Preliminary: definitions

For the purposes of these general terms and conditions:

• Manager: Upgrade Estate Group SRL, with registered office at 9051 Ghent, Amelia Earhartlaan 2/201, company number BE0400.927.922, represented by the team of coaches.
• Landlord: Upoffiz | Upliving Ghent – Loop5 SRL, with registered office at 9051 Ghent, Amelia Earhartlaan 2-10, company number BE0500.832.675.
• Tenant(s): the natural or legal person renting the meeting and/or event space, who has confirmed the quotation in writing.
• Meeting and event space(s): the space(s) made available by the Landlord to the Tenant as such, including all furnishings and accessories (furniture/equipment/materials/etc.).
• Rental price: the amount due for making the meeting and event space available.
• Invoice: the document formalising the payment obligation arising from the Rental agreement.
• Building: the property in which the meeting and event space is located.
• User(s): any person using the rented meeting and event space.
• Preferred partners: the selected suppliers with whom the Landlord works closely and who are recommended to Tenants for additional services such as catering and technical support (lighting, sound and audiovisual).
• Rental agreement: the written, confirmed quotation between tenant and landlord.
• General terms and conditions: these general terms and conditions, applicable to all tenants.

The Rental agreement and the general terms and conditions are together referred to as the Agreement.

Article 1: reservations and bookings

1. Reservations of meeting and event spaces are subject to availability.
2. Reservations can be made verbally, in writing or online.
3. A reservation is only considered definitive once the Tenant has confirmed the quotation provided by the Landlord in writing and the invoice has been paid.
4. Additional hours may be booked for set-up, or when the meeting and/or event runs over, subject to availability. The Landlord cannot guarantee this. When additional hours are booked, a separate invoice will be issued and sent, charging the additional costs.
5. A one-off change of date is possible up to 3 months before the booking, subject to availability and a written request. An administrative fee of €100 excl. VAT applies.
    

Article 2: cancellation terms

1. Cancellation of the rental agreement must always be reported to the Landlord in writing.
2. Should the Tenant wish to cancel the agreement, the following terms apply depending on the type of meeting and event space:
   1. The Plectrum (theatre hall & foyer):
      1. Cancellation up to six months before the start of the rental agreement: 50% of the rental price will be charged as a cancellation fee.
      2. Cancellation less than six months before the start of the rental agreement: the full rental price will be charged as a cancellation fee.
   2. Cancellation of other meeting and event spaces:
      1. Cancellation up to 30 days before the start of the rental agreement: 50% of the rental price will be charged as a cancellation fee.
      2. Cancellation within 30 days before the start of the rental agreement: the full rental price will be charged as a cancellation fee.
3. These cancellation terms apply unless otherwise agreed and confirmed in writing by the Landlord.
    

Article 3: use of the meeting and event spaces

1. The Tenant must at all times act as a careful and reasonable person would.
2. The Tenant may not use the meeting and event space for any purpose other than that stated in the Rental Agreement, nor may they (sub)let it to, or share it with, third parties.
3. The Tenant must comply with the arrangements made with the Manager and Landlord, including the maximum number of guests permitted per rented meeting and event space.
4. Nothing may be attached, stuck or affixed in the meeting and event space in any way by the Tenant without the Manager's prior written consent.
5. The Tenant must leave the meeting and event space in the same clean condition in which it was found. The meeting and event space must, in any case, always be left tidy.
   1. Where necessary, the Landlord will charge cleaning costs of €54.00 per hour, excl. VAT.
   2. If the meeting and event space is not found to be in good order, this must be reported to the Manager beforehand, prior to the start of use; otherwise it will always be assumed that the meeting and event space was made available in perfect condition.
6. In the event of damage, the Landlord automatically has the right to have any damage found in or to the rented meeting and event space repaired at the Tenant's expense.
7. The Landlord and Tenant agree on an indicative rate of €75.00 per hour (excl. VAT and material costs), which may increase depending on the type of repair required.
8. The Tenant shall ensure that no highly flammable or explosive substances, gases, hazardous and/or combustible goods, or substances emitting an unpleasant smell or odour are present in the rented meeting and event space.
9. Smoking, the use of illegal substances and chewing gum are prohibited throughout the building. Smokers must use the designated smoking areas only and must dispose of all cigarette butts in the ashtrays provided.
10. Before, during and after use of the meeting and event space, the Tenant must take all measures the Landlord deems necessary regarding noise nuisance.
11. Access to technical rooms is permitted only to authorised persons and for service purposes. Technical equipment may not be lent out or moved by anyone other than the Manager/Landlord and the preferred partners. Only the designated persons responsible for lighting and sound may enter the technical room.
12. All emergency exits must remain clear and accessible along their full width at all times, and the area around the meeting and event space must remain as clear as possible for any emergency services intervention, etc. The Tenant must also ensure this personally. Any costs arising from failure to comply with these rules and regulations will be borne by the Tenant.
13. There is zero tolerance for drug use (both soft and hard drugs, including dealing) as well as for discriminatory behaviour. In either case, an anonymous report can be made at any time via respect@upoffiz.be. In the event of the slightest breach, the Landlord reserves the right to terminate the Rental Agreement with immediate effect, without any refund or compensation being due to the Tenant.
     

Article 4: catering

1. The Landlord offers, on the one hand, curated (basic) packages via Bar Amelia, the coffee and food bar located on site.
2. Upoffiz works exclusively with preferred partners to provide catering. Based on your wishes, Upoffiz forwards the request to the caterers, who then contact the client directly to present a tailor-made proposal. All details and arrangements regarding the catering options or the requirements for the event can be discussed with the caterer, including the final quotation.
3. If the catering proposals on offer do not meet the client's wishes, the client may arrange their own catering while using our facilities, subject to the Landlord's prior written consent and payment of a flat fee of €495 (excl. VAT).

Article 5: technical support

1. For every booking of the Multimedia Studio, The Plectrum and the foyer, the Tenant is entitled to 30 minutes of technical support from the multimedia coach. Not making use of this service does not entitle the Tenant to any compensation whatsoever.
2. No technical support is provided for the meeting rooms and The Arena. Should any issues arise, the Tenant can contact our reception and support team on 09 277 08 90.
3. Should the Tenant require extensive technical support, our multimedia coach will forward the request to the preferred partner. The Tenant will then liaise directly with this partner to agree the further practical and technical requirements of the event.

Article 6: rental price and payment

1. The rental price is stated in the rental agreement.
2. Once the rental agreement has been confirmed in writing, the Tenant undertakes to pay the rental price.
3. The Landlord will draw up an invoice and send it to the Tenant. All invoices are payable in cash unless otherwise stated on the invoice.
4. In the event of late payment, the Tenant automatically owes conventional interest of 12%, without prior notice of default being required. In addition, a flat-rate compensation of 10% of the outstanding amount is due, subject to a minimum of €80.

Article 7: insurance, permits and liability

1. The Landlord and Manager cannot be held liable in any way for any material or immaterial damage and/or business damage resulting from the activities offered by Tenants.
2. The Landlord and Manager cannot be held responsible for any accidents and/or theft of items belonging to the Tenant or Users during the rental agreement, whether left inside or outside the meeting and event space.
3. The Tenant is liable for any damage to the building, including floors, walls, equipment or facilities, during the rental agreement as well as during any set-up and breakdown.
4. The Tenant undertakes to take out all necessary insurance and apply for all necessary permits in good time for the use of the meeting and event space. The Tenant is responsible for informing themselves adequately in this respect and for complying with all legal obligations.

5. The Tenant must take responsibility for the safety of the Users, guests and staff during use of the meeting and event space.

    

Article 8: amendment of the general terms and conditions

1. The Landlord reserves the right to amend the general terms and conditions at any time. This may be done by simple notification of the new general terms and conditions by the Landlord to the Tenant(s).

2. Amendments or adjustments to the general terms and conditions can never lead to termination of the rental agreement, unless the change is of such significant weight or impact that it makes it impossible for the Tenant to continue pursuing the purpose for which the meeting and event space was rented.

    

Article 9: applicable law and disputes

1. In the event of disputes between Landlord and Tenant, Belgian law applies.
2. The Landlord and Tenant will first attempt, in constructive consultation and if necessary with the help of mediation, to resolve any dispute without legal proceedings.
3. Any disputes relating to the (rental) agreement fall exclusively within the jurisdiction of the courts of East Flanders, Ghent division.
    

These General Terms and Conditions were established on 16 June 2025.