Online Meeting Policy

Meeting Platform

Given that we operate through multiple offices and usually have back-to-back meetings on several days per week, we are generally not able to accommodate in-person meetings. All our advisory meetings are conducted exclusively online. In-person meetings are only possible for existing clients and subject to prior agreement and availability.

Meetings are normally held via Zoom. Upon request, alternative platforms such as Microsoft Teams, Webex, or Google Meet can be used. Clients may also provide their own meeting link if they prefer. Please inform us of your preferred platform well in advance, and we will do our best to accommodate this.

Mandatory Prior Registration

Prior client registration is mandatory for all online meetings and must be completed through our Client ID / registration form, accessible via our client portal.

Meetings will only be confirmed once the required registration has been duly completed. If a client fails to complete the mandatory registration in a timely manner, we reserve the right to cancel the meeting at our sole discretion, without any obligation to reschedule.

Written Summary 

Following the meeting, we typically provide a written meeting summary generated via Fathom®, an AI-powered notetaking tool. This summary is intended solely as a practical recap of the discussion and identified action points, to facilitate follow-up and internal reference.

Please note that this summary does not constitute formal legal or tax advice, nor a written opinion. As it is AI-generated, inaccuracies, omissions, or misinterpretations cannot be fully excluded. In case of discrepancies, the oral discussion during the meeting and any subsequently agreed written advice shall prevail.

Clients are free to record the meeting for personal use or to use their own AI notetaking tools, provided this is disclosed at the start of the meeting.

Flexible Meeting Duration 

Consultations are generally scheduled for one hour. Where appropriate and subject to availability, the meeting may be extended slightly to ensure that all relevant points are properly addressed. Any such extension is not guaranteed and remains at our sole discretion.

Discretionary Fee Adjustment

Our standard fee for an online meeting in 2026 is 295.00 EUR (exclusive if 21% VAT where applicable). This fee is fixed and non-refundable and does not represent an hourly billing rate.

The full fee may be due irrespective of the actual duration of the meeting. This is justified by the administrative preparation costs, internal handling and scheduling efforts, and other related expenses incurred in connection with the meeting. In addition, the reserved time slot cannot always be reallocated or used efficiently for other client meetings at short notice.

We reserve the right to modify our meeting fee for all clients at any time. Any such adjustment will, where reasonably possible, be communicated in advance through our usual communication channels (including our website and booking platform).

If a meeting takes significantly less than the scheduled duration, we may, at our sole discretion, apply a partial fee reduction.

Payment Conditions

An invoice will be issued to the client following the meeting and is payable by bank transfer. Payment via PayPal® is accepted; however, any applicable PayPal® processing fees will be charged in addition to our service fee.

For clients not based in Belgium, upfront payment is required prior to confirmation of the meeting. Meetings will only take place once payment has been received.

We currently do not accept payment in cash or by credit card.

Follow-Up Communication

After the meeting, clients may send a follow-up email to confirm or clarify points discussed during the consultation. Such confirmation is included in the meeting fee within reasonable limits.

Any additional advice, analysis, or consultation going beyond a mere confirmation of the meeting discussion is not included in the meeting fee and will be subject to an additional fee, charged on a time-spent basis. Where appropriate, we may propose that a new meeting be scheduled to ensure an efficient handling of the matter.

No-Show and Cancellations 

Given our busy schedule, we kindly request that clients inform us as soon as possible if they are unable to attend a scheduled meeting. Timely notice enables us to reallocate the reserved time slot to other clients who may require (urgent) assistance.

Although we currently do not charge a no-show fee, late cancellations or failure to attend without prior notice may affect the scheduling of future meetings. In the event of repeated no-shows or last-minute cancellations, we reserve the right, at our sole discretion, to decline further meeting requests and/or to require upfront payment as a condition for confirming any future meetings.

We fully understand that our clients have demanding schedules. At the same time, mutual respect and professionalism require due consideration for our time planning and availability as well, including clear scheduling, timely communication, and adherence to agreed meeting arrangements.