TERMS AND CONDITIONS of the Commons Hub 

These guidelines support a shared space built on trust, care, and mutual responsibility.

They help us keep the venue accessible, fair, and sustainable for everyone.

1. Booking and confirmation

A booking is confirmed once the quotation is accepted and the deposit is paid.

Tentative reservations may be released if confirmation is not received within the agreed timeframe so the space can remain available to others.

2. Pricing and payment

• Prices are those stated in the quotation.
• Deposits must be paid within one week to secure the booking.
• The final invoice is payable within one week after receipt.
• Additional hours, services, or damages may be invoiced afterwards.

3. Cancellation and rescheduling

We understand plans can change. The following approach helps balance flexibility with the sustainability of the space:

• Full refund if canceled up to 30 days before event.
• 50% refund if canceled between 30 days and 7 days before event.
• No refund if canceled within 7 days before event.

When possible, we are happy to explore rescheduling, subject to availability.

4. Food and beverages

To avoid waste and support good planning:

• Please communicate the final number of participants at the latest 7 days before the event.
• Catering quantities may be adjusted based on this number.
• Late changes may not be possible or may incur additional costs.

5. Use of the space

The venue is a shared commons.

• Please use the space with care and leave it as you found it.
• The renter is responsible for participants and external collaborators.
• Capacity, safety, and neighbourhood considerations must be respected.
• No noise outside after 22:00 to respect neighbours.
• No smoking inside the building or right in front of the building.

6. Timing, setup and teardown

Rental time includes setup and teardown unless agreed otherwise.

Overtime may be charged so the space remains reliable for the next users.

7. Damages and responsibility

If something breaks or is damaged, please inform us.

Repair or replacement costs may be invoiced when necessary.

The venue cannot take responsibility for loss, theft, or damage to personal belongings.

8. Equipment and collaborators

Use of equipment is included only if specified.

External suppliers are welcome when coordinated in advance.

9. Unexpected circumstances

If circumstances beyond anyone’s control occur, we will prioritise dialogue and rescheduling where possible. If rescheduling is not possible, financial responsibility is limited to amounts already paid.

10. Acceptance

Confirming the booking means these guidelines are accepted.

They exist to support a fair, transparent, and caring shared space.

All questions welcome via hello@commonshub.brussels