EventsIdea— Meetings, Events & Project Management Registered as a sole proprietor with the Dutch Chamber of Commerce under number 95173196, VAT number NL005135980B51, based in The Hague, the Netherlands.

Version 1 — effective 01.01.2026

CHAPTER 1 – GENERAL PROVISIONS

Article 1 — Definitions

1. Consultant: EventsIdea, registered with the Dutch Chamber of Commerce under number (KVK)
2. Client: the natural person or company that has entered into an agreement with the Consultant.
3. Consumer: a Client who is a private person, booking for personal reasons (for example, a birthday party) — not for their business.
4. Business Client: a Client acting for their business or profession, including companies and other freelancers.
5. Assignment: the services agreed between the parties, as further specified in the order confirmation
6. Order Confirmation: the written agreement, offer or project agreement that sets out the specific terms of the Assignment.
7. Supplier: any third party engaged in connection with the Assignment including venue, caterer, decorator, entertainer, AV/technical provider, photographer, transport company, and other event-related service providers.
8. Supplier terms: the payment, cancellation and other conditions applied by a Supplier to the services it provides.
9. Project fee: the fixed or minimum fee agreed for the full execution of a corporate event planning assignment, as set out in the Order Confirmation.
10. Management fee: the hourly or day rate agreed for services rendered, as set out in the Order Confirmation.
11. Event: the meeting, event or project that is the subject of the Assignment.

Article 2 — Applicability

1. These Terms apply to all offers, order confirmations and agreements between the consultant and the client.
2. The applicability of any general terms and conditions of the client is expressly excluded.
3. In the event of conflict between an Order Confirmation and these General Terms and Conditions, the Order Confirmation prevails only to the extent that it expressly and specifically deviates from a named provision of these General Terms and Conditions. These General Terms and Conditions otherwise remain in full force.
4. These General Terms and Conditions are available in digital form at [WEBSITE] and will be provided to the Client together with each Order Confirmation.
5. If any provision of these General Terms and Conditions is found to be invalid or unenforceable, the remaining provisions continue in full force. The invalid or unenforceable provision will be replaced by a valid provision that most closely reflects the original intent.

Article 3 — Formation of the agreement

1. Every Quotation is free of obligation and valid for 30 days, unless stated otherwise.
2. An agreement is formed by the Consultant issuing a written offer and the Client accepting that offer in writing, or once the Consultant starts working at your request.
3. Any hours, budgets, or supplier costs shown as estimates in a Quotation are just that — estimates — unless clearly marked as fixed.

Article 4 — Obligations of the Client

1. The Client will provide the Consultant in a timely manner with all information and materials that the Consultant reasonably requires to carry out the Assignment.
2. The Client guarantees the accuracy and completeness of the information provided.
3. If the Client misses a deadline, the Consultant may adjust the planning, charge reasonable extra hours for the resulting extra work, and is not responsible if a supplier is no longer available as a result.
4. The Client remains responsible for any permits or approvals needed for the Event, unless we've specifically agreed the Consultant will arrange these.

Article 5 — Fees and Payment

1. All invoices must be paid within 15 days of the invoice date, unless otherwise agreed in writing in the Order Confirmation. VAT and cross-border billing: whether VAT applies, and at what rate, depends on where the Event physically takes place and on your own location and status (private individual or business). This can differ from the usual rule for other services. We'll confirm the correct VAT treatment on your Quotation and invoice.
2. International payments: if you're paying from outside the Netherlands, you're responsible for any currency conversion costs, international transfer fees, or intermediary bank charges. We must receive the full invoiced amount in EUR, after any such costs — please arrange for your bank to cover these separately rather than deduct them from the payment.
3. Unless agreed otherwise, we invoice in stages: a deposit when you sign, further invoices as the project progresses, and a final invoice after the Event.
4. Business Clients — late payment: if you haven't paid within 15 days, you are automatically considered late. From that point, the legal interest rate for business debts applies, and we may charge collection costs of 15% of the outstanding amount, with a minimum of €150. If our actual costs are higher, we may claim those instead.
5. Consumers — late payment: if you haven't paid within 15 days, we will first send you a written reminder giving you another 14 days to pay. Only if you still haven't paid after that do you owe legal interest and collection costs, calculated using the official government scale (minimum €40).
6. The Consultant may hold off all her services if an invoice isn't paid on time.

Article 6— Changes to the scope

1. Any changes to the scope of the Assignment requested by the Client must be communicated in writing and are subject to the Consultant's written approval.
2. Changes may affect the agreed fee, timeline and deliverables. The Consultant will provide a written estimate of the impact before implementing any change.
3. If the Client requests changes that substantially increase the scope of the Assignment, the Consultant is entitled to adjust the Project Fee or Management Fee accordingly.

Article 7 — Liability

1. The Consultant's liability for direct damages is limited to the amount actually invoiced and paid for the relevant Assignment in the three months preceding the event giving rise to the damage, up to a maximum of EUR 10.000. 
2. The Consultant is not liable for any indirect or consequential damages, including but not limited to loss of profit, loss of revenue, loss of data or reputational damage.
3. The limitations in paragraphs 1 and 2 do not apply in cases of intent or deliberate recklessness on the part of the Consultant.
4. The Consultant is not liable for acts, omissions or failures of Suppliers. Supplier services are provided under the Supplier's own responsibility and are governed by the applicable Supplier Terms.
5. The Client indemnifies the Consultant against all third-party claims arising from the Client's failure to comply with its obligations under these General Terms and Conditions or the Order Confirmation.

Article 8 — Intellectual property

1. All documents, templates, plans, concepts and other materials created by the Consultant in the course of the Assignment remain the intellectual property of the Consultant, unless expressly agreed otherwise in writing.
2. Upon full payment of all outstanding amounts, the Consultant grants the Client a non-exclusive license to use the deliverables for the purposes for which they were created.

Article 9— Confidentiality and privacy

1. Both parties will treat all information received from the other party in the context of the Assignment as confidential, and will not disclose it to third parties without prior written consent, except to the extent required by law or necessary for the performance of the Assignment.
2. The Consultant is entitled to mention the Client and the nature of the Assignment as a reference, unless the Client objects in writing.
3. The Consultant processes personal data in accordance with the General Data Protection Regulation and its privacy statement, which is available at www.eventsidea.nl .
4. The Consultant will only process personal data to the extent necessary for the performance of the Assignment.

Article 10 — Complaints

1. The Client must notify the Consultant of any complaints in writing as soon as reasonably possible, and in any case within 12 months of the relevant Event or the delivery of the relevant service. After that period, the claim lapses.
2. Submitting a complaint does not suspend the Client’s payment obligations.

Article 11 — Applicable law and disputes

1. All agreements between the Consultant and the Client are governed exclusively by Dutch Law. 
2. Business Clients: any dispute goes exclusively to the court in The Hague.
3. For Consumers, disputes shall be submitted to the court that is competent under the applicable statutory rules of civil procedure, which is ordinarily the court in the Consumer's place of residence.

CHAPTER 2 – VENUE SOURCING AND HOTEL GROUP BOOKINGS

This chapter applies where the Assignment consists of venue sourcing, hotel group bookings or any comparable intermediary or advisory service, as indicated in the Order Confirmation.

Where the Assignment consists of venue sourcing or hotel group bookings, the Consultant acts exclusively as an independent adviser and intermediary. In this capacity, the Consultant identifies and presents suitable venues or hotels, facilitates the introduction between the Client and the relevant venue or hotel, and supports the Client in the booking process.

The Consultant does not become a party to any agreement between the Client and the venue or hotel. All contractual rights and obligations arising from the booking, including payment terms, cancellation conditions and force majeure provisions, are governed exclusively by the agreement concluded directly between the Client and the venue or hotel.

The Consultant does not charge the Client a fee for these intermediary services. The Consultant is compensated by the venue or hotel by way of a commission, which forms no part of the Client's financial obligations under this Agreement.

The Consultant is not liable for the performance, cancellation or failure of any venue or hotel, or for any consequences arising from the terms and conditions applied by the venue or hotel to the Client.

Article 12 — Role of the Consultant

1. In the context of venue sourcing and hotel group bookings, the Consultant acts exclusively as an adviser and intermediary on behalf of the Client.
2. The Consultant does not become a party to any agreement between the Client and a Supplier, unless expressly agreed otherwise in writing.
3. The Consultant will provide the Client with the relevant Supplier Terms before the Client confirms a booking with that Supplier. By confirming the booking, the Client accepts the Supplier Terms and becomes directly bound by them.

CHAPTER 3 – CORPORATE EVENT PLANNING AND PROJECT MANAGEMENT

This chapter applies where the Assignment consists of full corporate event planning, project management or any comparable full-service engagement, as indicated in the Order Confirmation.

Article 13— Scope of services

1. In the context of corporate event planning, the Consultant provides full project management and execution services, as further specified in the Order Confirmation.
2. The Consultant may engage Suppliers in its own name or on behalf of the Client, as agreed in the Order Confirmation. Where the Consultant contracts a Supplier in its own name, it will pass through all associated costs and Supplier Terms to the Client as set out in the Order Confirmation. 

Article 14— Postponement – corporate event planning

1. If the Client wishes to postpone the event or project, the Consultant will make reasonable efforts to reschedule within the same calendar year, subject to availability.
2. If the Consultant cannot reasonably accommodate the new date, or if the new date falls more than 12 months from the original start date, the postponement will be treated as a cancellation under Article 17.
3. Any costs already incurred that cannot be recovered or transferred to the new date will be charged to the Client in full.

Article 15— Cancellation – corporate event planning

1. The Client may cancel the Assignment at any time by written notice to the Consultant.
2. Upon cancellation the Client owes the Consultant
   1. 100% of the hourly rate for all hours already worked on the Assignment; and
   2.  100% of any costs already paid or committed to by the Consultant on behalf of the Client and approved by the Client, including any Supplier cancellation fees passed on at cost.
3. In addition the following cancellation fee applies to the agreed project fee or the minimum project hours at the agreed management fee rate:

Notice given before the agreed project start date:

More than 90 days before the Event        Free (0%)

60-89 days before the Event                        25%

30–59 days before the Event                       50%

14–29 days before the Event                       75%

Less than 14 days before the Event          100%

1. The cancellation fee in paragraph 3 represents a reasonable pre-estimate of the Consultant's loss of reserved capacity, booked resources and foregone assignments, and is not a penalty.
2. Any amounts already paid by the Client will be deducted from the total amount owed.
3. If the Consultant is unable to perform the Assignment due to illness or accident, the Consultant will make reasonable efforts to arrange a qualified substitute. If no substitute is available, the Client is entitled to a pro-rata refund of amounts paid for services not yet delivered, and the Consultant shall not be liable for any further damages. Any liability arising from this paragraph remains subject to the limitations set out in Article 7.

Article 16— Force majeure – corporate event planning

1. If the Assignment must be cancelled or postponed due to circumstances beyond the Consultant's control t or that make performance objectively impossible — including but not limited to government-imposed restrictions, declared pandemics, natural disasters, extreme weather events or the unforeseen unavailability of essential Suppliers — no cancellation fee under Article 17(3) applies.
2. In such cases, the Client remains liable for hours already worked and costs already committed under Article 17(2).
3. Personal circumstances of the Client or the Client's guests — including illness, changes in budget, reduced attendance or change of business priorities — do not constitute force majeure and are treated as a cancellation under Article 17.

CHAPTER 4– CONSUMER PROVISIONS

This chapter applies only where the Client is a Consumer. If the Client is a Business Client, this chapter does not apply.

Article 17— Right of withdrawal

1. This article applies only where the agreement was concluded entirely at a distance, such as online or by telephone, without any prior in-person meeting between the parties.
2. In such cases, the Consumer has the right to withdraw from the agreement within 14 days of the date of conclusion of the agreement, without giving any reason.
3. The Consumer exercises this right by sending an unambiguous written statement to the Consultant within the 14-day period, using the contact details stated in these General Terms and Conditions or the Order Confirmation.
4. If the Consumer requests that the services commence during the withdrawal period, the Consumer acknowledges that upon withdrawal he or she will owe a proportionate fee for the services rendered up to the point of withdrawal, calculated at the agreed Management Fee rate.
5. Note: for certain time-bound event-related services, the right of withdrawal may not apply under applicable law. Where this is the case, the Consultant will inform the Consumer explicitly before the agreement is concluded.

Article 18 — Language

1. These Terms may be provided to you in more than one language, for your convenience. If there's ever a conflict or difference in meaning between versions, the English version is legally leading, unless we've agreed otherwise with you in writing for your specific Agreement.