Rental conditions

Article 1 Who rents, and what that means

In these conditions:

• Renter means whoever rents the equipment, whether a business or a private individual.
• Consumer means a renter who is a natural person renting for purposes outside their trade, business, craft or profession.
• Equipment means all devices, cables, stands, cases and accessories that Motion Crew makes available.
• Rental period means the period between the agreed collection or delivery and the agreed return, both days included.

Provisions expressly marked as applying to consumers apply to consumers only. Provisions marked as applying to businesses do not apply to consumers.

Article 2 Request, quote and contract

The catalogue on this website is not an offer. The availability shown there is an indication based on our schedule at that moment, and does not constitute a reservation.

Anyone who adds equipment to the request list and submits the form makes a request. No contract arises from it, and nothing has been reserved yet.

Motion Crew then sends a written quote stating the final price, availability, any delivery charge and the deposit. The quote remains valid for the period stated on it, or failing that, fourteen calendar days.

The contract is only formed when the renter accepts the quote in writing and Motion Crew confirms that acceptance in writing. An accepted quote reserves the equipment; a request does not.

We may refuse a request without giving a reason, for example when the equipment has meanwhile been committed elsewhere or when the intended use does not seem suitable for the device.

Article 3 Price, VAT and rental days

Our day rates are shown excluding VAT to businesses and including VAT to consumers. On the website, every renter can switch between both views. The rate is 21 percent.

The rental price is degressive: the longer the period, the lower the price per day. Unless stated otherwise in the quote:

• day 1: the full day rate;
• days 2 and 3: 50 percent of the day rate added for each day;
• days 4 to 7: 25 percent added for each day, with a weekly price of at most three times the day rate;
• from day 8: one fourteenth of the day rate added for each day, or half a day rate per additional week.

The rental period runs up to and including the last day of use. Returning the equipment the next morning before 10 am is included in the price. Saturday and Sunday together count as one rental day, also within a longer period: anyone renting only for a weekend collects on Friday from 4 pm and returns on Monday before 10 am for the price of one day.

Anyone who collects or receives the equipment the day before the rental period from 4 pm in order to set up does not pay for an extra day. That day does count towards availability.

For the photo booth and the photo booth packages the price is per event. Each additional day costs 35 percent of the photo booth price; design, gallery, guest book and attendant are charged once. A rental of more than three days is quoted separately.

Delivery and collection are free within 25 km of Overijse. Beyond that we charge 0.50 euro excluding VAT per extra kilometre driven, for each trip there and back. For large volumes or hard-to-reach locations the quote may differ. The delivery charge is stated separately in the quote.

Article 4 Deposit

Motion Crew may ask for a deposit: security the renter pays before or at collection or delivery and gets back after the return. The amount is stated in the quote. It is a part of the replacement value of what is rented, with a minimum and a maximum per request.

The deposit is not the same as the replacement value. The replacement value is what it costs to replace the equipment new today. It is shown per item on the product page and in total in the quote. In case of loss, theft or irreparable damage, the replacement value is owed under article 11, even when it is higher than the deposit. The deposit is therefore not a limit on what the renter may owe.

For renters Motion Crew has worked with before, the deposit may be waived. There is no right to such a waiver; it is stated in each quote.

The deposit is not an advance payment on the rental price and is not set off against it. It serves solely as security for damage, loss or late return.

The deposit is paid before or at collection or delivery, in the manner stated in the quote.

After the return and inspection of the equipment, Motion Crew refunds the deposit within fourteen calendar days. If anything is withheld, we send a written statement within the same period setting out what was found and how the amount was calculated. The balance is refunded immediately.

If the damage exceeds the deposit, the difference remains payable. If the damage is less than the deposit, Motion Crew can never withhold more than the cost actually shown.

Article 5 Payment

The rental price is paid in advance, no later than five working days before collection or delivery of the equipment. The exact date is stated in the quote.

If the booking is made within that period, the rental price is payable on confirmation, and in any case before collection or delivery. As long as the rental price has not been paid, Motion Crew cannot hand over or deliver the equipment.

If the quote totals 300 euros or more including VAT, an advance payment of 30 percent is requested on confirmation, payable within three days. The balance follows on the date in the previous paragraph. The advance is set off against the rental price and, in case of cancellation, against the fee in article 13. Any excess is refunded. An advance payment is not the same as the deposit in article 4.

For clients with whom Motion Crew agrees this in writing, an invoice may be issued after the rental. Such an invoice is payable within seven calendar days of the invoice date. This is then stated in the quote.

Payments are made to account BE31 7360 2027 2155 in the name of Motion Crew BV, stating the quote or invoice number.

Article 6 Right of withdrawal for distance contracts

If the contract is concluded entirely at a distance, meaning without both parties being physically present at the same time, the rules on distance contracts in Book VI of the Belgian Code of Economic Law apply to consumers.

Article 7 Delivery, collection and access

Collection takes place at our address in Overijse, at the agreed time. Delivery takes place at the address stated in the quote.

Some items, such as the photo booth, are always delivered, set up and collected by Motion Crew. This is stated with the item. Self-collection is not possible for those items.

Times given are target times. Motion Crew does everything it can to meet them, but a deviation of less than two hours gives no right to compensation. In the case of a longer delay attributable to us, the rental price is reduced pro rata.

The renter ensures that the delivery address is accessible: a place where a van may stop, a clear passage, and if needed a lift or someone who can help carry. If this is not the case and we have to use extra time or staff, this is charged at the hourly rate in the quote.

If nobody is present at the agreed time for delivery or collection, the trip is charged and a new appointment is made.

The risk in the equipment passes to the renter on collection or delivery, and passes back to Motion Crew on actual return.

Article 8 Use of the equipment

The renter uses the equipment as a careful and reasonable person, solely for its intended purpose, and in accordance with the manual and the instructions given at collection or delivery.

The renter:

• only lets competent persons operate the equipment;
• does not sublet or lend it to third parties without our prior written consent;
• does not carry out repairs or modifications to it;
• does not remove any markings, labels or serial numbers;
• does not expose it to rain, moisture, sand or extreme temperatures without suitable protection;
• does not leave it unattended in a vehicle or in a publicly accessible place;
• does not take it abroad without our prior written consent.

The renter checks the equipment on receipt. Visible defects must be reported immediately, and in any case before use. If not, the equipment is deemed to have been received in good condition.

If something breaks during the rental period, the renter reports it as soon as possible and does not continue to use defective equipment.

Article 9 Insurance and risk

During the rental period the equipment is not insured by Motion Crew. The renter bears the risk of loss, theft and damage from collection or delivery until return.

That does not mean the renter bears everything. Damage resulting from a defect in the equipment itself, from normal wear and tear, or from a cause attributable to Motion Crew remains the responsibility of Motion Crew. See articles 11 and 14.

The renter may insure the equipment themselves but is not obliged to. If they do not, they bear the risk themselves, within the limits set out in article 11.

The deposit in article 4 covers part of that risk; anything above it remains owed under article 11. The replacement value of what is rented is stated in the quote in advance, so the renter knows where they stand, and there is no need to negotiate afterwards over an amount nobody saw coming.

This article concerns the equipment itself. Liability for damage suffered by third parties is covered in article 10.

The renter reports damage, loss or theft immediately. In the case of theft, they always provide a copy of the police report. Without that report, theft cannot be accepted as such.

Article 10 Liability towards third parties

On collection or delivery, not only the risk passes but also the custody of the equipment. From that moment the renter has supervision, control and use of it. Until its return, the renter is its custodian within the meaning of article 6.16 of the Belgian Civil Code.

The renter is responsible for safe setup and safe use. This includes:

• covering cables or laying them so that nobody can trip over them;
• setting up stands and supports stably and weighting them where needed;
• keeping passages, emergency exits and fire extinguishers clear;
• connecting within the capacity of the electrical installation on site;
• only letting competent persons operate the equipment.

Damage suffered by third parties due to the way the renter sets up, uses or lets others use the equipment is for the renter’s account. The renter indemnifies Motion Crew against claims by third parties arising from it.

That indemnity does not apply when the damage results from a defect in the equipment itself, from a fault by Motion Crew or its staff, or from instructions that Motion Crew gave incompletely or incorrectly. In those cases Motion Crew remains liable under ordinary law, without limitation of any kind.

If Motion Crew itself comes on site to set up, adjust or operate, custody of that part does not pass and Motion Crew remains liable for it.

The renter immediately reports any accident or incident involving the equipment, even when the equipment itself is not damaged.

Article 11 Damage, loss and theft

If the equipment is returned damaged, the renter bears the cost of repair, shown by an invoice or a quote from the repairer.

If the equipment is lost, stolen or damaged beyond repair, the renter owes the replacement value of the item concerned stated in the quote, or failing that, the new value of an equivalent device at that time. The total replacement value in the quote is the maximum if everything is lost; if only part is lost or damaged beyond repair, only the replacement value of that part is due. If a device consists of separate parts, such as the photo booth (camera, flash, computer, printer, screen), damage is assessed per part: only the part that is lost or damaged beyond repair is charged, at its replacement value, and never more than the replacement value of the whole.

As long as the equipment cannot be rented out again because of damage, the renter owes compensation equal to the day rate per day, up to a maximum of thirty days. This compensation is only due for the period reasonably needed for repair or replacement, and Motion Crew shows that period.

Normal wear and tear from correct use is borne by Motion Crew and is never charged.

Missing cables, adapters, cases or accessories are charged at their replacement value.

Article 12 Return and late return

The equipment is returned on the agreed day and at the agreed place, complete, clean and in the same condition as on receipt, with all accessories, cables and cases.

If the equipment is returned late, the day rate plus 25 percent is due for each day or part of a day of delay. Motion Crew may waive this by mutual agreement. If the delay also prevents us from carrying out a following rental, the damage actually suffered is due as well, which Motion Crew will show.

If the equipment is seriously soiled, cleaning is charged at actual cost, with a minimum of 25 euros.

Motion Crew inspects the equipment after return. Findings are communicated in writing within five working days, with photos where useful.

Article 13 Cancellation

Cancellation is always possible, in writing. What remains payable depends on the timing. Calculated on the rental price, excluding delivery charge:

• more than 14 days before the start: free of charge;
• from 14 to 7 days before the start: 25 percent;
• from 7 days to 48 hours before the start: 50 percent;
• less than 48 hours before the start, or not showing up: 100 percent.

If equipment was hired in from third parties for this job and that hire can no longer be cancelled free of charge, that cost also remains payable. Motion Crew shows this with the supporting document from the sub-hirer, and states in advance when this applies to a job.

Any advance payment made is set off against this fee. Motion Crew refunds the amount by which the advance exceeds the fee within fourteen days.

Article 14 Liability of Motion Crew

Motion Crew supplies equipment in good working order and is liable for hidden defects that could not be detected by a normal inspection.

If equipment fails for a cause attributable to Motion Crew, we provide a replacement device as quickly as reasonably possible. If that is not possible, the rental price for the equipment concerned is refunded pro rata.

Subject to what follows, our liability is limited to the rental price of the equipment concerned for the rental period concerned. We are not liable for consequential damage such as missed recordings, lost revenue or reputational damage.

This limitation does not apply in the case of fraud, intent or gross negligence by Motion Crew or its staff, nor to damage resulting from injury to life or physical integrity. In those cases the ordinary rules of liability law apply without limitation.

We advise every renter to provide backup equipment for critical jobs, or to discuss this with us in advance.

Article 15 Force majeure

Neither party is liable when performance becomes impossible due to force majeure: circumstances beyond its control that it could not reasonably foresee or avoid. For example fire, theft from a previous renter, an accident involving the transport vehicle, or a government measure prohibiting the event.

In that case the obligations are suspended. If the force majeure lasts longer than the rental period, the contract is dissolved and all amounts already paid are refunded, without further compensation on either side.

Article 16 Personal data

To handle a request and carry out a rental, Motion Crew processes personal data: name, contact details, company details, delivery addresses and the history of requests and rentals.

The legal basis is the performance of the contract and the pre-contractual steps that precede it, and for invoicing data, our legal accounting obligation.

Motion Box (motionbox.be) is a brand of Motion Crew. A request via motionbox.be arrives in the same rental module and is subject to these terms. No account is needed; the period below then runs from the last request.

For a request as a business, we check the VAT number with VIES, the European Commission service, and keep the official name and address VIES returns, for the quote and the invoice.

Three years after the last activity on the account, name, contact details, company details, free-text fields and the on-site contact and venue address are erased automatically. The requests remain without that data, for our figures and the history of the equipment. On simple request to [email protected] this happens sooner, as soon as no rental is ongoing. Invoices and the data on them are kept for as long as the law requires.

The data is hosted by Hetzner (web hosting, in the European Union). Traffic to the website passes through Cloudflare (security and speed) and e-mails are sent via Fastmail. They only process the data on our behalf. No data is passed on to third parties for commercial purposes.

The rental website uses a single cookie, to keep you signed in (seven days at most). It is needed for the site to work and does not require consent. The website's visitor statistics are anonymous and work without cookies.

More about this, and how to exercise your rights, can be found in our privacy statement.

Article 17 Complaints

If you have a comment or a complaint, please first contact us directly at [email protected] or +32 476 51 17 97. In most cases that is the quickest way to a solution.

Article 18 Applicable law and competent court

Every rental contract is governed by Belgian law.

Article 19 Photobooth (Motion Box)

This article applies to the photobooth and the photobooth packages, including when they are requested through motionbox.be. Where it differs from another article, what is stated here applies to the photobooth.

Prices on motionbox.be. The prices and the calculator on motionbox.be are indicative prices, not an offer. The price that applies is the one in the quote (article 2).

Venue. The hirer provides a flat, dry and covered spot of about 2 by 2 metres, up to 3 metres wide with a backdrop, and an ordinary 230 V socket nearby. Setting up outdoors is only possible by arrangement and under a roof. If the photobooth cannot work, or only partly, because of the venue, the rental price remains due.

Set-up. By way of derogation from article 7, we plan the set-up so that the photobooth is ready at the agreed start time of the party. The hirer makes sure the spot is accessible at least one hour before that time. If, through our fault, the photobooth is ready later or breaks down, the rental price is reduced in proportion to the time it did not work, up to the rental price (article 14). An unforeseeable delay beyond our control, such as an accident or an unexpected road closure, is force majeure (article 15). If we cannot reach the venue at all as a result, we refund all amounts paid.

Dismantling. Dismantling takes place at the end of the party, until 11 pm, or the next morning if the venue allows it. Dismantling at a fixed time is available as an option. Later dismantling is only possible by arrangement and is charged according to the quote.

Use by guests. By way of derogation from article 8, the hirer's guests may operate the photobooth through the screen, as intended. The hirer supervises normal use and remains responsible towards Motion Crew for damage caused by the guests, in accordance with articles 10 and 11.

Attendant and prints. With an attendant, a Motion Crew staff member stays with the photobooth for the agreed number of hours. Staying longer is possible by arrangement, charged per started hour at the rate in the quote. Each photobooth comes with one photo roll, good for about 400 prints of 10 x 15 cm or 800 photo strips. Extra rolls are only possible with an attendant.

Design. The hirer provides logos and texts no later than two weeks before the party and approves the design. Without timely approval, we use a standard design with names and date. The hirer declares having the right to use what he provides, such as logos, photos and brand names, and indemnifies Motion Crew only against third-party claims in that respect.

Photos and online gallery. The photos are for the hirer. We deliver them digitally after the party and, with the online gallery, also on a protected page with a login. For the guests' photos, Motion Crew acts on behalf of the hirer: the hirer lets the guests know that there is a photobooth and that the photos will be placed in a protected gallery. The gallery stays online for the period stated in the quote and is then erased. We erase the original files three months after the party, or at the end of the gallery if it runs longer. We do not use any photos of the party for our own advertising without the hirer's express written consent, and never show recognisable guests without their consent.

Article 20 Final provisions

If a provision of these conditions is void or unenforceable, the other provisions remain fully in force. The void provision is replaced by a valid provision that comes as close as possible to the original intention, within the limits of the law.

Each contract is governed by the conditions as they read at the time the quote was accepted. We keep the version and the date of acceptance with the request.

Deviations from these conditions only apply if they have been agreed in writing.

Motion Crew BV · Sint-Annastraat 3, 3090 Overijse · [email protected] · +32 476 51 17 97 · version 2026-10