GENERAL TERMS AND CONDITIONS OF SALE – ROOM RENTAL (ReFresh XL ASBL)

1. Purpose

These general terms and conditions govern the provision of the room located on the ground floor of Mundo Matongé (Rue d’Édimbourg 26, 1050 Ixelles), operated by ReFresh XL ASBL, as well as any complementary services (catering, equipment, etc.).

2. Reservation

All reservations must be submitted through the designated online form.
A reservation is considered confirmed only after:

• Explicit approval by ReFresh XL,
• Receipt of the €100 security deposit,
• And, where applicable, submission of the required documents (e.g., proof of Mundo Matongé membership).

3. Prices and Payment

Prices vary according to:

• The status of the renter (member or non-member of Mundo Matongé),
• The selected time package (weekday evening, weekend morning, afternoon or evening).

The room is made available exclusively through predefined time packages as communicated at the time of reservation. These packages are not divisible.

The applicable price list may be consulted on the ReFresh website or provided on request.

A €100 security deposit is required upon reservation. It will be refunded within 15 working days after the event, except in cases of damage, breach of the rules, or if the room is not returned in a satisfactory condition.

Full payment must be made on the basis of the issued invoice, according to the terms indicated.

4. Conditions of Use

4.1 Opening Hours

• • Weekdays: 17:00 – 22:00
  • Weekends: 08:30 – 22:00

Any overrun is strictly prohibited.

 

4.2 Permitted Use

The room may be used for professional, associative, public or private events.

Private events (e.g., birthdays, family gatherings) are permitted provided they comply with the occupation, noise and safety rules set out in these terms.

Strictly prohibited:

• • Dancing or festive events using amplified sound systems,
  • Any activity likely to cause excessive disturbance to other occupants of the building or neighbouring properties.

 

4.3 Exclusions

The kitchen, bar/counter and ReFresh XL tableware are not included in the rental.

 

4.4 Cleaning

The renter is responsible for cleaning and tidying the room.

A flat fee of €75 excl. VAT will be charged in case of non-compliance.

 

4.5 Safety Rules and Use of Equipment

The renter agrees to:

• • Not introduce dangerous materials (gas, pyrotechnics, etc.),
  • Not smoke inside the premises,
  • Not alter the layout or use unauthorised equipment.

The noise level may under no circumstances exceed 80 dB measured at 1 metre from the sound source.
Organisers must immediately reduce the volume upon request from ReFresh XL staff or a representative of Mundo Matongé.

In case of complaints, incidents, or non-compliance with noise rules, ReFresh XL reserves the right to immediately interrupt the rental without refund.

 

4.6 Condition of the Premises and Liability

No formal inventory of fixtures is carried out before or after use.
The renter is deemed to have accepted the premises as is upon arrival.

Any anomaly or damage observed by ReFresh XL after the rental may result in:

• • A flat fee of €75 excl. VAT if the room is returned dirty or disorderly,
  • Additional charges for any damage requiring repair or replacement of furniture, equipment or materials.

The renter is invited to report any issue in writing and before the start of the event to: mundo@refresh.brussels

In the absence of such notification, the initial condition of the room shall be considered compliant.

 

4.7 Securing the Premises and Access

The renter is responsible for securing the premises throughout the rental period.

In particular, they agree to:

• • Ensure that all access doors, including those leading to the garden, are properly closed,
  • Prevent the entry of unauthorised persons,
  • Monitor personal belongings and those of participants,
  • Return the access badge immediately after the event, placing it in the designated external mailbox.

In case of loss or non-return of the badge, a €25 replacement fee may be charged.

Any negligence leading to damage, intrusion, unauthorised access or degradation may result in the renter’s financial liability.

5. Catering

Catering services are provided exclusively by ReFresh XL.

6. Cancellation and Refund

Cancellation timeframe	Refund
Less than 2 working days before the event	0%
Between 3 and 8 working days	30%
Between 9 and 30 working days	50%
More than one month	100%

 

ReFresh XL reserves the right to cancel the reservation in case of force majeure or non-compliance with the rules. No compensation shall be due.

7. Insurance and Liability

The renter must hold a civil liability insurance covering damages caused to third parties or to ReFresh XL property.

ReFresh XL cannot be held liable for theft, loss, damage to personal items, or accidents occurring during the rental period.

8. Disputes and Jurisdiction

Any dispute relating to the execution of the contract shall fall under the exclusive jurisdiction of the French-speaking courts of Brussels. Belgian law applies exclusively.

9. Acceptance

Submitting the reservation request implies full and unconditional acceptance of these general terms and conditions.

10. Data Protection (GDPR)

Data collected for the reservation is processed solely for the purposes of managing the request, communication, and possible invoicing. Data is not shared with third parties.

In accordance with the General Data Protection Regulation (EU 2016/679), the renter may exercise their rights of access, rectification or erasure by contacting: mundo@refresh.brussels

11. Language Clause

In the event of any discrepancy or dispute concerning the interpretation of these terms, the French version shall prevail over the English translation.