Terms and Conditions of Hire

Bar Company B.V. Terms and Conditions of Hire.

Version: 1 April 2025

Applicability

1. These terms and conditions apply to all quotations, contracts and work carried out by Bar Company B.V., trading under the name Bar Company (hereinafter: “Bar Company” or “the contractor”). Any deviations from these terms and conditions are only valid if agreed in writing.
2. The applicability of the client’s purchasing or other terms and conditions is expressly rejected.
3. All materials supplied by Bar Company shall remain the property of Bar Company at all times. In the event of the client’s bankruptcy, suspension of payments or seizure of assets, the client must inform Bar Company without delay.
4. In these terms and conditions, “in writing” means: communication by email, post or WhatsApp.

Quotations & Contract

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

Prices & Payment

9. All prices are exclusive of VAT, transport and set-up/dismantling 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 order without being liable for compensation.
12. If this deadline is exceeded, the client shall be in default by operation of law and shall be liable to pay statutory interest from the due date.
13. In addition, all reasonable judicial and extrajudicial debt recovery costs shall be borne by the client.
14. In the event of late payment, Bar Company reserves the right to suspend performance and/or terminate the contract without liability for damages.
15. If, at the client’s request or on the client’s instructions, Bar Company is required to arrange hotel accommodation for its employee(s) – 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 an evening meal and breakfast. Bar Company will endeavour to book a suitable and cost-effective hotel, situated as close as possible to the event venue.

Performance of the Contract

16. Bar Company undertakes to use its best endeavours but does not guarantee a specific outcome.
17. Bar Company is entitled to have work carried out, in whole or in part, by third parties.
18. The on-site manager at Bar Company is authorised to take operational decisions in the interests of safety, quality and progress.
19. Bar Company reserves the right to (temporarily) suspend work in the event of unsafe situations.
20. Bar Company accepts no responsibility for circumstances on site that affect the performance of the contract, including delays, restricted access, weather conditions or the actions of third parties.
21. Our aprons feature our logo as standard. If the client indicates in advance that they would prefer plain clothing, Bar Company will take this into account as far as is reasonably possible.
22. The client must appoint a single point of contact who is authorised to make decisions during the event.

Refreshments & Capacity

23. The agreed number of drinks is determined in advance and invoiced.
24. Unconsumed products remain the property of Bar Company.
25. It is possible to order additional refreshments from our staff during the event, once the agreed quantity has been reached. Additional drinks will only be served with your explicit approval. An additional charge per item will apply on top of the quoted price. The current price will be agreed with you in advance by our staff member on site.
26. Bar Company accepts no liability for waiting times if the capacity is not commensurate with the number of guests.
27. The client is responsible for providing timely written notification of guests’ allergies, dietary requirements and food intolerances. Although Bar Company takes great care with ingredients and preparation, cross-contamination can never be completely ruled out. Bar Company accepts no liability for allergic reactions or damage resulting from information not being provided, or being provided incorrectly or late.

Location & Facilities

• The client must ensure that there is sufficient workspace (at least 3 x 3 metres).

29. The client is responsible for providing a suitable and easily accessible location for delivery and assembly. This includes, amongst other things: obstacle-free, level access and a clear route to the assembly location with a minimum passage width of 75 cm, without any sharp bends. Our materials cannot be lifted and can only be moved to upper floors by lift.
30. Any restrictions or special circumstances must be notified in writing prior to the quotation being approved. Any additional costs arising from incorrect or incomplete information will be charged to the client.
31. If, on arrival, the venue proves unsuitable for proper set-up, Bar Company reserves the right to cancel or amend the booking (in whole or in part), without any entitlement to a refund.
32. If you have any doubts about accessibility, we recommend that you request the dimensions of the furniture to be delivered in advance. In consultation with you, we can arrange for alternative (portable) furniture to be used. We’re happy to work with you to find a solution.
33. The client must ensure that there are at least two available 230V / 3.5 kW power points within 5 metres of the bar.
34. Our materials may only be laid and transported on a paved surface. Laying or transporting them on an unpaved surface, such as grass, is not permitted, unless otherwise agreed in writing in advance.
35. If the equipment is to be installed outdoors, the client is responsible for providing a suitable shelter. Our machinery and materials must be protected from precipitation at all times and must not get wet.
36. The client is responsible for providing suitable parking facilities for our vehicles. Our vehicles are at least approximately 6 metres long and 3 metres high and are therefore not suitable for multi-storey car parks.
37. If no suitable parking facilities can be provided, the client must notify us of this in writing before accepting the quotation. Any parking charges and additional time spent finding a parking space will be charged to the client. Any delays resulting from a lack of suitable parking facilities shall be at the client’s expense and risk; Bar Company shall not be liable for this. Any additional costs arising from limited accessibility, waiting times or exceptional circumstances will be charged to the client.

Set-up and Dismantling

38. Set-up and dismantling are included, provided that these can take place immediately after the operational hours, without any waiting time and without hindrance.
39. Waiting time or delays will be invoiced at the applicable hourly rate per employee, subject to a minimum of 1 hour per employee.
40. If the venue has not been properly agreed in advance, additional costs may be incurred.

Crew Catering

41. If staff are present between 5.00 pm and 7.30 pm, the client will provide a meal for them.
42. If this is not arranged, a charge of €12.50 per employee will be made.

Alcohol & Behaviour

43. Bar Company does not serve alcohol to anyone under the age of 18.
44. The client is responsible for obtaining any necessary exemptions under the Alcohol Act (including Section 35). In the absence of a valid licence or exemption, Bar Company may refuse to serve alcohol without offering a refund.
45. Staff reserve the right to refuse service in the event of excessive alcohol consumption.
46. The client is responsible for the behaviour of guests.
47. In the event of unsafe situations, Bar Company may cease work without offering a refund.

Damage & Liability

48. Damage to Bar Company’s equipment, not caused by its staff, will be charged to the customer.
49. The client must have adequate liability insurance for the event, which also covers damage to Bar Company’s equipment caused by guests or third parties.
50. The Client shall indemnify Bar Company against any claims from third parties who suffer loss in connection with the performance of the contract.
51. Bar Company shall be liable solely for direct loss and up to the higher of: (a) the invoice amount for the relevant order, or (b) the amount paid out under Bar Company’s liability insurance.
52. Liability for indirect damage, consequential damage, loss of profit and damage to reputation is excluded.
53. This limitation does not apply in cases of wilful misconduct or deliberate recklessness.
54. Any broken or missing glassware or crockery will be charged to the client at replacement value (currently €3.50 excluding VAT per item).
55. Any loss, misplacement or theft of other items, including bars, coffee machines and equipment, will be charged to the client at replacement value. An up-to-date valuation list is available on request.

Faults & Equipment

56. In the event of any faults, Bar Company will endeavour to rectify them as quickly as possible or to provide an alternative.
57. If a fault cannot be fully rectified, this does not entitle the customer to a full refund; instead, a suitable solution will be sought in accordance with the principles of reasonableness and fairness.
58. Separate rental terms and conditions apply to the hire of coffee machines. You can find these here.

Force majeure

• Force majeure is defined as: circumstances beyond Bar Company’s control, such as:
• extreme weather conditions
• government measures
• pandemics
• strikes, emergencies or traffic conditions
• power cuts or utility outages
• equipment that has become faulty or unusable due to unforeseen circumstances
• fire or fire hazard
• staff illness or absence
• In the event of force majeure:
• Bar Company is entitled to reschedule the contract
• there is no right to compensation
• If, due to circumstances beyond our control, a product – such as a specific bar – cannot be supplied, Bar Company will provide a replacement product of the same value.
• If, due to force majeure, the number of drinks ordered cannot be provided, this shall not entitle the customer to a refund, except where otherwise reasonably agreed.

Cancellation

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

64. 2 months or more before the start of the tenancy 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 Job

70. Changing the date within the cancellation period is treated as a cancellation.
71. Bar Company may apply different rates for a new date.
72. In the event of government restrictions, travel is possible without incurring cancellation fees.
73. Any amounts already paid will be offset against the new booking.

Changes to the Assignment

74. Changes (such as a reduction in the number of drinks or hours) may be made up to 7 days before the event, subject to a maximum of 15% of the quoted amount.
75. Changes cannot be made within 7 days of the event.

Complaints

76. Complaints must be reported in writing within 2 days of being identified.
77. Any visible defects upon handover must be reported in writing by the contact person designated by the client within 2 hours of the start of the event.
78. Complaints do not suspend the obligation to pay.

Visual material

• Bar Company reserves the right to use photographic and video footage of events for marketing and promotional purposes, unless an objection has been raised in writing in advance. The client shall ensure that attendees are informed, where necessary, that photographs and video footage may be taken during the event.

Miscellaneous provisions

80. Should any provision prove to be void, the remaining provisions shall remain in force. In that event, the parties shall agree on a replacement provision.
81. All intellectual property rights to concepts, recipes, materials, visual material and visual identity shall remain with Bar Company. The client shall be granted only a right of use to the extent necessary for the performance of the agreement.
82. Any claim for damages against Bar Company shall lapse by the mere expiry of 12 months following the date on which the claim arose.
83. Throughout the term of the agreement and for a period of one year following its termination, the Client shall not, without the prior written consent of Bar Company, employ any employees of Bar Company who are or have been involved in the performance of the agreement, nor shall it otherwise, directly or indirectly, engage them to work on its behalf. In the event of a breach, compensation amounting to 10 months’ salary of the employee concerned shall be payable immediately.
84. Provisions which, by their nature, are intended to remain in force after the termination of the agreement shall remain in full force and effect. This includes, but is not limited to, the provisions relating to intellectual property, confidentiality and the non-competition clause.
85. Bar Company is entitled to amend or supplement these terms and conditions of hire unilaterally. Any amendments will be notified to the client in good time. There must be a minimum of 30 days between notification and the date on which the amendments come into effect.
86. All agreements are governed by Dutch law. Any disputes shall be submitted exclusively to the competent court in the district of Gelderland.

Do you have any questions about our rental terms and conditions? We’re here to help and would be happy to assist you!
Tel. 088 2035100