General Terms

1.1 These general terms and conditions apply to all offers, sales orders, service provisions, and rentals made between a “client” (individual or legal entity) and the company Audeo Event Technology SRL (operating under the trade name ‘Audeo’), with registered office at avenue du diamant 53, 1030 Brussels and company number 0848.015.722 (hereinafter “Audeo” or “we”).

1.2 The general terms and conditions are accessible at any time on Audeo’s website (www.audeo-event.be). The general terms and conditions are also annexed to Audeo’s offers. The client expressly acknowledges that signing an offer constitutes acceptance of these general terms and conditions.

1.3 These general terms and conditions shall prevail, if applicable, over the client’s own general purchasing or other conditions. Any derogation from these general terms and conditions must be expressly stipulated in writing by Audeo.

1.4 In the event that a natural person accepts these general terms and conditions on behalf of and for a client (legal entity), this natural person guarantees that they have the authority to act on behalf of the client and legally bind them, it being understood that the client remains bound to Audeo even if the natural person does not have the necessary authority to do so.

2.1 By signing, the client fully and irrevocably accepts the offer sent by Audeo. The contract is deemed formed upon the client’s signature of the offer and upon receipt of the offer signed by Audeo. Receipt is deemed to occur (a) on the same day the client returns the signed offer if communication is via email, or (b) two days after sending the signed offer if communication is by mail.

2.2 Our offers are valid for one month from the date of their issuance. Regardless of their validity period and until accepted by the client, these offers may be revoked or modified by Audeo without any compensation due to the client.

2.3 Any modification of the offer must be requested from Audeo at least 24 hours before the “event” (understood as any event – including conferences, concerts, festivals, parties – for which Audeo has committed to provide audiovisual technical services) or the delivery date of the rented or sold goods. We reserve the right to refuse such modification.

2.4 In case of request for modification of the desired services, Audeo reserves the right to withdraw its offer and/or communicate a modified offer to the client.

2.5 If due to the organization of other service providers engaged by the client for the event, Audeo is prevented from executing the services ordered by the client according to the schedule previously communicated by Audeo, Audeo reserves the right to charge for additional service hours (not included in the offer). Audeo cannot be held liable for delays in the assembly/disassembly end time (as planned in the schedule) during the event.

2.6 In case of event cancellation, the client remains liable for the deposit referred to in clause 3 below. Furthermore, except for express waiver by Audeo, the client owes by operation of law a lump sum proportional to the value of the offer and calculated according to the cancellation date:

(i) 40% of the total offer amount (less the deposit), if cancellation occurs less than 2 weeks before the event;

(ii) 60% of the total offer amount (less the deposit), if cancellation occurs less than 5 days before the event.

2.7 Audeo commits to making all efforts to provide high-quality services. By the nature of the services provided, Audeo has an obligation of means and not of result.

3.1 Unless expressly waived by Audeo, a deposit of 30% of the offer price must be paid by the client within 7 days of the deposit invoice issuance date. Failure to pay the deposit entitles Audeo to suspend the execution of the order until full payment of the deposit.

3.2 All our prices are quoted in EUR and excluding VAT.

3.3 The price offer constitutes the fixed fee that will be invoiced to the client for the services indicated in the offer.

3.4 The client bears all taxes, duties, royalties, and copyrights due in connection with the event.

3.5 All our invoices are payable by operation of law 15 days after their issuance date. They must be paid immediately by the client to Audeo’s bank account (IBAN BE27 7360 3359 2073 BIC KREDBEBB).

3.6 In case of late payment, we reserve the right to charge you, by operation of law and without prior notice, reminder fees (flat amount of 50 EUR excluding VAT) and late interest at the legal rate.

3.7 In case of judicial recovery of any invoice, the client will also be liable for collection costs, such as (but not limited to) lawyer fees, bailiff fees, and internal management fees.

4.1 An electrical supply suitable for the services provided by Audeo (the exact specifications of which will be communicated by Audeo within a reasonable time after contract conclusion) must be provided by the client at the service location.

4.2 A passable route for transporting equipment (by car, light utility vehicle, or truck) to the exact installation and dismantling site must be made available by the client. If due to the unavailability of such a route, Audeo is prevented from performing the services ordered according to the schedule previously communicated, Audeo reserves the right to charge for additional service hours (not included in the offer).

4.3 For outdoor events, a shelter protected from wind and rain (such as a weighted and covered gazebo) for the control station must be provided by the client.

4.4 Lunch and dinner must be provided by the client for every member of the Audeo technical team during the event. If the client is unable to provide meals, they must inform Audeo at least 48 hours before the event. In such cases, Audeo reserves the right to re-invoice the cost of the technical team’s meals to the client.

4.5 The client agrees to comply with all its legal and administrative obligations related to the event and to obtain all necessary permits.

4.6 The client commits to providing all necessary assistance to Audeo for the execution of its services during the event and to communicate in advance all relevant information regarding the event organization.

5.1 Audeo may subcontract all or part of the contract execution to a third party without the client’s prior consent.

6.1 Rented goods are picked up by the client at Audeo’s warehouse (Deltapark, Mechelsesteenweg 586C, 1800 Vilvoorde). Consequently, the client bears the transport and risks related to the rented goods from the moment they take possession at the warehouse. If, by mutual agreement with Audeo, the client designates another delivery location, responsibility passes to the client upon delivery at the designated place.

6.2 At the time of delivery, the equipment is deemed compliant with the offer and in good working condition. Upon client request, the parties inspect and test the equipment upon delivery.

6.3 The client agrees to use the equipment responsibly and in accordance with its instructions. The client also agrees not to modify the equipment’s composition, programming, or functionalities.

6.4 In case of equipment failure (notified promptly by the client), Audeo commits to making all possible efforts to provide an alternative solution.

6.5 Audeo reserves the right to inspect and access the rented equipment at any time.

6.6 The client agrees not to lend or sublease the rented equipment without prior written consent from Audeo.

6.7 The client returns the rented goods clean and orderly to Audeo’s warehouse (unless expressly agreed otherwise in writing). The parties inspect and test the equipment upon return. If failures or damages are found at return or within 48 hours after, Audeo reserves the right to charge the client for repair or replacement costs. The client is presumed responsible for any damage reported during this period.

6.8 In case of late return, the client owes a daily late fee equal to 50% of the daily rate indicated in the offer.

7.1 In case of total or partial damage or theft by a third party of Audeo’s equipment during the event or when rented goods are under the client’s responsibility, the client agrees to compensate Audeo for repair or replacement with equivalent equipment.

7.2 If damage to equipment is caused by a third party, the client must immediately notify Audeo with maximum information (photos, reports, official statements, etc.).

7.3 Within legal limits, Audeo’s contractual or non-contractual liability for damage caused to the client or third parties is limited to the total contract amount. Any other indemnity or compensation is excluded, including loss of business or indirect damage. This liability limitation applies to damages caused by fault or negligence but not to damages caused by fraudulent intent, intentional fault, or gross negligence.