General Terms & Conditions

Amersfoort, november 2025

1. General

These general terms and conditions apply to all agreements and signed contracts between The Building and the Tenant, unless otherwise agreed in writing.

The Building is a place for reflection, creation and responsible gathering. These terms and conditions exist not only to protect the venue, but also to safeguard the quality, safety and integrity of the activities hosted here, for guests, neighbours and the surrounding environment.

2. Definitions

Tenant: the individual and/or legal entity who signs the contract and rents products or services from The Building.
The Building: the trade name of BUILDING THE NEW B.V., registered in Amersfoort, the Netherlands.

3. Leased Products and Services

Any products or services not explicitly included in the contract but nonetheless rented or purchased by the Tenant will be charged based on the actual costs incurred.

4. Cancellation and Rescheduling

4.1 Cancellation by the Tenant

All cancellations must be submitted in writing (by email).

The following cancellation fees apply:

Between 60 and 30 days prior to the event date:
→ 50% of the total agreed amount will be charged.
Between 30 and 14 days prior to the event date:
→ 75% of the total agreed amount will be charged.
Less than 14 days prior to the event date or in case of no-show:
→ 100% of the total agreed amount will be charged.

4.2 Rescheduling the Event

Rescheduling is possible once, subject to availability, provided that:

the request is made at least 60 days prior to the original event date;
the new date is available.

Any price differences or additional costs will be charged accordingly.

4.3 Cancellation by the Venue

In the unlikely event that the venue must cancel the event due to circumstances beyond its control, the venue will:

fully refund any amounts already paid, or
offer an alternative date, subject to availability.

The venue shall not be liable for any consequential or indirect damages.

4.4 Force Majeure

Force majeure includes, but is not limited to, natural disasters, pandemics, government restrictions, fire, or other unforeseen circumstances beyond the control of either party.

5. Use of the Venue and Event Regulations

Use of (technical) installations and facilities is only permitted if agreed to in writing.
Technical equipment or installations brought by the Tenant may only be installed with prior written permission from The Building.
External catering or food & beverage services are not permitted unless explicitly agreed upon in writing.
The Tenant guarantees that the event and its visitors will not cause nuisance or disturbance to the venue or its surroundings.
The final number of attendees must be confirmed no later than ten (10) working days before the event. This number will be considered the minimum for invoicing purposes.
Rental periods are based on time slots (4 hours: morning, afternoon, or evening) or full days (8 hours).
Access to or use of non-leased areas is strictly prohibited.
Smoking is not permitted inside the venue.
The Tenant must comply with The Building’s sound level limits: a maximum of 85 dB during daytime hours and 75 dB after 19:00.
The Tenant may use the elevator for regular use and event setup and breakdown. Elevator dimensions: 1.05 x 1.38 x 2.15 m.
Any damage to the elevator or facilities caused during use will be fully charged to the Tenant.

Certain activities, such as retreats, facilitated group work, recordings or reflective practices, may be subject to additional house rules or practical agreements. These will be communicated in advance and form part of the agreement.

6. Liability

6.1 Personal Responsibility & Health

Participation in stays, retreats, and activities is entirely at the participant’s own risk. By registering, participants confirm that they are physically and mentally fit to take part in the programme.
The location and organisation shall not be liable for injury, damage, or complaints arising from pre-existing medical, physical, or psychological conditions, or from the participant’s failure to disclose relevant health information accurately and fully.

6.2 No Medical or Therapeutic Responsibility

The activities, guidance, and facilities provided are not intended to replace medical, psychological, or psychiatric treatment. The location and organisation do not provide medical diagnoses and make no medical or therapeutic guarantees.
Any consequences arising from participation in activities remain the participant’s own responsibility, unless caused by demonstrable negligence on the part of the location or organisation.

6.3 Participation in Activities

Participation in activities, workshops, and sessions is voluntary. Participants remain at all times responsible for monitoring their own physical and mental limits and for discontinuing participation if they deem it necessary.
The location and organisation shall not be liable for damage or injury resulting from a participant’s failure to follow instructions or from acting contrary to provided guidance.

6.4 Activities Outside Supervision

Participants bear full responsibility for activities that fall outside the organised programme or that take place without direct supervision or guidance from the organisation.

This includes, but is not limited to, activities off the premises, free time, and activities undertaken on the participant’s own initiative.

6.5 Personal Belongings

The location and organisation accept no liability for loss, theft, or damage to participants’ personal belongings, including but not limited to cash, jewellery, electronic devices, and other valuables, unless caused by intent or gross negligence.

6.6 Conduct of Other Participants

The location and organisation shall not be liable for injury, damage, or other adverse consequences resulting from the acts or omissions of other participants.
Each participant remains fully responsible for their own conduct and its consequences at all times.

6.7 Force Majeure and External Circumstances

The location and organisation shall not be liable for damage resulting from force majeure, including but not limited to extreme weather conditions, natural disasters, pandemics, government measures, utility failures, or other circumstances beyond the organisation’s reasonable control.

6.8 Limitation of Liability

To the extent that the location or organisation is held liable, such liability shall be limited to the amount paid out under the applicable liability insurance policy, increased by the applicable deductible.

7. Force Majeure

The Building shall not be held liable for any failure to fulfill its obligations when prevented from doing so by circumstances beyond its reasonable control, including but not limited to fire, flood, power outage, strikes, pandemics, terrorism, technical failures, or government actions.
In such cases, the execution of the agreement will be suspended or, if necessary, terminated by mutual consent without liability for damages.

8. Insurance and Security Deposit

The Tenant is responsible for obtaining adequate liability insurance to cover potential damages during the event.
The Building reserves the right to request a security deposit prior to the event. This deposit will be refunded after the event, provided that no damages have occurred.

9. Payment Terms

Upon confirmation of the booking, the client will receive a deposit invoice amounting to 50% of the total agreed fee. This deposit must be paid in order to confirm the booking.
After completion of the booking, an invoice for the remaining 50% of the total fee will be issued, plus any additional costs based on final calculations. All payments are subject to the payment terms as set out in these general terms and conditions.
Invoices must be paid within 30 days of the invoice date unless otherwise agreed in writing.
If payment is not received within this period, statutory interest will be charged.
Any objections or complaints regarding invoices must be submitted in writing within 10 days of receipt.
Should The Building be required to employ a debt collection agency, all related costs will be fully charged to the Tenant.

10. Confidentiality and Promotion

The Building will treat the nature and content of events with care and discretion. Photos, and/or video material from the event may be used for promotional purposes, unless the Tenant objects in writing.

11. Privacy and Data Protection
Personal data will not be shared with third parties unless required for the execution of the agreement or by law.

12. Governing Law and Jurisdiction

These terms and conditions are governed exclusively by Dutch law.
Any disputes arising from or related to these terms and conditions shall be submitted to the competent court in Amersfoort, the Netherlands.
In the event of discrepancies between this English version and the Dutch version, the Dutch version shall prevail.

13. Final Provision

If any provision of these terms and conditions is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect. The invalid provision will be replaced with a provision that most closely reflects the original intent.