Terms & Conditions

1. Introduction

Welcome to Eventrra. These Terms & Conditions ("Terms") govern the provision of event management, event production and related services by Eventrra ("Eventrra", "we", "us", or "our") to a client ("Client", "you", or "your").

By requesting, approving, booking or using Eventrra's services, you acknowledge that you have read, understood and agreed to these Terms.

These Terms apply to corporate events, conferences, exhibitions, seminars, product launches, brand activations, annual dinners, award ceremonies, dealer meetings, sales meetings, roadshows and other events managed or produced by Eventrra.

2. Our Services

Eventrra provides professional event management and production services, which may include:

• Event planning and management
• Corporate events and conferences
• Exhibitions and trade shows
• Product launches
• Brand activations
• Annual dinners and award ceremonies
• Dealer and sales meetings
• Stage design and production
• LED screens and visual displays
• Professional sound systems
• Event lighting
• Audio-visual production
• Event décor and thematic setups
• Exhibition booth design and fabrication
• Guest and registration management
• Photography and videography
• Entertainment and talent coordination
• On-site event execution

The exact services included in an event will be determined by the approved quotation, proposal, scope of work or service agreement.

3. Quotations & Proposals

Eventrra may provide quotations, proposals, estimates, concepts or budgets based on the information available at the time of preparation.

Unless otherwise stated in writing, quotations are subject to change if the Client changes the event requirements, venue, guest capacity, production specifications, event date or scope of work.

A quotation does not constitute a confirmed booking until Eventrra has received the required confirmation and payment.

4. Event Booking & Confirmation

An event booking will generally be considered confirmed once the Client:

1. Accepts or approves the proposal or quotation;
2. Provides the required event information;
3. Pays the applicable deposit or advance payment;
4. Confirms the event date and venue; and
5. Provides any other documentation reasonably required by Eventrra.

Eventrra may decline or suspend a booking where the required payment, information, approvals or documentation has not been received.

5. Payment Terms

Payment terms will be specified in the approved quotation, proposal or service agreement.

Unless otherwise agreed in writing, Eventrra may require an advance payment before commencing substantial event preparation, procurement, fabrication or production.

The remaining balance must be paid according to the agreed payment schedule.

Eventrra reserves the right to suspend services, production or event preparations if agreed payments are not received when due.

6. Changes to Event Requirements

Eventrra understands that event requirements may change during the planning process.

Changes requested by the Client after approval may result in additional costs, including costs for:

• Additional equipment
• Additional staff
• Additional production time
• Additional transportation
• Additional materials
• Additional fabrication
• Venue or supplier charges
• Overtime
• Rush or urgent procurement

Where reasonably possible, Eventrra will inform the Client of additional charges before implementing significant changes.

7. Cancellation & Postponement

Cancellation or postponement of an event must be communicated to Eventrra in writing.

Depending on the timing and circumstances of the cancellation, the Client may remain responsible for costs already incurred by Eventrra.

Such costs may include:

• Venue-related costs
• Supplier commitments
• Equipment reservations
• Fabrication costs
• Printing and branding materials
• Transportation arrangements
• Staffing costs
• Third-party vendor charges
• Non-refundable deposits

Any refund or cancellation charge will be determined according to the agreed quotation, service agreement and actual costs incurred.

8. Venue & Access

The Client is responsible for ensuring that Eventrra and its suppliers have reasonable access to the venue for setup, installation, testing, event execution and dismantling.

The Client must provide accurate information regarding venue restrictions, loading areas, parking, access times, electricity, rigging limitations, fire-safety requirements and other applicable venue rules.

Delays caused by venue restrictions, security procedures, lack of access or insufficient facilities may affect the event schedule and may result in additional charges.

9. Equipment & Production

Eventrra may provide or arrange equipment including LED screens, projectors, sound systems, microphones, lighting equipment, staging, trussing, furniture, décor and other production equipment.

Equipment specifications may be substituted with equivalent or reasonably suitable equipment when necessary due to availability, technical requirements or circumstances beyond Eventrra's reasonable control.

Eventrra will make reasonable efforts to ensure that production equipment is installed, tested and operated professionally.

10. Third-Party Vendors

Eventrra may engage third-party suppliers or contractors where appropriate to deliver event services.

These may include:

• AV suppliers
• Equipment rental companies
• Decorators
• Printers
• Fabricators
• Entertainment providers
• Photographers and videographers
• Transportation providers
• Security providers
• Catering or hospitality suppliers

Third-party costs may be included in the Client's quotation. Eventrra will make reasonable efforts to work with reliable suppliers.

11. Overtime & Additional Costs

Eventrra's quotation will normally specify the agreed event and production hours.

Additional charges may apply where the Client requests services beyond the agreed schedule, including:

• Extended event hours
• Extended equipment rental
• Additional crew hours
• Additional venue hours
• Late-night dismantling
• Additional transportation

Additional costs will be communicated to the Client where reasonably possible.

12. Damage & Loss

The Client may be responsible for loss or damage to Eventrra's equipment caused by the Client, its guests, employees, contractors or representatives, except where the damage results from Eventrra's negligence or normal use.

Where equipment is lost or damaged, the Client may be responsible for reasonable repair or replacement costs.

13. Client Responsibilities

The Client agrees to provide accurate and timely information necessary for successful event planning and execution.

The Client is responsible for:

• Providing accurate event details;
• Providing final guest numbers where required;
• Providing approved branding materials;
• Obtaining internal approvals;
• Providing venue permissions where applicable;
• Ensuring timely access to the venue;
• Providing authorized representatives for approvals;
• Ensuring that supplied content and materials do not infringe third-party rights; and
• Making payments according to the agreed schedule.

14. Permits & Approvals

Depending on the event and venue, certain permits, licenses, permissions or approvals may be required.

Responsibility for obtaining such permissions will be determined in the approved scope of work.

Where Eventrra is responsible for obtaining a permit or approval, the Client agrees to provide all necessary information and documentation promptly.

15. Outdoor Events & Weather

For outdoor events, weather conditions may affect event operations, equipment, guest safety and production schedules.

Eventrra may recommend postponement, relocation, additional protection or other reasonable measures where weather conditions create a significant safety or operational risk.

Additional costs resulting from weather-related changes may be charged to the Client where such costs are reasonably incurred.

16. Force Majeure

Eventrra will not be considered responsible for delay, interruption or failure to perform services where caused by circumstances beyond our reasonable control.

Such circumstances may include:

• Natural disasters
• Extreme weather
• Fire
• Flood
• Earthquake
• Government restrictions
• Public emergencies
• War or civil disturbance
• Power failures
• Transportation disruption
• Venue closure
• Major supplier failure
• Other circumstances beyond reasonable control

In such circumstances, Eventrra will make reasonable efforts to communicate with the Client and identify an appropriate alternative solution.

17. Intellectual Property

Unless otherwise agreed in writing, Eventrra retains ownership of its original concepts, proposals, designs, creative ideas, layouts, production methods, documents and materials created before or during the proposal process.

Client-owned logos, trademarks, photographs, artwork and other materials remain the property of their respective owners.

The Client confirms that it has the necessary rights and permissions to provide materials to Eventrra for event use.

18. Photography & Portfolio

Unless the Client specifically requests otherwise in writing, Eventrra may photograph or record portions of an event for portfolio, website, social media, marketing and promotional purposes.

Where the event involves confidential information, sensitive business information or restrictions on photography, the Client should notify Eventrra in writing before the event.

19. Liability

Eventrra will make reasonable efforts to provide professional event management and production services.

To the extent permitted by applicable law, Eventrra will not be responsible for indirect, incidental, special or consequential losses arising from matters outside Eventrra's reasonable control.

Nothing in these Terms is intended to exclude or limit liability where such exclusion or limitation is not permitted by applicable law.

20. Confidentiality

Eventrra may receive confidential information from Clients during the planning and execution of events.

Eventrra will take reasonable steps to keep confidential business information private and will not intentionally disclose such information to unauthorized third parties except where required to deliver the agreed services or comply with applicable law.

21. Termination

Either party may request termination of an event services agreement subject to the terms agreed in the quotation or service agreement.

If services are terminated after Eventrra has incurred costs, the Client may remain responsible for reasonable costs already incurred.

Eventrra may terminate or suspend services where the Client fails to make required payments, provides materially inaccurate information, requests unlawful services or otherwise materially breaches the agreed terms.

22. Dispute Resolution

Eventrra encourages Clients to first attempt to resolve any disagreement through good-faith communication and direct discussion.

Where a dispute cannot be resolved informally, the parties may agree to mediation, arbitration or other appropriate dispute-resolution procedures where applicable.

23. Governing Law

These Terms shall be interpreted in accordance with the applicable laws of Pakistan.

Subject to any applicable dispute-resolution agreement, the courts having appropriate jurisdiction in Lahore, Punjab, Pakistan may have jurisdiction over disputes arising from the provision of Eventrra's services.

24. Changes to These Terms

Eventrra may update these Terms from time to time to reflect changes in our services, business practices or applicable requirements.

The latest version will be published on this page with the updated effective or last-updated date.

Clients should review these Terms before confirming new event services.

25. Contact Eventrra

If you have questions about these Terms & Conditions or Eventrra's services, please contact us.