Rental conditions

Rental Terms and Conditions Bar Company BV

Version: April 1, 2025

Applicability

1. These terms and conditions apply to all quotations, agreements, and work performed by Bar Company BV, trading under the name Bar Company (hereinafter: “Bar Company” or “Contractor”). Deviations are valid only if agreed upon in writing.
2. The applicability of purchasing or other terms and conditions of the Client is expressly rejected.
3. All materials supplied by Bar Company remain the property of Bar Company at all times. In the event of bankruptcy, suspension of payments, or seizure of assets by the Client, the Client must inform Bar Company without delay.
4. In these terms and conditions, “in writing” is understood to mean: communication by e-mail, by post, or via WhatsApp.

Quotations & Agreement

5. Quotations are non-binding and valid for 7 days, unless otherwise stated.
6. An agreement is concluded after written confirmation or verbal agreement.
7. In the event of a verbal agreement, the agreement will be confirmed in writing by Bar Company. If the client does not object to this confirmation within 24 hours, it shall be deemed correct and binding.
8. Bar Company reserves the right to correct obvious errors (such as printing and typesetting errors).

Prices & Payment

9. All prices exclude VAT, transport, and assembly/disassembly costs, unless otherwise stated.
10. Invoices must be paid within 7 days of the invoice date, unless otherwise agreed in writing.
11. Bar Company reserves the right to require payment of (part of) the invoice prior to the event. If payment is not made on time, Bar Company may refuse to carry out the assignment without being liable for compensation.
12. If this period is exceeded, the Client is automatically in default and statutory interest is due from the due date.
13. In addition, all reasonable judicial and extrajudicial collection costs shall be borne by the client.
14. In the event of late payment, Bar Company reserves the right to suspend performance and/or dissolve the agreement without compensation.
15. If Bar Company is required to arrange hotel accommodation for its employee(s) at the request of or on the instructions of the client, for example for multi-day events or events with an early start time, these costs will be passed on to the client on a one-to-one basis. This also includes €35 for dinner and breakfast. Bar Company endeavors to book a suitable and cost-effective hotel located as close as possible to the event location.

Execution of the Assignment

16. Bar Company provides a best-efforts obligation, not a guarantee of results.
17. Bar Company is entitled to have work performed wholly or partially by third parties.
18. The on-site Bar Company manager is authorized to make operational decisions in the interest of safety, quality, and progress.
19. Bar Company reserves the right to (temporarily) suspend operations in the event of unsafe situations.
20. Bar Company is not responsible for on-site circumstances that affect the execution of the assignment, including delays, limited access, weather conditions, or the actions of third parties.
21. Our aprons feature our logo as standard. If the client indicates in advance a preference for blank clothing, Bar Company will take this into account to the extent reasonably possible.
22. The Client must designate a single point of contact who is authorized to make decisions during the event.

Consumption & Capacity

23. The agreed number of consumptions is determined and invoiced in advance.
24. Unconsumed products remain the property of Bar Company.
25. It is possible to order additional drinks from our staff during the event once the agreed quantity has been reached. Additional drinks will only be served upon your explicit approval. A surcharge per item applies in addition to the quoted price. The current price will be agreed upon with you in advance by our staff member on location.
26. Bar Company is not liable for waiting times if the capacity is not proportionate to the number of guests.
27. The Client is responsible for promptly communicating guests' allergies, dietary requirements, and food intolerances in writing. Although Bar Company handles ingredients and preparation with care, cross-contamination can never be completely ruled out. Bar Company is not liable for allergic reactions or damage resulting from information that is not, incorrectly, or not timely communicated.

Location & Facilities

• The client shall ensure sufficient workspace (minimum 3 x 3 meters).

29. The client is responsible for a suitable and easily accessible location for delivery and assembly. This includes, among other things: obstacle-free, level access and a clear route to the assembly location with a minimum passage width of 75 cm, without sharp bends. Our materials are not liftable and can only be moved to upper floors by elevator.
30. Any limitations or special circumstances must be reported in writing prior to agreeing to the quotation. Additional costs resulting from incorrect or incomplete information will be charged to the client.
31. If the location proves unsuitable for proper setup upon arrival, Bar Company reserves the right to (partially) cancel or modify the order, without entitlement to a refund.
32. If you have any doubts regarding accessibility, we advise requesting the dimensions of the furniture to be delivered in advance. Alternative (liftable) furniture can be provided in consultation. We are happy to work with you to find a solution.
33. The client shall ensure there are at least 2 free 230V / 3,5 kW circuits within 5 meters of the bar.
34. Our materials can only be placed and transported over paved surfaces. Placement or transport over unpaved surfaces, such as grass, is not possible, unless agreed otherwise in writing in advance.
35. For outdoor placement, the client is responsible for providing adequate coverage. Our machines and materials must be protected from precipitation at all times and must not get wet.
36. The client shall provide suitable parking facilities for our vehicles. Our vehicles have minimum dimensions of approximately 6 meters long and 3 meters high and are therefore not suitable for parking garages.
37. If suitable parking cannot be provided, the client must notify Bar Company in writing prior to accepting the quotation. Any parking costs and extra time spent finding a parking space will be charged to the client. Delays resulting from the lack of suitable parking are at the client's expense and risk; Bar Company is not liable for this. Any additional costs due to limited accessibility, waiting times, or special circumstances will be charged.

Setup and Dismantling

38. Setup and dismantling are included, provided they can take place immediately following operational hours, without waiting time and without hindrance.
39. Waiting time or delay will be invoiced at the applicable hourly rate per employee, with a minimum of 1 hour per employee.
40. If the location is not correctly agreed upon in advance, additional costs may arise.

Crew Catering

41. For staff present between 17:00 and 19:30, the client will provide a meal.
42. If this is not provided, a charge of €12,50 per employee will be applied.

Alcohol & Behavior

43. Bar Company does not serve alcohol to persons under the age of 18.
44. The Client is responsible for any necessary exemptions under the Alcohol Act (including Article 35). In the absence of a valid license or exemption, Bar Company may refuse the serving without refund.
45. Employees reserve the right to refuse service in case of excessive alcohol consumption.
46. The client is responsible for the behavior of guests.
47. In the event of unsafe situations, Bar Company may terminate the work without refund.

Damage & Liability

48. Damage to Bar Company's materials, not caused by its staff, will be charged to the customer.
49. The Client must have adequate liability insurance for the event that also covers damage to Bar Company's materials caused by guests or third parties.
50. The Client indemnifies Bar Company against any claims from third parties who suffer damage in connection with the execution of the agreement.
51. Bar Company is liable solely for direct damage and up to a maximum of the higher of: (a) the invoice amount of the relevant assignment, or (b) the amount paid out under Bar Company's liability insurance.
52. Liability for indirect damage, consequential damage, lost profits, and reputational damage is excluded.
53. This limitation does not apply in cases of intent or conscious recklessness.
54. Broken or missing glassware or tableware will be charged to the client at replacement value (currently €3,50 excluding VAT per item).
55. Loss, disappearance, or theft of other materials, including bars, coffee machines, and equipment, will be charged to the client at replacement value. A current valuation list is available upon request.

Malfunctions & Equipment

56. In the event of malfunctions, Bar Company will endeavor to resolve them as quickly as possible or offer an alternative.
57. If a malfunction cannot be fully resolved, this does not entitle you to a full refund, but a suitable solution will be sought in all reasonableness and fairness.
58. Separate rental conditions apply to the rental of coffee machines. You will find these here.

Force Majeure

• Force majeure is understood to mean: circumstances beyond the control of Bar Company, such as:
• extreme weather conditions
• government measures
• pandemics
• strikes, emergencies or traffic situations
• power outages or utility failures
• defective or unusable equipment due to unforeseen circumstances
• fire or fire hazard
• illness or absence of staff
• In the event of force majeure:
• Bar Company has the right to reschedule the agreement
• there is no right to compensation
• If a product, such as a specific bar, cannot be delivered due to force majeure, Bar Company will provide a replacement product of the same value.
• If the number of purchased items cannot be provided due to force majeure, this does not entitle the customer to a refund, except insofar as otherwise reasonably agreed.

XNUMX Cancellation

• In the event of cancellation by the client, the following costs apply:

64. 2 months or longer before the start of the rental period: free of charge
65. Between 2 months and 2 weeks before the start of the rental period: 25% of the total amount
66. Between 2 weeks and 1 week before the start of the rental period: 50% of the total amount
67. Less than 1 week before the start of the rental period: 100% of the total amount
68. For sales-based events:
69. Less than 1 month before the event: €250 excl. VAT

Moving the Assignment

70. Rescheduling within the cancellation period counts as a cancellation.
71. Bar Company may apply modified rates for a new date.
72. In the event of government restrictions, rescheduling is possible without cancellation fees.
73. Amounts already paid will be offset against the new booking.

Changes to the Assignment

74. Changes (such as fewer consumptions or hours) are possible up to 7 days prior to the event, with a maximum of 15% of the quoted amount.
75. Changes are no longer possible within 7 days before the event.

Complaint

76. Complaints must be reported in writing within 2 days of discovery.
77. Visible defects upon delivery must be reported in writing within 2 hours of the start of the event by the contact person designated by the client.
78. Complaints do not suspend the payment obligation.

Imagery

• Bar Company reserves the right to use visual material from events for marketing and promotional purposes, unless an objection has been made in writing in advance. The Client shall ensure that attendees are informed, to the extent necessary, that photo and video material may be taken during the event.

Other provisions

80. If a provision proves to be void, the remaining provisions shall remain in force. In that case, the parties shall agree on a replacement provision.
81. All intellectual property rights to concepts, recipes, materials, imagery, and visual identity remain with Bar Company. The Client obtains a right of use only to the extent necessary for the execution of the agreement.
82. Any claim for compensation against Bar Company shall lapse by the mere passage of 12 months after the claim arose.
83. During the term of the agreement and for one year after its termination, the Client shall, only with the prior written consent of Bar Company, employ or otherwise, directly or indirectly, have working for it employees of Bar Company who are or have been involved in the execution of the agreement. In the event of a violation, an immediately payable compensation equal to 10 months' salary of the employee concerned shall be due.
84. Provisions which by their nature are intended to remain valid after termination of the agreement shall continue to be in full force and effect. This includes, but is not limited to, the provisions regarding intellectual property, confidentiality, and the employee clause.
85. Bar Company is entitled to unilaterally amend or supplement these rental conditions. Amendments will be communicated to the client in a timely manner. There will be a minimum of 30 days between notification and the effective date.
86. All agreements are governed by Dutch law. Disputes shall be submitted exclusively to the competent court in the district of Gelderland.

Do you have any questions about our rental terms? We're here to help!
Tel. 088 2035100