Terms and Conditions

Last updated: September 2026

FARMform La Mama BV
Stuikberg 135
1840 Londerzeel
Belgium
Company No. 0742.576.075
Email: info@farmform.be
Telephone: +32 475 910 715

1. Definitions

FARMform, we, our, us: FARMform La Mama BV.

Client, Customer, Guest, Participant, Organizer: Any natural or legal person making a booking, reservation, purchase or using the Services.

Services: All services provided by FARMform, including but not limited to accommodation, meeting rooms, workshops, retreats, business events, private events, catering, venue rental, equipment rental and related hospitality services.

Booking: Any reservation confirmed by FARMform.

Calendar day: Unless expressly stated otherwise, a calendar day means any day of the calendar, including Saturdays, Sundays and public holidays.

Booking period: The period commencing at the scheduled start time and ending at the scheduled end time of the relevant Booking or Service.

Written notice: Any notice sent by email or other written communication that allows the sender and date of communication to be identified.

2. Scope and Applicability

These Terms & Conditions apply to all quotations, bookings, reservations, agreements, invoices and Services provided by FARMform.

The Terms & Conditions applicable to a Booking are those in force and made available to the Client at the time the Booking is confirmed, unless otherwise expressly agreed in writing.

The Client acknowledges that these Terms & Conditions form an integral part of the agreement with FARMform. The Terms & Conditions are made available on the FARMform website and are referred to in FARMform’s quotations, booking confirmations, invoices or other written communications relating to the Booking.

By making a Booking, the Client acknowledges that these Terms & Conditions have been made available to them and that they have had a reasonable opportunity to access and review them before entering into the agreement.

Any deviation from these Terms & Conditions is valid only if expressly agreed in writing by FARMform.

Where a Booking is made through a third-party booking or reservation platform, the terms and conditions of that platform may also apply to the Booking. The Client remains subject to these Terms & Conditions in respect of the use of FARMform’s property, facilities and Services, including the house rules, safety requirements, damage and liability provisions.

Nothing in these Terms & Conditions shall affect any mandatory rights or protections applicable to consumers under Belgian law.

3. Quotations and Reservations

All quotations are non-binding and subject to availability. A booking request does not constitute a confirmed reservation. A reservation becomes binding upon receipt of the required 50% deposit, unless otherwise agreed in writing.

FARMform may refuse or cancel reservations where operational, safety, legal or practical circumstances require it.

3.1 Overbooking or Unavailability

In the unlikely event that FARMform cannot provide the reserved accommodation, space or other confirmed Service due to operational circumstances, including but not limited to technical failure, safety issues, overbooking or other circumstances affecting the availability of the reserved Service, FARMform may offer:

• an alternative date or equivalent alternative arrangement, subject to availability and agreement with the Client; or
• a refund of amounts already paid for the Service that FARMform is unable to provide.

FARMform will make reasonable efforts to provide a suitable alternative where possible.

Any refund or alternative arrangement provided under this Section shall be without prejudice to any mandatory rights of the Client under applicable law.

FARMform shall not be liable for any additional compensation to the extent that such liability may lawfully be excluded or limited under applicable law.

4. Prices

All prices are expressed in Euro (€). Unless explicitly stated otherwise, prices are exclusive of VAT. Additional services requested by the Client may be invoiced separately. FARMform may correct obvious pricing or administrative errors. Price adjustments resulting from changes in taxes, supplier costs or legal obligations may be passed on where permitted by law.

City Tax

Any applicable city tax (toeristenbelasting / taxe de séjour) imposed by the municipality of Londerzeel shall be charged in addition to the accommodation price. City tax rates are determined by the local authorities and may change without prior notice. The applicable rate will be communicated at the time of booking and stated on the invoice.

5. Payment Terms

5.1 General Payment Rules

A deposit of 50% of the total booking value is required to confirm any reservation, unless otherwise agreed in writing. The remaining balance must be paid in full:

• prior to arrival for accommodation bookings;
• prior to the scheduled event date for meeting rooms, workshops, retreats, business events and private events.

The reservation is confirmed upon receipt of the required 50% deposit by FARMform.

5.2 Invoicing

Invoices are payable upon receipt, unless expressly stated otherwise on the invoice. Any invoice dispute should be notified to FARMform in writing as soon as reasonably possible, stating the reason for the dispute.

5.3 Late Payment

If an invoice is not paid by its due date, FARMform may send a written reminder. For consumers, the first reminder shall be free of charge. FARMform shall respect the applicable statutory minimum waiting period of fourteen (14) calendar days before charging any late-payment interest or compensation, and any such interest or compensation shall remain subject to the maximum amounts and conditions permitted by applicable Belgian law.

For professional clients (B2B), overdue amounts shall, without further notice where legally permitted, accrue late-payment interest at the maximum rate permitted under applicable Belgian legislation concerning late payment in commercial transactions, calculated on the outstanding principal amount from the date on which the payment becomes due.

In addition, FARMform shall be entitled to a fixed compensation for collection costs, to the maximum amount permitted by applicable Belgian law.

For consumers, any late-payment interest and compensation shall be limited to the amounts and conditions permitted under mandatory Belgian law.

FARMform reserves the right, where legally permitted, to suspend the provision of Services or cancel a future reservation if outstanding amounts remain unpaid.

All amounts properly due under a confirmed booking remain payable notwithstanding non-attendance, non-participation or non-use of the reserved accommodation, room or Services.

6. Cancellation and Modifications

All cancellation requests must be submitted in writing.

Accommodation

• More than 7 calendar days before arrival: free cancellation and refund of the 50% advance payment
• From 48 hours up to and including 7 calendar days before arrival: 50% of the total booking amount remains payable and the 50% advance payment is retained by FARMform
• Less than 48 hours before arrival or no-show: 100% of the total booking amount is payable

Events (Meeting Rooms, Workshops, Retreats, Business Events, Private Events)

• More than 15 calendar days before the event: free cancellation and refund of the 50% advance payment
• Between 7 and 15 calendar days before the event: the 50% advance payment is retained by FARMform
• Less than 7 calendar days before the scheduled event or no-show: 100% of the total booking amount is payable

Third-Party Costs

Any third-party costs already incurred by FARMform in connection with a booking, including catering, equipment rental, accommodation services or external suppliers, may remain payable by the Client, irrespective of the cancellation period.

Modifications

Requests to change the date, time, duration, number of participants, accommodation arrangements or other elements of a confirmed booking are subject to availability and may result in a change to the agreed price.

A reduction in the number of participants does not automatically entitle the Client to a reduction in the booking price, particularly where the original booking determined the room, catering, staffing or other arrangements.

FARMform will make reasonable efforts to accommodate requested changes wherever possible.

7. Meeting Rooms, Workshops and Event Spaces

Clients shall:

• use facilities responsibly;
• respect occupancy limits;
• comply with safety instructions;
• respect the property and environment;
• leave spaces clean and orderly.

Additional cleaning or repair costs may be invoiced.

8. Business Events and Private Events

The Organizer is responsible for:

• all attendees and guests;
• external suppliers;
• compliance with laws;
• required permits or licences;
• behaviour and safety.

FARMform may terminate an event immediately where:

• safety is compromised;
• illegal activities occur;
• nuisance is caused;
• these Terms are breached.

No refund shall be due where the termination or removal results from the Client’s or Guest’s breach of these Terms & Conditions, to the extent permitted by applicable law.

9. Accommodation

9.1 Check-in and Check-out

Unless otherwise agreed:

• Check-in: from 15:00
• Check-out: before 11:00

Early check-in or late check-out is subject to availability and may incur charges. Failure to vacate may result in fees.

9.2 Registration

Private guests

Guests may be required to present a valid identity document at check-in.

FARMform may collect, verify and record guest information where required by applicable Belgian legislation governing accommodation providers.

Guests are required to provide accurate information reasonably necessary for registration, identification, invoicing, city tax administration and compliance with applicable legal obligations.

Corporate bookings

Where a company makes the reservation and is the invoiced contracting party, FARMform may record the names and identification details of guests staying overnight to the extent required by applicable law.

City Tax

Guests are required to pay the applicable city tax (toeristenbelasting / taxe de séjour) as determined by the municipality of Londerzeel. The applicable rate will be communicated at the time of booking and stated on the invoice.

Only registered guests may stay overnight.

9.3 Quiet Enjoyment

Quiet hours: 22:00–07:00. Guests must respect neighbours and use the accommodation responsibly.

9.4 Prohibited Activities

• smoking indoors
• illegal substances
• fireworks
• open flames or candles
• tampering with safety equipment
• dangerous or unlawful activities

9.5 Damage

Guests are liable for all damage caused during their stay, including by visitors.

10. Catering and Food Services

Catering may be provided by FARMform or approved suppliers. Dietary requirements should be communicated in advance. FARMform cannot guarantee an allergen-free environment. Kitchen use requires prior approval.

11. External Suppliers

FARMform is not responsible for the acts, omissions or performance of independent third-party suppliers to the extent that such matters are outside FARMform’s reasonable control and to the extent permitted by applicable law. The Client remains responsible for suppliers they independently engage.

12. House Rules

Guests must:

• respect staff, neighbours and other guests;
• follow instructions;
• use facilities with care;
• avoid nuisance or safety risks.

FARMform may refuse access or remove individuals for unsafe or disruptive behaviour. No refund shall be due where the termination or removal results from the Client’s or Guest’s breach of these Terms & Conditions, to the extent permitted by applicable law.

13. Damage, Cleaning and Security Deposits

The Client is responsible for damage to FARMform property, loss of or damage to FARMform equipment or property, extraordinary cleaning costs and damage resulting from use beyond normal wear and tear, where caused by the Client or persons for whom the Client is responsible.

FARMform may require a security deposit. Costs may be deducted or invoiced.

14. Wellness, Fitness Facilities and Animals

14.1 General Use

FARMform may provide Guests, Participants and Clients with access to wellness, recreational and fitness facilities on the property, including but not limited to a sauna, jacuzzi, fitness equipment and other facilities made available by FARMform.

Use of these facilities is voluntary. Guests and Participants must use all facilities responsibly, with due care and in accordance with their own physical abilities, all applicable instructions, safety notices, operating rules and directions given by FARMform or its staff.

FARMform may restrict, suspend or refuse access to any facility where this is reasonably necessary for safety, maintenance, capacity, operational or other legitimate reasons.

14.2 Sauna and Jacuzzi

The use of a sauna and jacuzzi involves inherent risks, including heat exposure, dehydration, dizziness, fainting, burns, slips, falls and other accidents.

Guests and Participants must:

• use the sauna and jacuzzi only for their intended purpose;
• comply with all posted instructions and maximum occupancy limits;
• exercise appropriate caution when entering, exiting or moving around wet, heated or slippery areas;
• refrain from running, pushing, diving, jumping or other unsafe behaviour;
• refrain from using the facilities while under the influence of alcohol, drugs or other substances that may impair judgement or coordination;
• immediately stop using a facility if they feel unwell, dizzy, faint or otherwise unsafe;
• report any accident, injury, malfunction or hazardous condition to FARMform as soon as reasonably possible.

Guests and Participants are responsible for using the facilities in accordance with their own physical abilities and circumstances. Persons with a medical, physical or other condition that may make use of such facilities unsafe should seek appropriate professional advice before using them.

Children and minors may only use the sauna, jacuzzi or other wellness facilities in accordance with applicable age restrictions and FARMform’s instructions and must be appropriately supervised by a responsible adult.

14.3 Fitness Equipment

Fitness equipment is provided for recreational use and must be used only for its intended purpose and in accordance with any manufacturer’s instructions and instructions provided by FARMform.

Guests and Participants are responsible for selecting equipment and activities appropriate to their own abilities and physical condition and for using the equipment in a safe and responsible manner.

Guests and Participants must not alter, dismantle, misuse or interfere with fitness equipment or safety mechanisms.

Any accident, injury, equipment failure or dangerous condition must be reported to FARMform immediately.

14.4 Animals on the Property

Animals may be present on or around the FARMform property, including horses, dogs, cats and other animals.

Animals are living creatures and may behave unpredictably, including when approached, touched, fed, startled, frightened or disturbed. Interaction with animals therefore carries inherent risks, including bites, kicks, scratches, falls, allergic reactions and other injuries.

Guests and Participants must:

• keep a safe distance from animals unless FARMform expressly permits interaction;
• follow all instructions given by FARMform or its staff concerning animals;
• not feed, approach, touch, ride, handle, chase or otherwise interact with animals unless expressly authorised;
• not enter animal enclosures, stables, paddocks or other restricted areas without permission;
• keep children and minors appropriately supervised when animals are nearby;
• not deliberately provoke, frighten, disturb or otherwise interfere with animals;
• not attempt to separate, restrain or handle an animal unless expressly authorised by FARMform;
• keep their own pets away from FARMform’s animals unless expressly agreed in advance.

Parents, guardians and other responsible adults must exercise particular care when children are in the vicinity of animals.

In particular, horses must not be approached, touched, fed, ridden or handled without the express permission and supervision of FARMform or an authorised person.

14.5 Children and Supervision

The Client, Guest or Participant remains responsible for the appropriate supervision of any children or minors accompanying them.

Children and minors must not be left unsupervised in or around the sauna, jacuzzi, fitness facilities, animal areas, ponds, outdoor areas, parking areas or any other area where FARMform considers supervision necessary for safety.

Parents, guardians and other persons responsible for minors must ensure that those minors comply with these Terms & Conditions and all safety instructions provided by FARMform.

14.6 Prohibited Conduct

FARMform may immediately restrict or terminate access to any facility or area where a Guest or Participant:

• uses a facility in an unsafe or unauthorised manner;
• disregards safety instructions;
• behaves aggressively, recklessly or disruptively;
• interferes with animals or enters restricted animal areas without permission; or
• creates a risk to themselves, other persons, animals or property.

Such restriction or termination shall not entitle the Guest or Participant to a refund where the restriction or termination results from their own conduct or breach of these Terms & Conditions.

14.7 Accidents and Emergencies

Any accident, injury, near miss, animal incident, equipment failure or other unsafe condition occurring on the FARMform property must be reported to FARMform as soon as reasonably possible.

In an emergency, Guests and Participants must follow FARMform’s emergency instructions and, where appropriate, contact or cooperate with the relevant emergency services.

FARMform will take reasonable measures to maintain its facilities, equipment and property in a reasonably safe condition. However, the use of wellness and fitness facilities and the presence or interaction with animals may involve inherent risks that cannot be completely eliminated.

14.8 Compliance with Safety Instructions

Failure to comply with safety instructions, posted rules or reasonable directions given by FARMform or its staff may result in immediate withdrawal of access to the relevant facility or area and may result in liability for any resulting damage, loss or costs, to the extent permitted by applicable law.

Nothing in this Section excludes or limits any liability that cannot legally be excluded or limited under applicable Belgian law.

15. Photography and Marketing

Photos or videos may be taken during FARMform-organised activities for promotional purposes. Where required by applicable law, FARMform will obtain the appropriate consent or provide an appropriate opportunity to object. Identifiable images will be used in accordance with applicable privacy and image-rights legislation and FARMform’s Privacy Policy.

16. Liability

16.1 General Liability

FARMform shall take reasonable care in providing its Services and in maintaining its premises, facilities and equipment in a reasonably safe condition.

To the maximum extent permitted by applicable Belgian law, FARMform shall not be liable for indirect or consequential loss or damage, including loss of profit, loss of business, business interruption or reputational damage.

FARMform shall not be liable for loss, theft of or damage to personal belongings brought onto or left on the FARMform property, except to the extent that such liability cannot legally be excluded or where the loss or damage results from circumstances for which FARMform is legally responsible.

16.2 Use of Facilities and Property

Guests, Participants and Clients are responsible for using the FARMform property, accommodation, facilities and equipment in accordance with these Terms & Conditions, applicable safety instructions and reasonable directions given by FARMform or its staff.

To the maximum extent permitted by applicable law, FARMform shall not be liable for injury, loss or damage resulting from:

• improper, reckless, unsafe or unauthorised use of FARMform facilities or equipment by the Guest, Participant or Client;
• failure to follow safety instructions or reasonable directions;
• entering restricted or unauthorised areas;
• unauthorised interaction with animals;
• failure to exercise reasonable care for their own safety; or
• the acts or omissions of the Guest, Participant, Client or persons for whom they are responsible.

This includes, without limitation, risks associated with the use of the sauna, jacuzzi, fitness equipment and other recreational facilities and risks associated with the presence of animals on the property, to the extent that such risks arise from the Guest’s, Participant’s or Client’s own conduct or failure to follow applicable instructions.

16.3 Third Parties and Guests

The Client is responsible for the conduct of persons attending or staying at FARMform at the Client’s invitation or as part of the Client’s booking, including guests, attendees, employees, contractors and external suppliers.

The Client shall be responsible for damage, loss or costs caused by such persons to the extent permitted by applicable law.

16.4 Personal Injury and Mandatory Liability

Nothing in these Terms & Conditions excludes or limits FARMform’s liability for fraud, wilful misconduct or any other liability that cannot legally be excluded or limited under applicable Belgian law.

In particular, nothing in these Terms & Conditions shall be interpreted as excluding or limiting any mandatory statutory rights or protections applicable to consumers or as excluding liability where such exclusion is prohibited by law.

16.5 Force Majeure and Unavoidable Circumstances

Where FARMform is unable to provide a Service due to circumstances beyond its reasonable control, including circumstances described in Section 17 (Force Majeure), FARMform’s liability shall be limited to the extent permitted by applicable law.

Where a confirmed Booking cannot be provided for such reasons, FARMform may postpone, relocate or cancel the relevant Service and shall, where applicable, refund amounts paid for Services that FARMform is unable to provide, subject to any mandatory rights of the Client under applicable law.

17. Force Majeure

FARMform shall not be liable for delays, interruptions or cancellations caused by circumstances beyond its reasonable control, to the extent permitted by applicable law, including:

• natural disasters
• severe weather
• pandemics
• government measures
• strikes
• utility failures
• telecommunications failures

Where such circumstances make it necessary, FARMform may postpone, suspend, relocate or cancel the affected Services, subject to any mandatory rights of the Client under applicable law.

18. Data Protection

Personal data is processed in accordance with applicable legislation and FARMform’s Privacy Policy.

19. Intellectual Property

All content on the FARMform website and materials remains the property of FARMform or its licensors. No content may be reproduced without written permission.

20. Complaints

Clients are requested to notify FARMform of complaints as soon as reasonably possible and, where practicable, within eight (8) calendar days following the relevant stay, event or Service. This does not affect any mandatory statutory rights or applicable limitation periods.

21. Severability

If any provision of these Terms & Conditions is found to be invalid, unlawful or unenforceable, that provision shall, to the extent permitted by applicable law, be interpreted, modified or limited to the extent necessary to make it valid and enforceable.

If the provision cannot be made valid or enforceable, it shall be deemed severed from these Terms & Conditions to the minimum extent necessary, without affecting the validity or enforceability of the remaining provisions.

The remaining provisions shall remain in full force and effect to the extent permitted by applicable law.

22. Governing Law and Jurisdiction

These Terms & Conditions and all agreements between FARMform and the Client are governed by Belgian law.

Subject to any mandatory statutory rules concerning jurisdiction, any dispute arising out of or in connection with these Terms & Conditions, a Booking or the Services shall be submitted to the competent courts of the judicial district of Vlaams-Brabant, Belgium.

Nothing in this Section shall limit any mandatory rights of consumers concerning applicable jurisdiction.