General Terms & Conditions

1. Legal Information / Imprint

The Beartender

2. Scope of Application

3. Prices, Deposits & Payment

• All prices include VAT, unless otherwise stated.
• The required deposit depends on the chosen formula:
• • For catering formulas billed per consumption, the full fixed amount must be paid in advance to confirm the booking.
  • For cocktail workshops and all-in catering formulas, the deposit is 50% of the total amount.
• A booking is only considered final once the deposit has been received.
• The remaining balance is to be paid on the day of the event, after the service, via bank transfer or mobile payment.
• An invoice or proof of payment can be provided upon request after the service.

4. All-in Formulas & Normal Consumption

• An "all-in" formula refers to a fixed price per person that includes a normal and reasonable amount of drinks.
• • This typically means 2 to 3 cocktails per person per hour, depending on the duration and type of event.
  • Consumption is considered realistic and feasible in relation to the number of bartenders and operational capacity at the event.
• The Beartender reserves the right to adjust or limit service in cases of excessive consumption or when safety, quality or atmosphere are at risk.

5. Late Payment

• Payment is normally made immediately after the service via bank transfer or mobile payment.
• If that’s not possible, the remaining amount must be paid within 5 calendar days.
• In case of late payment, an administrative fee of €15 may be charged.
• A late payment interest of 1% per started month may also apply from the 6th day after the event.
• If payment is still outstanding after a first reminder, further steps may be taken. Any associated costs are the client’s responsibility.

6. Travel Expenses

• Travel expenses are included for distances of less than 10 km (round trip) from 1090 Jette.
• For distances over 10 km (round trip), a mileage fee of €0.40/km applies, unless otherwise specified in the quote or agreed in writing.

7. Cancellation Policy

• In case of cancellation by the client:
• • More than 30 days before the service: full refund of the deposit.
  • Between 30 and 15 days before: 50% refund of the deposit.
  • 14 days or less before: no refund of the deposit.
• Any external costs already incurred (such as equipment rental or supplier orders) may be charged separately.
• In case of cancellation by The Beartender due to force majeure or exceptional circumstances, the full amount will be refunded or an alternative date will be proposed.

8. Technical Requirements & Client Provisions

• The client must provide a safe, clean and accessible setup location for the bar or workshop space.
• Sufficient space must be available for equipment, bartenders and guests, including freedom of movement.
• The client must ensure access to electricity and running tap water near the bar.
• For outdoor setups, the client is responsible for providing covered and sheltered space in case of rain or extreme weather.
• If these conditions are not met, the service may be adjusted, delayed or cancelled on site without refund.

9. Age Restrictions

• Persons under 16 are not allowed to receive alcoholic beverages (> 0.5% vol).
• Persons aged 16 or 17 may only consume beer, wine, or other low-alcohol beverages (≤ 22% vol).
• Cocktails, mixed drinks and other spirits (regardless of ABV) are legally prohibited for those under 18 — even with parental consent.
• Minors may participate in workshops where they prepare or consume mocktails.
• The Beartender reserves the right to refuse serving alcohol if the age or alcohol content cannot be clearly confirmed.

10. Intoxication, Drugs & Inappropriate Behaviour

• Service or workshop participation may be refused or stopped for individuals who:
• • are visibly under the influence of narcotics, nitrous oxide, or prohibited substances;
  • are heavily intoxicated due to alcohol;
  • display aggressive, inappropriate or disruptive behaviour.
• In such cases, no refund will be granted.
• The Beartender reserves the right to end the service early or call for external assistance (e.g. police) to ensure safety and respect for all attendees.

11. Liability

• The Beartender takes all reasonable precautions to ensure the safety and quality of its services.
• The client remains responsible for the behaviour of guests and any damage to equipment provided.
• Any damage to The Beartender’s property caused by guests will be charged to the client.
• The Beartender is not liable for bodily injuries resulting from improper use of equipment or excessive alcohol consumption by participants.

12. Complaints & Feedback

• Any complaints about the service or equipment must be submitted in writing within 3 calendar days after the event.
• Complaints can be sent by email to contact@thebeartender.com

13. Force Majeure

• In case of force majeure (such as serious illness or accident of the bartender, extreme weather, pandemic, government measures, supplier issues, etc.), The Beartender reserves the right to:
• • reschedule the service to a later date, or
  • cancel it if rescheduling is not possible.
• The client will be informed as soon as possible.
• If no service can be delivered, any amount already paid will be fully refunded.
• No additional compensation can be claimed by the client.

14. Applicable Law & Jurisdiction

• Any agreement with The Beartender is governed exclusively by Belgian law.
• In the event of a dispute, only the courts of the Brussels district have jurisdiction.
• For international clients, exceptions may apply based on mandatory business or consumer law in the client’s country.

15. Language & Interpretation

• These terms and conditions are written in Dutch.
• If a client receives a translation (e.g. in French or English), the Dutch version prevails in case of interpretation issues.
• Verbal agreements are only valid if confirmed in writing by The Beartender.