Terms and conditions

ARTICLE 1: SUBJECT AND SCOPE 

These general conditions relate to the hire, to the hirer, of the BIP’s rooms, namely:

Room Capacity theatre Capacity u-shape Capacity boardroom Capacity classroom Capacity standing buffet
Guichets 120 40 - 40 200
Agora 50 30 - 30 50
Courtyard - - - - 500
Brel (+Toots) - 21 - 30 -
Belga - - - - 120
Horta - - 12 - -
Iris - - 8 - -
Atomium - - 20 - -
Spéculoos - - 10 - -
Zinneke 120 42 - 60 -
Magritte 40 - 21 - -
Delvaux 20 - 12 - -


ARTICLE 2: STATUS OF THE HIRER

The rooms only host corporate events. Other types of events such as weddings or family celebrations are not permitted.

ARTICLE 3: OCCUPATION CONDITIONS FOR THE VENUES

3.1 Times

Room bookings can be made on a half-day basis (4 hours - set-up and dismantling included) or on a full-day basis.

The rooms of the BIP are open from Monday to Friday from 08:30 to 17:00. However, they may be made available outside opening hours (see art. 5.1).

The hirer agrees to confirm and respect the agreed times for the event, under penalty of compensation (see art. 5.2).

3.2 Room layout

All the rooms at the BIP benefit from natural light and a heating and air-conditioning system. Chairs and tables are included in the price of the room.

Most of the rooms can be subject to a specific layout depending on the event. The hirer will inform the BIP team of the desired layout in advance, subject to acceptance.

Wi-Fi is available throughout the BIP. Its rooms are equipped with quality multimedia equipment. A qualified technician welcomes clients on arrival in the room and helps them to use this equipment. This technician is not permanently present in the room during the event but can be called if necessary. The multimedia service is not included in the room rental price. Clients have the opportunity to choose what they need from a list of additional equipment and services. (see art. 4.2 & 4.3)

3.3 Assembly and dismantling

The hirer is obliged - prior to any assembly - to provide the BIP team with details of the assembly and the measures taken to prevent any damage to the building. The BIP team will only authorise the execution of installations that have been previously approved.

The equipment must be delivered and picked-up the day of the event. The BIP team must agree any exception.

The use of the lift for transporting heavy equipment is forbidden and all general guidelines will be applicable.

Only trolleys with rubber wheels are permitted inside the BIP. Obviously, the trolley wheels must be clean. These must not be overloaded.

3.4 Inventory

The room is provided in the condition in which it is found, acknowledged by the hirer, who states that they have visited and reviewed all the details.

At the end of the hire, it must be returned in the condition in which it was found on entering.

The hirer assumes all responsibility for the equipment that they bring to the venue, including that hired from the BIP team. The hirer shall ensure that the feet of any furniture that they bring into the venue are covered with protection to avoid scratching the floor.

After each event the rooms are cleaned by a specialist company. Room cleaning is included in the hire price.

3.5 Internal rules for venue occupation

Smoking is forbidden inside the BIP. Ashtrays are provided outside.

The use of devices that operate with gas or a naked flame (i.e. candles or table heaters) is also prohibited.

The walls, ceilings, flooring, structure and woodwork inside the BIP must remain intact. The hirer will immediately inform a member of the BIP team if liquid is spilled on the ground during the event.

All equipment must be installed on its own support. It is forbidden to hook, hang, stick or nail anything to any element of the building.

It is forbidden to put anything on against the balustrades, woodwork, structure or walls painted in fake marble.

ARTICLE 4: PAYABLE SERVICES

4.1 Catering

The BIP team provides a catering service to the hirer. The client must confirm the number of people for the catering order at the latest 3 working days before the event. After this deadline, it is no longer possible to change the number of people communicated. Our prices are per person and include VAT, the necessary equipment for the chosen formula, the provision of services, the installation and cleaning.

However, the hirer is free to use the caterer of their choice, without additional charge. External caterers are obliged to bring all the equipment necessary for the smooth running of their assignment, including heating equipment. The BIP team does not provide any equipment to external caterers aside from a kitchen with water and electricity which is made available to them.

4.2 Multimedia material

Room Material
GUICHETS 1 video projector laser Full HD + screen 4x2,2m
1 lectern with 2 fixed microphones and feedback screen for speaker
1 computer + remote control for presentations with pointer
HDMI, VGA & display port connection for a laptop
Sound system with 7 loudspeakers and Bluetooth
Portable microphone (maximum 8 pieces)
Tabletop microphone (maximum 5 pieces)
Headset microphone (maximum 2 pieces)
2 screens 65’’ Full HD for feedback guests
1 screen 43’’ Full HD for feedback speakers
Wi-Fi
AGORA 1 video projector laser Full HD and white wall for projection or 65’’ plasma screen HDMI, VGA & display port connection for laptop
Sound system (sound of microphone and/of presentations) with 1 portable microphone
Wi-Fi
BREL 75’’ LED Full HD screen
HDMI, VGA & display port connection for laptop
Sound system with 2 loudspeakers and Bluetooth
Portable microphone (maximum 2 pieces)
Wi-Fi
BELGA Sound system, portable microphone (maximum 1 piece)
Wi-Fi
HORTA Plasma screen
HDMI, VGA & display port connection for laptop
Sound system
Wi-Fi
IRIS Plasma screen
HDMI, VGA & display port connection for laptop
Sound system
Wi-Fi
ATOMIUM Plasma screen
HDMI, VGA & display port connection for laptop
Sound system
Wi-Fi
SPECULOOS Plasma screen
HDMI, VGA & display port connection for laptop
Sound system
Wi-Fi
ZINNEKE 1 video projector laser Full HD, screen 2,2x1,2m, 2 x 55’’ Full HD screens for feedback guests, 1 43’’ Full HD screen for feedback speakers
1 lectern with 2 fixed microphones and feedback screen for speaker
1 computer + remote control for presentations with pointer
HDMI, VGA & display port connection for a laptop
Sound system with 4 loudspeakers and Bluetooth
Portable microphone (maximum 8 pieces)
Tabletop microphone (maximum 4 pieces)
Headset microphone (maximum 2 pieces)
Wi-Fi
MAGRITTE Plasma screen
HDMI, VGA & display port connection for laptop
Sound system
Wi-Fi
DELVAUX Plasma screen
HDMI, VGA & display port connection for laptop
Sound system
Wi-Fi
COURTYARD Sound system (music and/of microphone), portable microphone (1 piece maximum)


4.3 Additional equipment

Additional equipment can be provided on request:

  • Laptop
  • Projector and screen
  • Remote control for presentations with pointer
  • Flip chart (whiteboard with paper and markers)
  • Table with black tablecloth
  • Speaker name tag
  • Podium
  • Mood lighting

4.4 Cleaning service during the event

A toilet cleaning service is sometimes necessary during the event. The BIP team provides this service if needed. Needs are assessed on a case-by-case basis. This service is invoiced to the hirer.

4.5 Printing and photocopying service

It is possible to print documents or make photocopies. This service is limited to 200 pages per customer.

ARTICLE 5: SPECIFICS FOR AVAILABILITY OUTSIDE OF OPENINGS HOURS

5.1 Security service and/or presence of the BIP team

Any request for access to the buildings outside of opening hours (Monday to Friday 08:30 - 17:00) must be communicated to the BIP team. The presence of a guard and/or the BIP team is then required. Events are permitted on weekends with the presence of a security guard and/or BIP staff for the duration of the event. The security guard and/or personnel requirements of the BIP team are assessed on a case-by-case basis. The cost is to be paid by the client (minimum 3-hour package). The BIP team is responsible for mobilising the necessary personnel and billing the hours worked to the client.

5.2 Overrunning events

If the event giving rise to the hire overruns by more than one hour beyond the scheduled end time, compensation of €100 ex. VAT (21%) per hour commenced will be applied.

ARTICLE 6: RESERVATION AND PAYMENT PROCEDURE

6.1 Contacts

Any proposal request or reservation must be submitted to the BIP team, for the attention of:

Daphnée Baekelmans
Corporate Sales
T: +32 2 549 50 68
M: +32 498 944 406
d.baekelmans@visit.brussels
Audrey Nagant
Corporate Sales
T: +32 549 53 60
M: +32 479 55 19 89
a.nagant@visit.brussels


6.2 Provisional booking

The potential hirer can make a provisional booking for one or more rooms at the BIP (without any ultimate obligation to reserve) The provisional booking remains valid for 10 working days from the date the request is made. If the potential hirer does not contact the BIP team again after this deadline, the provisional booking will automatically be cancelled.

6.3 Conclusion of the contract

Any reservation is subject to an agreement between the hirer and the non-profit organisation, visit.brussels. This contractual document, duly completed and signed, must reach the BIP team at least two weeks before the event. Signing the agreement implies acceptance of these general hire conditions. Any signed document commits the signatory in their own name, and the person or legal entity on behalf of which the signatory is acting. The hirer shall inform the BIP team of the event's subject and its target audience at the time of reservation.

ARTICLE 7: SUBJECT OF THE EVENT/GATHERING

The BIP team reserves the right to refuse or cancel a reservation for an event/gathering, and do so without the hirer being able to claim damages for any reason whatsoever, if the content would constitute or would threaten to constitute a violation in law, offend common decency, breach public order or security.

For any breach of trust or violation in relation to the first paragraph, the BIP team reserves the right to reject any request from the hirer to hire the BIP's rooms for the next 5 years, without prejudice to any compensation.

ARTICLE 8: INVOICING

The non-profit organisation, visit.brussels will send an invoice to the hirer after the hire. This invoice is payable within 10 working days. Any additional paid service requested on the day of the event and any compensation or charges will be included on this invoice.

ARTICLE 9: CANCELLATION

In the event that the hirer cancels the reservation, for any reason whatsoever, the following charges will be invoiced as compensation:

  • Cancellation on the same day or within 3 calendar days preceding the date of the event: invoice for 100% of the total charges
  • Cancellation within 4 to 10 calendar days preceding the date of the event: invoice for 75% of the room hire price
  • Cancellation within 11 to 20 calendar days preceding the date of the event: invoice for 50% of the room hire price
  • Cancellation within 21 to 50 calendar days preceding the date of the event: invoice for 25% of the room hire price

The non-profit organisation, visit.brussels reserves the right to cancel any hire, made at any time, without the hirer being able to claim any damages, in the event of force majeure (such as war, unrest, partial or general strikes, partial or general lock-outs, contagious diseases, occupational accidents, fire, machine failures, supplier bankruptcies, etc.) or for justifiable reasons.

ARTICLE 10: LIABILITIES

In the event of damage caused by the hirer during the hire period, the hirer must inform the BIP team of this as soon as possible. The hirer is liable for any damage, loss or theft to the equipment or buildings provided. The damage or loss/theft will be subject to an estimate and the repairs, replacements or new equipment will be invoiced to the hirer. The hirer is liable for damage caused not only by its personnel but also by its subcontractors, suppliers and guests.

Since 15 October 2021, the law requires all organisers of events involving more than 50 people in the Brussels-Capital Region to check visitors'/participants' COVID Safe Tickets (hereinafter referred to as "CST"). Be advised, the responsibility for checking the CST lies with the event organiser and not with visit.brussels asbl. In the event of a dispute, visit.brussels asbl cannot be held responsible.

For events of less than 50 people, organisers can choose to impose the check, provided that visitors/participants are informed in advance. If the event organiser does not require the COVID Safe Ticket, social distancing and basic hygiene measures will apply.

ARTICLE 11: INSURANCE

The hirer must take out insurance covering their goods brought into the building. The hirer therefore assumes exclusive financial liability for their goods (loss, theft or damage).

ARTICLE 12: APPLICABLE LAW AND DISPUTES

These conditions for venue hire are subject to Belgian law. The Parties shall endeavour to find an amicable resolution to any dispute likely to arise from the interpretation or execution of these conditions or the contract resulting from the hire. Failing this, any dispute resulting from or concerning the interpretation or execution of these conditions or the contract, which cannot be settled amicably by the Parties, will be decided on by an arbitration tribunal comprising one arbitrator. The arbitrator will be appointed (i) by common agreement between the Parties within 10 (ten) days following the start of the procedure (ii) or by CEPANI (Belgian Centre for Arbitration and Mediation) if no appointment has been made by common agreement by the end of the aforementioned period of 10 (ten) days. The arbitrator will rule in accordance with Belgian law and the procedure will be held in French. The cost of arbitration and expertise will be payable by the defaulting party and, in the event of difficulty in application, will be divided between the parties on the basis decided by the arbitrator.