Terms and conditions of hire
1. Hirer
The web shop eventstock.easyfairs.be is the property of:
Easyfairs Belgium NV, Maaltekouter 1, 9051 Ghent, www.easyfairs.com
2. Application
The web shop offers a range of goods and services for hire:
– Rental goods:
- stand equipment, furniture, electronics, tools and heavy-duty materials
- own-brand goods
- name-brand goods
– Goods for sale (consumables):
- selection of COVID-19 recommended protective equipment, tools, stationery, coffee and paraphernalia
- own-brand goods
- name-brand goods
By placing your online order with the designated SPOC (Event Operations Manager) via the web shop or by email, or by email to eventstock@easyfairs.com, you confirm that you agree to these General Terms of Business.
Our normal opening hours during which our service is available are 09:00 to 17:00, Monday to Friday. Collections and deliveries outside of our normal opening hours can be arranged on request.
3. Prices & hire periods
All our prices are expressed in euro, with the exception of certain special offers clearly marked on our website.
Special offers are valid for as long as they feature on our website. Prices are always subject to change. When placing an order the price applicable at the moment the order is placed applies. Easyfairs cannot be held responsible for web shop prices that are clearly incorrect, for instance because of an obvious input or printing error or misprint.
The prices are based on a 1-day or weekly hire period. Thus, the equipment is made available for a pre-defined period and is not sold (with the exception of consumables).
Unless otherwise specified, the equipment shall be returned on the specified return date, before 10:00.
To prevent additional hire charges, please make sure to adhere to the specified hire period. Per day any equipment is returned late, an additional charge per item will apply.
4. Orders
Visit our web shop and/or contact your Event Operations Manager (EOM) to request a reservation. Materials can only be reserved following confirmation by your EOM. Reservations are deemed confirmed once we are in receipt of all your billing or credit card details. Any discretionary waiver of cancellation fees shall not be construed as a waiver of whatever right under the hire contract. For further information about the cancellation fees and, where applicable, please contact your EOM.
Orders can be placed via the web shop or by email only. Orders (or changes or additions to orders placed) are not accepted by phone, via Facebook or any other media. Materials shall be collected at and returned to one of our business locations and always on request.
5. Security deposits and payments
You may be asked for a security deposit. The security deposit must be paid on top of the hire price, at the moment the equipment is handed out.
The security deposit is refunded when the equipment is returned on time and in sound condition. The client accepts that the amount of the security deposit that is refunded may be adjusted to compensate for late payments, damage and/or the actual replacement cost of the equipment hired.
Invoices are payable within 14 days of the invoice date.
6. Deliveries
Easyfairs is not responsible for a delay in delivery caused by strike, unexpected closing days or busy periods (e.g. Christmas) at external parcel delivery networks (e.g. Bpost, DPD, TNT…) or other external haulage firms.
On no account can a delay in delivery give rise to the repudiation of the hire contract or the payment of compensation to the client, except in the case of an intentional delay on the part of the hirer. An incorrect delivery address is the responsibility of the client and will give rise to additional costs to be borne by the client.
7. Returns
Easyfairs Belgium NV does not issue any refunds or offer credit for equipment returned early. We would advise you to carefully check your materials and hire period dates before you sign the hire contract.
8. Complaints
Complaints are taken into consideration if they are made in writing to eventstock@easyfairs.com within 8 days of the order having been received.
9. Damage, insurance and other responsibilities
All materials are thoroughly inspected and tested before they are hired out to ensure that they are in perfect working order. You agree to return all materials in the same sound condition as you received them in. You are not permitted to transfer or pledge the materials to a third party. You bear sole responsibility for all the materials hired while they are in your possession, in storage, in use or in transit. You accept all the loss-related risks. You must have practical knowledge of all the materials hired and are solely responsible for any damage arising or resulting from the use or application of the materials.
You agree to safeguard Easyfairs Belgium NV, the company and its personnel against any and all losses, damage, claims, actions and liability of whatever nature, legal costs included, resulting from the use, state and functioning of the materials and against any harm sustained by any person who used or operated the materials during the hire period. Easyfairs Belgium NV does not give any guarantees, accepts no responsibility and makes no statement as to the performance of said rental equipment. Our liability for the failure to perform part of the services requested, whether in whole or in part, or the improper functioning of the materials hired, is limited to the nominal value of the contract for the goods or services in question.
The equipment hired must be insured at the full replacement cost and the policy must be kept in place for the duration of the hire period. At the request of Easyfairs Belgium NV, you will need to furnish proof of adequate insurance before the equipment / furniture is collected or delivered.
10. Privacy
The Easyfairs web shop uses cookies. Cookies are a standard Internet technology that allows certain information to be stored and unlocked on the user’s system. Cookies cannot be used to identify people; cookies can only identify devices. Every Internet user can configure his or her computer in such a way that cookies are disallowed. If your computer does not accept cookies, you may experience problems during the ordering process. If this were to be the case, please contact us by email so that we can yet enter your order.
By placing an order via the Easyfairs web shop, you expressly authorise Easyfairs to process and use the personal data provided for purposes such as customer base administration, the management and follow-up of orders, deliveries and payments, and, lastly, for marketing and advertising purposes. We do not process your personal data for marketing and personalised advertising purposes unless you expressly consented thereto during the ordering process. You reserve the right at all times to decline advertising and marketing campaigns.
On no account do we transmit, lease or sell your personal data to third parties. As client, you always have a right to obtain access to and rectification of your personal data. On request (email to eventstock@easyfairs.com), Easyfairs will delete your personal data from its database. In the event of questions about this privacy statement, please contact us by email.
11. Applicable law
All contracts concluded with the hirer are governed by Belgian law. The court of Ghent has exclusive jurisdiction.
12. The use of images from the web shop
Photographs from the web shop can be shared subject to Easyfairs’ prior consent.