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These Terms and Conditions (“Terms”) constitute a legally binding agreement between the Client (“Client”) and Qeni Pvt Ltd (“Company”) for the provision of Conference Management Services. The Client agrees to be bound by these Terms upon execution of a contract, quotation approval, or commencement of services.
1.1 “Services” means the planning, coordination, management, and execution of conferences, including but not limited to: event design, production, registration management, venue liaison, marketing and PR support, sponsorship management, delegate management, logistics coordination, audiovisual services, graphic design, and related services.
1.2 “Client” refers to any individual, organization, corporation, or other legal entity that contracts with the Company for services.
1.3 “Suppliers” or “Vendors” refer to third-party providers of goods and services engaged by the Company or Client for the execution of the event.
1.4 “Event” means the specific conference or series of conferences as detailed in the signed agreement or project brief.
2.1 The Company agrees to provide end-to-end conference and event management services, which include event concept development, budgeting, venue sourcing, travel coordination, vendor management, technical production, branding, and on-site execution.
2.2 The Company will also offer planning and execution support for virtual and hybrid events, including platform recommendations, content streaming, interactive tools, and real-time troubleshooting.
2.3 The Company may utilize web-based third-party tools and services such as event websites, online registration systems, analytics dashboards, communication platforms, and secure payment gateways.
2.4 These third-party tools will be selected based on project needs, and while the Company will support their integration and usage, the terms and data security of these platforms will be governed by the respective providers.
2.5 The Company reserves the right to sub-contract parts of the project to trusted vendors or service providers to ensure quality and timely execution of deliverables.
2.6 The Company will provide regular updates and planning documents including timelines, reports, checklists, and budget status to maintain transparency and alignment with the Client.
2.7 All services will be delivered with professional skill, care, and diligence, in accordance with accepted industry standards.
2.8 The Company shall ensure that all services comply with applicable laws, regulations, and safety requirements, and will secure necessary licenses and permissions where required.
2.9 The Company encourages sustainable event practices and, where possible, will recommend eco-friendly solutions such as digital communications, reusable materials, and responsible waste management.
2.10 The Company will assist in identifying and mitigating potential risks by creating backup plans, safety protocols, and vendor redundancies to ensure smooth execution.
2.11 The Company’s responsibility is limited to delivering the agreed-upon scope of services. The Client acknowledges that the Company does not guarantee the overall outcome or success of the event, as many external factors may influence results.
2.12 Any additional services or changes to the agreed scope will be discussed separately and may incur additional charges upon mutual agreement.
3.1 The Client shall ensure access to the venue for setup and dry run purposes as per the following timelines:
General conference setup –
Minimum 24 hours prior to event commencement.
Conference with exhibition booths/custom design stalls –
Minimum 48 hours prior to event commencement.
3.2 Any delay or restriction in access to the venue may impact the execution of services and the Company shall not be held liable for any resulting consequences.
4.1 A 15% Project Management Fee shall be levied on the total invoice value.
4.2 Goods and Services Tax (GST) at the prevailing rate (currently 18%) shall be applicable on the total billing amount.
4.3 The Client may deduct Tax Deducted at Source (TDS) under Section 194C of the Indian Income Tax Act at 2% on the total billing, and 10% on artist or professional trainer fees, subject to applicable compliance and submission of TDS certificates.
5.1 The Client is advised to take out an appropriate insurance policy to cover third-party liability, equipment, damage, and cancellations.
5.2 If insurance is to be arranged by the Company on behalf of the Client, a separate written agreement must be executed and costs shall be borne by the Client.
6.1 For events booked with a lead time of more than 30 day
25% of the total estimated billing or pre-event planning costs (whichever is higher) shall be paid as a non-refundable deposit at the time of contract signing.
50% of the total shall be paid no later than 60 days prior to the event.
Remaining 25% shall be paid no later than 30 days prior to the event .
6.2 For events booked with less than 30 days lead time:
50% advance shall be paid immediately upon contract confirmation.
25% shall be paid 15 days before the event.
Final 25% shall be paid 7 days prior to the event.
6.3 Late payments will attract an interest of 18% per month on the outstanding amount.
7.1 In the event of cancellation by the Client, the following charges shall apply based on the number of days prior to the event:
If the event is cancelled 120 to 90 days before the scheduled date, 20% of the total estimated invoice amount will be charged.
If cancelled 89 to 60 days prior to the event, 40% of the total estimated invoice amount will be charged.
If cancelled 59 to 30 days prior to the event, 60% of the total estimated invoice amount will be charged.
If cancelled 29 to 15 days before the event, 80% of the total estimated invoice amount will be charged.
For cancellations made less than 14 days before the event, 100% of the total estimated invoice amount will be charged.
7.2 In the event of a postponement due to unforeseen circumstances, if the Event is rescheduled within a period of twelve (12) months from the original date, and subject to availability, all payments already received shall be adjusted against the rescheduled Event after deducting all actual costs incurred up to the date of postponement. This shall include, but not be limited to, planning and design fees, costs of non-transferable vendor services, and charges for any printed or customized materials or services that have already been executed and cannot be reused or carried forward. Such costs shall be payable by the Client and settled prior to resumption of services.
7.3 Postponement due to Force Majeure events (such as Government directives, pandemics, natural disasters) shall be treated under cancellation policy unless otherwise agreed in writing
8.1 All creative concepts, designs, and collaterals will be submitted to the Client for approval.
8.2 Client must verify and confirm all content including text, logos, design elements, and branding before approval.
8.3 The Company is not liable for any typographical, grammatical, or factual errors post Client approval.
8.4 Additional charges may apply for changes post-final approval or extensive iterations beyond original scope.
9.1 It is the responsibility of the Client to procure all necessary licenses and permissions for the event or authorize the Company to do so in writing at least 7 days prior to the event.
9.2 These may include but are not limited to
Ministry approvals for conference visa
Entertainment licenses are PPL , IPRS , Novex ,ISRA
Police and fire safety NOCs
PWD power licenses
Traffic and other local govt body permissions
10.1 The Company shall not be liable for any indirect, consequential, or incidental loss or damage, including but not limited to loss of profit, business, or data.
10.2 The Client shall indemnify the Company against any claims, damages, or legal expenses arising out of damage to third-party property, equipment, or venue caused by the Client or its guests.
10.3 The Company shall not be liable for any delays or failures due to causes beyond its reasonable control, including strikes, natural disasters, or failure of utility services.
10.4 The Company shall not be liable for any failure in power supply if the Client has not opted for emergency backup facilities offered by the Company.
11.1 All intellectual property rights in materials, designs, templates, presentations, and documents created by the Company shall remain the sole property of the Company unless otherwise agreed in writing.
11.2 The Client is granted a limited, non-transferable license to use such materials solely for the purpose of the contracted event.
12.1 Both parties shall treat all confidential information received from the other party as strictly confidential and shall not disclose it to any third party without written consent.
13.1 Either party may terminate this agreement with immediate effect if the other party commits a material breach and fails to remedy it within 10 days of receiving written notice.
14.1 These Terms and any dispute or claim arising out of or in connection with it shall be governed by and construed in accordance with the laws of India.
14.2 The courts of Mumbai, Maharashtra shall have exclusive jurisdiction to resolve any disputes arising under or in connection with this Agreement.
15.1 All formal communications, consents, and notices shall be in writing and delivered via email, registered post, or hand delivery to the addresses provided in the contract.
For legal or compliance-related matters, the Client may reach out to
Compliance Officer, Qeni Pvt Ltd
Email: compliance@qeni.com
Toll-Free: 1800 309 9144
We love to take up challenges and dream up exciting and practical ways to create engaging experiences. Do talk to us. We will be delighted to hear from you.
