Terms and Conditions

By participating in ChudartZ Collectibles events, you acknowledge, both as a visitor and as an exhibitor, that you have read, understood, and agree to the disclaimer, the general terms and conditions, the house rules, and the Privacy Policy. These documents are subject to change without prior notice. It is the participant's responsibility to regularly check for any changes. Changes with an impact will be announced in advance.

1. Registration and participation

  • Participation in the event, in any capacity (such as exhibitor, visitor, helper, participant, or employee), is only valid after successful registration and full payment of any registration fees.
  • By registering, the participant declares to the best of his knowledge and knowledge that all information provided is correct and complete. The participant accepts all responsibilities arising from participation in the event, including complying with the rules and taking the necessary precautions.
  • Registrations are always personal, even when made in the name of a company or organization, and cannot be transferred to third parties without the prior, express consent of the organization. The resale or transfer of stands, admission tickets, or other forms of participation is not permitted. In the event of a violation, the organization reserves the right to refuse access to the event.
  • The registration deadline is strictly adhered to.

2. Cancellation and refund policy

  • These cancellation conditions apply to exhibitors, visitors, ticket purchasers, workshop participants, accompanying persons, and other parties involved who have purchased a stand and/or admission ticket, as well as to all other forms of participation in the event.
  • In order to ensure that the event runs smoothly, is well organized, and is balanced, we apply the following cancellation policy. This takes into account the various stages of our preparations and the impact of cancellations on the overall organization.

Important: Per gereserveerde tafel wordt een vaste, niet-terugbetaalbare reservatie- en administratiekost van € 12,50 (excl. BTW) aangerekend. Deze kost omvat de administratieve verwerking van de reservatie en de logistieke voorziening van de tafel, de eventuele voorziene stoelen en het elektriciteitspunt. Deze kost wordt in geen enkel geval terugbetaald, ongeacht het tijdstip of de reden van annulering, en wordt steeds in mindering gebracht van eventuele terugbetalingen overeenkomstig het annuleringsbeleid.

  • More than 45 days before the start of the event

    Bij annulering meer dan 45 dagen voor het event wordt 100% van het betaalde bedrag terugbetaald, met uitzondering van de vaste, niet-terugbetaalbare reservatie- en administratiekost van € 12,50 (excl. BTW) per tafel.

    Although we can usually still find a replacement at this stage, every reservation incurs administrative and logistical costs from the moment of registration. Therefore, the fixed, non-refundable reservation and administration fee of € 12.50 per table always remains due.

  • Between 45 and 30 days before the start of the event

    Bij annulering in deze periode wordt 75% van het betaalde bedrag terugbetaald, met uitzondering van de vaste, niet-terugbetaalbare reservatie- en administratiekost van € 12,50 (excl. BTW) per tafel.

    From 45 days before the event, a large part of the practical and logistical preparations have already been started: layout of the hall, any communication to participants and visitors, design of promotional material, layout of the floor plan, and so on. Cancellations already entail extra work, costs, and rescheduling.

  • Between 30 and 15 days before commencement

    Bij annulering in deze periode wordt 50% van het betaalde bedrag terugbetaald, met uitzondering van de vaste, niet-terugbetaalbare reservatie- en administratiekost van € 12,50 (excl. BTW) per tafel.

    At this point, most costs (such as printing, reservations, and communication) have been finalized. It is also becoming considerably more difficult to find a suitable replacement, as the schedules of candidates on the waiting list are often already full.

  • Within 15 days before the event

    No refund is possible.

    Cancellations at this late stage have a direct impact on the quality and image of the event. Empty places in the hall are noticeable to visitors, disrupt the balance between participants, and can detract from the professional appearance of the whole. In the short term, it is also virtually impossible to find replacements or communicate changes.

Exception in case of force majeure

Of course, we take into account situations of force majeure, such as serious illness, an accident, or the death of a family member. In such cases, we ask you to inform us as soon as possible so that we can work together to find a suitable solution.

Please note: Ook in geval van overmacht blijft de vaste, niet-terugbetaalbare reservatie- en administratiekost van € 12,50 (excl. BTW) per tafel (inclusief stoelen en elektriciteitspunt) verschuldigd en wordt deze niet terugbetaald.

3. Transfer of stand locations and replacement of exhibitors

Exhibitors are not permitted to resell, transfer, or make available to third parties their reserved stand location, table or tables, in whole or in part, without prior consultation with and written approval from the organization.

If an exhibitor is unable to participate, this must always be reported to the organization. The exhibitor may propose a possible replacement, but such replacement can only take place after explicit approval from the organization.

The organization reserves the right to refuse a proposed replacement and, where applicable, to give priority to a candidate from the existing waiting list. This policy is intended to ensure a fair allocation of available stand locations and to enable the organization to manage the occupancy of the event correctly.

Independently reselling, transferring, or filling a stand location without prior approval from the organization is considered a breach of these terms and conditions. In that case, the organization reserves the right to take appropriate measures in accordance with the other provisions of these terms.

4. Rules and code of conduct

  • We ask all participants to behave and be respectful of fellow participants and the environment. It is important that everyone adheres to the applicable house rules to ensure a safe and enjoyable atmosphere. Violation of these rules may result in appropriate action, such as removal from the event.
  • The organization reserves the right to exclude participants who do not comply with the rules from further participation in the event or other events organized by the organizer.

5. Use of materials

  • Damage to the venue or equipment by a participant will be repaired at the participant's expense.

6. Responsibility, insurance, liability and legal assistance

  • The organization is not responsible for loss, theft, or damage to personal belongings of participants (visitors, exhibitors).
  • It is the responsibility of exhibitors and visitors to take the necessary precautions to protect their goods against theft, damage, or other forms of loss. The organization can never be held liable for this.
  • Participation in or attendance at an event is entirely at your own risk. The organization is not liable for any injuries or accidents, unless these are directly attributable to intent or gross negligence on the part of the organizer. Participants may be able to claim on their own insurance, such as liability or accident insurance, to cover damage they have caused or suffered.
  • The organization is only liable for events (which are due to intent or gross negligence on the part of the organizer) during the event itself, but never for incidents on the way to or back from the event.
  • Participants should be aware of their own physical and mental condition and act responsibly.
  • The organization reserves the right to change the event, the daily schedule or other aspects of the event if necessary, with or without prior notice, depending on external factors over which the organization does not have full control.
  • In case of force majeure (e.g. pandemics, natural disasters), the event may be postponed or cancelled without a refund of the registration fee.

7. Transactions & Purchases

7.1 Sales & Swaps

Participation in the event may include transactions such as the sale, purchase, or barter of goods. Participants are responsible for their own transactions and must ensure that they comply with all applicable laws and regulations.

For transactions whose value, in the opinion of the seller or the organization, cannot be regarded as a normal everyday purchase for a minor, the minor must be accompanied by a parent, guardian, or other responsible adult.

7.2 Buy

For purchases of goods by visitors, all transactions and payment terms are arranged directly between the buyer and the seller. The organization shall not be liable for any disputes or problems arising from such transactions.

7.3 Exchange conditions with ChudartZ Collectibles

ChudartZ Collectibles offers visitors the opportunity to exchange or sell their own collections or items to ChudartZ Collectibles at 70% of the current market price, provided that the goods are in good condition and meet the conditions and description specified by the seller at the time of purchase or exchange.

7.4 Returns & Complaints

Returns or complaints about purchased goods must be handled according to the terms and conditions of the respective seller. The organization of the event is not responsible for returns, exchanges or complaints, if they are not involved in the transaction.

7.5 Legal and fiscal responsibility of the participant

Each participant is solely and fully responsible for complying with all applicable legal and fiscal obligations arising from his or her sales activities at the event. This includes, but is not limited to, obligations regarding taxes, VAT, a company or VAT number, permits, and other legal formalities.

ChudartZ Collectibles acts solely as the organizer of the event and can in no way be held liable for any infringements or negligence by participants.

By registering, the participant declares that the goods offered and the manner of sale comply with applicable Belgian and European legislation.

The organizer reserves the right to refuse access to the event, or to remove from the event without any right to a refund, participants who, in its judgment, carry out commercial activities without the required legal formalities, or who offer goods that conflict with the law or the house rules.

8. Privacy and use of imagery

  • By participating in an event and/or entering an event, you agree that you may be photographed or filmed and that these images may be used for promotional purposes without any compensation.
  • Personal data collected during registration will be used exclusively for the organization of the event and will not be shared with third parties, except in cases specified in the privacy policy.

9. Disputes

  • Any disputes arising from participation in the event can be submitted to the organisation, which will refer you to the competent authorities if necessary.

10. Changes and modifications

  • The organization reserves the right to change these terms and conditions at any time. Any changes may be communicated prior to an event.

11. Acceptance of the Terms

  • By participating in the event, the participant automatically accepts the above terms and conditions.