Venue Hire–

Terms & Conditions

1. Definitions

‍ EFM: Embassy of the Free Mind, Chamber of Commerce (KVK) number 62973223, located at Keizersgracht 123, 1015 CJ Amsterdam.

Tenant / Customer: The natural person or legal entity entering into a rental agreement with EFM.

Rental Agreement: The written agreement between EFM and the tenant regarding the use of rooms and services.

Rental Period: The agreed time during which the rented space is available to the tenant.

Rooms & Materials: The rooms, furniture, and equipment made available by EFM.

Catering: Food and beverages supplied by or through EFM.

Written Communication: Communication conducted via email or another written format.

2. Applicability

1. These terms and conditions apply to all offers, quotations, and rental agreements concluded with EFM.
2. By entering into a rental agreement, the tenant accepts these terms and conditions.
3. Any deviations from these terms are only valid if agreed in writing by both parties.
4. Changes to these terms and conditions apply only to future agreements and do not affect agreements already concluded.

3. Rental Terms

1. A rental agreement becomes binding only after written confirmation by EFM and written acceptance of the quotation by the tenant.
2. Rooms may only be used for the agreed activity, number of participants, and time period.
3. EFM will consider room preferences but cannot guarantee a specific room unless explicitly confirmed.
4. Setup, decoration, and equipment testing must take place within the rental period unless otherwise agreed.
5. Extensions to the rental period are subject to availability and may incur additional charges.
6. EFM may refuse rental requests if the event violates applicable laws, poses safety risks, or conflicts with operational or reputational interests.

3.1 Reservation Period

EFM may hold a provisional reservation for up to two weeks after receiving a venue request. This reservation is non-binding and subject to availability.

4. Cancellation

Cancellations must be submitted in writing via email.

Cancellation fees apply as follows:
- More than 1 month before the event: 10% of the quotation total
- 2–4 weeks before the event: 50% of the quotation total
- 7–14 days before the event: 80% of the quotation total
- Less than 7 days before the event: 100% of the quotation total

These amounts represent a reasonable estimate of damages and lost opportunities. If actual damages are demonstrably higher or lower, EFM may adjust the amount accordingly.

Failure to appear (no-show) results in a charge of 100% of the quotation total.

5. Use of Spaces

1. Tenants must follow instructions from EFM staff and respect the maximum room capacity.
2. Tenants and guests may only access the rooms and areas included in the rental agreement or permitted by EFM staff.
3. Decorations require prior approval from EFM.
4. Hazardous materials, smoking, open flames (unless approved), and disruptive noise are prohibited.
5. Rooms must be returned in their original condition after the event.
6. The tenant is responsible for any damage caused by themselves or their guests.
7. The building contains museum collections and historical interiors. Guests may not touch or move objects unless permitted by EFM staff.
8. Animals are not permitted unless explicitly approved by EFM.

6. Catering

1. Catering services are provided by EFM or approved partners.
2. Guests may not access the kitchen or bar areas without authorization.
3. External catering requires written approval.
4. Changes to catering orders must be communicated in advance and may incur additional costs.

7. Technical Facilities

1. Technical requests must be submitted at least 7 days before the event.
2. Certain equipment may only be operated by EFM staff.
3. External equipment requires prior approval.
4. The tenant is responsible for damage caused by misuse of equipment.

8. Payment Terms

8.1 Quotation

EFM provides a written quotation based on the requested services. Quotations remain valid for 14 days unless otherwise stated.

8.2 Deposit

A 50% deposit must be paid within 7 days of accepting the quotation to secure the booking.

8.3 Final Payment

The remaining balance must be paid no later than 7 days before the event date.

8.4 Additional Costs

Additional services, changes, or extensions requested by the tenant may incur additional charges. Changes requested after the final event plan is confirmed may incur a €50 administrative fee per change.

8.5 Late Payments

Overdue payments may incur statutory interest or 1% interest per month on the outstanding amount, whichever is higher. Reasonable collection costs may also be charged where legally permitted.

9. House Rules & Liability

1. Tenants and guests must comply with the Embassy of the Free Mind House Rules as published on the EFM website.
2. The tenant is responsible for the conduct of guests and participants.
3. The tenant is responsible for obtaining any necessary permits, licenses, or copyright payments related to the event.
4. Photography, filming, or recording for commercial purposes requires prior approval from EFM.

EFM is not liable for loss, theft, or damage to personal belongings of tenants or guests, unless caused by intent or gross negligence by EFM.

The tenant is liable for damage caused to the building, rooms, equipment, or third parties during the rental period. ‍

10. Force Majeure

‍EFM is not liable for delays or failure to perform obligations due to circumstances beyond its reasonable control, including strikes, power outages, government measures, illness of essential staff, or natural disasters. In such cases:

- Obligations may be suspended, or the agreement terminated.

- Payments will be refunded for services not yet delivered. ‍

11. Governing Law

All agreements are governed by Dutch law. Any disputes arising from these terms shall be submitted to the competent court in Amsterdam, unless mandatory law provides otherwise.