Terms of Service

Last updated: 18/11/2025

These Terms of Service (the “Terms”) govern the access to and use of the website and platform available at www.eventflare.io (the “Platform”) and all related services offered by Spacehuntr B.V., acting under the trade name “Eventflare”, a company incorporated under the laws of Belgium, having its administrative seat at Ikaroslaan 1, 1930 Zaventem, Belgium and registered with the Crossroads Bank for Enterprises under number 0688.787.694 (“Eventflare”, “we”, “us” or “our”).

By accessing or using the Platform or any of our services, you acknowledge that you have read, understood and agree to be bound by these Terms.

Use of the Platform is strictly limited to legal entities and professionals and is not intended for consumers, save where they are acting in the capacity of a Host/Partner as defined below.

If you are an individual accessing or using the Platform on behalf of, or for the benefit of, any corporation, partnership or other entity with which you are associated (an “Organisation”), you represent and warrant that you have the authority to bind such Organisation to these Terms; in that case, references to “you” and “your” shall be deemed to include both you personally and such Organisation.

1. Definitions

For the purposes of these Terms, the following definitions apply:

1.1 User means any person or legal entity accessing or using the Platform, including Clients and Partners.

1.2 Client means any User who requests, intends to request, or purchases event-related services via Eventflare, whether through the Platform or by other means.

1.3 Partner (also sometimes referred to as “Host”) means any venue owner, venue manager, supplier, service provider or other vendor who lists, offers or provides premises, spaces or services through or in cooperation with Eventflare.

1.4 Partner Listing means any venue, space, package or service description, including associated prices, photos and specifications, submitted for listing or displayed on the Platform on behalf of a Partner.

1.5 Services means collectively: (i) the Platform; (ii) all online functionalities, tools and features made available by Eventflare; and (iii) any associated services provided by Eventflare in connection with the discovery, design, organisation or execution of corporate and professional events.

1.6 MSA means the Master Service Agreement (including any Order Form) concluded between Eventflare and a Client for the organisation of one or more events.

1.7 Eventflare Contracted Event means any event for which a binding agreement exists between Eventflare and a Client, whether pursuant to an MSA or an Instant Booking as defined below.

1.8 Instant Booking means any booking mechanism made available by Eventflare on the Platform that allows a Client to confirm and purchase specific event services or packages online without further negotiation, subject to written booking confirmation by Eventflare.

1.9 Partner Agreement means any separate written collaboration or supplier agreement concluded between Eventflare and a Partner.

1.10 Commercial Terms means the applicable commercial arrangements between Eventflare and a Partner, including, without limitation, commissions, fees, referral remuneration, discounts, payment terms and cancellation consequences, whether set out in a Partner Agreement, agreed by email, or otherwise communicated in writing.

1.11 Your Content means all content provided, uploaded or made available by a User via the Platform or otherwise to Eventflare, including but not limited to names, logos, photos, descriptions, reviews, comments and other materials.

2. Scope and Contractual Structure

2.1 These Terms regulate the use of the Platform and govern the legal relationship between Eventflare and Users during the platform / marketplace phase. They do not govern the full execution of Eventflare Contracted Events, which is subject to separate contractual documentation (MSA and/or Instant Booking terms).

2.2 In the event of any inconsistency between these Terms and the provisions of an MSA, Partner Agreement, Order Form or Instant Booking terms, such specific agreement shall prevail for the relevant relationship.

2.3 Eventflare operates a hybrid model:

(a) a marketplace and discovery phase, in which Eventflare acts primarily as a facilitator and intermediary; and

(b) a contracted event phase, in which Eventflare may act as principal and contracting party vis-à-vis the Client, and may in turn subcontract Partners.

2.4 The Platform and these Terms are designed for B2B use. Any consumer accessing the Platform who is not acting in a professional capacity does so at their own risk and may have their account suspended or removed.

3. Marketplace Phase – Non-Binding Nature of Use

3.1 The Platform enables Clients to discover and compare venues and services, submit event briefs or “Ask an Expert” requests, and obtain indicative quotations and proposals. At this stage, all information provided via the Platform, whether by Eventflare or by Partners, is purely informational and non-binding.

3.2 Any indication of availability, pricing, capacity, features or characteristics of a venue or service prior to the conclusion of an Eventflare Contracted Event is expressly subject to confirmation and may change. Eventflare makes no warranty as to the completeness or accuracy of Partner Listings or other pre-contractual information.

3.3 No contract for the provision of event services shall be deemed concluded solely as a result of a request, brief, quotation or proposal submitted or communicated through the Platform. A binding contractual relationship shall arise only in accordance with clause 4.

3.4 In some limited cases, Eventflare may act purely as an intermediary between a Client and a Partner, in which case the contract for the venue or service is concluded directly between the Client and the Partner. Where this is the case, Eventflare will clearly indicate that the Client contracts directly with the Partner and Eventflare shall not be a party to that contract.

4. Formation of Event Contracts

4.1 As a rule, and for the majority of events, a binding contract between Eventflare and a Client is formed only when:

(a) a Master Service Agreement and corresponding Order Form have been executed by Eventflare and the Client; or

(b) a Client completes an Instant Booking through the Platform and Eventflare issues a written booking confirmation.

4.2 Once an Eventflare Contracted Event is formed, the rights and obligations of Eventflare and the Client shall be governed exclusively by the MSA and its Order Form, or the applicable Instant Booking terms, as the case may be.

4.3 In the scenario contemplated under clause 3.4, where the Client contracts directly with a Partner and Eventflare acts only as intermediary, any rights, obligations and liabilities arising out of such contract shall exist solely between the Client and the Partner. Eventflare shall not be liable for performance or non-performance of such contract, save where otherwise required by mandatory law.

5. Role of Eventflare

5.1 During the marketplace phase, Eventflare acts as a facilitator by providing the Platform and, where applicable, assistance in identifying suitable venues and services. Eventflare does not own, operate or control the venues and services offered by Partners and does not guarantee their quality, safety, legality, suitability or availability.

5.2 Once an Eventflare Contracted Event is formed, Eventflare may act as an event manager and may subcontract Partners to deliver all or part of the contracted services. The nature and scope of Eventflare’s obligations in that phase are determined solely by the applicable MSA or Instant Booking terms.

5.3 Nothing in these Terms shall be construed as creating a partnership, joint venture or employment relationship between Eventflare and any User. Partners act as independent contractors.

6. Privacy and Data Protection

6.1 Eventflare processes personal data in accordance with its Privacy Policy, as amended from time to time. By using the Platform, you acknowledge that you have read and understood the Privacy Policy and that your personal data will be processed in accordance with it.

6.2 As Eventflare is a company established in Belgium, all processing of personal data is carried out in compliance with Regulation (EU) 2016/679 (the General Data Protection Regulation or “GDPR”), the Belgian Act of 30 July 2018 on the protection of natural persons with regard to the processing of personal data, and any other applicable European or national data protection rules. In the event of any inconsistency between these Terms and the Privacy Policy in respect of personal data, the provisions of the Privacy Policy shall prevail.

6.3 Eventflare acts as an independent data controller in respect of all personal data processed through the operation of the Platform and the provision of the Services. The purposes and legal bases for such processing, as well as further information regarding data subject rights, international transfers, retention periods, and the use of third-party service providers, are described in the Privacy Policy.

6.4 Users who, through their use of the Services, obtain access to personal data relating to another User undertake to comply with the GDPR and all other applicable data protection laws. Users shall only process such personal data for the purposes for which the data were made available and shall implement appropriate technical and organisational measures to ensure the confidentiality, integrity and security of such data. Users shall, upon first request of the data subject or Eventflare, rectify or delete such data where required by law.

6.5 When Eventflare receives personal data from a Client for the purpose of organising and delivering an Eventflare Contracted Event, such processing is carried out in the context of the performance of the relevant MSA or Instant Booking agreement. Partners receiving personal data from Eventflare or the Client in connection with the fulfilment of their services acknowledge that they act as independent data controllers with respect to such processing and undertake to comply fully with the GDPR and all applicable data protection obligations.

7. Accounts and Access

7.1 To use certain Services, you may be required to create an account. Eventflare may also, with your consent, create an account on your behalf and pre-populate certain content.

7.2 Eventflare may reject or require changes to any username or other identifier at its discretion. Usernames and passwords are strictly personal and may not be shared or transferred. You are solely responsible for all activities occurring under your account.

7.3 Where an account is shared within an Organisation, the person identified as the account holder or administrator shall be deemed responsible for all activity.

7.4 Eventflare reserves the right, at any time and without prior notice, to modify, suspend or discontinue any part of the Platform or Services, to restrict access, or to refuse the creation of an account, without any obligation to motivate its decision.

8. Intellectual Property and Limited Licence

8.1 All content, software, trademarks, trade names, logos and other intellectual property displayed on or used in connection with the Platform are the property of Eventflare or its licensors (except where identified as belonging to a Partner or third party). No rights are granted to Users except as expressly set out in these Terms.

8.2 Eventflare grants Users a limited, non-exclusive, non-transferable and revocable licence to access and use the Platform and Services for their internal business purposes, subject to compliance with these Terms.

8.3 Users shall not copy, reproduce, mirror, frame, modify, create derivative works from, distribute or otherwise exploit any part of the Platform without the prior written consent of Eventflare.

9. Your Content and Acceptable Use

9.1 Users remain solely responsible for all of Your Content made available via the Platform. Users represent and warrant that they hold all necessary rights to such content and that its use by Eventflare in accordance with these Terms does not infringe any third-party rights.

9.2 Users shall not, in connection with the Platform:

(a) upload or transmit any content that is defamatory, unlawful, discriminatory, obscene, harassing, hateful, fraudulent or otherwise objectionable;

(b) upload or transmit any viruses, malware or other harmful code;

(c) interfere with or disrupt the operation or security of the Platform;

(d) harvest or collect information about other Users without their consent; or

(e) use automated means (including robots, spiders or scraping tools) to access or index the Platform without Eventflare’s prior written consent.

9.3 By submitting or making available Your Content, you grant Eventflare a worldwide, royalty-free, fully-paid, non-exclusive, perpetual, irrevocable, transferable and sub-licensable licence to use, reproduce, store, adapt, translate, modify, distribute, publicly perform and display such content in any media for purposes related to the operation, promotion and improvement of the Platform and Services.

9.4 If you believe that content on the Platform infringes your intellectual property rights, you may notify Eventflare. Eventflare may remove or disable access to such content where it considers it appropriate to do so.

10. Partners – Specific Obligations

10.1 Any Partner who submits or approves a Partner Listing, receives leads, or otherwise collaborates with Eventflare shall be deemed to accept these Terms. Where a Partner Agreement is executed, such Partner Agreement shall prevail in the event of conflict.

10.2 Partners undertake that all Partner Listings and information they provide (including prices, descriptions, photos, capacities, facilities and location) shall be accurate, complete and not misleading. Partners shall keep such information updated and inform Eventflare without undue delay of any material changes.

10.3 Partners shall ensure that their premises, staff and services comply with all applicable laws and regulations, including but not limited to health and safety, fire, licensing, permits and insurance requirements. Partners remain solely responsible for the safety and condition of their venues and services.

10.4 Commercial Terms applicable to Partners (including commissions and any other fees) shall be determined by a Partner Agreement, by written confirmation (including email) or by other written communication from Eventflare accepted through continued collaboration or use of the Platform. Eventflare may deduct its commission or other fees from amounts payable to the Partner, or invoice the Partner directly.

10.5 Once a Partner confirms or approves an offer, quotation or availability communicated via Eventflare, the Partner shall be bound to honour it in good faith. Any cancellation or refusal after such confirmation may give rise to compensation or fees in accordance with the applicable Commercial Terms.

10.6 Partners shall not circumvent Eventflare by directly entering into agreements with Clients introduced by Eventflare, without Eventflare’s prior written consent. In the event of such circumvention, Eventflare may charge the applicable commission or fee and may suspend or terminate the Partner’s access to the Platform.

10.7 Eventflare may, in its discretion, activate Instant Booking functionalities for certain Partner Listings. By maintaining such listings, Partners agree to honour bookings accepted via Instant Booking and to comply with the related Commercial Terms.

10.8 Partners acknowledge that they are solely liable for any damage, loss or injury caused by them, their staff or their premises in connection with an event. Eventflare shall have no liability for Partner acts or omissions except as expressly provided by mandatory law or in a written Partner Agreement.

11. Client Responsibilities

11.1 Clients are responsible for providing accurate and complete information regarding their event requirements and for verifying, to the extent reasonably possible, whether a proposed venue or service meets their needs, including in respect of accessibility, technical specifications, security and compliance requirements.

11.2 Once an Eventflare Contracted Event is formed, the Client’s obligations, including payment, cooperation, insurance and other duties, shall be governed exclusively by the MSA or applicable Instant Booking terms.

12. Fees, Payment and Taxes

12.1 Browsing the Platform and submitting initial inquiries is free of charge. Fees due by Clients and Partners will arise only as set out in an MSA, Instant Booking terms or applicable Commercial Terms.

12.2 Payments may be processed through third-party payment providers, whose own terms and fees may apply. Eventflare shall not be liable for any errors or delays attributable to such third parties.

12.3 Users are individually responsible for the assessment and payment of all applicable taxes related to their activities via the Platform.

13. Disputes Between Users

13.1 If a dispute arises between a Client and a Partner, the parties shall first use best efforts to resolve the matter amicably.

13.2 Upon request of one or both parties, Eventflare may, but shall have no obligation to, assist in the resolution of the dispute. In doing so, Eventflare acts as a neutral intermediary and does not provide legal advice. Eventflare’s involvement does not affect the allocation of legal responsibility between the parties.

13.3 Eventflare may, where it considers it appropriate and based on the information available, propose a practical resolution. Any such proposal shall not be binding unless expressly accepted by both parties.

14. Limitation of Liability (Platform Phase)

14.1 To the maximum extent permitted by applicable law, Eventflare shall not be liable for any indirect, consequential or punitive damages, loss of profit, loss of data, loss of business or goodwill, or for any damages arising from:

(a) inaccuracies or omissions in Partner Listings or other information made available via the Platform;

(b) cancellations, unavailability or non-performance by Partners;

(c) reliance by Users on any non-binding quotation, proposal or advice provided through the Platform prior to conclusion of an Eventflare Contracted Event; or

(d) unauthorised access to or use of User accounts.

14.2 Any liability of Eventflare arising in connection with an Eventflare Contracted Event shall be governed solely by the MSA or applicable Instant Booking terms.

15. Changes to the Platform and to these Terms

15.1 Eventflare may, at any time and without prior notice, modify, suspend or discontinue any aspect of the Platform or Services. Eventflare shall not be liable for any consequences of such modifications, suspensions or discontinuations.

15.2 Eventflare may amend these Terms from time to time. The revised Terms shall be effective upon publication on the Platform. By continuing to use the Platform after such publication, you are deemed to have accepted the amended Terms.

16. Governing Law and Jurisdiction

16.1 These Terms and any dispute arising out of or in connection with them shall be governed exclusively by Belgian law, without regard to its conflict-of-law rules.

16.2 Any dispute relating to the interpretation, performance or validity of these Terms, including any tort claim closely connected thereto, shall fall within the exclusive jurisdiction of the Dutch-speaking courts of Brussels, or, where applicable, the Brussels International Business Court.

17. Contact and Feedback

For any questions regarding these Terms or the Platform, you may contact Eventflare via the contact details published on the Platform.

Any feedback, suggestions or ideas you provide to Eventflare in relation to the Platform or Services may be used freely by Eventflare, and you hereby waive any rights in such feedback to the fullest extent permitted by law, without any compensation.