Conditions of the Federation
1. Scope
These general terms and conditions apply to all services, activities and provisions supplied by EV Belgium, as well as to all agreements, registrations and invoices, unless otherwise agreed in writing.
Any deviation from these terms and conditions is valid only if it has been expressly confirmed in writing by EV Belgium.
2. Services and Activities
EV Belgium organises, amongst other things, events, training courses, workshops, meetings, publications, collaborations and other services, including but not limited to consultancy and support services, as well as sponsorship agreements.
Specific terms and conditions may be set out for each activity or contract.
3. Membership
Membership comes into effect upon confirmation by EV Belgium of the membership application.
Membership is valid for a period of one year and is automatically renewed, unless notice of termination is given in writing or by email no later than three months before the start of a new membership period.
In the event of late termination, the membership fee for the period in question remains due.
In the event of non-payment, EV Belgium reserves the right to suspend the benefits associated with membership as well as access to its services.
4. Registration for activities
Registration is carried out via the designated channels. Upon registration, the participant will receive a confirmation.
Cancellations must be made in writing.
Cancellation is free of charge up to five working days before the start of the activity. In the event of late cancellation, a fee can be charged.
5. No-shows
Activities, whether free or paid, incur organisational costs.
In the event of a no-show without prior written cancellation within the specified timeframe, EV Belgium reserves the right to charge a no-show fee of at least €45.
These fees may be determined on the basis of the actual cost per participant and apply to both free and paid activities.
6. Sponsorship and Partnerships
The terms and conditions of sponsorship and partnerships are set out in separate agreements or contracts.
Unless otherwise agreed, sponsorship fees are payable in accordance with the invoicing terms and are non-refundable.
The cancellation of an event does not automatically entitle the participant to a refund, unless EV Belgium decides otherwise.
7. Invoicing and Payment
Invoices are payable within 30 days of the invoice date, unless otherwise stated.
In the event of non-payment by the due date, interest and a fixed compensation payment may be applied in accordance with the legal provisions in force regarding late payment in commercial transactions.
EV Belgium reserves the right to suspend its services or participation in its activities in the event of unpaid overdue invoices.
8. Liability
EV Belgium is bound by an obligation of means.
EV Belgium shall not be held liable for indirect damage, consequential damage or damage caused by third parties, unless otherwise provided for by mandatory statutory provisions.
EV Belgium shall not be held liable for any indirect loss, damage or harm suffered by participants, except in cases of fraud or gross negligence.
EV Belgium’s liability is, in any event, limited to the amount invoiced for the service or activity in question.
9. Force Majeure
EV Belgium cannot be held liable for delays or failures resulting from a case of force majeure or circumstances reasonably beyond its control.
EV Belgium reserves the right to amend, postpone or cancel activities.
EV Belgium shall not be held liable for the non-performance or delayed performance of its obligations in the event of force majeure, including but not limited to strikes, technical failures, pandemics or other unforeseen circumstances beyond its control.
10. Intellectual Property
All materials, presentations, documents and content remain the property of EV Belgium or the relevant rights holders.
Any unauthorised use, reproduction or distribution is prohibited.
11. Data Protection and Privacy
EV Belgium processes personal data in accordance with the applicable data protection legislation.
The privacy policy is available on the website (link).
12. Governing law and jurisdiction
Belgian law applies to all contracts and disputes.
Disputes fall within the exclusive jurisdiction of the courts of the district in which EV Belgium is established.
Conditions for Events
1. Scope
These terms and conditions apply to all activities organised by EV Belgium, including, in particular, information sessions, workshops, training courses, conferences, networking events and meetings.
2. Registration
Registration must be completed via the channels provided by EV Belgium. Once registration has been successfully completed, the participant will receive a confirmation. EV Belgium reserves the right to refuse or cancel any registration.
3. Participation fees and payment
Where applicable, the participation fee is stated for each activity, with an indication of whether it includes or excludes VAT.
Unless otherwise agreed, payment shall be made:
– immediately via the online payment methods offered (such as credit cards and other electronic payment methods), processed via Mollie or an equivalent payment provider, or
– by invoice, exclusively for members or subject to prior approval by EV Belgium.
Invoices are payable by their due date.
4. Cancellation by the participant
All cancellations must be made in writing.
- Cancellation without charge is possible up to 5 working days before the start of the activity.
- In the event of late cancellation, EV Belgium reserves the right to charge a fee to cover costs already incurred.
5. Absence / No-show
Both free and paid activities incur organisational costs. In the event of a no-show without written cancellation within the specified time limit, EV Belgium reserves the right to charge a no-show fee of at least €45. This fee may be calculated on the basis of the cost per participant and may apply to both free and paid activities.
By registering, the participant undertakes to attend the event or to cancel in good time.
6. Replacement of a participant
A registered participant may be replaced by a colleague, provided prior notice is given by email.
7. Changes or cancellations by EV Belgium
EV Belgium reserves the right to change, postpone or cancel an activity. In the event of cancellation, any amounts already paid will be refunded. No further compensation will be payable.
8. Certificates
Where applicable, certificates of attendance will be issued after the event and upon full payment of the participation fee.
9. Terms of payment
Unless otherwise specified:
- Invoices are payable within 30 days of the invoice date.
- Any dispute must be raised in writing, stating the reasons, within 8 days of the invoice date.
In the event of non-payment by the due date, interest and a fixed compensation payment may be applied in accordance with the applicable legal provisions.
EV Belgium reserves the right to refuse participation in future activities in the event of outstanding unpaid invoices.