TERMS & CONDITIONS

MEET ME BACKSTAGE | FLO & ROX BVBA

1. General Provisions and Scope

1.1. These Terms & Conditions apply to all quotations, agreements, assignments, orders, deliveries and services provided by Flo & Rox bvba, operating under the trade name Meet Me Backstage, hereinafter referred to as Meet Me Backstage.

1.2. These Terms & Conditions apply to all activities carried out by Meet Me Backstage, including graphic design, branding, printing, web design, website development, digital communication, content creation, creative concept development, event organisation and related services.

1.3. These Terms & Conditions apply to assignments and agreements concluded through www.meetmebackstage.agency, email, social media, direct communication or digital CRM and invoicing platforms such as Teamleader.

1.4. By accepting a quotation, placing an order or entering into an agreement, the client acknowledges having read and accepted these Terms & Conditions, provided they were made available before or at the time the agreement was concluded.

1.5. Any deviation from these Terms & Conditions shall only be valid if agreed upon in writing by both parties in advance.

1.6. Should any provision of these Terms & Conditions be deemed wholly or partially invalid or unenforceable, the remaining provisions shall remain in full force and effect.

2. Quotations and Assignments

2.1. All quotations issued by Meet Me Backstage are non-binding and remain valid for 30 calendar days from the date of issue, unless otherwise stated.

2.2. An agreement is established once the client accepts a quotation in writing or digitally, for example by email or through Teamleader, and Meet Me Backstage confirms the assignment.

2.3. The quotation specifies the agreed services and deliverables. Any services, products or activities not explicitly included in the quotation shall not be considered part of the agreement.

2.4. Additional requests, modifications or extensions during the execution of an assignment may be invoiced separately. Meet Me Backstage will inform the client of any additional costs in advance and request approval.

2.5. All prices are exclusive of VAT unless explicitly stated otherwise. For consumers, the total price, including applicable taxes and mandatory charges, will be communicated before the agreement is concluded.

2.6. Meet Me Backstage reserves the right to refuse assignments that conflict with applicable legislation, professional standards or the agency's values.

3. Payments and Invoicing

3.1. Invoices are issued digitally via Teamleader, Peppol or another invoicing system used by Meet Me Backstage.

3.2. Unless otherwise agreed in writing, invoices are payable within 14 calendar days of the invoice date.

3.3. For larger projects, printing orders, website development or events, Meet Me Backstage may request an advance payment before commencing work or placing orders with external suppliers. The amount and payment deadline will be specified in the quotation.

3.4. Larger assignments may be invoiced in instalments based on previously agreed project milestones.

3.5. For business clients, failure to pay by the due date will automatically, and without prior formal notice, result in statutory late-payment interest applicable to commercial transactions. Meet Me Backstage may also claim the legally established fixed recovery fee of €40 and, where applicable, reasonable compensation for additional recovery costs.

3.6. For consumers, a first payment reminder will be issued free of charge in the event of late payment. After the legally required waiting period has expired, the following compensation may be charged, within the limits permitted by law:

• A fixed compensation of €20 for outstanding amounts up to and including €150.

• A fixed compensation of €30, plus 10% of the amount exceeding €150, for outstanding balances between €150.01 and €500.

• A fixed compensation of €65, plus 5% of the amount exceeding €500, up to a maximum of €2,000, for outstanding balances exceeding €500.

Any late-payment interest will only be charged in accordance with applicable legal requirements and within the legally permitted limits. Fixed compensation amounts shall likewise only apply where legally permitted.

3.7. In the event of non-payment, Meet Me Backstage may, after completing any legally required procedures and where permitted by law, temporarily suspend ongoing assignments or deliveries until the outstanding amounts have been paid.

3.8. Any invoice dispute must be communicated in writing as soon as possible, preferably within 8 calendar days of receipt, stating the reason for the dispute. This period does not restrict any statutory consumer rights.

4. Planning and Project Execution

4.1. Meet Me Backstage strives to carry out all assignments carefully, professionally and within the agreed schedule.

4.2. Stated execution and delivery times are indicative unless a binding deadline has been explicitly agreed upon in writing.

4.3. The client undertakes to provide all necessary information, texts, images, documents, access credentials and approvals accurately and on time.

4.4. Delays caused by late feedback, missing materials, amended instructions or additional requests may result in adjustments to the project schedule and potential additional costs.

4.5. Where the execution of an assignment depends on external partners, suppliers or technical service providers, Meet Me Backstage cannot guarantee that their services will always operate without interruptions or delays.

4.6. Meet Me Backstage will communicate significant changes to the project schedule to the client as soon as reasonably possible.

5. Graphic Design and Creative Services

5.1. Creative proposals, designs and concepts are developed based on the briefing and information provided by the client.

5.2. The number of included revision rounds is specified in the quotation. Unless otherwise stated, an assignment includes a maximum of two reasonable rounds of revisions to the selected design proposal.

5.3. Fundamental changes to an already approved concept, additional design variations or extra revision rounds may be charged separately, subject to prior approval.

5.4. The client is responsible for the accuracy of all supplied content, including texts, contact details, addresses, prices, dates and other information.

5.5. Before final production, the client will receive a digital proof or design for approval, where applicable.

5.6. Once the client has approved a design in writing or digitally, it shall be considered final. Any errors discovered or changes requested afterwards may result in additional costs.

5.7. Meet Me Backstage shall not be liable for errors in designs approved by the client, provided such errors could reasonably have been identified by the client and the liability does not arise from a fault for which Meet Me Backstage remains legally responsible.

6. Printing, Production and Shipping

6.1. For printing services, Meet Me Backstage collaborates with professional printing companies and external production partners.

6.2. Minor variations in colour, paper shade, finishing, cutting margins, dimensions or materials may occur as part of the technical production process. Such variations shall not constitute a defect when they fall within customary production tolerances and do not materially affect the agreed quality.

6.3. Colours displayed on digital screens may differ from the final printed result. An exact colour match is only guaranteed when specific written arrangements have been made in advance.

6.4. The client is responsible for the final verification of texts, names, addresses, telephone numbers, dates, quantities and other content on the print proof.

6.5. Once a design has received final approval and the printing process has started, modifications or cancellations may no longer be possible without additional costs.

Shipping and Potential Delays

6.6. Physical products and printed materials may be shipped via bpost, PostNL or other national and international postal and courier services.

6.7. Meet Me Backstage shall not be responsible for postal or courier delays beyond its reasonable control, including delays at sorting centres, strikes, logistical issues, exceptional shipping volumes, adverse weather conditions or other incidents involving the carrier.

6.8. Delivery dates communicated by postal or courier services are indicative unless a binding delivery deadline has been expressly agreed upon.

6.9. To the extent permitted by law, Meet Me Backstage shall not be liable for indirect or consequential damages resulting from delays attributable to the carrier. This does not affect its own statutory delivery obligations, particularly towards consumers.

6.10. If printed materials are required for a specific occasion, campaign or event, the client must explicitly communicate this in advance. Meet Me Backstage recommends allowing sufficient time for both production and shipping.

6.11. For business clients, the allocation of risks relating to transportation, damage and loss shall be governed by the agreement. For consumers, the statutory risk associated with shipping generally remains with Meet Me Backstage until the consumer, or a person designated by the consumer, has physically taken possession of the goods, subject to statutory exceptions.

6.12. If a parcel arrives damaged, is lost or is not delivered, Meet Me Backstage asks the client to report the issue as soon as possible so that a solution can be sought together with the carrier.

7. Websites and Digital Projects

7.1. Meet Me Backstage develops websites and digital applications based on the functionalities, content and technical specifications agreed upon in writing.

7.2. Features, extensions, integrations or modifications not included in the original quotation fall outside the standard scope of the assignment and may be invoiced separately.

7.3. The client is responsible for providing texts, images, logos, product information and other necessary content on time.

7.4. Meet Me Backstage aims to ensure the proper technical functioning of delivered websites but does not guarantee that a website will remain entirely error-free, permanently accessible or compatible with every future browser, device or software version.

7.5. Meet Me Backstage shall not be liable for disruptions or interruptions caused exclusively by external hosting providers, domain registrars, platforms, plug-ins, APIs or other third parties over which it has no reasonable control.

7.6. Following delivery and acceptance of a website, the client is responsible for its management, content, security, updates and maintenance unless a separate maintenance or management agreement has been concluded.

7.7. Outdated software, neglected security updates, insecure passwords, unauthorised modifications or third-party installations may affect the functionality and security of a website.

7.8. Meet Me Backstage shall not be liable for damage directly resulting from modifications, incorrect configurations or negligent management by the client or third parties, provided such damage was not also caused by an attributable fault of Meet Me Backstage.

7.9. Costs relating to hosting, domain names, licences, payment modules, premium plug-ins, external software or subscriptions are only included when explicitly stated in the quotation.

7.10. Meet Me Backstage does not guarantee specific results regarding website traffic, search engine rankings, conversions, revenue or commercial performance unless separate written performance commitments have been agreed upon.

7.11. For websites featuring an online store, contact forms, newsletters, cookies or the processing of personal data, the client generally remains responsible for the content-related and legal obligations associated with their own website. Meet Me Backstage may provide technical assistance within the agreed scope but does not provide legal advice.

7.12. Where Meet Me Backstage processes personal data on behalf of a client, separate arrangements regarding data processing, security and applicable obligations under the GDPR will be established where necessary.

7.13. Following delivery, the client will receive the agreed access credentials and usage rights, subject to full payment and any restrictions imposed by external software licences.

7.14. Any warranty or aftercare period for technical issues will be specified in the quotation. New features, content modifications or issues caused by third-party interventions are not automatically covered by such aftercare.

8. Events and Event Organisation

8.1. Meet Me Backstage may provide creative concept development, styling, graphic design, production, coordination or event organisation services, depending on the arrangements specified in the quotation.

8.2. The exact scope of work, responsibilities, location, schedule, budgets and suppliers involved will be agreed upon in advance.

8.3. For event execution, Meet Me Backstage may collaborate with external partners such as caterers, rental companies, venues, photographers, audiovisual suppliers and other service providers.

8.4. Meet Me Backstage is not automatically responsible for shortcomings or failures of external suppliers appointed directly by the client or with whom the client has entered into a separate agreement.

8.5. Where suppliers are engaged by Meet Me Backstage as part of its own contractual obligations, the applicable statutory liability rules shall apply. In the event of issues, Meet Me Backstage will make reasonable efforts to find an appropriate solution.

8.6. The client is responsible for obtaining permits, arranging insurance, implementing safety measures and complying with legal obligations that fall under their contractual responsibility.

8.7. Meet Me Backstage shall not be held liable for delays, changes or cancellations resulting from circumstances beyond its reasonable control, such as extreme weather conditions, government measures, safety incidents, strikes or other events of force majeure.

8.8. Any damage to rented equipment, decorations or other items demonstrably caused by the client or their guests may be charged to the client in accordance with the agreed arrangements and applicable legislation.

Event Cancellation or Modification

8.9. Any cancellation or postponement requested by the client must be communicated in writing as soon as possible.

8.10. Services already performed, commitments already made and non-recoverable costs incurred with external suppliers may be charged in the event of cancellation, to the extent contractually and legally permitted.

8.11. Any additional cancellation fees must be specified in advance in the quotation or a separate event agreement and must be reasonable and proportionate.

8.12. Changes to an event's date, location, programme or scope may require an amended quotation.

8.13. In the event of force majeure, both parties will first consider whether postponement or an alternative form of execution is possible. If this proves impossible, the financial consequences shall be governed by the agreement and applicable statutory provisions.

9. Cancellation and Termination of Creative Assignments

9.1. If the client wishes to cancel an assignment, the cancellation must be communicated in writing.

9.2. Where work has already commenced, services effectively performed up to the date of cancellation, demonstrable costs incurred and non-recoverable commitments to external suppliers may be invoiced, to the extent permitted by law.

9.3. Any advance payment already received will be offset against the amounts lawfully owed by the client following a valid cancellation. Any remaining balance will be refunded.

9.4. In the event of early termination, concepts, designs, source files or other materials already developed will not automatically be transferred to the client unless otherwise agreed in writing.

9.5. If an assignment cannot proceed for an extended period due to circumstances attributable to the client, Meet Me Backstage may, following a written reminder, propose a revised schedule or, where legally and contractually permitted, terminate the agreement.

9.6. These provisions do not affect any statutory rights of withdrawal or other mandatory consumer rights.

10. Intellectual Property and Usage Rights

10.1. All designs, concepts, texts, illustrations, creative proposals, presentations, visual elements and other original creations of Meet Me Backstage remain protected by applicable intellectual property laws.

10.2. Unless otherwise agreed in writing, copyright remains with the original rights holder, and the client receives a licence to use the work for the purposes specified in the agreement following full payment.

10.3. Any transfer of copyright or exclusive usage rights shall only be valid when expressly agreed upon in writing, specifying the applicable rights and conditions.

10.4. Unselected design proposals, preliminary sketches, internal working documents and creative concepts that have not been delivered remain the property of their respective rights holders.

10.5. Editable source files, such as Adobe Illustrator, Photoshop, InDesign or other working files, are not automatically included in the final delivery unless explicitly agreed upon.

10.6. The client guarantees that all supplied texts, images, logos, fonts and other materials may lawfully be used for the agreed assignment.

10.7. Third-party materials, including stock images, fonts, software and plug-ins, remain subject to their respective licensing terms.

11. Portfolio and Communication

11.1. Meet Me Backstage may showcase completed projects and its own creative work as references in its portfolio, on its website, through social media or in presentations, provided this is consistent with the agreed arrangements, confidentiality obligations and applicable privacy legislation.

11.2. If a project is confidential, the client may communicate this in writing in advance. Meet Me Backstage will respect any confidentiality obligations agreed upon in writing.

11.3. The use of personal data, identifiable portraits, unpublished business information or other protected materials for promotional purposes will only take place where the necessary rights or lawful basis exist.

12. Liability

12.1. Meet Me Backstage performs its assignments with the care and professionalism reasonably expected of a creative agency.

12.2. Unless specific performance obligations have been expressly agreed upon, creative and advisory services are provided on a reasonable-efforts basis rather than as a guarantee of a particular result.

12.3. Meet Me Backstage shall not be liable for incorrect or incomplete information provided by the client, nor for decisions made by the client based on creative, strategic or commercial proposals, unless the damage results from an attributable fault of Meet Me Backstage.

12.4. For business clients, Meet Me Backstage's contractual liability shall, to the extent permitted by law, be limited to direct, proven damages and shall not exceed the amount invoiced, excluding VAT, for the assignment concerned.

12.5. For business clients, Meet Me Backstage shall not, to the extent permitted by law, be liable for purely indirect damages, including loss of profit, missed business opportunities or reputational damage.

12.6. These limitations of liability shall not apply where exclusion or limitation is prohibited by law, including in cases of intentional misconduct or other legally non-excludable liability.

12.7. All statutory consumer rights and liability protections remain fully applicable.

13. Force Majeure

13.1. Force majeure refers to an unforeseeable or unavoidable event beyond a party's reasonable control that temporarily or permanently prevents the fulfilment of its obligations.

13.2. Examples may include natural disasters, fire, major technical infrastructure failures, war, government measures, strikes, exceptional transport disruptions or other circumstances meeting the legal requirements for force majeure.

13.3. The affected party shall inform the other party as soon as possible and take reasonable measures to limit the consequences.

13.4. The performance of the affected obligations may be suspended for the duration of the force majeure event, in accordance with applicable law.

13.5. If further performance becomes impossible, both parties will seek a reasonable solution, taking into account services already provided, costs incurred and applicable statutory rights.

14. Right of Withdrawal and Consumer Rights

14.1. Consumers entering into a distance contract generally have a statutory right of withdrawal within 14 days, unless a legal exception applies.

14.2. The right of withdrawal may, among other exceptions, be excluded for goods manufactured according to the consumer's specifications or clearly personalised, such as certain types of custom-printed materials.

14.3. For services commenced at the consumer's express request during the withdrawal period, statutory conditions apply regarding potential proportional payment and the loss of the right of withdrawal following full performance.

14.4. Where a statutory exception to the right of withdrawal applies, the consumer will be informed of this in advance.

14.5. The absence of a right of withdrawal does not affect statutory rights relating to non-conforming goods or services.

15. Privacy and Confidentiality

15.1. Meet Me Backstage processes personal data in accordance with applicable privacy legislation, including the General Data Protection Regulation (GDPR).

15.2. Further information about the processing of personal data, retention periods and data subject rights is available in the separate Privacy Policy published on the website.

15.3. Both parties undertake not to disclose confidential information received during their collaboration to unauthorised third parties without a valid reason.

15.4. Where external collaborators or service providers require access to confidential information to carry out an assignment, appropriate arrangements will be established.

16. Complaints and Disputes

16.1. If the client has a question, comment or complaint regarding an order or service provided, Meet Me Backstage requests that this be communicated in writing as soon as possible via the agency's official contact details.

16.2. Meet Me Backstage handles complaints carefully and aims to reach a reasonable solution together with the client.

16.3. All agreements with Meet Me Backstage are governed by Belgian law, without prejudice to mandatory legal provisions offering additional protection to consumers.

16.4. Disputes involving business clients shall, to the extent legally permitted, fall under the jurisdiction of the courts of the judicial district in which Flo & Rox bvba has its registered office.

16.5. For consumers, the legally competent courts and applicable consumer protection rules shall apply.

16.6. Consumers may also seek out-of-court dispute resolution through the competent Belgian consumer mediation bodies.

17. Amendments to the Terms & Conditions

17.1. Meet Me Backstage reserves the right to amend these Terms & Conditions in response to changes in its services, business operations or legal obligations.

17.2. For a specific assignment, the Terms & Conditions accepted by the client at the time the agreement was concluded shall generally apply. Subsequent amendments will not be applied unilaterally to existing agreements unless legally permitted and validly agreed upon.

17.3. The latest version of these Terms & Conditions is published on www.meetmebackstage.agency.

MEET ME BACKSTAGE

A creative agency operated by Flo & Rox bvba

Website: www.meetmebackstage.agency

Registered office: Isabellalei 145/3, 2019 Antwerp, Belgium

Company / VAT number: BE0684854147

Email: hello@meetmebackstage.agency

Last updated: June 2026