Qeni cancellation and rescheduling policies

Service-Specific Cancellation and Rescheduling Policies

To outlines the cancellation, postponement, and force majeure policies applicable to various event-related services offered by Qeni Pvt. Ltd., including conference planning, artist management, hotel inventory coordination, event logistics, and stall fabrication. These terms are designed to ensure clarity, fairness, and mutual understanding in the event of changes to planned services due to client decisions or unforeseen circumstances.

1 Conference and Event Project Cancellation and Postponement Policy

1. Conference and Event Project Cancellation and Postponement Policy

1.1 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.

1.2 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.

1.3Postponement due to Force Majeure events (such as Government directives, pandemics, natural disasters) shall be treated under cancellation policy unless otherwise agreed in writing

2. Artist Management Agreement - Cancellation and Postponement Policy

If the Client cancels the event:

Qeni retains the right to recover advance payments,

The Artist shall retain the deposit and any non-refundable expenses will be invoiced to the Client.

If the Artist cancels:

Qeni will arrange a suitable replacement (subject to availability), or refund the advance,

Any alternate arrangements will be subject to mutual agreement.

Postponement

Qeni will coordinate with the Artist and Client to reschedule, based on availability and revised terms.

Force Majeure

Qeni Pvt Ltd or the Artist shall not be liable for performance delays or cancellations due to:

Natural calamities,

Accidents,

Public health emergencies,

Government orders,

Civil unrest or similar unforeseen events.

In such cases, both parties agree to negotiate in good faith for rescheduling or contract closure without penalties.

3. Hotel Inventory Management - Force Majeure and Conference Rescheduling Terms

In case of events beyond reasonable control (force majeure) such as:

Natural disasters

Pandemic-related disruptions

Political unrest

Government orders

The following terms apply:

Full Cancellation: 100% refund of advance payments.

Postponement: Event can be rescheduled within 6 months of original dates upon mutual agreement and room availability. Rates may vary.

Non-availability: If hotels cannot accommodate the revised dates, all advances will be refunded.

Force Majeure includes war, riot, strike, natural calamity, terrorism, fire, explosion, acts of government, or any similar unforeseen event.

Cancellation Policy (Non-Force Majeure)

In case of partial or full cancellation of contracted rooms:

Cancellation 6 months before the event: 30% of estimated billing

Cancellation 3 to 6 months before: 50% of estimated billing

Cancellation 1 to 3 months before: 70% of estimated billing

Cancellation less than 1 month before: 100% of estimated billing

4 Event Logistics - Cancellation Policy

Cancellations must be sent via email to Qeni’s official communication address.

60–45 days before travel: 40% cancellation charges.

45–30 days before travel: 60% cancellation charges.

30–15 days before travel: 80% cancellation charges.

Less than 14 days or spot cancellations: 100% of the package value will be charged.

No-Show Policy

In case of a no-show by the guest or delegate, the full amount will be billed. No refund or adjustments shall be applicable.

5 Stall Fabrication - Cancellation & Postponement

Cancellation between 120–90 days before event: 20% of estimated billing charged.

Cancellation between 89–60 days: 40% charged.

Cancellation between 59–30 days: 60% charged.

Cancellation between 29–15 days: 80% charged.

Cancellation within 14 days: 100% of estimated billing charged.

Postponement Clause:

If the event is postponed and rescheduled within 12 months, paid amounts may be adjusted against the new date, subject to availability and deduction of any cost already incurred.