Terms & Conditions
General Terms and Conditions for Rental of Ambiorix Center
• Booking and Payment
A reservation is confirmed upon accepting the terms via email.
Rental fee invoice for an event must be paid at least 5 days before the start of the event.
• Cancellation Policy (By the Client)
You may cancel your booking free of charge up to 15 days before the event.
Cancellations made between 15 and 5 days before the event will incur a 30% charge of the total rental cost.
Cancellations within 5 days of the event will be charged the full rental amount.
• Cancellation Policy (By Ambiorix Center)
We reserve the right to cancel any booking up to 15 days before the event at no charge. In such cases, a full refund of any payments made will be provided.
If significant changes are requested by the client after the booking has been finalized, we reserve the right to cancel the booking. Any payments made in this case will be refunded, minus any costs already incurred.
• Event Setup, Technical Equipment, and Assistance
The venue includes technical equipment as agreed upon during booking. This includes AV equipment, cabled and wifi internet connection with a 4G backup and Uninterruptible Power Source (UPS), and other specified items.
While we ensure all equipment is in working order, we are not liable for malfunctions or failures due to unforeseen circumstances (force majeure). We will, however, make reasonable efforts to resolve any technical issues during the event.
Catering and event assistance services are available as per the list provided in the annex to this agreement. Any additional services must be coordinated in advance.
While we do every reasonable effort to ensure a high quality service and work with trusted service providers, we are not responsible for late delivery, no show, or faulty execution from the caterer.
Venue Usage
The rented spaces include the event rooms, and/or office spaces, and/or terrace, as specified in your booking.
The venue has proper heating, but no air conditioning is available (we nevertheless have silent fans and ventilators available). Please consider this when booking your event.
The venue must be left in the same condition as it was provided. Any damages or excessive cleaning requirements may incur additional charges.
• Health, Safety, and Regulations
We comply with all safety regulations, including fire safety and other legal requirements. However, as tenants and not the building owners, our responsibility is limited to our tenancy obligations.
Compliance with health guidelines, including COVID-19 or other health protocols, is mandatory for all guests and participants.
• Event Management Services
Our event management services include only those services reasonably expected from us, performed to the best of our abilities based on the information provided by the client in a timely manner.
We are not responsible for any last-minute changes requested by the client that are beyond our control or that we could not have properly prepared for in time.
We reserve the right to terminate the event if it goes beyond the agreed-upon schedule without prior arrangement.
We reserve the right to charge for consumption that exceeds the agreed amount, or for higher participant number, or technical or other requests or requirements that go beyond what had been agreed when the meeting was booked.
• Force Majeure
Ambiorix Center is not responsible for any cancellations or disruptions due to circumstances beyond our control, such as extreme weather, natural disasters, or government restrictions, including those related to European Council summits and similar events in the EU district.
• Liability Limitation
Our liability is limited to the services explicitly agreed upon in the contract. We are not responsible for any indirect or consequential damages related to the event.