Copperhead Events

Terms & conditions

These Terms and Conditions apply to all services provided by On The Rocks Concepts, unless otherwise agreed to in writing.
These Terms and Conditions of Sale apply to any and all orders placed with us (even those orders not confirmed in writing). By placing the order, the client is supposed to have agreed to these Terms.
Orders should always be sent to us by email, with explicit mentioning of the following: the number of staff required, the place of employment (location, room, floor…), outset, probable closing time, possible job description, date(s) and contact person’s coordinates.
Orders are placed through www.copperhead.events (the online ordering platform) or manually by email. We do not offer any booking guarantee for orders placed through any other channels.
Invoices are issued based upon the number of servings or upon a minimum number of servings (in case a minimum number of servings is not reached).An order contains:
- 1 or more professionally uniformed bartender, with a 5 hour on site presence. These 5 hours are included, a presence of a longer duration is also possible, see point 6 for more information in this regard.
- Free choice of set-up with accompanying material with regard to fitting up the bar. When the selected bar does not meet the online ordering platform’s suggestions, a surplus can be charged.
- Minimum consumption of the chosen number of bottles with a minimum of 10 bottles per event. Tonic, garnishing, ice, glassware are included.
- Travel charges are included for distances up to 60 km. Distances beyond 60 km will be charged separately depending on the size of the bar, according to the following formula: €0.45/km exceeding the included 60 km for the Trolley and the Singlet, €0.60/km exceeding the included 60 km for the Winglet.Extra servings: When the minimum purchase is reached, the onsite manager will notify you. In that case, you can give him/her your consent to serve a certain number of extra servings. In case possible extra servings were negotiated in advance, the bartenders will automatically (and without need for prior consent) keep on serving until the maximum order as indicated is reached. (No additional consent will be asked onsite in such case given that the email order already contains it.)
- The Wingbar is only included in the price for events with an order of 360 servings and above. In any other occasion the Wingbar can be still requested but with a surcharge of € 150.
In case time is lost due to incorrect specifications of the requirements mentioned in article 3, client will be charged for this extra time.
The On The Rocks Concepts staff operate under the sole authority of the manager appointed by On The Rocks Concepts during the execution of any and all assignments. The appointed manager, i.e. the person who is held responsible for the smooth running of the assignments, will be briefed by the client in this regard.
Assignments always take place during a timeframe of 5 hours, starting from the moment of arrival on site, during the execution of the assignment, ending at the moment the installations are entirely dismantled. In the event that the staff remains on site for a longer period of time, the following rates apply: €30.00/h ex VAT per staff member. Invoicing per 15 minutes of working time with a minimum of 30 minutes.
We ask the client to provide parking facilities. In case private parking facilities need to be used, the cost thereof will be invoiced to the client.
If necessary, the client provides access cards or badges.
The client is and remains liable for the materials that he entrusts to our staff. On The Rocks Concepts cannot be held liable for damages to goods or persons caused by the materials entrusted to us.
The client is responsible for the delivery, in advance, of all necessary permissions and licenses required to access the locations where the assignments are taking place.
The client is responsible for the necessary permissions and licenses needed to operate a parking area. Any and all possible fines or penalties due to the absence of such permissions and licenses, are always at the expense of the client.
In order to be considered, complaints and objections should be addressed to us by registered mail within three days following the invoice date.
All prices mentioned in our quotations are ex VAT (21%) and payable within 10 days following the invoice date, unless otherwise specified in the relevant quotation.
For orders with an invoice exceeding an amount of €1.000,00, a deposit of 50 %, will be payable upon ordering, 7 days before the date of outset of the event, is required. If this amount is not deposited in our account before the outset of the event, OTRC bvba has the right to cancel the event at any time.
If the quotation was made using a “Fixed Price” formula, i.e. x euro per staff member, the quotation is a necessary condition for the eventual invoicing, meaning that in case there are less staff members present than mentioned in the quotation, the invoice cannot be modified.
The preparation of an assignment always takes place one hour before the desired outset of the event as communicated beforehand by the client.
In case the client requires a longer preparation time from us, the following extra costs apply:
– preparation 1 to 3 hours in advance: waiting time: €30.00 ex VAT per hour per staff member present.
– preparation more than 3 hours in advance: fixed price of €150.00 ex VAT (within a 60km radius calculated from Antwerpen + travel charges in case of longer distances).
For travels beyond 60 km, the number of kilometres are charged (€0.45 – €0.60 / km) as well as a traveling time fee as mentioned in the quotation.
Each invoice not paid in full on its due date will legally and without serving notice upon the debtor, be raised with an amount corresponding to 15 % of the total gross invoice amount in damages, with a minimum of €500.00. Additionally, the unpaid invoice will generate an interest of 1,5 % per month starting from its due date until the date of final payment.
In case of default or delayed payment of one invoice, all other amounts payable will become due at once, in principal and interests, and all services can be cancelled or suspended, even those in the course of being executed, without reminder or notice. In case of protest, only the courts of Antwerpen have jurisdiction.
In case of cancellation of an event or assignment less than fourteen (14) days before the anticipated date of outset of the event or assignment, a lump sum equal to 50 % of the standard invoice will be charged. In case of cancellation less than seven (7) days before the anticipated date of outset of the event or assignment, a lump sum of 75% of the standard invoice will be charged.
In case of a breach of contract over an event consisting of multiple assignments over a longer period of time, the damages will be determined according to the value of the contract and its duration, these damages will be determined at 50 % of the incurred losses with respect to the contract.
Invoices containing a Purchase Order number will be issued pro forma based upon the quotation. One week after completion of the final service provided, the definitive invoice will be issued, irrespective of the receipt of the PO. This invoice can only be protested according to the stipulations of article 18 of these Terms and Conditions of Sale.