compensation if there is cause to do so.

4.1 Helabros BV is authorized to engage third parties to fulfill its obligations.

4.2 If, due to unforeseen circumstances, certain agreed-upon food and beverages cannot be provided, Helabros BV reserves the right to adjust the menu with equivalent food and beverages, without this giving rise to a price reduction or compensation.

4.3 The customer is obligated to comply with, and is responsible for fulfilling, all administrative obligations related to the event they are organizing, such as obtaining permits from the government, SABAM, and similar entities.

4.4 The customer is fully responsible for the goods and products placed and stored by them in the rented facilities and must ensure that appropriate insurance coverage is in place. In any case, Helabros BV is never liable for damage to or loss of these goods and products.

4.5 The customer is fully responsible for the acts or omissions of their guests and must ensure that all necessary insurance coverage is in place. Unless expressly stipulated otherwise, the customer must ensure that all necessary insurance coverage is in place regarding the organization and use of the facilities and infrastructure. Helabros BV is entitled at any time to request proof of the insurance policy and payment of the premium.
The customer indemnifies Helabros BV and its directors against any and all claims that may be brought directly against them by the customer’s guests.

Damage to the facilities and infrastructure of Helabros BV is the joint responsibility of the person who caused the damage and the customer. In the absence of prior written comments, the customer is deemed to have received the facilities and infrastructure in perfect condition.
Any damage to or destruction of items owned by Helabros BV, as well as damage to the premises where the activity takes place, is always the responsibility of the customer. In such cases, the necessary costs will be charged to the customer. The customer must obtain appropriate insurance coverage if necessary.
Helabros BV cannot under any circumstances be held liable for damage, destruction, or theft of the customer’s property.

Smoking is prohibited at all times in the MeetingLab Meetcenter and in all buildings. If smoking does occur, the customer or event organizer will be fully liable and responsible for any fines.

7.1 The customer shall, at its own expense, take sufficient measures to ensure the safety (including fire prevention, etc.) of the activity it organizes.

7.2 The customer must strictly comply with regulations regarding safety, fire prevention, noise pollution, and the like. In the event of non-compliance, Helabros BV reserves the right to immediately halt the activity, without the customer being entitled to any compensation.

7.3 Helabros BV is not liable, either contractually or extracontractually, for any damage resulting from non-compliance with the aforementioned regulations regarding safety, fire prevention, noise pollution, etc.

7.4 Portable heating devices may not be used.

7.5 In the event of an emergency, a designated assembly point is provided for everyone present at the O-Forty Business Park. Everyone is requested to proceed to that location so that all individuals can be accounted for.

It is prohibited to post notices or other visible signs on windows, doors, filing cabinets, or other furniture in the Meeting Center.
Pets are not allowed.

To be admissible, any complaint must be submitted by certified mail within 8 days to the registered office located at 9052 Zwijnaarde, Nederzwijnaarde 2, P.O. Box 18. After this period, deliveries and services are considered to have been definitively accepted. No complaints may be made regarding food and beverages after they have been consumed.
To the extent that Helabros BV is liable, such liability is limited solely to direct damages, which are capped at the price for full performance of the agreement.

Cases of force majeure, and for whatever reason, all disruptions and impediments in operations and deliveries, all unforeseen events at Helabros BV or at the companies from which we source our goods, all transportation impediments or delays, as well as the failure of suppliers to deliver the goods, strikes, lockouts, export or import bans or restrictions, fire or accidents, mobilization, war or civil unrest, or statutory provisions, entitle us to cancel or suspend our delivery and performance obligations, either partially, permanently, or temporarily, without Helabros BV being held liable for any damages resulting therefrom.

10.1 The prices listed are always exclusive of VAT, unless otherwise stated.
Helabros BV reserves the right to revise prices in the event of a significant change in the market prices of the products.

10.2 All invoices are payable in cash at the registered office of Helabros BV.

10.3 The customer pays a fee for the booking as indicated on the website. The invoice is issued in accordance with the booking information and the specified rates, as also shown in the confirmation email. Payment is due upon receipt of the invoice and always after delivery of the services
and products associated with the booking. Any extras ordered by the customer that were not included in the confirmation email will be invoiced to the customer afterward.

10.4 In the event of non-payment, the client shall, by operation of law and without prior notice of default, be charged interest at a rate of 10% per year on the invoice amount, as well as liquidated damages of 10% of the invoice amount, with a minimum of €65.00. The drawing and/or acceptance of bills of exchange does not constitute a renewal of the debt.
Failure to comply with our payment terms entitles Helabros BV to suspend all services, deliveries, and work at the customer’s risk. Failure to pay by the due date is also considered a material breach of contract, entitling Helabros BV to demand termination of the agreement.
In the event of non-payment of a single invoice by the due date, all invoices shall become immediately due and payable by operation of law. Set-off is not permitted unless prior written consent has been granted.
Helabros BV is entitled at any time to assign its claim or to subrogate it to third parties.

Under no circumstances shall any concession made by Helabros BV, regardless of its frequency or duration, be considered a novation of these general terms and conditions or, more generally, a source of rights. A deviation from any one of these provisions does not constitute a waiver of the other provisions of these general terms and conditions.

12.1 To the extent applicable, the customer expressly waives the shortened statutes of limitations provided for in the Belgian Civil Code (B.W.)
12.2 Belgian law applies to all agreements entered into with Helabros BV.
12.3 All disputes fall under the exclusive jurisdiction of the Justice of the Peace Court in Ghent and the courts of the Ghent judicial district.

In these General Terms and Conditions, the following terms shall have the meanings set forth below:

1.1 Company: Helabros BV (Meeting Lab), with its registered office at Nederzwijnaarde 2, 9052 Ghent, and company number 0718.590.153

1.2 Consumer: any natural person within the meaning of Article I.1,1° of the Economic Law Code, specifically “any natural person acting for purposes outside the scope of their commercial, business, craft, or professional activities.”

1.3 Professional: any natural person or legal entity who is not a consumer within the meaning of Article I.1,1° of the Economic Law Code.

1.4 Customer: any natural person or legal entity with whom the Company negotiates and, where applicable, also enters into a contract, regardless of whether such person is a Consumer or a Professional.

1.5 Services: any service provided by the Company in the course of its professional activities, including, but not limited to, the sale, provision, and delivery of goods; catering for festivities, receptions, and dinners in the broadest sense of the term; as well as the provision of personnel and movable property in the broadest sense. The Services may be provided both at the Company’s registered office and on-site (“on the road”).

1.6 Rental: the provision, for an event, of one of the venues “Eventspace Meeting Lab Brugge,” currently located at Kapellestraat 138/Block B, 8020 Oostkamp, or “Eventspace Meeting Lab Gent,” currently located at Nederzwijnzaarde 2, 9052 Zwijnaarde.

1.7 Lease Agreement: the agreement between the Customer and the Company regarding the Rental.

1.8 Act of August 2002: the Act of August 2, 2002, on combating late payments in commercial transactions (Belgian Official Gazette, August 7, 2002).

2.1 These General Terms and Conditions apply to every offer, quotation, order, and provision of Services between the Company and the Customer. If a provision applies only to the Consumer or the Professional, this will be expressly stated.

2.2 These General Terms and Conditions also apply to the Lease Agreement. Any provisions in the Lease Agreement that conflict with these General Terms and Conditions shall be deemed null and void.

2.3 The Company makes these General Terms and Conditions available on its website (www.meetinglab.be) and also provides them to the Customer along with the quote and/or Rental Agreement, as well as on the back of the invoice.

2.4 The Customer acknowledges and accepts these General Terms and Conditions. These General Terms and Conditions shall always take precedence over the Customer’s general terms and conditions, unless expressly agreed otherwise in writing between the Company and the Customer.

2.5 If the Company has permitted deviations from these General Terms and Conditions, whether for a short or longer period of time and whether implicitly or otherwise, this in no way affects its right to subsequently demand immediate and strict compliance with these General Terms and Conditions.

2.6 In the event of conflicting terms and conditions, the Consumer may always rely on the applicable provision that is most favorable to him.

3.1 The Company will prepare a quote if the Customer wishes to utilize its Services. If the Customer wishes to utilize only the Rental Service, only the Rental Agreement will apply.

3.2 Any quotation or other offer made by the Company to the Customer is valid for fourteen calendar days from the date the quotation is sent. In the absence of unconditional acceptance of the offer by the Customer within the aforementioned validity period, the offer shall lapse immediately and by operation of law.

3.3 Unless otherwise indicated, the prices communicated and/or published by the Company in the quotation or any other offer are always in euros (€) and include VAT, additional taxes, and/or costs, with the total price also being stated.

3.4 The Company is not bound by price quotations that are clearly erroneous, such as in the case of printing or typographical errors.

4.1 The Company prepares a quote for each request, assigning it a unique number.

4.2 The quote must be expressly accepted by the Customer, if applicable, electronically.

4.3 The Customer is considered solely responsible for the order and payment. If the order is placed by a third party, it is deemed to have been placed in the name and on behalf of the Customer.

4.4 The Consumer does not have any right of withdrawal under Article VI.53, 12° of the Economic Law Code.

4.5 The quantities listed in the quote are estimates and are therefore purely indicative. Billing is based on the quantities actually consumed.

5.1 The Company shall exercise the utmost care in providing the Services.

5.2 The Services shall be provided on the day and during the hours agreed upon between the Client and the Company.

5.3 For each additional hour of services that has begun, a full hour shall be charged.

6.1 The Customer must notify the Company of any changes to its order no later than 30 calendar days before the agreed date for the provision of the Services. Any change reported within 30 calendar days of the agreed date may be refused by the Company.

6.2 If the Customer wishes to cancel more than 60 calendar days before the agreed date for the provision of the Services, 50% of the rental fee will be charged. If the Customer wishes to cancel no later than 60 days before the provision of the Services, 100% of the rental fee will be charged.

7.1 Payment by the Customer to the Company for the purchase of one or more Services shall be made as follows:

a. At the time the Customer places the order, the Company will charge 100% of the total amount due. This amount is immediately due and payable by the Customer at that time; failure to pay will entitle the Company to suspend its obligations in whole or in part.

b. After providing the Services, the Company will send the Customer an invoice for any remaining balance.

7.2 Unless otherwise stated on the invoice, it is due and payable within eight calendar days of the invoice date to the Company’s bank account with IBAN no. BE11 7370 6888 0248.

7.3 In the event of late payment by the Professional, default interest of 15% per year shall be due by operation of law and without notice of default, calculated on the principal amount of the invoice and effective as of the due date.

7.4 In the event of late payment by the Consumer, default interest shall be due by operation of law and without notice of default at the statutory interest rate, calculated on the principal amount of the invoice, and effective as of the due date.

7.5 In the event of late payment by the Professional, the Company is also entitled to reimbursement of collection costs in accordance with Article 6 of the Act of August 2, 2002. Extrajudicial collection costs amount to 15% of the principal amount of the invoice. Judicial collection costs are equal to the costs actually incurred by the Company.

7.6 In the event of late payment by the Consumer, the Company is entitled to reimbursement of the collection costs it has actually incurred.

7.7 In the event of late payment by the Customer, the amount due shall, by operation of law—and thus without the need for prior notice of default—be increased by a lump-sum compensation of 10% of the principal amount, with a minimum of 50 euros.

8.1 If, for any reason, the Services do not conform to the Customer’s order or are defective, the Customer must file a written complaint within seven calendar days of the date the Services were provided, failing which the Customer will be deemed to have unconditionally and definitively accepted the Services. The burden of proof regarding the aforementioned written and timely objection rests solely with the Client.

8.2 There is no lack of conformity and/or any other defect within the meaning of this article if (i) the defect results from accidents, negligence, or misuse by the Customer, or (ii) the Customer was aware of this defect in advance or should reasonably have been aware of it, and nevertheless consented to it.

8.3 The Company is not liable for hidden defects of which it was unaware at the time the Services were provided, nor of which the Professional was aware. The Company does not warrant defects that are visible and that the Professional could have observed at the time the Services were provided.

8.4 Subject to the exceptions set forth in these General Terms and Conditions, if the Company fails to fulfill its obligations, it is required to compensate the Consumer in the same manner as provided for in Articles 7.4 and 7.7.

9.1 The Company cannot be held liable to the Professional for damage to persons, property, animals, services, etc., that may result directly or indirectly from the provision of one or more Services, except in cases of fraud or deceit.

9.2 The Company cannot be held liable to the Consumer for damage to persons, property, animals, services, etc., that may result directly or indirectly from the provision of one or more Services, except in cases of gross negligence, fraud, or deceit.

9.3 This limitation of liability also applies to the Company’s agents, representatives, or employees.

10.1 The Company shall not be liable in the event of theft, vandalism, and/or any accidents that may occur at Eventspace ML Bruges or in the underground parking garage located on level -1 at Kapellestraat 138, 8020 Oostkamp, or at Eventspace ML Ghent, or at the Alinso site at Nederzwijnaarde 2 in Zwijnaarde.

10.2 If the Customer makes use of third-party services or goods in connection with the Rental, the Customer bears sole responsibility for such use.

All documents, samples, designs, goods, and the entire concept used in the provision of the Services are and shall remain the exclusive property of the Company.

The contractual relationship between the Company and the Customer is governed exclusively by Belgian law. Any dispute shall fall under the exclusive jurisdiction of the courts and tribunals of the judicial district of Ghent, Ghent division.