Terms and conditions
Terms and conditions
These Terms and Conditions govern the provision of event planning and management services by ProConventa – Conference and Event Management to the client. By engaging the services of the Agency, the Client agrees to these terms and conditions.
1. DEFINITIONS
“Services” refer to event planning, management, and execution services provided by the Agency, including but not limited to corporate events, meetings, incentives, conferences, exhibitions, weddings, and other special events.
“Event” refers to the specific occasion for which the Client is hiring the Agency.
2. SCOPE OF SERVICES
The Agency agrees to provide event planning, management, and other related services as specified in the signed contract or proposal.
Any additional services not included in the original proposal will be subject to additional charges and must be agreed upon in writing.
3. FEES AND PAYMENT TERMS
The Client agrees to pay the fees as outlined in the contract or proposal. A deposit of 30% of the total fee is required upon signing the contract to secure the Agency’s services.
Final payment must be made no later than 14 days before the event date unless otherwise agreed in writing.
Any additional expenses incurred during the event (such as last-minute changes, overtime charges, or extra services) will be billed to the Client after the event, with payment due within 7 days of invoice receipt.
In the event of late payments, the Agency reserves the right to charge interest at a rate of [percentage]% per month or the highest rate allowed by law.
Cancellations and Refunds will be defined in the contract
The Agency reserves the right to cancel services if payments are not made as per the terms specified. In such cases, no refunds will be given.
If the event is postponed, the Agency will make every reasonable effort to accommodate the new date, subject to availability. Any additional costs associated with rescheduling will be billed to the Client.
4. CLIENT RESPONSIBILITIES
The Client agrees to provide accurate and timely information necessary for the successful execution of the event.
The Client is responsible for securing all necessary permits, licenses, and insurance unless otherwise agreed upon in writing.
The Client agrees to be responsible for any damage caused by event attendees, vendors, or any parties involved in the event.
5. VENDOR AND VENUE CONTRACTS
The Agency may work with third-party vendors and venues to provide services. The Agency is not responsible for any actions, inactions, or damages caused by third-party vendors or venues unless specifically outlined in the contract.
The Client agrees to be bound by the terms and conditions of any third-party vendors or venues engaged for the event.
6. LIABILITY AND INSURANCE
The Agency will not be liable for any indirect, incidental, or consequential damages arising from the event.
The Client agrees to indemnify and hold the Agency harmless from any claims, damages, or expenses arising from the event.
The Agency carries standard liability insurance. It is the responsibility of the Client to carry additional insurance coverage for the event, including but not limited to event cancellation insurance or public liability insurance.
7. FORCE MAJEURE
The Agency shall not be liable for any failure or delay in performance due to circumstances beyond its control, including but not limited to natural disasters, strikes, government restrictions, pandemics, or other unforeseen events.
In the case of force majeure, the Agency will work with the Client to reschedule the event. Any additional costs incurred will be the responsibility of the Client.
8. CONFIDENTIALITY
Both the Agency and the Client agree to maintain the confidentiality of all information shared during the course of the event planning and execution.
Intellectual Property
All materials, designs, and intellectual property created by the Agency for the event remain the property of the Agency unless otherwise agreed in writing.
9. TERMINATION
Either party may terminate the agreement by providing [X] days’ written notice. Any termination by the Client will be subject to the cancellation terms outlined in section 4.
The Agency reserves the right to terminate the contract without liability if the Client breaches any terms of the agreement.
10. GOVERNING LAW
These terms and conditions are governed by the laws of [Country/State]. Any disputes arising under this agreement shall be resolved in the courts of [Country/State].