FAQ — companies and corporate organisers

Standard events (launches, networking, team building): 3–4 weeks. Christmas party (December): 6–8 weeks (mid-October). Large corporate galas: 4–6 weeks. Diplomatic events with NDA: 4–6 weeks (time for extended candidate vetting). For under-lead-time requests, urgent premium +20%.

Standard: (1) initial phone or email brief — 30 min, (2) written quote within 4 working hours, (3) quote acceptance plus 30% advance, (4) crew confirmation with names and experience within 48h, (5) pre-event briefing with the crew (1–2 days ahead), (6) on-site execution, (7) final invoice within 5 working days.

Yes, standard practice. For clients sourcing quotes from 2–3 HoReCa agencies, we offer full transparency: per-role breakdown, unit rate, what's included and what isn't. Clients who pick PHE after comparison get a 5% discount on the first invoice.

Yes, but availability is limited. Success likelihood: ~80% for under-7-day, ~50% for under-3-day, ~20% same-day. Urgent premium +20% applies. For very large urgent requests (>15 people under 7 days), we discuss bilaterally.

Standard services contract under the Romanian Civil Code. One-off events — per-event contract. Recurring clients — annual framework contract with per-event orders. All contracts cover: service description, rates, payment terms, backup guarantee, confidentiality clauses, dispute resolution.

Yes. For medium/large companies with a legal team, we accept review and negotiation within reasonable limits. The process typically runs 5–10 working days. Highly non-standard clauses (atypical liability limits, image-rights transfers) go through our legal team.

Minor damage within normal ranges (broken glasses, damaged plates) — included in standard wear. Significant damage caused by proven candidate negligence — PHE covers, we have specific insurance for this. Damage caused by your guests or accidents not attributable to the candidate — not PHE's responsibility.

We guarantee: (1) candidates vetted via the 3-step process, (2) on-time arrival, (3) 2h backup if someone doesn't show, (4) brief compliance. We don't guarantee 100% subjective satisfaction (guest chemistry, particular preferences). For valid complaints we offer 10–30% retroactive invoice discount or other remediation. For serious incidents, escalation to PHE management and bilateral resolution.

Yes. All PHE invoices include 19% VAT per the Romanian Tax Code (Title VII). For Romanian VAT-paying companies, full deductibility. For EU companies, reverse charge per Art. 196 (1) (a) — VAT applies in the client's country, not in RO. For non-EU companies, no-VAT invoice (service export).

Yes. Per OUG 120/2021 and OMF 1366/2021, since 1 July 2024 all B2B transactions in Romania must use the national RO e-Factura system. PHE issues electronic invoices through it. For new clients we ask for the company CUI at contract confirmation — the rest is automatic.

New clients: 30% advance at crew confirmation plus 70% at 14 days post-invoice. Framework-contract clients: consolidated monthly or quarterly invoicing, 30 days post-invoice payment. Companies with specific financial cycles (90 days at quarter-end) discuss bilaterally.

Yes. For multinationals on procurement systems we integrate with Purchase Orders (POs). We request the PO at quote confirmation, invoice against the PO, deliver via your preferred channel (email, EDI, direct integration).

Per OG 13/2011: 0.04% per day after 30 days past due (~14.6% annually). In practice, for recurring clients with a clean history, we waive penalties on first delay. Repeat or 60+ day delays trigger strict OG 13/2011 enforcement.

Yes. For any event with confidentiality requirements we sign an NDA — per event with each crew member supplied, or an annual framework NDA for recurring clients. Our standard NDA covers: no photo/video, no guest disclosure, no event-detail disclosure to third parties for 3 years.

For events with extended requirements (sensitive-area access, VIP guests, embassy-adjacent events): (1) senior-candidate selection, (2) per-event NDA signed, (3) 5-year history check (past employers, similar past events), (4) specific pre-event briefing, (5) senior PHE coordinator on site mandatory.

Contractual liability of the candidate to PHE and/or to you (depending on the NDA structure). Damages provided in the NDA — indicative 50,000–150,000 RON per breach (varying with event sensitivity). Permanent exclusion from the PHE pool for that candidate. For clients with sensitive events, we recommend including a pre-agreed fixed damages clause.

The framework contract is an annual agreement with pre-agreed terms (rates, conditions, ordering, payment). Useful for companies running 3+ events/year (Christmas party + quarterly launches + conferences + summer party). Benefits: 10–15% discount on standard rates, consolidated invoicing, dedicated account manager, 30-day payment, returning preferred crew.

For each event you issue a short Statement of Work (SoW) or Purchase Order — with the specifics (date, venue, crew requested, budget). PHE confirms within 48h. Pre-agreed contractual terms apply automatically. At month-end or quarter-end, consolidated invoicing with per-event breakdown.

Yes, one of the most-requested framework features. For every event we propose the same people (subject to their availability). Benefits: the crew already knows your culture, the venue layout, the recurring guests' preferences. Cuts briefing time and lifts service quality.

Framework with 10% discount: minimum 3 events/year. With 15% discount: minimum 6 events. For very high volume (10+ events or 100,000+ RON annual budget), we discuss a special package with discounts up to 20%.

Typical crew for 200 employees (6h Christmas party): 7 waiters, 2 bartenders (open bar plus 2–3 signature winter cocktails), 1–2 hostesses. Estimated budget: 5,000–6,500 RON + VAT. Details in the Christmas party guide.

Yes, we have flair-experienced bartenders in the active pool, but they're few and their calendars fill fast in season. Full flair package for a brand launch: 1,000–1,500 € per event (30–45 min show), separate from the standard bar-service rate. Book at least 3 weeks ahead.

For 2–3 day conferences we recommend the same crew throughout — consistent service, setup familiarity, higher efficiency. For longer events (4–5 days) we run two rotating shifts to avoid fatigue. Discussed at the brief based on the format.

Yes, nationwide. For other main-city venues (Cluj, Brașov, Constanța-Mamaia) we have local candidates. For isolated venues or smaller cities, we send a crew from the nearest city with lodging and transport included. Cost: +50–150 RON / person transport, +150–250 RON / night / person lodging.

Yes. We're an accredited Labour Mediation agency under Romanian Law 76/2002. Primary CAEN code: 7810 — Labour placement agency activities. CUI RO42139315.

We act as a data processor for candidate data we transmit (CV, contact details). For B2B clients we add a standard DPA (Data Processing Agreement) to the contract. Data is transferred under the candidate's consent for the specific selection process. Details in the Privacy Policy.