Terms and Conditions

1. About us

Event Childcare is a trade name of Raissa Davis, registered with the Netherlands Chamber of Commerce (KvK) under number 42052686.

• Address: Nieuw-Vennep 2151VA NL
• VAT (btw) number: NL005458785B53
• Email: info@eventchildcare.nl
• Website: eventchildcare.nl

2. Definitions

• Client: the company or organisation that books our service for its event and pays for it.
• Parent: a parent or legal guardian of a child who attends the childcare during the event.
• Authorised adult: an adult aged 18 or over whom the Parent has named at registration to collect the child.
• Event: the event organised by the Client at which we provide childcare.
• Childcare area: the room or clearly bounded space at the venue where we look after the children.
• Booking Confirmation: our written confirmation of the date, times, location, expected number and ages of children, staffing and price.

3. What our service is, and what it is not

We provide short-term, on-site supervision and age-appropriate activities for the children of people attending an Event. The service works on the following basis:

1. The Client books and pays. Parents do not pay us anything.
2. Parents stay at the Event. Throughout the session, a Parent stays at the venue, keeps their phone switched on and returns to the Childcare area promptly when we call.
3. Parents keep responsibility for personal care. This includes changing clothes after a toilet accident, giving medication and comforting a child who needs their parent. We will call the Parent whenever this is needed.
4. Not registered childcare. We are not a childcare organisation registered under the Dutch Childcare Act (Wet kinderopvang) and are not listed in the National Childcare Register (LRK). Our service does not qualify for childcare benefit (kinderopvangtoeslag) and is not a substitute for regular childcare.
5. Age range. The service is for children aged 3 to 12. Children must be toilet trained.

Unless agreed in writing, our service does not include transport, overnight care, care outside the Childcare area, administering medication (except the emergency situation in B5), medical or nursing care, or one-to-one specialist support.

Part A is a business-to-business agreement. It applies to every quotation and booking between Event Childcare and the Client. The Client's own general terms do not apply.

A1. Quotation and booking

• Our quotations are valid for 30 days.
• A booking is confirmed when the Client accepts the quotation in writing (email is enough) and we send a Booking Confirmation.
• The Client gives us the expected number and ages of children at least 10 working days before the Event, and final numbers at least 3 working days before.
• If more children attend than booked, we may add sitters at the agreed rate or limit numbers to what can be supervised safely.

A2. Staffing and safety standards

• We decide staffing based on the number and ages of children. We work with at least 1 sitter per 5 children, and always at least 2 sitters on site.
• All sitters hold a valid Certificate of Conduct (VOG), are briefed on our safety and safeguarding procedures before each Event, and at least one sitter on site holds a current paediatric first-aid certificate.
• Our safety, check-in/check-out, emergency and safeguarding procedures always take precedence over the Client's preferences.

A3. What the Client provides

• A dedicated Childcare area: a separate room or a clearly bounded space, of a size suitable for the agreed numbers.
• An area away from hazards such as open water, kitchens, stage or technical equipment, bar service and unguarded exits to a street or car park.
• Nearby toilets, drinking water and, where possible, a quiet corner for young children.
• Food and drink for the children, unless agreed otherwise, with ingredient and allergen information available.
• A named contact person who is reachable during the Event.
• Sharing our registration link and parent information with attendees before the Event, including that parents must stay at the venue.

A4. Venue check

Before confirming, we review the proposed Childcare area by site visit, floor plan or photos. If the area is not safe or suitable, we agree an alternative with the Client. If no safe alternative is available, we may decline or stop the service; the cancellation rules in A6 then apply as if the Client had cancelled on that date, unless the risk arose through no fault of the Client.

A5. Prices and payment

• Prices are in euros and exclude VAT (btw) unless stated otherwise.
• We invoice a deposit of 50% on confirmation. The balance is invoiced after the Event.
• Invoices are payable within 14 days.
• Extra time requested on the day is charged per started half hour, per sitter, at the rate in the Booking Confirmation.
• If the Client pays late, statutory commercial interest (art. 6:119a Dutch Civil Code) and reasonable collection costs are due after a written reminder.

A6. Cancellation and changes by the Client

Cancellations must be sent in writing to info@eventchildcare.nl. As this is a business agreement, there is no statutory right of withdrawal.

The Client may reduce the number of sitters free of charge up to 7 days before the Event. After that, the booked staffing is charged.

A7. Cancellation by us

If we cannot provide the service, for example because sitters are unavailable and no qualified replacement can be found, we tell the Client as soon as possible and refund all amounts paid for that Event. We will help the Client find an alternative where we can.

A8. Liability and insurance

• We are liable for damage caused by our attributable failure to perform this agreement.
• Our total liability to the Client is limited to the amount our insurer pays out in that case. If the insurer pays nothing, our liability is limited to the fee for the Event concerned.
• We are not liable to the Client for indirect or consequential loss, such as lost profit or reputational damage.
• These limits do not apply in case of intent or deliberate recklessness, and they never limit our liability towards a child or Parent for death or personal injury.

A9. Force majeure

Neither party is liable for failing to perform because of circumstances outside its reasonable control, such as severe weather, venue emergencies or government measures. We agree reasonable alternatives and settle amounts already paid fairly.

A10. Photography at the Event

The Client ensures that its photographers and guests do not photograph or film inside the Childcare area, unless the Parents of every child shown have given permission.

A11. Sitters

During the booking and for 12 months after the last Event, the Client will not directly engage our sitters for childcare services without our prior written agreement.

A12. Personal data

We register children and Parents ourselves and act as independent controller for that data. We share with the Client only what is needed, normally the number and age groups of children. Details are in our Privacy Statement.

The childcare is offered to you by the organiser of the Event and is free of charge for you. By registering your child, you agree to the conditions below.

B1. Registration

• Every child must be registered before joining, online in advance or on site.
• We ask for: the child's name and age, your name and mobile number, a second emergency contact, the names of any Authorised adults, the languages your child speaks, and any allergies, medical conditions or support needs relevant to safe care.
• We ask for your explicit consent separately before recording health information.
• We may decline a child if we cannot meet their needs safely within the agreed arrangements.

B2. Check-in and collection

• You check your child in personally with a sitter. Your child is in our care only once a sitter has accepted the check-in.
• You and your child receive matching tags or wristbands.
• We hand your child only to you or a registered Authorised adult showing the matching tag. If the tag is lost, we ask for identification and may call you.
• Children never leave the Childcare area on their own, whatever their age.

B3. Your responsibilities during the session

• Stay at the Event venue for the whole session and keep your phone on.
• Come to the Childcare area within 10 minutes when we call you.
• Provide personal care yourself, such as changing clothes after a toilet accident and giving any medication. We will call you when needed.
• Collect your child by the end time stated by the organiser.
• Tell us straight away about anything that affects your child's safety or wellbeing.

B4. Food and drink

We only give your child food and drink provided by you or by the organiser. If you have registered an allergy or dietary need, we give your child nothing to eat without checking with you first.

B5. Illness, medication and emergencies

• Please do not bring a child who has a fever, vomiting, diarrhoea or a contagious condition.
• Our sitters do not give medication.
• In an emergency we give first aid, call 112 where needed and contact you immediately.

B6. Behaviour

We use calm, age-appropriate and non-punitive guidance. If your child is very distressed, or needs more support than we can safely give, we will call you and may ask you to collect your child.

B7. Language

Our sitters speak Dutch and English. If your child speaks neither, please tell us at registration so we know when to call you.

B8. Belongings

Please do not bring valuables. We are not liable for loss of or damage to belongings, unless caused by our negligence.

B9. Photos and video

We do not take photos of children for promotion or social media without your separate, written permission. Giving or refusing that permission does not affect your child's place. Guests and event photographers may not photograph in the Childcare area.

B10. Safeguarding

We follow a written safeguarding policy based on the Dutch reporting code for domestic violence and child abuse (Meldcode huiselijk geweld en kindermishandeling). Concerns about a child's safety are handled under that policy, which may include contacting Veilig Thuis.

B11. Liability

We are liable to you and your child under Dutch law for damage caused by our fault. Nothing in these conditions limits our liability for death or personal injury.

C1. Complaints

Send complaints to info@eventchildcare.nl. We confirm receipt within 5 working days and aim to respond in full within 4 weeks. Safety and safeguarding concerns are dealt with immediately.

C2. Privacy

We handle personal data, including children's data, as described in our Privacy Statement.

C3. Website

You may not misuse our website or attempt unauthorised access. Text, logos and images on the website belong to Event Childcare or their owners and may not be reused without permission.

C4. Changes to these terms

We may update these terms. The version that applied on the date of the Booking Confirmation stays in force for that booking. The current version and its effective date are on our website.

C5. Language

These terms are available in English and Dutch. If the versions differ, the English version prevails.

C6. Governing law and disputes

Dutch law applies. Disputes are submitted to the competent court in the district of The Hague (Rechtbank Den Haag), unless mandatory law gives a Parent the right to choose another court.

C7. Contact

Event Childcare · info@eventchildcare.nl · eventchildcare.nl