General Terms and Conditions for the Provision of Meeting Rooms "Guimard-Square" - Version 2026

This English text is a translation provided for information purposes only. In the event of any discrepancy, the Dutch and French versions shall prevail.

Article 1. Identification and Definitions

1.1. Lessor: The public limited company (naamloze vennootschap) Immo Guimard 7 N.V., with registered office at Guimardstraat 1, 1040 Brussels, registered with the Crossroads Bank for Enterprises (CBE) under number 0810.881.594 (VAT BE 0810.881.594), Register of Legal Entities Brussels. "Guimard-Square" is the trade name of the meeting complex and forms an integral part of this company. The company is legally represented by its managing director, Mr Alexis Wautot.

1.2. Hirer: The natural or legal person who enters into an agreement with the Lessor for the use of one or more meeting rooms.

1.3. Agreement: Any arrangement concerning the temporary use of meeting rooms and the purchase of related services. The parties expressly acknowledge that this agreement constitutes a service contract (provision of equipped rooms) and in no way falls under the mandatory Belgian Commercial Lease Act or Residential Lease Act.

Article 2. Scope

2.1. These general terms and conditions apply to all requests, reservations and agreements relating to the services and meeting rooms of Guimard-Square.

2.2. Deviations from these terms and conditions are only valid if they have been accepted by the Lessor in advance, expressly and in writing.

Article 3. Rental Periods and Hours

3.1. The Hirer obtains solely the right to use the meeting room during the agreed rental period. The rooms are rented per half day or full day according to the following fixed time slots:

• Morning: from 08:00 to 12:30
• Afternoon: from 13:00 to 17:00
• Full day: from 08:00 to 17:00

3.2. Evening and weekend use: Use in the evening (after 17:00) is only possible after prior mutual consultation. For weekend activities, a specific quotation is always drawn up in advance. Additional surcharges are charged for both evening and weekend reservations to cover staff, security and energy costs.

3.3. Overrun: The Hirer is obliged to vacate the room on time. If the agreed end time is exceeded, the Hirer shall automatically owe an additional fee of € 50.00 (excl. VAT) per hour or part thereof.

Article 4. House Rules and Use of the Premises

4.1. The meeting venue may only be used for the activities specified by the Hirer at the time of reservation.

4.2. The Hirer is expressly prohibited from transferring its right of (joint) use or subletting the room to third parties, unless with the prior written consent of the Lessor.

4.3. The Hirer, or a responsible person designated by the Hirer, must be physically present in the building throughout the entire use of the meeting room and bears final responsibility.

4.4. The Hirer is responsible for preventing any form of nuisance. The Hirer guarantees that its guests enter and leave the building in a calm and undisturbed manner.

4.5. In the event of nuisance, disturbance of public order, or if persons endanger safety, the Lessor has the right to terminate the agreement with immediate effect and to remove (or have removed) the persons concerned from the building, without the Hirer being entitled to any compensation or refund of rental fees already paid or still due.

4.6. The entire building, including all meeting rooms, is strictly non-smoking.

Article 5. Layout, Condition and Handover

5.1. At the start of the rental period, the meeting room is made available in a standard layout.

5.2. At the end of the rental period, the Hirer must leave the room tidy and in exactly the same condition and standard layout.

5.3. If the Hirer fails to restore the room to its original layout, the Lessor will carry out (or have carried out) this work itself. A fee of € 60.00 (excl. VAT) per hour will be charged to the Hirer for this.

Article 6. Catering and Meals

6.1. Eating meals in the meeting rooms themselves is not permitted, unless expressly agreed in advance. Any additional cleaning costs resulting from meals eaten in the meeting room will be charged to the Hirer.

6.2. It is strictly forbidden to bring own drinks, food or external catering services (from third parties) into the meeting rooms, except with the express written permission of the Lessor.

6.3. Guimard-Square has its own professional catering services. For all requests to support your event, please contact us by e-mail: catering@snack-guimard.be.

6.4. Break Room: The complex has a ‘Break Room’ with a capacity of approximately 30 people. This room is made available free of charge to our clients who wish to take a break or have a light lunch during their event.

Article 7. Cancellation Conditions

7.1. Any cancellation by the Hirer must be made in writing (by e-mail) during regular office hours. The date and time of receipt by the Lessor determine the calculation of the cancellation fees.

7.2. In the event of cancellation of an agreed reservation, the following cancellation fees apply:

• Up to 15 calendar days before the start of the reservation: free cancellation of the room rental (excluding any catering, see art. 7.3).
• Between 14 and 7 calendar days before the start of the reservation: 50% of the agreed total rental amount will be charged.
• Less than 7 calendar days and up to 24 hours before the start of the reservation: 75% of the agreed total rental amount will be charged.
• Less than 24 hours before the start of the reservation (or in the event of a no-show): 100% of the agreed total rental amount will be charged.

7.3. Packages: In the case of a package (for example room rental combined with lunch or ordered catering), the costs already incurred or irrevocable orders for this catering may be charged to the Hirer in full.

Article 8. Prices, Invoicing and Payment

8.1. Information on current rental prices, included facilities and surcharges can be found on the website: www.guimard-square.be.

8.2. We do not issue quotations prior to your event (with the exception of weekend rentals or specific custom requests). Reservations are made at the applicable rates as stated on the website.

8.3. Payment is made afterwards. After the rental, the Lessor will send an invoice to the Hirer. All costs relating to room rental, drinks and catering are settled within 30 days of the date of your event.

8.4. Invoices must be paid in full by the Hirer within 30 calendar days of the invoice date.

8.5. Late payment: If the professional Hirer (B2B) fails to pay the invoice by the due date, late-payment interest shall be due automatically and without prior notice of default, in accordance with the Act of 2 August 2002 on combating late payment in commercial transactions. In addition, the outstanding invoice amount shall automatically be increased by a fixed compensation of 10%, with a minimum of € 40.00, to cover extrajudicial collection and administrative costs. For consumers (B2C), the applicable mandatory legal provisions of Book XIX of the Code of Economic Law apply.

Article 9. Liability

9.1. Presence in and use of the meeting rooms is entirely at the Hirer's own risk.

9.2. The Hirer is jointly and severally liable for all damage and/or (exceptional) soiling caused to the meeting venue, the building, the furniture and the floor covering, whether caused by the Hirer itself or by third parties/guests who were given access to the meeting venue by the Hirer.

9.3. The Hirer is also liable for damage caused by the theft or misappropriation of the inventory of the meeting room or the Break Room during the rental period.

9.4. The Lessor can under no circumstances be held liable for theft, loss of or damage to personal belongings, materials, clothing or equipment of the Hirer or its guests in or around the buildings.

Article 10. Force Majeure

10.1. If the Lessor is unable to fulfil its obligations due to force majeure (including but not limited to: fire, water damage, power failures, natural disasters, strikes or mandatory government measures), it has the right to suspend the performance of the agreement or to cancel it free of charge. In such a case, the Hirer is not entitled to any form of compensation.

Article 11. Applicable Law and Competent Court

11.1. The agreement and these general terms and conditions are governed exclusively by Belgian law.

11.2. Any dispute relating to the formation, validity, interpretation or performance of this agreement falls under the exclusive jurisdiction of the courts of the judicial district of Brussels.