Bip For Rent is a service of the Bip, the house of the capital region

Conditions

We ask you to pass on these guidelines to any subcontractors (restorers, assembly crews, sound crews, etc.) you might be using.

General guidelines

Smoking inside the buildings is strictly prohibited. People who wish to smoke are asked to use the ashtrays in the courtyard. Our attendants will watch carefully to ensure that guests attending exhibitions, events, activities, meetings, initiatives, social, intellectual, educational or training, commercial or promotional seminars comply with this regulation.

Naked flames, i.e. candles or plate warmers will not be tolerated inside the building with the exception of the little candles inside the candle holders of plate warmers.

The use of gas appliances is prohibited.

All equipment must be installed on their purpose-built bases. It is forbidden to hang up, hang suspend, glue, adhere (by means of adhesive(s)), pin (with or without cotter pins), peg, nail, stick or bolt anything to any part of the building. Likewise, it is forbidden to fit, set, drive, hammer or bury anything into any part of the building (e.g. into the panelling, the timberwork, the walls or the floorboards).

The use of trolleys is permitted provided they have been fitted with rubber wheels (which, predictably enough, must be clean); other types of wheels (for instance, those made of plastic) damage the floorboards and are therefore forbidden.

It is forbidden to put anything up against the balustrades, the panelling, the timberwork or the faux marble walls. All equipment must be put on the floor until assembled. The occupants shall assume full responsibility for any equipment they bring onto the premises, including any rental equipment. They shall see to it that all the legs of tables and chairs have been fitted with caps so that the floors don’t get marked.

Bar counters, buffet tables and drinks counters and dispensers must be placed on waterproof mats. It is the caterer’s responsibility to provide an ample supply of these mats. While on the subject of protecting our flooring, occupants shall make sure that any liquids that get sprinkled, poured or spilled during exhibitions, events, activities, meetings, initiatives, social, intellectual, educational or training, commercial or promotional seminars are mopped up immediately.

Setting up and dismantling

Fifteen days prior to using the building at the latest, occupants are obliged – before they set up anything more elaborate than tables, chairs and basic acoustics – to submit a technical data sheet containing a detailed description of what they intend to set up and of the measures they have taken to prevent any damage to the premises. The lessor shall not allow any items to be put in place other than those featuring on the technical data sheet and on condition that these items were first approved by him. When equipment is being moved, all doors must be kept fully open.

The use of the lift to move heavy equipment is prohibited.

All equipment must be removed on the day the exhibition, event, activity, meeting, initiative, social, intellectual, educational or training, commercial or promotional seminar concludes. Needles to say, all the general guidelines must be fully observed during these operations.

Compensation in the event of damage

If the organiser causes any damage during an event hosted by him, he is obliged to notify one of the ASBL Bip people in charge as soon as possible. The damage caused will be assessed and any costs ensuing from repairs or replacements will be invoiced to the client. The ASBL Bip shall hold the client responsible for any damage caused by any of his subcontractors.

Cleaning and removing of refuse, rubbish and waste

At the end of the agreed hire term, the client is responsible for the basic cleaning of the premises. All the areas used during the exhibition, event, activity, meeting, initiative, social, intellectual, educational or training, commercial or promotional seminar must get a basic cleaning (sweeping). Any refuse, rubbish or waste must be disposed of in the special bins provided.

Compensation in the event of cancellations

The ASBL Bip reserves to right to seek monetary compensation if the exhibition, event, activity, meeting, initiative, social, intellectual, educational or training, commercial or promotional seminar is cancelled – or if the client were to cancel all logistical services once the quotation has been signed. The costs will be calculated in function of the cancellation date.

  • Between 20 to 10 days prior to the date of the event: 50% of the total amount.
  • Less than 10 days before the event: 70 % of the total amount.

Insurance for clients’ property

The client is obliged to take out an insurance policy, at his own expense, to cover any belongings he brings into the building. The client shall bear sole responsibility for any loss or theft of and damage to equipment he brought into the ASBL Bip buildings.

Serious breaches of the present rules will result in:

The offender being barred from entering ASBL Bip property for any other exhibitions, events, activities, meetings, initiatives, social, intellectual, educational or training, commercial or promotional seminars.