Terms & Condition
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Terms of Service Agreement
Effective Date: Feb 7, 2011
These Terms of Service Agreement (“Agreement”) govern the provision of event management, wedding planning, decoration, catering, coordination, and related services by EVAMOS THE EVENT COMPANY (“Company”) to the client (“Client”). This Agreement is intended to define the rights, responsibilities, and obligations of both parties in connection with the services booked for any event.
By confirming a booking, signing a proposal, approving a quotation, making an advance payment, or otherwise engaging the Company’s services, the Client agrees to be bound by this Agreement. Event planning contracts commonly include clear terms on services rendered, payment schedules, cancellation, termination, and liability protections.
The Company may provide event-related services including, but not limited to, event planning, wedding planning, venue coordination, decoration, floral design, stage setup, panthal arrangements, catering, vendor coordination, guest management, photography coordination, entertainment coordination, logistics support, and on-site supervision. Standard event agreements typically define the specific services to be delivered and limit performance to those listed in the contract or service schedule.The exact scope of services for each event shall be limited to the items described in the approved proposal, quotation, work order, invoice, or event schedule issued by the Company and accepted by the Client.
A booking shall be treated as confirmed only upon written acceptance by the Company and receipt of the required advance payment. Industry guidance recommends stating that work will not begin until the deposit has been paid and the event date is reserved.The Company reserves the right to decline or release tentative dates if the required advance payment or requested approvals are not received within the specified time.
All fees shall be set out in the Company’s quotation, estimate, proposal, invoice, or package document. Event contracts generally include a clear payment schedule, milestone-linked payments, taxes, and additional fees where applicable.
Unless otherwise agreed in writing:
# Further payments shall be due according to the schedule in the quotation or invoice.
# The full balance must be paid before the event date or before service delivery, as specified by the Company.
# Any taxes, statutory levies, delivery charges, overtime charges, venue-specific charges, transportation charges, and third-party costs shall be payable by the Client unless expressly included.
# Late payments may result in suspension of work, withholding of deliverables, release of reserved dates, or cancellation of services.
Any request for changes in event date, venue, guest count, menu, décor, schedule, deliverables, materials, equipment, or vendor requirements must be made in writing and shall be subject to feasibility, additional charges, revised timelines, and written approval by the Company. Event contract templates commonly include detailed service breakdowns and milestone-based terms so that changes can be formally documented. The Company shall not be responsible for delays, shortages, or quality variations caused by last-minute changes requested by the Client.
The Client shall:
# Provide accurate event details, approvals, and instructions in a timely manner.
# Obtain all permissions, licenses, venue approvals, religious permissions, local authority clearances, and third-party consents required for the event, unless expressly undertaken by the Company.
# Ensure timely payment of all dues.
# Ensure guest conduct is orderly and does not damage Company property or disrupt vendors.
# Disclose allergies, dietary restrictions, venue restrictions, safety concerns, and special operational requirements in advance.
Standard event planning agreements typically identify the client’s obligations separately from the planner’s obligations to reduce operational disputes.
The Company may coordinate third-party vendors for services such as venues, sound, lighting, entertainment, transportation, photography, videography, rentals, and specialist décor. Event management agreements commonly recognize that planners may reserve locations, coordinate vendors, and supervise execution as part of their services. Where third-party vendors are engaged, their pricing, availability, timelines, quality, warranties, and performance may remain subject to their own terms and operating conditions. The Company shall use reasonable efforts in coordination but shall not be liable for the acts, omissions, delays, failures, or insolvency of third-party vendors not directly owned and operated by the Company.
For catering services, the final guest count, menu confirmation, and service schedule must be approved within the timeline specified by the Company. Any increase in guest count, menu changes, specialty service requirements, or additional counters may result in revised charges. Food quality, freshness, and service standards shall be assessed at the time of delivery and service. The Company shall not be liable for deterioration, contamination, or wastage caused by venue delays, improper storage, guest mishandling, weather exposure, or interference by third parties after delivery.
All décor structures, furnishings, floral installations, cutlery, crockery, linen, equipment, fixtures, and rented items supplied by the Company shall remain the property of the Company or its vendors unless expressly sold. The Client shall be responsible for any loss, theft, staining, breakage, misuse, or damage caused by guests, venue staff, contractors, or third parties associated with the event.The Company reserves the right to substitute flowers, materials, fabrics, props, or décor components with comparable alternatives where required due to seasonal limitations, market shortages, transport issues, or supplier constraints.
Event industry guidance emphasizes the importance of separate cancellation and termination clauses, including treatment of non-refundable deposits and payment obligations for work already performed.
Accordingly:
# Booking advances and reservation fees shall be non-refundable unless otherwise stated in writing.
#If the Client cancels the event, the Client shall remain liable for all non-recoverable expenses, committed vendor costs, work completed, and any payments already due.
# If the event is postponed, the Company will attempt to accommodate the revised date subject to availability, revised pricing, and vendor confirmation.
# If the Company terminates services due to non-payment, misconduct, unsafe conditions, illegal activity, material breach, or refusal to cooperate, all sums paid shall be forfeited to the extent permitted by law, a nd additional dues for work completed shall remain payable.
Any cancellation or postponement request must be submitted in writing.
Event planner contract templates for India commonly include force majeure clauses covering unforeseen events beyond the parties’ control. The Company shall not be liable for failure, delay, change, or inability to perform services due to events beyond reasonable control, including natural disasters, flood, fire, epidemic, pandemic, government restrictions, curfew, strikes, transport disruption, supplier failure, civil unrest, war, acts of God, venue closure, religious restrictions, or utility failure. In such cases, the Company may reschedule services, revise the scope, substitute comparable arrangements, or terminate the booking after accounting for expenses already incurred.
Event contracts typically include liability limitations and risk-allocation clauses.To the maximum extent permitted by applicable law, the Company’s total liability arising out of or related to the services shall be limited to the amount actually paid by the Client to the Company for the affected services. The Company shall not be liable for any indirect, incidental, special, exemplary, punitive, or consequential losses, including loss of profit, loss of reputation, emotional distress, or missed opportunities.The Company shall not be liable for weather-related interruptions, traffic delays, venue restrictions, power failures, public disturbances, guest misconduct, accidents caused by third parties, or losses resulting from inaccurate information supplied by the Client.
The Client agrees to indemnify and hold harmless the Company, its proprietors, employees, contractors, and affiliates from claims, losses, damages, penalties, liabilities, and expenses arising out of:
# inaccurate information provided by the Client;
# breach of this Agreement by the Client;
# injury, loss, or damage caused by the Client, guests, invitees, or third parties engaged by the Client;
# violation of venue rules, local laws, licensing obligations, or permit requirements.
Indian event planner contract templates commonly include liability and indemnification provisions as part of their standard structure.
Any event concepts, themes, design proposals, mood boards, layouts, presentations, custom branding, written content, pricing formats, and creative materials prepared by the Company shall remain the intellectual property of the Company unless expressly assigned in writing. Event contract templates commonly include intellectual property clauses for concepts, designs, and planning materials.
The Client shall not reproduce, share, copy, publish, resell, or transfer such materials to third parties without prior written consent from the Company.
Unless the Client expressly objects in writing before the event, the Company may photograph or record non-sensitive portions of the event setup, décor, staging, and service arrangements for portfolio, social media, promotional, and marketing purposes, provided no unlawful or misleading use is made.
Any confidential commercial information, pricing, guest data, event plans, personal information, and business records shared between the parties shall be kept confidential except where disclosure is required for service execution, legal compliance, or recovery of dues. Confidentiality is a standard section in event planner contract structures.
The Client shall ensure that the venue is safe, accessible, legally authorized for the event, and suitable for the agreed services. The Company may refuse to perform any activity that is unsafe, unlawful, structurally risky, or non-compliant with venue rules, public safety requirements, or local authority directions.
Indian event contract templates typically specify Indian law as the governing law and include a jurisdiction clause This Agreement shall be governed by and construed in accordance with the laws of India. Subject to applicable law, the courts having jurisdiction over Kozhikode, Kerala shall have exclusive jurisdiction over disputes arising out of or relating to this Agreement.
The parties shall first attempt to resolve disputes amicably through good-faith discussion. If the dispute is not resolved within a reasonable period, either party may pursue remedies available under applicable law before the competent courts having jurisdiction.
# This Agreement, together with the applicable quotation, invoice, proposal, schedule, and written approvals, constitutes the entire understanding between the parties regarding the relevant event services.
# Any amendment or waiver shall be valid only if made in writing and accepted by both parties.
# If any provision is held invalid or unenforceable, the remaining provisions shall continue in full force.
# Delay or failure in enforcing any right shall not operate as a waiver of that right.
# Notices may be given by hand delivery, email, messaging application, or other written electronic communication used between the parties for booking and execution purposes.
EVAMOS THE EVENT COMPANY
Bus Stand, Kuttichira,
Kozhikode, Kerala 673001.