Terms and conditions

These Terms apply to all offers, quotes, contracts and services agreed between Be With You Events Sàrl, a limited liability company under Swiss law whose registered office is in 1217 Meyrin, canton of Geneva, Switzerland (UID no. CHE-291.011.889), hereinafter “the Agency”, and any natural or legal person ordering a service (hereinafter “the Client”). They prevail over any conflicting terms of the Client, unless expressly accepted in writing by the Agency. Signing a quote, paying a deposit or confirming a booking constitutes unreserved acceptance of these Terms.

Agency: Be With You Events Sàrl, the Client's single point of contact.
Client: the principal signing the quote or the contract.
Artists: the musicians, DJs, singers, bands and performers in the Agency's network.
Services: the artistic, technical (sound & lighting) and organisational services provided by the Agency.
Chatbot: the conversational assistant made available on the website (see art. 16).

The Agency provides its Clients with artistic services (artist booking, musical entertainment) and event services (sound and lighting equipment, organisation and coordination). The Agency acts as the single point of contact between the Client and the Artists: all dealings, negotiations and communications with the latter go exclusively through the Agency. The Client undertakes not to contact or engage directly any Artist met through the Agency without the Agency's written consent. Thanks to the breadth of its network, the Agency undertakes to propose an Artist matching the requirement; it does not, however, guarantee the presence of a specific named Artist (see art. 8).

Every service is the subject of a free quote, drawn up individually on the basis of the requirements expressed by the Client (type of event, venue, date, number of guests, services requested). The Agency does not communicate a firm price before that quote is drawn up. Unless otherwise stated, a quote is valid for thirty (30) days from the date of issue. The contract is deemed formed, and the booking effective, subject to the dual condition of the Client signing the quote or the contract and paying the deposit provided for in art. 6. For a wedding, booking approximately one year in advance is recommended in order to secure the availability of the most sought-after Artists.

Prices are stated in Swiss francs (CHF) and are to be understood in accordance with the terms set out in the quote. Where applicable, Swiss value added tax (VAT) applies at the statutory rate in force (currently 8.1 % for the standard rate, in accordance with the Swiss VAT Act, LTVA); the quote states whether the amounts are shown exclusive or inclusive of tax. Ancillary expenses (travel, transport and installation of the equipment, technicians, accommodation, options such as a photo booth or a videographer) are quoted separately in the quote. Any additional service requested after signature, or any overrun of the agreed hours at the Client's request, is invoiced additionally at the rates in force.

A deposit of 30 % of the total amount is required upon confirmation of the booking. This deposit secures the Artists and the equipment for the agreed date. The balance is due no later than ten (10) days after the service, unless otherwise stated in the quote. Payments are made by the means indicated on the invoice. In the event of late payment, the Client is in default on the agreed due date (art. 102 et seq. CO); default interest of 5 % per annum (art. 104 CO) as well as reasonable reminder and collection costs may be invoiced.

Any cancellation must be notified in writing (by post or e-mail). If the Client cancels, the deposit paid is retained by the Agency in respect of the booking costs and of holding the Artists and the equipment. Depending on the time between the cancellation and the date of the event, additional charges, which may go up to the full agreed price for a late cancellation, may apply; the exact scale is set out in the quote or the contract. A postponement remains possible subject to the availability of the Artists and the equipment and requires a written agreement; failing a new agreed date, the cancellation rules apply.

Given its role as an agency and the breadth of its network, the Agency reserves the right to replace an Artist with another of equivalent standing and repertoire, in particular in the event of illness, unavailability, force majeure or for any organisational reason. Such a replacement, which guarantees that the service takes place, does not constitute non-performance and gives rise to no right to compensation. Were the Agency to find itself wholly unable to deliver the service, its liability would be limited to the refund of the sums paid for the service not performed, to the exclusion of any other damage.

Neither party may be held liable for a failure resulting from force majeure or from circumstances beyond its control (in particular bad weather, natural disaster, decision or restriction by the authorities, epidemic, strike, general power failure, accident). In such a case, the parties shall endeavour in good faith to agree on a postponement. Services already engaged or costs already incurred by the Agency remain payable.

The Client undertakes to provide accurate and complete information, to obtain the authorisations and licences required to hold the event (venue authorisation, administrative declarations, safety), and to make available to the Artists and technicians a suitable, secure and covered area with a sufficient power supply. The Client is responsible for the conduct of its guests and for any damage they may cause to the Artists, to staff or to the equipment.

The Agency provides a professional range of sound and lighting equipment. Installation generally takes one to three hours and, in most cases, does not require any particular power supply. Installation technicians and transport are offered as options depending on the scale of the event. The equipment remains the property of the Agency; any damage, loss or theft caused by the Client, its guests or a third party during the service may be invoiced at replacement value. The Agency accepts no liability in the event of a decibel limit imposed by the venue, a power cut or any technical constraint beyond its control affecting the service.

For any service extending over the duration of a meal, the Client undertakes to provide a hot meal to the Artists and technicians present, as well as access to drinks. A break area away from the public and decent reception conditions are expected. The exact conditions are set out in the quote.

The Agency is liable within the limits of Swiss law and, to the fullest extent permitted by law, its liability is limited to direct and foreseeable damage and capped at the total amount of the service concerned. The Agency is not liable for indirect or consequential damage (loss of profit, damage to reputation, etc.). These limitations do not apply in the event of gross negligence or wilful misconduct, nor for personal injury, in accordance with the mandatory provisions of the Swiss Code of Obligations (CO). It is for the Client to insure its event (organiser's public liability, cancellation), the Agency holding its own cover for its activity.

The public performance of musical works may give rise to royalties payable to the competent collecting societies (in particular SUISA) and, where applicable, in respect of other neighbouring rights. Unless otherwise agreed in writing in the quote, the formalities and the payment of these royalties relating to the event are the responsibility of the organiser (the Client). All the materials supplied by the Agency (texts, visuals, media) remain protected and may not be reused without its authorisation.

Unless the Client objects in writing, the Agency reserves the right to take photographs and videos during the service and to use them for promotional purposes (website, social media, commercial materials). The Client warrants that it has obtained the necessary authorisations from its guests. Any removal request may be addressed to the Agency, which will act on it within a reasonable time.

The website may offer a conversational assistant (chatbot) based on artificial intelligence, intended to inform visitors about the services, the equipment and the organisation, and to guide them towards a quote request. The chatbot's answers are provided for information and guidance only: they have no contractual value, constitute neither a firm offer, nor a confirmation of a date, nor a guarantee of availability or price, and cannot bind the Agency. Only a written and signed quote and contract are authoritative. The assistant may produce incomplete or incorrect information; in case of doubt, the Client is invited to contact the Agency directly. Exchanges with the chatbot may be recorded and processed in order to follow up requests and improve the service, under the conditions of art. 17. This feature is liable to change; it may not be available at all times.

The Agency processes the personal data communicated through the contact form, the chatbot or any other channel in accordance with the Swiss Federal Act on Data Protection (nFADP) and, where it applies, with the General Data Protection Regulation (GDPR). The data are collected in order to answer requests, draw up quotes and follow up the contractual relationship; they are not sold to third parties and are disclosed to service providers (hosting, the AI service provider, e-mail delivery) only to the extent necessary to provide the service. The Client has, in particular, a right of access, rectification and deletion of its data, which it may exercise at the address indicated below. The details are set out in the privacy policy of the website.

Any complaint relating to the service must be addressed to the Agency in writing as soon as possible, and at the latest within ten (10) days following the event, with a precise description of the alleged defect. The parties shall endeavour to resolve any dispute amicably and in good faith before any legal action.

The Agency reserves the right to amend these Terms at any time. The applicable version is the one in force on the date the quote or the contract is signed. The latest version is published on the website, at https://www.bewithyouevents.ch/en/terms-and-conditions.

These Terms, the signed quote and the signed contract express the entire agreement between the parties. Should a clause be declared void or unenforceable, the other provisions would remain fully valid, the clause concerned being replaced by a valid provision of equivalent economic scope. The Client may not assign its rights and obligations without the written consent of the Agency.

These Terms and any contractual relationship arising from them are governed exclusively by Swiss law, to the exclusion of the conflict-of-laws rules and of the Vienna Convention on Contracts for the International Sale of Goods. Any dispute relating to their interpretation, their validity or their performance falls within the exclusive jurisdiction of the courts of the registered office of Be With You Events Sàrl, in Switzerland, subject to the mandatory places of jurisdiction provided for by law, in particular in favour of consumers (art. 35 CPC).

For any question relating to these terms, contact us at contact@bewithyouevents.ch or on +41 79 959 22 69.