Terms and conditions for booking
Terms and conditions for booking
These terms and conditions apply to the reservation of rooms of our business and training center 'De Oosterhoeve'.

Applicability

The house regulations apply to the building (Oosterhoeve) located at Geraardsbergsesteenweg 147, 9860 Oosterzele, owned by The Cedar Fund C.V.B.A. and operated by UBEON BELGIUM C.V.B.A.

De Oosterhoeve is interpreted in the broadest sense and includes the entire building or parts thereof with the associated infrastructure, as well as the organization.

The Oosterhoeve is not a building open to the public.

Entering the Oosterhoeve implies that every visitor has taken note of the Regulations, accepts their provisions without reservation and will also comply with them.

The regulations can be read at the entrance of the building and on the website.

Reservation

Booking is subject to an option for 7 days, within this period the booking invoice must be paid.

The booking of the room is final only after payment of the invoice (subject to change).

Cancellation:

  • 2 months in advance: Payment will be refunded, minus a €25 administration fee.
  • 30-60 days in advance: Payment will be refunded 50%.
  • < 30 days in advance: Payment will not be refunded.*
(*) Does not apply to Last Minute reservations!

After the event, you are allowed to use the 'Foyer' (reception area) for 1 hour free of charge to do some networking. This must be stated when making the reservation. If you would like to have a drink or dinner afterwards, you can do so in the 'Foyer' for an additional charge of €75 / 2h.

Access

Every visitor who registers at the Oosterhoeve must be in possession of an invitation, reservation or must otherwise be entitled to enter the premises.

Every visitor who does not attend a workshop or training and enters the Oosterhoeve professionally, has to report to the reception.

Every visitor has to behave like a respectable person. Each individual who causes damage to persons, goods, buildings and / or other material belonging to ubeon will be fully liable for all damages including consequential damages.

ubeon reserves the right to deny access to the Oosterhoeve to persons who are clearly under the influence of alcohol, drugs, or any other stimulant, who by their manifest behavior demonstrate the understanding to disturb and provoke the public order by, for example, initiating blows, injuries, hatred, anger or racist remarks, those who have received an access ban imposed by either ubeon  itself or the administrative or judicial authorities, or who in general fail to comply with one or more provisions of the Regulations.

Ubeon reserves the right to have the person concerned removed from the Oosterhoeve for the reasons listed above.

If ubeon denies the right of access to the Oosterhoeve for security reasons or has the person concerned removed from the Oosterhoeve for the same reasons, ubeon shall not be obliged to refund any registration fee or reservation.

Unless expressly authorized by ubeon, it is forbidden to bring the following objects into the Oosterhoeve or to have them brought in:

  • drugs and/or stimulants/narcotic substances
  • projectiles or explosives in solid, liquid or gaseous state
  • flammable products or substances, aerosols
  • recording material
  • any weapon or dangerous, cutting or crushing object which could endanger the safety of visitors and/or cause damage to property or equipment

Ubeon and/or its appointed or third parties may be ordered to request the surrender of such products/objects. Access to the Oosterhoeve will be denied to anyone who opposes such surrender.

Ubeon explicitly excludes the application of the legal provisions concerning storage. Ubeon shall under no circumstances be held liable for the objects entrusted to it.

Animals are not allowed in the Oosterhoeve, except with permission of ubeon.

Every person who will soon be in the Oosterhoeve can be filmed and the images can be recorded and saved. The recording and storage of these images is done for the purpose of maintaining and enforcing security in the Oosterhoeve.

Business- en trainingscentrer

Inside the building, it is strictly forbidden:

  • Smoking;
  • Cause damage to persons, goods, buildings and/or other material belonging to ubeon;
  • Be in the non-accessible parts of the building;
  • Cause nuisance;
  • Disturbing the order in and around the building;

private house

The adjacent house, located at Geraardsbergsesteenweg 145, is a private residence and therefore not accessible to the public.

Aditionaly, the garden at the back of the house is not accessible either.

In order to respect the privacy of the residents of this house, we request that you do not stand in front of the doors and windows of the courtyard.

To respect the night's rest of the residents of this house, we request not to make any noise in the courtyard between 20:00 and 8:00.

Parking

Visitors can park freely in the parking spaces provided along Geraardsbergsesteenweg.

If visitors park their cars in the parking lot at the rear of the building (3 spaces available), drivers are requested to park their vehicles in the appropriate parking spaces. They are requested to lock their car carefully and to take care not to leave any valuables behind. Ubeon is not responsible for any theft and/or damage or physical injury.

Vehicles may not be parked in the driveway of the adjacent private residence, or in the courtyard.

If more than 10 visitors are expected, we can reserve the wood pasture, located in the Roosbloemstraat, at the request of the organizer. This is a paved meadow that can accommodate about 20 vehicles.

Safety

For safety reasons and/or other similar reasons, ubeon reserves the right to:

  • interrupt or stop training or meetings;
  • to evacuate the Oosterhoeve partially or completely.
  • to remove visitors who do not comply with the Regulations from the Oosterhoeve.

In these cases, the registration fee or rental fee cannot be recovered.

Ubeon advises the visitor to take note when entering the Oosterhoeve in general and the hall in particular, the various emergency exits and safety signs present.

Ubeon cannot be held responsible for damage, loss, theft or accidents. Ubeon shall not be held liable for the consequences of shortcomings or deliberate errors by its appointed or performing agents.

Ubeon reserves the right to carry out camera surveillance in accordance with current legislation.

Organizers and tenants are requested to lock the premises completely, close the gate and activate the alarm when they are the last to leave the Oosterhoeve.

Food and drinks

It is not permitted to sell food products on the premises.

Ubeon can provide catering at the request of the organizer. Catering must be communicated at least one week in advance. The order can no longer be changed within 4 working days before the start of the event. Differences between the originally invoiced order and the final order will be invoiced or credited within 7 working days after the event.

Extensive catering (self-service) is only possible for a maximum of 30 people. You can either use our caterer or arrange everything yourself with a caterer of your choice.

Please note: this is only possible on the condition that your caterer is responsible for the presentation and complete clean-up afterwards.

Coffee, tea and water are completely free and self-service.

Unless expressly permitted, you may not bring any food or drink (except water) into the meeting rooms.

Order and Tidiness

Visitors are co-responsible for the order and tidiness in the spaces they use.

Organizers and renters of the spaces are requested to leave the rented space clean for the next visitor.

Dirty plates, glasses and cutlery belong in the kitchen in the dishwasher.

For hygienic reasons we ask to dispose of left-over food in the waste bin in the kitchen. There is no need for sorting.

Adaptibility

Ubeon reserves the right to amend these provisions at any time.