Preliminary: definitions

In these general terms and conditions, the following definitions apply:

• Bar Amelia: the trade name under which catering and event services are offered, located at Amelia Earhartlaan 4, 9051 Ghent.
• Client: the natural person or legal entity that books an event or catering service with Bar Amelia and has confirmed the quote in writing.
• Agreement: the written confirmed quote between the client and Bar Amelia, together with these general terms and conditions.
• Event: any activity organised or facilitated by Bar Amelia within the scope of the agreement.

1. Options

An option remains valid for a maximum of 14 days. If the option is not converted into a definitive confirmation within this period, the option lapses automatically.

An option gives the holder a right of first refusal: should a third party express interest, the option holder will be contacted first to confirm the date.

2. Booking confirmation

The booking is considered definitive once the client confirms the quote in writing (by email or signed quote) and Bar Amelia accepts it in writing.

3. Cancellation policy

The following conditions apply in the event of cancellation:

• More than 30 days before the event: cancellation free of charge.
• Between 30 and 14 days before the event: 50% of the total amount will be invoiced, unless otherwise agreed between Bar Amelia and the client.
• Less than 14 days before the event: 100% of the total amount will be invoiced.

Cancellations must always be communicated in writing (by email). The date of receipt of the email is considered the cancellation date.

4. Prices and payment terms

Prices are stated in the quote.

Once the quote is signed or confirmed in writing, the client is obliged to pay the stated prices.

Bar Amelia will issue an invoice and send it to the client. All invoices are payable within 7 days unless otherwise stated on the invoice.

In the event of late payment, the client owes, by operation of law and without prior notice, a contractual interest of 12% per annum. In addition, a flat-rate compensation of 10% of the outstanding amount is due, with a minimum of €80.

5. Number of guests

The final number of guests must be communicated in writing no later than 7 working days before the event. This number serves as the minimum for invoicing purposes.

An increase in the number of guests is possible but will only be accepted if confirmed in writing by Bar Amelia and if practical feasibility allows.

6. Menu & catering

The final menu selection must be communicated in writing no later than 14 days before the event.

The client is responsible for providing all dietary requirements and allergen information for the guests in a timely and complete manner. Bar Amelia will make every effort to take these into account but cannot be held liable for information that was not or was belatedly communicated.

In the event of unavailability of certain ingredients, Bar Amelia reserves the right to offer equivalent alternatives, in consultation with the client.

7. Equipment, staff and end time

If additional equipment proves necessary for the execution of the event (such as tents, furniture, refrigerated vehicles, lighting, etc.), Bar Amelia may call upon external partners. The client will be informed of the cost in advance. Upon approval, these costs will subsequently be charged to the client.

If the client opts for a drinks package, the staffing costs for service are included in the package price.

For staff deployed outside the agreed package — such as additional service staff, extra hours, or staff requested on demand — the following hourly rates apply:

• €42.00 per staff member per hour (excl. VAT)

These costs will be invoiced afterwards based on the actual number of hours worked and staff members deployed.

The event must end at the agreed time. An extension of the end time is only possible in consultation with Bar Amelia and will be charged at €42.00 per staff member per hour (excl. VAT) for the additional hours.

8. Force majeure

Neither party is liable for failure to fulfil its obligations if this is the result of force majeure, including: fire, flooding, government measures, epidemics, pandemics, strikes, or other unforeseeable circumstances beyond the control of the party concerned.

In the event of force majeure, the party concerned will notify the other party in writing as soon as possible. The parties will consult to find an appropriate solution, such as rescheduling the date.

9. Use of the venue (Bar Amelia / Private Dining)

Nothing may be affixed to or attached in any way to the walls or surfaces of the venue (Bar Amelia / Private Dining) without prior written consent from Bar Amelia.

When using the venue as a Private Dining space in the context of venue hire, the client must leave the space in the same clean condition in which it was found.

All emergency exits must remain fully open and accessible at all times. The client is responsible for ensuring this. Any costs resulting from failure to comply with this obligation are at the client’s expense.

Smoking and the use of illegal substances are prohibited throughout the entire building. A zero-tolerance policy applies to drug use and discriminatory behaviour. In the event of any violation, Bar Amelia reserves the right to terminate the agreement with immediate effect, without refund or compensation to the client.

10. Insurance, permits and liability

Bar Amelia cannot be held liable in any way for any material or immaterial damage resulting from activities organised by the client, nor for items belonging to the client or guests that are lost, damaged, or stolen.

The client is liable for any damage to the venue, fittings, or equipment caused by the client, their guests, or third parties engaged by them. Damage will be invoiced after the event at a reference price of €75.00 per hour (excl. VAT) plus material costs.

The client undertakes to take out all necessary insurance and to apply for all permits required in good time for the use of the venue and the planned activities. The client is personally responsible for informing themselves adequately and complying with all legal obligations.

The client assumes responsibility for the safety of all guests and staff present during the event.

11. Amendment of general terms and conditions

Bar Amelia reserves the right to amend these general terms and conditions at any time. Amendments will be communicated in writing to the client and will apply to all new bookings from the date of entry into force.

Amendments to the general terms and conditions cannot give rise to the dissolution of an already confirmed agreement, unless the amendment makes the performance of the agreement reasonably impossible.

12. Applicable law and competent court

Belgian law applies to all agreements between Bar Amelia and the client. The parties will first endeavour to reach a solution through constructive consultation.

In the event of persistent disputes, the courts of the judicial district of East Flanders, Ghent division, have exclusive jurisdiction.