This Conference Contract covers conference planning we provide for your event, along with any add-ons you approve in writing after you sign. If you have an accepted proposal from us for the same event, this contract and that proposal are meant to be read together. If anything does not match, we will flag it and agree the fix in writing before we move forward, so the run-of-show, vendor plan, and deadlines stay consistent.
What we cover
We plan and run your conference from venue shortlist through day-of floor management, based on the proposal you accepted and the event dates it names. Our team covers the build, the vendor and speaker coordination, and the on-site operations needed to keep rooms moving and bilingual cues clean. Your proposal lists the specific deliverables we will provide, including: Registration desk coverage; Badge check and scanning; Room and hallway floor team; Speaker check-in and wrangling; AV, staging, and interpretation coordination; Program timing control.
* Registration desk coverage * Badge check and scanning * Room and hallway floor team * Speaker check-in and wrangling * AV, staging, and interpretation coordination * Program timing control
Holding your date
We hold your conference dates once two things have happened: you have signed this contract, and we have received the 30% retainer. Until then, we may keep talking and drafting, but we cannot block the calendar against another booking. If you cancel after we have held the date, we do not automatically return the retainer. Whether any part of it comes back depends on how close we are to the event and what work has already been done. We will confirm the cancellation schedule we use in writing when we set your dates, so you can make decisions early if board direction changes.
Payment
Conference planning is booked as a project. You pay 30% of the price as a retainer when you sign this contract. That retainer is what reserves our dates and starts the work. We invoice the remaining 70% before the event, based on final numbers, with the due date we set for your event. Every invoice is payable within 14 days of its invoice date. If an invoice is coming due and you see an internal approval issue, tell us right away so we can protect vendor deadlines and avoid last-minute changes to the plan.
Final numbers
Before the event, we will ask you to confirm your final attendee count and any dietary, accessibility, and program items that affect staffing and setup. We will give you a final-numbers deadline for your event in writing. That deadline is timed around badge production, registration flow testing, and vendor confirmations. We staff and schedule to the final numbers you confirm. The remaining 70% balance is charged on those final numbers, even if fewer people attend on the day. If your count increases after the deadline, we will do what we can to scale up, but it may mean rush costs or reduced options depending on what vendors can still support.
Changes
Plans move. If you want to change the run-of-show, room grid, vendor plan, program structure, or scope after you sign, send the request in writing. We will confirm what changes, what it means for timing, and any cost or staffing impact before we proceed. We do not treat a call, a hallway conversation, or a vendor suggestion as approval to change scope. Some changes stop being practical close to show time, especially anything that affects badge data, printed signage, room sets, or interpretation routing. We will tell you the last workable cutoff as we approach the event, and we will focus late edits on what protects attendee flow and session starts.
Working with vendors
Most conferences only run well when the venue, AV, staging, interpretation, catering, and other suppliers are aligned to one schedule. We will coordinate with your vendors day to day, and we will run the on-site operating rhythm so rooms turn on time. Unless we agree otherwise in writing, you book and pay vendors directly, and your contract with each vendor is between you and them. We will still manage holds, schedules, load-in timing, tech rehearsal, and show calls, but we cannot change a vendor’s pricing or terms for you. You will provide us with a working contact for the venue and each vendor during load-in and show hours so we can make fast decisions without chasing signatures.
Extra time and travel
Our project price covers the planning and on-site time described in the proposal. If the day runs longer than the hours we planned for, or if we need extra site visits, added rehearsal time, or additional on-site coverage because the plan changes, we will treat that as extra time. Where we can, we will flag the risk early and agree the extra time in writing before it happens. On show days, that is not always possible. If a room flip runs late, a session overruns, or a venue access delay pushes load-in, we may need to keep our team in place to protect safety and attendee flow. Extra time is billed at our rate for overtime and travel, using the rate we set for your event.
Moving the date
If you need to move the conference dates, tell us as soon as you can. We will check our team’s availability and the knock-on effect on venue holds, room blocks, and vendor schedules. If we can move with you, we will confirm the new dates and any revised deadlines in writing. Whether your retainer transfers to the new date depends on how close we are to the original event and what work and non-refundable commitments have already been made. If something outside anyone’s control makes the event impossible or unsafe to run, we will pause work, protect what can be protected, and map the options with you: postpone, reduce scope, or cancel. Any vendor refunds or credits are governed by your vendor agreements.
What we are responsible for
We are responsible for providing conference planning with reasonable care, using the information you and your vendors give us, and turning that into a working run-of-show, room grid, and on-site operating plan. We are not responsible for a venue or vendor failing to perform, for equipment faults we do not own, or for delays caused by venue access, weather, or attendee behaviour. If something goes wrong on the day, our job is to manage it, document it, and keep decisions moving. You agree to name a single on-site decision maker on your side, so we can make real-time calls on room holds, session shifts, and bilingual transitions without losing time in approvals.
Cancellation
If you cancel the event or cancel our conference planning, tell us as soon as you can. The closer we are to the event, the more of the work is already done and the harder it is to replace the dates, so the amount we keep increases as the event approaches. We will confirm the cancellation schedule we use in writing when we set your dates. That schedule will explain what happens to the retainer, what happens to any work already delivered (like run-of-show drafts and vendor schedules), and what you still owe, if anything, for time already spent or commitments already made. Any cancellation terms from venues or vendors sit with your agreements with them, unless we have agreed in writing that we are booking and paying a specific vendor on your behalf.
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