Terms and conditions

Article 1: Applicability and Formation of the Agreement

1.1 These general terms and conditions apply to all quotations, rental proposals, options and agreements of the lessor.

1.2 Deviations from these terms and conditions are valid only if agreed in writing between both parties in advance.

1.3 A quotation or rental proposal is entirely non-binding and valid for the period stated in the quotation. After that period expires, the offer lapses automatically.

1.4 The agreement is definitively formed only after legally valid written signing of the rental agreement by both parties.

1.5 The applicability of any purchasing or other (general) terms and conditions of the lessee is expressly rejected.

Article 2: Duty to Inform, Order and Safety

2.1 The lessee is obliged to provide in advance a correct, complete and written statement of all planned activities, target groups and expected visitor numbers.

2.2 The lessee is prohibited from organising activities that conflict with the law, public morals or public order.

2.3 In the event of (threatened) disturbance of the peace, uproar, nuisance or reputational damage, the lessor has the right to take all necessary corrective measures immediately.

2.4 In the event of (threatened) disturbance of the peace, the lessor may terminate the agreement with immediate effect unilaterally and without judicial intervention.

2.5 In that case the lessee remains fully liable for the total rental sum, lost revenue of the lessor and all damage incurred.

Article 3: Condition, Use and Handover of the Property

3.1 The leased premises comprise exclusively the spaces and m² specifically described in the quotation. The car park and outdoor area may be used only as parking space and as an access route.

3.2 Fixed hospitality areas, kitchens and restaurants are not part of the leased premises. Any mobile facilities and fixed hospitality areas must remain free and accessible at all times.

3.3 As no condition report was drawn up in advance, the leased premises are deemed to have been in good, clean and undamaged condition at the start of the rental agreement.

3.4 Driving nails, screws, drilling or permanent tape into floors, walls and columns is strictly prohibited.

3.5 After the dismantling period the lessee shall hand over the spaces completely empty, broom-clean and in their original condition. Additional cleaning or restoration costs will be charged directly to the lessee.

Article 4: Cancellation and Force Majeure

4.1 Cancellation by the lessor: The lessor may cancel the agreement with immediate effect for compelling reasons or force majeure (such as fire, strike, national disaster, government measures or extreme weather).

4.2 In the event of force majeure the lessor will refund payments already made. The lessee is not entitled to additional compensation for damage or loss of profit. The lessor may assign an alternative space in consultation.

4.3 Cancellation by the lessee: In the event of interim termination by the lessee, the following fixed cancellation scales apply to the total rental and buy-out sum:

• Up to 9 months before the start: 10%
• Up to 6 months before the start: 25%
• Up to 3 months before the start: 50%
• Up to 1 month before the start: 75%
• Within 1 month before the start: 100%

Article 4 (continued)

4.4 Costs already incurred for additional work, purchased materials or catering preparations are always charged to the lessee at 100%.

Article 5: Exclusivity of Services (Hospitality & Facilities)

5.1 Mandatory hospitality procurement: All hospitality, catering, hospitality and consumption facilities on the entire venue (indoors and outdoors) are strictly reserved exclusively for the lessor or its fixed catering partner.

5.2 Complete ban on own consumables: The lessee, exhibitors, suppliers, staff and visitors are expressly prohibited from bringing, consuming or (whether free of charge or not) providing their own food, drink or other consumables on the premises.

5.3 Stand catering and tastings: Promotional tastings by exhibitors must be approved in writing by the lessor no later than 14 days before build-up. The lessor may impose a buy-out fee (corkage/kitchen fee) for this.

5.4 Other exclusive services: Utility connections (water/electricity), waste removal, venue cleaning, security and first aid must also be procured strictly exclusively via the lessor. Security and parking management may be mandatorily prescribed by the lessor.

5.5 Final settlement: Costs for actual consumption (kWh/m³), extra waste or additional work requested on site will be settled afterwards. The lessor’s administration provides conclusive evidence for this.

Article 6: Payment Terms and Invoicing

6.1 Timely payment according to the agreed schedule is a strict condition for gaining access to the leased premises.

6.2 First instalment (deposit): 50% of the total sum (excl. VAT) is invoiced immediately upon agreement and must be paid within 14 days.

6.3 Second instalment (balance): 50% of the total sum (excl. VAT) is invoiced in advance and must be fully credited to the lessor’s account no later than 14 days before the first build-up day.

6.4 Costs for utilities, waste, extra catering or additional work are settled afterwards via a final invoice based on final settlement (payment term 14 days).

6.5 Default: If a payment deadline is exceeded, the lessee is in default immediately without notice of default being required. The lessor has the right to deny the lessee and exhibitors access to the venue immediately or to dissolve the agreement unilaterally.

Article 7: House Rules, Safety and Logistics

7.1 General instructions: Instructions from the lessor’s staff, security and first aid must be followed immediately and unconditionally.

7.2 Smoking and vapour ban: A complete smoking ban applies inside all buildings and halls. This also applies to e-cigarettes and vapes. Smoking is permitted only in designated outdoor zones.

7.3 Prohibited substances: Bringing weapons, ammunition, fireworks, open fire, nitrous oxide, drugs or other dangerous substances is strictly prohibited. Security is authorised to carry out bag checks and searches.

7.4 Code of conduct: It is strictly prohibited to offer tips, money or gifts to the lessor’s staff or suppliers. Pets are not permitted, except officially registered assistance dogs.

7.5 Emergency exits: Escape routes, emergency exits, fire-fighting equipment and first-aid posts must remain fully clear at all times. The lessor may remove blocking materials immediately at the lessee’s expense.

7.6 Logistics: Vehicles (including forklifts and aerial work platforms) may enter the halls only after approval by the venue manager. During public hours transport movements in the halls are completely prohibited.

Article 8: Sound Limits and Enforcement

8.1 Maximum load: The lessee and exhibitors are prohibited from exceeding the maximum sound level of 85 dB(A) (measured as an average over 15 minutes), unless written exemption has been granted in advance up to a maximum of 103 dB(A).

8.2 Hearing protection: If 85 dB(A) is exceeded, the lessee is legally obliged to offer visitors and staff approved hearing protection (earplugs) free of charge or for a reasonable fee, and to enforce this actively.

8.3 Immediate intervention: In the event of exceeding the limit, the lessee must reduce the volume immediately on first request. If the lessee refuses, the lessor has the right to shut off the power supply to the sound installation immediately and unilaterally.

Article 9: Intellectual Property and Marketing

9.1 Ownership: All intellectual property rights relating to the venue, the name of the lessor and its expressions remain the exclusive property of the lessor.

9.2 Use of trademarks: The lessee is not permitted to use the name, logos or photographic material of the lessor without prior written consent. This consent lapses immediately after the end of the event.

9.3 Media recordings: The lessor reserves the right to make photo, video and sound recordings during build-up, the event and dismantling for its own promotional purposes (such as website and social media).

9.4 Music rights (Buma/Stemra & Sena): Public performance and playing of mechanical or live music is the exclusive responsibility of the lessee. The lessee shall arrange the correct licences, registrations and payments.

9.5 Indemnity regarding music: The lessee fully indemnifies the lessor against all surcharges, fines, claims and legal costs from Buma/Stemra, Sena or other rights holders arising from the playing of music.

Article 10: Permits and Indemnities

10.1 Responsibility: The lessee is itself responsible for timely applying for and maintaining all event-specific permits and exemptions.

10.2 Indemnity regarding legislation: The lessee indemnifies the lessor against damage or fines due to failure to obtain or correctly comply with permits or statutory regulations (such as the Foreign Nationals Employment Act and the Working Hours Decree).

10.3 Third-party claims: The lessee fully indemnifies the lessor and its affiliated entities against all third-party claims arising from the organisation, build-up, execution or dismantling of the event.

Article 11: Liability and Insurance

11.1 Exclusion: The lessor is not liable for damage, theft, injury or loss of goods of the lessee, exhibitors, suppliers or visitors, unless there is intent or gross negligence on the part of the lessor’s management staff.

11.2 Consequential damage: Liability for consequential damage, indirect damage, reputational damage or loss of profit suffered by the lessee or third parties is expressly excluded.

11.3 Limit: The lessor’s liability is at all times limited to the amount paid out by the lessor’s business liability insurance in the case concerned, plus the deductible.

11.4 Sub-limit: If the insurance does not pay out for whatever reason, the lessor’s total liability is limited to a maximum of the net invoice amount of the bare venue hire for the event concerned.

11.5 Insurance obligation: The lessee is obliged to take out adequate event, fire, theft and business liability insurance for the entire period (including build-up and dismantling).

Article 12: Applicable Law and Disputes

12.1 Dutch law applies exclusively to these general rental terms and conditions, the rental agreement and all legal relationships arising from or related to them.

12.2 All disputes that may arise in connection with the agreement will in the first instance be submitted exclusively to the competent court of the Court of Northern Netherlands (Rechtbank Noord-Nederland).