I. General Introduction to the Expat Club Terms & Conditions
To make an online booking for one of our events or trips, you must accept these booking terms during the online booking process on our website. Therefore you are advised to carefully read these terms & conditions before confirming your booking.
Expat Club, which is part of Xross Global Group BVBA, organises various events and trips (“events”) for the expat community in Brussels. To attend these events you need to make a booking on our website www.expatclub.org. During the booking process you will be required to agree with these terms & conditions.
These terms & conditions are only available in English because virtually all our visitors and members understand this language.
Nederlandse vertaling: Ons voorwaarden zijn enkel beschikbaar in het Engels omdat nagenoeg al onze bezoekers en leden deze taal machtig zijn. Als u deze taal niet begrijpt raden wij u aan deze voorwaarden te laten vertalen of om niet akkoord te gaan.
Traduction française: Ces conditions de résérvation sont disponibles uniquement dans la langue anglaise parce que la quasi-totalité de nos visiteurs et membres sont anglophones. Si vous ne comprenez pas cette langue, nous vous conseillons de laisser traduire où de ne pas accepter ces conditions.
Expat Club uses the following definitions in these booking terms:
Our website = www.expatclub.org
We / us = Expat Club
You = Our visitor or member, who is making an online booking on our website.
Participant = The person who participates in the event or joins on the trip.
Event = This refers to any event offered on our site, including local events, daytrips, multiple daytrips and partner events.
The latest version of this document is of 10 August 2017. Whenever we change it, the date on this document changes and we’ll notify our subscribers through our newsletter. By making a booking for one of our events your explicitly agree with the terms set forth in this document. Expat Club does not necessarily keep copies of older versions of these terms, so we recommend you save or print the terms you have accepted at the time of booking.
III. Booking a ticket for an event
Expat Club publishes various events on its website. As a visitor to our website you are invited to learn more about these events and to submit a booking request through our online booking platform. A contract with Expat Club will come into force after you have completed all the below steps in the booking processes, or if you have made a direct booking by phone, email or in person:
a) On our webpage you select the specific event that you would like to attend
b) You carefully read the information provided to make sure you fully understand what we offer, such as date(s), times, location, included items.
c) You click on the [Book now] button to start the reservation process
d) On the product page you can select the number of tickets you would like to add to the cart. There may be a maximum number of tickets you can book, because nobody is allowed to buy more than the number indicated on the event page or because the number of tickets available is lower than the number you would like to add to the cart.
e) On the product page you may have to select one or more answer options to various questions that are posed. For instance, you may have to indicate at which coach pick-up you would like to board. Or you may have to answer whether you would like to join for lunch. In case it mentions an amount, this may be immediately added to your cart total, or it may have to be paid during the day, which will be clearly indicated.
f) Add the ticket to the cart by clicking the [Add to cart] button. When the desired number of tickets is available you will be taken to the cart page that shows all the items in your cart.
g) You can now add more tickets to your cart, or continue the shopping process by returning to the homepage and add tickets for other events to your cart, or you can continue to the shopping cart page by clicking the [View cart] button.
h) On the Shopping cart page you can eventually update the number of event tickets in your cart. Also you can apply a coupon by entering the coupon code, which gives you a discount on the shopping cart total. Finally, there may be suggested items available, such as museum tickets or a child ticket, which you can also ad to your cart. Subsequently you click on the [Proceed to Checkout] button.
j) To pay for your order, first review your shopping cart and ensure that eventual discount codes have been properly entered. Consequently choose your preferred payment method. Expat Club offers various payment methods through the Multisafepay platform (e.g. Sofort Banking, Bancontact, Maestro, iDeal, Master Card and Visa Card) and the PayPal platform. Only Sofort Banking payments are free, the other forms have a surcharge. After selecting the payment method of your choice click on the “Place order” button and continue the payment process as indicated.
k) When the payment has been made, your booking request is in principle confirmed. All booking requests by you are definitive and cannot be cancelled without a cancellation fee. Expat Club doesn’t offer a “cooling off” period in line with Belgian consumer law for event and travel services. In the unlikely event that we cannot accept your booking Expat Club will send you an email that your booking request cannot be met at the moment. We will offer you an alternative or you will be fully refunded. No cancellation or administrative fees will be charged in those instances.
In case of a direct booking by phone, by email or in person, the total sum, unless another amount has been explicitly agreed upon, shall be transferred by regular bank transfer and received in our bank account within one working day. You must also send an email with a print screen of the final confirmation page of the online transfer process to email@example.com.
IV. Event and trip details
On our website www.expatclub.org you will find all details of our events and trips. On the homepage and events calendar page you will find an overview of all upcoming events. By clicking the links you will get to the event page with all details about the event or trip trip. Expat Club reserves the right to make variations to the program if circumstances require to do so, including departure and arrival times, departure and arrival locations, lengths of visits (e.g. museums or guided tours), means of transportation (e.g. different size coach or with a different configuration), lunch & dinner locations, routes and destinations, etcetera. Special conditions mentioned on the individual event and trip pages apply to the ticket(s) booked for that event or trip, including but not limited to special cancellation terms.
If you made a reservation on our website you will receive all necessary information about the trip a few days before departure. The information in that email is leading, which means that it may differ from the information on the event / trip information page. Expat Club cannot be held liable for the consequences, including financial consequences, when you do not follow up the information in that email. For instance, if our website indicates a departure time of 08h00, but you do not read this specific email that states that the final meeting time is at 07h45, you run the risk of missing our departure as we may leave 5 minutes after the final meeting time if we have not heard from you and all other passengers are there. Similarly, if you miss an update that the departure time has shifted to 07h30, for whatever reason, you may also miss the bus. It is therefore always your responsibility to read this email or mail/call us in case you have not received it. The email is also always available behind a clear link on the trip page in the upper information panel.
V. Ticket price, discounts and payments
The price of our event tickets is clearly indicated on the event pages. Some events are free or require a marginal fee. Expat Club reserves the right to change its prices at any time without prior notice, without affecting those contracts that have already come into force before the change.
In most cases special (super) early-bird tickets may be available. Availability may be based on a specific set number defined by us (we reserve also the right to change this number at any time without prior notice) or by a specific date, or any combination thereof.
Expat Club may provide discounts to its members. This can be a general discount for everybody during a certain time period, a discount based on a discount code given to select or all members, normally limited by a certain period or a certain number of used codes. Discounts will never be given retroactively. Discount codes that are given to specific persons may only be used by those persons and cannot be used by anyone else, including those travelling with the person who is allowed to benefit from the discount. Some discount codes are given to a specific group, such as everyone on a specific trip. Those codes can only be used by the individuals in that group and only once.
For all our events with a participation fee, pre-payment is required. Most of the time the amounts mentioned are the full prices for the event. However, in some cases a rest amount has to be paid by bank transfer or right before the event. This will be clearly indicated on the event- and ticket pages, such as in the case of restaurant reservations.
In case you make a booking without an immediate online payment you are kindly requested to transfer the amount to our bank account within 2 business days, or immediately if so agreed upon during the reservation. Despite that you do not pay immediately online, note that you make an actual reservation that is legally binding and that regular cancellation fees apply. The transfer date is leading for eventually apportioned discounts such as early-bird fees. At the same time, we can only confirm your reservation after a successful transfer.
All prices on our website are including applicable Belgian VAT.
In case of non-payment Xross Global Group BVBA reserves the right to hand over your order file to a debt-collecting agency. The additional debt-collection fees of minimal €42,50, plus €15 administrative fee, and legal interests fees of 1% per month over the total participation fee will be added to the final amount.
If you book an event on our website, you warrant and declare to us that:
a) The data you provide in your booking request, or in relation to your booking request, are complete and accurate (including full passport name, date of birth, passport number etc, if required). Any costs, such ticket changing fees, that result from providing us with incorrect or incomplete information, will be charged to you. Expat Club is not responsible for any other consequence of providing us with incorrect or incomplete information, including but not limited to seat cancellation.
c) You can attend the event at the mentioned date, time and location as published on the event page (changes disregarded). This is also the case for events for which no participation fee is required.
d) You are an expat (preferably from but not limited to Brussels or Belgium), or you are a Belgian national with an international background and/or a substantial interest in meeting international people. Expat Club also welcomes tourists to Belgium, provided they also have an international mindset and are willing to be part of our group for the specific event or trip.
e) You will conduct yourself in a professional and respectful manner before, during and after the event, which includes, but is not limited to, proper behaviour on the bus and during the guided tours, and respecting all indicated meeting times
f) You will inform us before making a reservation about any condition you may have that may impact the organisation and execution of the trip, including, but not limited to, physical disabilities, allergies, as well as other conditions that may become relevant during an event or trip (e.g. car sickness). Expat Club does not discriminate, but we need to make sure that we can offer you the same experience as every other guest, and that other guests also receive the experience they expect. For instance, if you cannot walk at a regular speed or cannot climb stairs, you may hold up the group or you may not be able to join certain parts at all. Expat Club cannot make last-minute changes in the program, and cannot be held liable for any consequences, but we will try accommodate any special request in advance.
g) You will inform the event or trip host before or during the event or trip about any important matters that may influence your experience or that of other participants, including, but not limited to, delays, negative interactions between you and other participants, and problems with the bus (seat) or hotel room. Expat Club cannot help you if we are not told about this.
h) You agree that you will use the offered accommodation in line with your reservation. For instance, if you book a single room for one of our trips and use it for more than 1 persons, you will be charged for that additional person after the trip (full trip fee – single surcharge).
Expat Club reserves the right to cancel your booking at any moment, without prior notice and without further explanation if your profile or behaviour is not in line with the above, if you do not disclose any important information or condition that may impact a normal execution of the event, without you having a right to a (partial) refund.
VII. Change of dates, times, venues, means of transportation or itinerary, and event cancellations
Expat Club reserves the right to change the date and time of the event if circumstances require this. Also it may change the venue of the event (e.g. cinema, theater), the itinerary of the trip, the means of transportation (e.g. size of configuration of the bus) or the length (longer or shorter). In general such changes will be a result of exceptional circumstances right before or during the event (e.g. weather conditions, traffic, changed opening hours, changes in coach planning, or availability of guides).
If possible, such changes will be communicated clearly on our website, by email and/or phone. In case of a significant change (e.g. date or time when it concerns a significant change in starting or end time), you have the right to a full refund.
Expat Club is, however, not liable for the organisation and course of events that are organised by third parties, but which are visited during an Expat Club meeting, such as a concert, a play or air show. It is your responsibility to check whether such events have been cancelled or changed. Expat Club will do its best to inform you properly, but we cannot guarantee this and we cannot be held liable for eventual costs related to or flowing from changes and cancellations. This principle also applies to consequences of changes in the services offered by third parties, regardless of the underlying causes (e.g. bad weather, operational issues or poor communication), such as shorter kayaking trips than originally planned due to low water levels, shorter concerts / shows or shorter guided tours.
Expat Club may decide to cancel any event or trip at any time for any reason, both for the group at large as for individuals, such as, but not limited to an insufficient number of registered participants, bad weather forecasts and unusual traffic conditions. Registered participants will get a full refund, including transfer fees. Expat Club cannot be held liable for eventual costs related to or flowing from such cancellations. The decision to cancel is at the sole discretion of Expat Club. For instance, bad weather forecasts cannot be produced as a reason by a participant to force Expat Club to cancel the event with the right to a refund.
Expat Club is not liable to refund the participant in case a force majeur (a.k.a. “an act of God”), which is defined as any event that is beyond the control of Expat Club or its partners, including, but not limited to exceptional traffic jams (e.g due to an accident, unannounced road closures, police / border controls, extreme weather conditions, etc), unannounced strikes, social unrest, unfavourable weather conditions, war, etcetera, influences the originally planned activity of the published event in such a way that the participant cannot enjoy that activity as was expected.
VIII. Cancelling or changing your booking, and no-show policy
Expat Club understands that your plans could change for various reasons. Therefore we maintain a cancellation and change policy compared to industry standards. Unless the cancellation of an event or trip is the decision of Expat Club, the following cancellation terms apply, regardless of the underlying reason why the participant or traveller cancels, including but not limited to illness, family circumstances, change in other travel plans, etcetera. In other words, reasons for cancellation outside the “sphere of influence” of Expat Club do not affect the applicability of the below rules. For instance, if you fall ill right before a trip, or a baby sitter cancels, or you have a last-minute business trip, you cannot claim a full refund because these things are not caused by Expat Club, nor can we influence them.
Due to the varied characteristics of our events (dates and times, length, locations, activities, means of transport etc.) and the terms & conditions of the many event partners (e.g. museums, tourist agencies, coach companies, concert organizers, theatres etc.), Expat Club does not have one uniform set of cancellation conditions. The ones mentioned below are valid, unless the event page explicitly mentions specific conditions, which can be both more or less stringent, e.g. regarding the deadline for cancellation in order to obtain a full refund.
Only the person who has actually made the booking for an event may cancel or change the booking by sending an email to firstname.lastname@example.org.
You may cancel an event booking:
a) until 14 days in advance of departure for trips shorter than 24 hours in length, the “day trips” (1 calendar day).
b) until 28 days in advance of departure for trips longer than 24 hours but shorter than 48 hours, the “weekend trips” (2 calendar days).
c) until 42 days in advance of departure for trips longer than 48 hours, the “multiple day trips” (3 or more calendar days).
d) until 7 days in advance of the start of a local event (168 hours).
e) until x days or weeks in advance of certain events or trips that have a different cancellation period, as specified in the event description on the Expat Club website, where x stands for a number of days or weeks (as indicated) in advance of the start of the specified event.
f) cancellations that are received before the above deadlines will incur an cancellation fee of 20% of the total sum of the booking for the cancelled event or trip, with a minimum of €5 per person for (local) events, €15 per person for day trips (trips shorter than 24 hours), and €50 for multiple day trips (trips longer than 24 hours).
You may change a trip booking:
a) until 24 hours in advance when it concerns a name change. These changes should always be emailed to email@example.com with the full name, email address and telephone number of the new participant. We will retain your deposit to cover the administration cost for the transfer, which is set at €20. The additional fee, if not yet paid, will in principle have to be covered by the person who originally booked the tour, whereas the participation fee and eventually the name change fee should be mutually arranged by you and the new participant. Put differently, Expat Club will not arrange money transfers between persons. Expat Club will also not find a replacement traveller for you and it is not allowed to use the Expat Club website for such purposes (e.g. the forum discussions or the classifieds section).
b) until 24 hours in advance you can add additional optional services to your reservation (e.g. extra guided tour or museum entrance), if available.
All cancellations or changes must be sent to firstname.lastname@example.org.
If you cancel your participation for an event and are entitled to a refund, Expat Club generally transfers the amount within 5 working days after the receipt of the cancellation by the same method that you originally used during the booking process or by regular bank transfer.
For bookings that involved a reservation with a third-party, such as a restaurant, specific cancellation policies are explicitly described on the event page. No-shows or late cancellations are charged with a no-show fee of €15, unless otherwise indicated (either higher or lower).
Expat Club may make exceptions to the aforementioned rules at our sole discretion.
IX. Liability and limitations
Expat Club is not liable if important information about events you registered for does not arrive by email. Therefore it is essential to always use primary email accounts if you communicate with us or register for an event (do not use an email address solely used for newsletters, online registrations, junk etc). In the same way Expat Club is not liable if you do not provide us with a correct and active phone number that can be reached before and during an event. We must be able to reach you at all times, and especially before any of the departures during the trip.
Expat Club is not liable to you in case of loss or injury resulting from a force majeur event (a.k.a. “an act of God”), which is defined as any event that is beyond the control of Expat Club or its partners, including but not limited to exceptional traffic jams (e.g due to an accident, unannounced road closures, police / border controls, extreme weather conditions, etc), unannounced strikes, social unrest, war, etc.
Expat Club is not liable to you with respect to any loss of business, profits, income, revenues, contracts, commercial opportunities or goodwill.
If you are late for an event or trip, or arrive after the communicated meeting time, for any reason beyond the control of Expat Club, and as a consequence you miss the main activity of the event (e.g. movie, guided tour or show) or miss the departure of the bus or other means of transportation, either before, during, or at the end of the trip, you are responsible for all resulting costs, including but not limited to travel costs, accommodation costs, telecommunications costs etcetera. You agree that Expat Club cannot be held liable in any way.
XI. Contacting Us
Please contact us for any questions you may have about these booking terms.
Expat Club – Xross Global Group BVBA
Rue du Lac 37 bte 12
1000 Brussels (BE)
VAT-number: BE 0501-838-210