Supplier Terms and Conditions

1. Definitions
1.1 BeursBuddy (hereafter “Platform”): online marketplace operated by VDP Events B.V., offering event-related products and services.
1.2 Supplier: entity offering goods or services to Exhibitors via the Platform.
1.3 Exhibitor: end-customer ordering from Suppliers for an event.
1.4 Order: confirmed order placed by an Exhibitor for Supplier’s goods/services.

2. Supplier Responsibilities
a) Suppliers are responsible for accurate product/service listings (descriptions, images, pricing, availability, lead times).
b) Suppliers ensure compliance with applicable laws and industry standards (e.g., safety, VAT regulations—even for non-Dutch companies selling within NL).
c) Suppliers must deliver products/services to the event location on scheduled dates and collect or dismantle as required, aligning with Platform’s guidelines.
d) Suppliers must maintain quality in transport, setup, support during the event, and dismantling.
e) Suppliers provide technical support during events and resolve any defects within a reasonable timeframe.

3. Listing, Orders & Cancellation
a) Listings by Suppliers are binding after Platform approval.
b) Exhibitors place Orders via the Platform; Suppliers receive notification once payment is confirmed.
c) Orders may be amended or cancelled by Exhibitors in accordance with each event’s deadline (usually up to one week prior), per Platform’s cancellation policy.
d) Suppliers agree to honor valid changes or cancellations, provided they fall within the defined timelines.

4. Payment Terms
a) Platform collects full payment (including applicable VAT) directly from Exhibitors via iDEAL, credit card, Bancontact, EPS, Przelewy24, or invoice.
b) Platform retains funds until after the event.
c) Platform pays Suppliers within 30 days following the final day of the event for which each Order was placed.
d) Payments are issued via bank transfer to Supplier’s designated account, net of agreed commission fees.
e) Suppliers will receive an itemized payout schedule, including VAT breakdown and any deductions.
f) Disputes regarding invoice amounts must be raised in writing within 15 days of Platform’s payout notification.

5. VAT & Invoicing
a) Platform applies Dutch VAT (21%) to all Orders delivered in the Netherlands, including to non-Dutch Suppliers.
b) Suppliers must issue compliant VAT invoices to Platform as payor, matching Order details.
c) Suppliers are responsible for maintaining VAT-compliant records and accounting, and for complying with tax authority obligations.

6. Non-Compete & Exclusivity
a) While listed on BeursBuddy, Suppliers must not promote or sell equivalent goods or services for the same event via another online marketplace or direct channel.
b) Post-event, Suppliers are free to operate as they wish.
c) Suppliers agree not to solicit Exhibitors directly or otherwise bypass Platform for those specific events while listed.

7. Intellectual Property Rights
a) Suppliers grant Platform a royalty-free license to use submitted images, text, and logos.
b) Suppliers ensure they hold all rights to listed material and indemnify Platform against infringement claims.

8. Liability & Insurance
a) Suppliers are liable for damage, injury, or loss caused through their goods or activities.
b) Suppliers must maintain adequate liability insurance (covering transport, setup, usage, dismantling).
c) Platform is not liable for Supplier misconduct unless directly negligent in its own management.

9. Data Protection
a) Both Parties shall comply with the EU General Data Protection Regulation (GDPR) and the Dutch Implementation Act.
b) Suppliers may process personal data of Exhibitors and Platform users only for the purposes of fulfilling Orders and must implement appropriate technical and organizational measures to protect such data.
c) Suppliers shall:

• Only collect data strictly necessary for performance of services;

• Retain personal data no longer than required by law or Platform policy;

• Promptly notify Platform of any data breaches affecting personal data.
  d) Upon request, Suppliers shall assist Platform in responding to data subject requests (access, rectification, erasure).

10. Branding & Marketing
a) Suppliers may use the Platform’s name and logo only as expressly permitted for co-marketing efforts and must adhere to Platform’s brand guidelines.
b) All marketing materials co-branded with Platform must be submitted to Platform for approval before publication.
c) Suppliers shall not imply any equity, joint-venture, or other partnership beyond the scope of these Terms.

11. Quality Audits
a) Platform reserves the right to audit Supplier’s compliance with these Terms, including on-site inspections at events.
b) Suppliers shall provide reasonable access to facilities, records, and personnel to verify adherence to product/service standards.
c) If an audit reveals non-conformities, Suppliers must implement corrective actions within 30 days or face suspension from the Platform.

12. Force Majeure
Neither Party shall be liable for delay or failure to perform its obligations under these Terms if prevented by circumstances beyond its reasonable control, including but not limited to natural disasters, acts of war, terrorism, strikes, epidemics/pandemics, or government actions (“Force Majeure Event”). The affected Party shall:

• Notify the other Party in writing promptly;

• Take commercially reasonable steps to resume performance; and

• Be excused from performance to the extent and duration of the Force Majeure Event.

13. Term & Termination
a) These Terms apply from the moment Supplier begins listing on the Platform.
b) Platform may suspend or terminate the agreement with 14 days’ notice.
c) Supplier may terminate their participation with 30 days’ notice, provided all existing confirmed Orders are fulfilled or indemnified.

14. Confidentiality
Both Parties agree to keep confidential any sensitive business information obtained through the Platform, except as required by law.

15. Governing Law & Dispute Resolution
a) These Terms are governed by Dutch law.
b) Disputes shall first be resolved through amicable negotiations. Failing that, the competent Dutch court in Utrecht shall have exclusive jurisdiction.