Terms & Conditions

Article 1: Definitions:

1. Utrecht Photo Challenge: the offering party. Sole proprietorship, established in Utrecht, Chamber of Commerce (KVK) no. 77427238. The business objective is to offer an activity in the form of a city game for groups to discover Utrecht.
 
2. In these terms and conditions, the ‘client/participant/you’ is understood to mean: you, the person with whom Utrecht Photo Challenge has entered into an agreement by booking the activity.
 
3. In these terms and conditions, the ‘agreement’ is understood to mean: the legal relationship between Utrecht Photo Challenge and client/participant/you, both in the broadest sense of the term.
 
4. In these terms and conditions, the ‘service’ is understood to mean: all activities organized by Utrecht Photo Challenge, as requested by the client.
 

Company identity:

Utrecht Photo Challenge
Nathalie van der Linden
info@utrechtphotochallenge.com
Chamber of Commerce (KVK) no. 77427238
VAT (btw): NL003192736B50
 
By booking Utrecht Photo Challenge through www.utrechtphotochallenge.com, via quotation, or through any other way, you agree to the following terms and conditions. These terms and conditions apply to every participant of Utrecht Photo Challenge. If you confirm a booking, you agree to these terms and conditions on behalf of every participant you make the booking for. Parties can only deviate from these conditions if both parties have explicitly agreed upon in writing. The parties expressly exclude the applicability of supplementary and/or deviating terms and conditions of the customer or of third parties.
 

Article 2: Who, where, when?

Only those for whom a booking was made (via Utrecht Photo Challenge’s website, via quotation, or through any other way) are allowed to participate in the activity. If someone joins your group to participate in the activity, for whom no booking was made, Utrecht Photo Challenge is entitled to charge you with a penalty of EUR 200. Utrecht Photo Challenge will send you an invoice, to be paid by you within 14 days.
 
The activity will start at the time and place as indicated on the booking confirmation, unless expressly stated otherwise or agreed otherwise by Utrecht Photo Challenge. Utrecht Photo Challenge is entitled to cancel the booking if the participants are 30 minutes late, without providing any refund.
 
As soon as the game leader indicates that the activity has ended and/or leaves the group, the activity is terminated, and Utrecht Photo Challenge will not be responsible for anything that happens after this moment.
 

Article 2: Participants’ responsibility

It is the participants’ own responsibility to ensure they have good mobility and are able to walk through the city for about two hours. It is the participants’ own responsibility to wear clothes and shoes and bring any other equipment they need for the activity.
 

Article 3: Liability of Utrecht Photo Challenge

By making a booking, you confirm that you and all the participants of your booking participate in the activity at their own risk. Utrecht Photo Challenge will not be liable to you, any person of your booking, or to any other person claiming through you, for any damage (direct or indirect), injury, loss, actions, inconveniences, extra costs, liabilities, expenses, claims or demands. For example, Utrecht Photo Challenge cannot be held liable if any of the following cases, but not limited to these, occur during or as a consequence of the activity:
 
– If any damage is done to any of the participants’ belongings or belongings are lost
– If any damage is done to someone else’s belongings due to a participant
– If any participant gets physically or mentally injured.
– If someone else gets physically or mentally injured due to a participant.
 

Article 4: Game attributes

Participants will receive some attributes needed to play the activity, such as but not limited to a camera, a map, and a booklet with pictures. Participants need to give back the material to the game leader in the same state it was given to them. If you, or any participant you made the booking for does not return the material within 2,5 hours after the start of the activity, and/or the material is damaged, Utrecht Photo Challenge is entitled to send you an invoice to cover the costs for the material and production. Utrecht Photo Challenge will send you an invoice, which has to be paid within 14 days.
 
During the activity, you will receive a map to navigate to the places of the challenge, and model pictures to recreate. Under no circumstances will you be entitled to copy the map or pictures (or any other material that you are borrowing from us), or to sell them to third parties. If this is not respected, Utrecht Photo Challenge is entitled to charge you with a penalty of EUR 1000, to be paid by you within 14 days.
 
At the end of the challenge, the winning team will be given a prize. In most cases, there is some alcohol involved. It is the participants’ own responsibility to drink responsibly. If any damage is made by a participant or if the participant gets mentally or physically injured due to alcoholic beverages, Utrecht Photo Challenge cannot be held liable. Moreover, the person who makes the booking will make sure that participants they booked for who are under 18 do not drink any alcohol. Utrecht Photo Challenge cannot be held liable if this is not respected.
 

Article 5: Pricing

All prices used by Utrecht Photo Challenge are displayed in euros. If you are booking as a company, prices will be displayed excluding VAT. As an individual, prices will be shown including VAT. This will always be indicated at the moment of booking or in the quotation.
 
Utrecht Photo Challenge is entitled to adjust all prices for its services, shown on its website or otherwise, at any time. Price adjustments do not apply to previously accepted bookings. The price that is displayed at the moment of confirming the booking is always applied.
 

Article 6: Payment

Option 1: booking directly via the website

If you book the Utrecht Photo Challenge directly through the website, payment is done directly at the moment of booking.
 

Option 2: booking via email with quotation

If you accept our quotation (via email or any other way), the booking is confirmed. We will ask you for an email address and a billing address to send the invoice to after the challenge. You are obliged to provide us with a valid email address and a valid billing address. You will be sent an invoice by email after the activity took place, which is to be paid within 14 days after the invoice is sent. If the payment is not made by then, Utrecht Photo Challenge will send a payment reminder by email. If the payment is still not made within 14 more days, Utrecht Photo Challenge is entitled to charge an interest of 20% of the initial amount. The payment of the entire amount will need to be made within 7 extra days. If the payment is still not made by then, we will need to involve a debt collection agenda (on your costs). Moreover, Utrecht Photo Challenge is entitled to charge an interest of 10% of the amount to be paid, per day that the payment is not made.
 

Article 7: Cancellations and refunds

7.a. How to cancel

If you place a booking, you will receive a confirmation of your booking via email, from info@utrechtphotochallenge.com. Any cancellations have to be done by sending an email to info@utrechtphotochallenge.com, in which you require to cancel the booking. The moment of cancellation will be the moment that you send us an email.
 

7.b. Cancelation policy

First of all, we would always appreciate it if you could ask us to reschedule, rather than canceling. If you do need to cancel and you cannot reschedule, the policy depends on when you cancel:
 
A: If a cancelation is made at least 14 days prior to the starting time of the activity*, you will only be charged for administration costs and booking costs (if applicable), because these are costs that we have made. (If you have already booked and paid bia the website, you will receive a refund, excluding the booking costs and administration costs. If you have booked via quotation, we will only charge you for administration costs).
 
B: If a cancelation is made less than 7 days prior to the starting time of the activity, but at least 48 hours before*, the customer will receive a refund of 50% of the amount of the booking, excluding any administration or booking costs.
 
C: You cannot cancel your booking less than 48 hours before the activity’s starting time*. If you cannot participate at said time and date, we will kindly ask you to inform us, but you will not receive any refund.
 
In the case of a special situation (e.g. stricter Covid measures, extreme weather conditions), we will look for a solution together. We will openly discuss what works for both parties. We will try to reschedule your challenge, but if this is not possible, we will not charge you.
 
If you are more than 30 minutes late to the activity*, Utrecht Photo Challenge has the right to cancel your booking and you will not receive any refund.
 
*The starting time as indicated in the booking confirmation.
 

7.c. Cancelations made by Utrecht Photo Challenge

Utrecht Photo Challenge is entitled to cancel any booking without having to give a reason for canceling, but possibly in the case of extreme weather conditions, or in case of illness of an employee. Utrecht Photo Challenge will always attempt to inform the customer via email or phone as soon as possible. The customer will receive a full refund of the amount of the booking, or will be scheduled for another date and/or time without any additional fees.
 

Article 8: Changing a booking

We can never guarantee that changing the booking to your new preferred time and/or date is possible, but we will try to look for a solution together with you.
 

8.1. Changing the time and/or date

The policy of changing a booking depends on when you want to make this change:
 
A: If you want to change the date and/or time of your booking at least 7 days prior to the starting time of the activity*, no extra costs will apply, except for administration costs and booking costs (if applicable).
 
B: You cannot change the date and/or time of your booking less than 48 hours before the activity’s starting time*. If you cannot participate at said time and date, we will kindly ask you to inform us, but you will not receive any refund.
 

8.2. Changing the number of participants

Option 1: If you have booked via a quotation with invoice afterwards

In the quotation, you will give us an estimation of the number of participants. If the final number of participants deviates from the number indicated in the quotation, this needs to be validated by the customer via email at least 3 days prior to the start of the activity.
 

Option 2: If you ave have booked directly via the website

If you have booked directly via the website, once a booking is confirmed, you cannot lower the number of participants of your booking, and you will be charged for the number of participants you booked for. If you wish to increase the number of participants after a booking is confirmed, you may send us an email at info@utrechtphotochallenge.com and we will attempt to add the participant(s).
 

Article 9: Promotion

By confirming a booking at Utrecht Photo Challenge, you confirm that you and all the participants of your booking agree that photos and/or videos may be taken of the participants and published on Utrecht Photo Challenge’s website, social media pages, or any other promotional platform. Moreover, your names, quotes, and the photos and videos that you make and/or publish may be used by Utrecht Photo Challenge for promotional reasons. If you do not wish to appear on our promotion channels, please let us know via email and we will do our best to inform the game leader. We ask you for your understanding that this may be overlooked by the game leader, in which case we ask you to inform the game leader again when you meet them during your challenge.