GENERAL TERMS AND CONDITIONS
Grimm Van Gestel — International AV Freelancer & Creative Technical Director Scheldemolenstraat 49, 9130 Doel, Belgium | VAT: BE07 7682 4696 | IBAN: BE62 0018 5621 7561 hello@grimmvangestel.com | www.grimmvangestel.com
Service Provider: Grimm Van Gestel, Scheldemolenstraat 49, 9130 Doel, Belgium. VAT BE07 7682 4696.
Client: the party as stated on quote, PO or invoice.
These terms apply to all quotes, agreements, services and invoices.
They are binding when the client could access them before or at the time of agreement.
Service Provider: Grimm Van Gestel, Scheldemolenstraat 49, 9130 Doel, Belgium. VAT BE07 7682 4696.
Client: the contracting party stated on the quotation, PO, or invoice.
These Terms apply to all quotations, agreements, services, and invoices. They are binding only if the Client had the opportunity to review them before or at the time of accepting the offer — not solely when they first appear on an invoice.
1.1 Validity: quotations are valid for 30 calendar days from the date of issue, unless stated otherwise.
1.2 Binding order: an assignment is binding only after written acceptance (email, message, signed quotation, or PO) referencing the agreed scope.
1.3 Scope: pricing covers only the explicitly described services and deliverables. Anything beyond that scope is a Change Request (Clause 6).
2.1 The Service Provider performs as an independent contractor, not as an employee, agent, partner, or joint venture.
2.2 The Service Provider cannot bind the Client to third parties.
These Terms cover, without limitation: creative content and design, technical consulting and system design, project management, on-site technician/operator services, remote support, training, and delivery of digital files.
4.1 The Client is responsible for: site access, permits, venue approvals, structural safety and load capacity (rigging points), power and network readiness, and qualified crew where required (riggers, electricians, safety officer).
4.2 If the site is unsafe or non-compliant, the Service Provider may pause or refuse work. Standby time remains billable (Clause 7).
5.1 Fees: billed as agreed — day rate, hourly, project price, or milestones.
5.2 Expenses: unless explicitly included in the quotation, all project-related expenses are borne by the Client, including but not limited to:
5.3 Approval: where feasible, non-trivial expenses are pre-approved in writing. In urgent situations (schedule, safety, show continuity), necessary costs may be incurred and recharged with supporting documentation.
5.4 Currency: invoices are issued in EUR unless agreed otherwise. FX and bank charges are borne by the Client.
6.1 Additional revisions, extra exports/formats, additional meetings, extra site days, scope increases, schedule acceleration, or new deliverables are Change Requests and are invoiced separately at the agreed rates, or the standard rate where none has been specified.
6.2 Delays caused by late input, missing assets, or approvals from the Client automatically extend deadlines and may generate billable standby or overtime (Clause 7).
7.1 A ‘day’ is the number of hours agreed on the quotation or call sheet.
7.2 Overtime, night work, last-minute callouts, and waiting time caused by the Client, venue, or third parties are billable.
8.1 Acceptance: the Client reviews deliverables within 7 calendar days of delivery. Without written rejection citing specific defects within that period, deliverables are deemed accepted by tacit agreement.
8.2 Invoice disputes: must be submitted in writing with specific grounds within 14 calendar days of the invoice date. Undisputed amounts remain payable in full.
9.1 Standard kit may include: laptop, chargers/adapters, external drives, essential dongles, basic test tools, and personal workflow cabling.
9.2 Additional kit (only if expressly agreed) may include: second laptop, Stream Deck/MIDI, cable/signal testers, test monitor, calibration meter, tools/consumables, PPE, and harness.
9.3 Whenever Provider kit is on-site or stored under Client control, the Client must provide dry, lockable, secure storage. Theft and damage caused by site conditions or third-party access are the Client’s responsibility (see Clauses 12 and 13).
10.1 The Client must ensure safe working conditions and communicate all site-specific HSE requirements in advance.
10.2 If PPE is required (by law, venue policy, or risk assessment), the Client ensures it is practical and compliant on site.
10.3 The Service Provider may refuse unsafe tasks (work at height without safe anchor points, unsafe power supply, hazardous access). Standby and rescheduling costs remain payable.
11.1 All Client-owned, venue-owned, or third-party rented equipment remains the Client’s responsibility for insurance, compliance, condition, loss, and damage.
11.2 The Service Provider is not liable for defects or failures of third-party gear or infrastructure (power, network, rigging), except in cases of proven intent or gross negligence.
12.1 The Service Provider is liable only for direct damage caused by proven intent or gross negligence.
12.2 No liability for indirect or consequential losses, including loss of profit, loss of revenue, downtime, reputational damage, or third-party claims.
12.3 No liability for loss or damage to Client equipment, hired gear, vehicles, or Provider kit caused by site risks, inadequate security, or third-party acts, except where proven intent or gross negligence is established.
12.4 Total liability is capped at the net invoice amount (excl. VAT) for the specific assignment that gave rise to the damage.
Note: B2B contracts must not create a ‘manifest imbalance’; clauses that do so may be void under Belgian B2B legislation (2019).
The Client must maintain adequate insurance, including event/operational liability and cover for all own and rented equipment (theft, damage, fire, water). The Service Provider is not the Client’s insurer.
14.1 All intellectual property in deliverables remains with the Service Provider unless explicitly transferred in writing.
14.2 Upon full payment, the Client receives a non-exclusive, non-transferable licence to use deliverables for the agreed purpose, medium, territory, and duration.
14.3 Reuse, modification, resale, sublicensing, or use for AI training requires prior written permission and may require additional licence fees.
14.4 Portfolio right: the Service Provider may showcase excerpts for portfolio/showreel unless the Client prohibits this in writing before work commences (NDA exception).
The Client warrants that it holds all necessary rights for any assets it supplies (music, logos, footage, fonts). The Client indemnifies the Service Provider against third-party claims arising from Client-supplied materials or Client instructions.
16.1 Both parties shall keep confidential information confidential.
16.2 Personal data is processed only as necessary for the performance of the assignment, invoicing, and legal compliance.
17.1 Payment term: 30 calendar days from the invoice date, unless agreed otherwise.
17.2 Late payment automatically triggers, without prior notice: statutory interest under the Belgian Late Payment Act (commercial transactions) and a fixed minimum recovery compensation of EUR 40, plus reasonable recovery costs above that amount where applicable.
17.3 Any additional fixed compensation clause applies only to the extent permitted under Belgian B2B fairness rules.
For assignments relating to live events, AV design, immersive content, animation, interactive systems, or other creative services, an advance of 30% of the agreed fee is due upon written confirmation of the assignment. The balance is payable at commencement or at the agreed milestone.
The Service Provider may suspend services and/or delivery of final files if undisputed invoices remain unpaid, or if HSE and access obligations are not met, without liability.
20.1 Reservations of time and schedule blocks form part of the price.
20.2 Unless agreed otherwise in writing, the following cancellation fees apply:
In addition to the above, all non-refundable expenses and commitments already incurred are payable in full.
Force majeure includes, without limitation: extreme weather, storms, sandstorms, heavy rain or flooding, heat restrictions, government measures, strikes, war, civil unrest, pandemics, transport disruptions, venue shutdowns, and major infrastructure failures. Obligations are suspended for the duration of the force majeure event. Services already performed and costs already committed remain payable in full.
If local law or the Client requires withholding tax, the Client must notify the Service Provider in writing before work commences. Unless agreed otherwise, fees are net to the Service Provider; the Client bears any withholding tax and provides official proof of amounts withheld and remitted.
Where the Service Provider supplies physical goods, ownership remains with the Service Provider until full payment, provided this was agreed in writing at or before delivery and the goods remain identifiable. For services and IP, Clause 14 governs payment gating.
Belgian law applies. Disputes fall under the exclusive jurisdiction of the courts of the judicial district of Ghent, Belgium.
If any clause is found invalid, the remainder continues in force. The quotation/SOW, written confirmations, and these Terms together constitute the entire agreement between the parties.
By accepting a quotation or order confirmation, or by payment of any invoice, the Client confirms receipt, review, and acceptance of these Terms.
Version 2026 — grimmvangestel.com