MEETING ROOM RENTAL AGREEMENT
MEETING ROOM RATES
Polymer Comply Europe SCRL (PCE) offers 4 different meeting rooms to be rented online. All meeting rooms can be rented per hour. For rentals exceeding 4 hours, the full daily rate will be charged:
Standard renting hours go from 09.00 until 17.00. For every hour that is booked outside of this period, an additional fee of 50€ will be charged in addition to the standard renting price.
All prices included the technical equipment that is stated in the room description on the PCE website at: https://polymercomplyeurope.eu/content/meeting-room-rental. The above-mentioned prices include 1 coffee/person for all meetings not longer than 4 hours. For all meetings exceeding four hours, two coffees/person are included in the daily rate.
MEETING ROOM POLICIES
The following policies are set forth for rental of meeting space at PCE and Renter agrees to abide by these policies.
Rental Procedure:
All rooms must be booked online and paid at the time of the booking with a credit card. Pre-booking is not possible and cancellation and no-show fees apply. Cancellations can only be made by contacting PCE via email or telephone.
For some parts of the technical equipment, including the buttons of the BARKO CLickShare system and soft pens of the interactive screens and digital flipcharts, a responsible person has to sign an additional document confirming its liability in case of the loss or damage of/to the technical equipment. This document also includes a fixed fee to be paid in case of loss or damage of/to the technical equipment. The fee charged amounts to 250€/BARKO Clickshare Button and 50€/soft pen.
Cancellation Fees:
In all cases, PCE charges an administration fee of 50€ if room rentals are cancelled by the Renter. For rentals that are cancelled more than 2 months prior to the booked meeting date, no additional cancellation fees apply. For rentals that are cancelled between 2 and 1 month prior to the booked meeting date, an additional cancellation fee of 25% of the rental price will be charged. For rentals that are cancelled between 1 month and 1 week prior to the booked meeting date, an additional cancellation fee of 75% of the rental price will be charged. For rentals that are cancelled less than 1 week prior to the booked meeting date, the full rental price will be charged.
Clean-up:
Renter is responsible for the cleanliness of meeting facility upon conclusion of event; a clean-up fee of up to 100€ will be assessed if meeting space is not returned to its original state.
Miscellaneous:
The entire PCE meeting space is smoke-free. A smoking space can be found outside of the building on the ground floor.
The Renter agrees that the data he provides to PCE is processed according to PCE’s Privacy Policy that can be found at: https://polymercomplyeurope.eu/disclaimer
LIABILITY
Renter agrees to protect, indemnify, defend, save and hold harmless PCE and its Officers and Employees from any and all claims, liabilities, damages or right of action directly or indirectly arising out of the use of the facility, included, but not limited to, the following:
Damages. Renter is responsible for any loss or damage to the Rental Space, adjoining facilities, building common areas, or building exterior or grounds. This includes all damages to any equipment, fixtures, surfaces, including the ceiling, floors and floor finishes, or any other property. Renter agrees and acknowledges that Renter’s liability for loss or damages is not limited to the amount of the rental price received by PCE.
PCE will not be liable for any failure to perform or damages caused by an act of God, force majeure or other unforeseen event reasonably beyond PCE’s control.
Renter’s Property. PCE is not responsible for items belonging to Renter or Renter’s guests that are lost, stolen, or damaged during the Rental period.
Liability for Guests. Renter is, and hereby acknowledges that it is, liable for the actions and behaviour of Renter’s guests during the Rental Period, and at any other time such guest is on or around the Rental Space as a result of Renter’s use of the Rental Space. PCE will not be liable for the safety of Renter’s guests.
RENTER AGREES TO INDEMNIFY AND HOLD HARMLESS PCE FROM ALL LIABILITY ARISING FROM THE ACTIVITIES OF RENTER AND RENTER’S GUESTS DURING THE RENTAL PERIOD.
If these rules are not followed, PCE has the right to cancel the rental contract and deny any future requests for room rental to the applicant.