General terms and conditions
ART. 1. APPLICABILITY
The organizer of the event is deemed to accept these general terms and conditions by signing the reservation form or the quotation. The signed document, together with these general terms and conditions, constitutes the binding agreement between BLACKBOXX and the event organizer or service, governing their legal relationship jointly.
Any deviations must be agreed upon in writing. If a different agreement is made, the current general terms and conditions remain applicable in a supplementary capacity.
ART. 2. RESERVATION
Any quotations are valid for 30 days and are for informational purposes only.
Reservations are confirmed in writing by signing the reservation document/quotation or confirming via email. Upon reservation, an invoice will be issued.
A balance invoice for the remaining amount will be issued no later than 1 week after the event.
Upon reservation or at least 7 days before the event, the following information must be provided:
1/ All substantive aspects of the event;
2/ The complete schedule / flow of the event;
3/ An indication of the number of participants;
4/ Catering arrangements;
5/ The quantity of furniture pieces;
6/ Additional agreements.
ART. 3. TERMS OF USE
The provided spaces will be delivered clean and operational. The event organizer confirms upon initial use that they have received the rental in good condition and have verified this on-site. Any defects or deficiencies must be reported within one hour of availability.
The event organizer must return the spaces in the same condition as received. Any costs for additional cleaning or damages are the responsibility of the event organizer.
The event organizer must use the premises responsibly and follow instructions from BLACKBOXX. Any damage must be reported.
The event organizer must comply with BLACKBOXX's guidelines and requirements or those of their representatives.
Prior approval from BLACKBOXX is required for signage, banners, flags, or other identifying marks before they are displayed on the premises.
Under no circumstances may drilling, nailing, gluing, painting, or any permanent fixtures be performed.
The entire building is smoke-free; smoking is prohibited in all areas. The use of smoke, indoor fireworks, scents, fire, or candles is prohibited. The use of balloons, confetti, decorations, etc., entails additional cleaning costs.
ART. 4. WASTE MANAGEMENT
The event organizer is responsible for collecting, removing, and disposing of all waste during the event.
Upon mutual agreement between the organizer and BLACKBOXX, waste may be deposited in designated BLACKBOXX waste containers at the cost of the waste supplier. This arrangement must be agreed upon in writing.
If the organizer leaves waste instead of properly removing it, BLACKBOXX will charge the organizer for the cost of waste removal based on applicable rates.
It is strictly prohibited to leave waste in the vicinity of BLACKBOXX.
ART. 5. COPYRIGHT
The event organizer is responsible for obtaining permission and paying royalties to all copyright and neighboring rights management companies (e.g., SABAM) due to the event (use of music, audiovisual projections, recording material, etc.). The event organizer is responsible for initiating and arranging compliance.
ART. 6. CANCELLATION
Events/shoots:
Cancellation of a reservation is valid only if made in writing.
Upon cancellation, any prepaid amount may remain as credit, usable for another event at another time of your choice, as mutually agreed with BLACKBOXX. If incurred costs exceed these fixed amounts, the additional costs will be invoiced.
Force majeure does not exempt the event organizer from payment obligations or the cancellation terms stipulated in this article.
Meeting rooms:
Cancellation of a reservation is valid only if made in writing.
If cancellation occurs up to 7 days before the booking, a cancellation fee of 75% of the agreed price is payable. If cancellation occurs 72 hours or less before the start of the booking, a cancellation fee of 100% of the agreed price is payable.
If incurred costs exceed these fixed amounts, the additional costs will be invoiced.
Force majeure does not exempt the event organizer from payment obligations or the cancellation terms stipulated in this article.
ART. 7. LIABILITY
BLACKBOXX cannot be held liable for any damage, destruction, or theft of items belonging to the event organizer or participants.
BLACKBOXX is not liable for damage suffered by third parties as a result of the organized event.
BLACKBOXX is not liable for any accidents involving event participants. All personal items brought by the event organizer are at their own risk.
ART. 8. PAYMENT
Invoices from BLACKBOXX are payable within 15 days from the invoice date.
In case of non-payment by the due date, default interest will accrue automatically at the legal interest rate applicable to late payments in commercial transactions (Article 5 Law of 2 August 2002). All costs incurred by BLACKBOXX to collect outstanding amounts (registered letters, summons, lawyer, collection agency, etc.) shall be borne by the event organizer.
ART. 9. SECURITY DEPOSIT
Prior to the event, the organizer must pay a security deposit to BLACKBOXX. This deposit is intended to cover any damage, additional cleaning, or costs resulting from the event. The deposit will be refunded to the organizer no earlier than 2 weeks after the end of the event, provided that no damage is found and all obligations under these general terms and conditions have been met.
ART. 10. INSURANCE
BLACKBOXX does not arrange insurance on behalf of the event organizer.
The event organizer must adequately insure themselves for the execution of this agreement, including but not limited to obtaining liability insurance for events covering:
- Damage caused to persons (injuries) or property (damage, loss, etc.) during the event.
- Damage to the provided part of the building and its contents.
- BLACKBOXX reserves the right to request proof of insurance and premium payment at any time.
- The insurers in BLACKBOXX's various policies provide waiver of recourse, except in cases of malice, intent, and serious and/or voluntary fault.
- In case of damage for which the event organizer is liable, the organizer agrees to pay the contractual insurance deductibles within 8 days upon the first request, depending on the nature of the damage.
ART. 11. AMENDMENT OR ADDITIONAL ORDERS
Changes to the reservation can only be made in writing and with mutual agreement. Any modifying, amended, or additional order may result in an increase in the agreed price and will be subject to additional invoicing.
ART. 12. APPLICABLE LAW - JURISDICTION CLAUSE
In case of dispute, Belgian law applies, and the courts of the Ghent district have exclusive jurisdiction.
ART. 13. PHOTOS
BLACKBOXX may use photos taken at events in our event spaces for specific commercial purposes. BLACKBOXX commits not to display company names or logos in these photos without written permission.