If something is not in the accepted proposal or later agreed in writing, we will not assume it is included. These terms are here to keep decisions tidy, timings protected, and surprises off the stage.
What we manage
We provide corporate event management for one event date and the planning tied to it, including the venue walk-through, load-in plan, vendor confirmations, run sheet build and lock, registration flow, and show calling on the day. The proposal lists the inclusions for your project, and we will deliver them as a coordinated plan that our producer can run live, with one point of contact from your side for approvals and on-the-day calls. Your deliverables are listed below, and we will schedule working sessions and lock dates early so speakers, content, and room setup stay aligned.
* Venue shortlist * Vendor quotation pack * Run-of-show and cue sheets * Registration and guest list desk * Onsite show calling * Crew coordination and resets
Holding your date
We only hold your event date once two things are done: this agreement is signed, and the 25% retainer is paid. Until then we can plan and advise, but we do not reserve crew time, hold vendor options, or ask venues to keep a space aside for you. Because that retainer blocks our calendar and starts work, it does not come back if you cancel. If you move the event, we will do our best to move the booking with you, but the retainer is still applied first to work already completed and any costs we cannot unwind.
Payment
You pay 25% of the agreed price as a retainer when you sign. That starts the project and holds the date. The remaining 75% is due before the event, based on the final numbers, by a date we set and confirm to you in writing once the key lock dates are known.
We invoice as the project progresses, and each invoice is payable within 14 days of its date. If your team needs purchase orders, vendor onboarding, or internal approvals to pay on time, tell us the steps and owners early so we can plan the timeline around your process and avoid last-minute payment holds.
Final numbers
For planning and cost control, we will set a final-numbers deadline before the event. By that deadline you confirm your final guest count, plus any dietary requirements, access needs, and VIP or reserved seating that affects the room plan and service flow. We build staffing, registration setup, run-of-show timings, and vendor briefs around that final set of inputs.
Your final invoice and the 75% balance are charged on the final numbers you confirm by the deadline, even if fewer guests attend on the day. If you expect late RSVP movement, tell us early so we can set a realistic lock date and a clean process for updates.
Changes and add-ons
If you want to change the plan after signing, email the change request so we can track it properly. Typical changes include speaker order, programme length, room layout, menu choices, AV scope, branding items, and guest count movement after the lock. We will confirm the impact on timing, vendors, and cost, and we will agree the price and the decision date in writing before we do the extra work or instruct suppliers.
Some changes stop being workable close to the event because vendors and venues have cut-offs. We will tell you the latest safe point for each moving part (run sheet lock, print deadlines, catering order, crew call time). After those cut-offs, we will only proceed if the relevant supplier can still deliver and you accept any rush costs.
Working with vendors
Most clients prefer to book and pay vendors directly under their own purchase orders, with us running the venue shortlist, quote pack, comparisons, confirmations, and timing checks. Unless we both agree otherwise in writing, your vendor contracts are directly between you and the vendor, and you are responsible for their fees and terms.
If you want us to book any vendor on your behalf, we will agree the booking process in writing before we confirm anything. That includes who the payer is, what approvals we need, and how deposits and balances will be handled. Either way, we will coordinate vendors into one run sheet and one load-in plan, and we will lead comms on timing, access, and show flow so you are not stuck chasing suppliers during your workday.
Extra time and travel
Our project price is based on the agreed planning scope and the event-day hours we have discussed. If the day runs longer than planned, or you ask us to add additional rehearsals, extra venue visits, extra registration coverage, or additional on-site resets, we will flag it as soon as we can and explain what it means for crew and suppliers.
Extra time is charged at our rate, which we will confirm with you in writing before it is incurred where that is possible. On the day, if a programme overrun is unfolding live, our producer will check in with your named decision-maker before we keep crew and vendors beyond the booked time, unless we need to act immediately for safety or to avoid a show-stopping failure. Travel beyond our usual working area is handled the same way: we will confirm the cost in writing before committing.
Moving the date
If you need to move the event, tell us as soon as you know. We will check our crew availability and the knock-on effect for the venue and vendors. Where we can reschedule, we will move your booking to the new date and carry the retainer across, with the retainer first covering work already completed and any costs we cannot recover from suppliers.
Some things are outside anyone’s control, such as venue closures, building restrictions, power or network failures, or wider disruptions that stop the event from running as planned. If that happens, we will work with you on a practical reset plan: adjust the run-of-show, revise staffing, or move the date. You still pay for work already done, and you remain responsible for third-party costs charged by venues and vendors. We will help you document what changed and what needs re-approval so you can brief leadership with confidence.
If something goes wrong
We are responsible for doing our work with care, turning up with the agreed team, and running the event day to the best of what the venue, vendors, and information provided allow. We are not responsible for failures caused by venues, vendors, or your internal systems, such as building access delays, catering shortfalls, AV equipment supplied by others, or content that arrives late or changes without sign-off.
We also cannot take responsibility for knock-on losses that sit outside the event itself, like lost revenue, reputational claims, or internal penalties. If there is a problem, our job is to call it early, give you options, and keep the room moving. That is why we require one decision-maker from your team reachable at all times on the event day for timing calls, VIP changes, and sign-offs.
Cancellation
If you cancel the event, email us a clear cancellation notice so we can stop work, release crew holds where possible, and notify suppliers. The 25% retainer stays with us. We apply it to work already completed and the time we kept aside for your date.
Beyond the retainer, the amount payable depends on how close the cancellation is to the event date. We set the cancellation schedule for each project and confirm it to you in writing once the event date and key lock dates are agreed, because the risk rises as we commit vendor time, crew calls, and production deadlines. If you cancel after we have ordered or confirmed third-party items in your name, you also remain responsible for any non-refundable charges from those venues and vendors.
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