Terms & Conditions

Effective Date: 15 August 2025

These Terms & Conditions (“Terms”) govern the use of the website, communications, and services of ASHV Events Management Pvt. Ltd. (“Company,” “we,” “our,” “us”). By engaging our services, signing a quotation, issuing a purchase order, paying an advance, or otherwise indicating acceptance, the client (“Client,” “you,” “your”) agrees to be bound by these Terms.

1. Definitions

• Event: Any activation, show, wedding, celebration, exhibition, roadshow, promotion, or project executed by us.
• Deliverables: Goods/services, including fabrication, branding, designs, manpower, logistics, permits coordination, and on-ground execution.
• Third-Party Vendors: External suppliers engaged for sound, light, staging, AV, fabrication, printing, venues, artists, etc.
• Force Majeure: Events beyond reasonable control, e.g., natural disasters, pandemics, strikes, government orders, curfews, transport bans.

2. Eligibility & Authority

By contracting with us, you represent that you are legally competent and authorized to bind your organization (if applicable). Individuals must be at least 18 years of age.

3. Scope of Services

The scope is defined in the Proposal/Quotation or email confirmation. Any item not explicitly listed is excluded. Design concepts usually include a limited number of revisions (as specified in the proposal). Additional revisions or scope changes will be billed separately.

4. Quotations, Validity & Booking

• Quotations are typically valid for 15 days unless stated otherwise.
• A booking is confirmed only upon receipt of written confirmation and the advance payment (see Section 5).
• Prices may vary due to material rates, vendor availability, and market fluctuations until the booking is confirmed.

5. Payments, Taxes & Invoices

• Schedule: Unless otherwise agreed in writing: 50% advance to confirm, 40% at pre-event milestone/one day before event, and 10% on completion/hand-over.
• Taxes: Prices are exclusive of applicable taxes (e.g., GST) unless stated otherwise. Taxes will be charged as per law.
• Mode: Bank transfer/UPI/cheque. Booking is subject to credit/deposit clearance.
• Late Payment: Overdue amounts may attract a financing charge of 2% per month (or the maximum lawful rate), plus collection costs.
• Holdback: Client may not withhold undisputed payments due to issues unrelated to the completed scope.

6. Changes, Cancellations & Postponements

• Client-initiated changes after confirmation will be treated as Change Requests and may impact cost and timelines.
• Cancellation by Client:
  • ≥ 15 days before event: Forfeit 25% of total project value or actual costs incurred, whichever is higher.
  • 8–14 days before event: Forfeit 50% of total project value.
  • ≤ 7 days before event: Forfeit 100% of total project value (non-refundable).
• Postponement: We will try to adjust subject to availability; rescheduling fees and vendor charges may apply.
• Cancellation by Company: If we cancel (other than for Client breach/Force Majeure), our liability is limited to refund of unutilized advance actually held by us.

7. Client Responsibilities

• Provide accurate briefs, brand guidelines, content, approvals, and a single point of contact.
• Secure venue bookings, permissions, NOCs, and statutory approvals unless expressly included in our scope.
• Ensure timely access to the venue for setup/teardown; provide power supply, internet, water, housekeeping, and security as agreed.
• Obtain and pay for music/public performance licenses (PPL/IPRS, etc.) unless included in our scope.
• Ensure safety and orderly conduct of guests and Client invitees.

8. Third-Party Vendors & Venues

We may engage trusted vendors on your behalf. Vendor/venue terms (e.g., cancellation charges, security deposits, overtime, damages) apply to the Client. We are not responsible for independent vendor performance where vendors are engaged directly by the Client.

9. Materials, Fabrication & Approvals

• Mock-ups, 3D designs, and artworks are for representation. Minor variations may occur due to materials, lighting, and venue constraints.
• Client’s written/recorded approval (email/WhatsApp) constitutes acceptance. Post-approval changes may incur extra cost.
• Damage/loss to Company property due to Client/guest actions will be chargeable.

10. Content, IP & Usage Rights

• All original concepts, designs, copy, photos, and videos created by us remain our intellectual property until full and final payment.
• Upon full payment, the Client receives a non-exclusive, non-transferable license to use final deliverables for the agreed purpose.
• Client warrants that all logos, brand assets, and content supplied do not infringe third-party rights and indemnifies us against claims.
• Unless otherwise agreed in writing, the Company may showcase the Event in portfolios, case studies, reels, and social media.

11. Photography, Videography & Credits

If photo/video coverage is in scope, raw footage and edited deliverables will be provided per proposal. Credit to the Company or crew may be displayed at the venue or on screens where customary.

12. Safety, Compliance & Conduct

• We follow reasonable safety practices. The Client must ensure compliance with venue rules and applicable laws.
• Hazardous activities (pyro effects, drones, special rigs) require prior written approval and necessary permissions.
• Abusive behaviour towards staff or vendors may lead to service suspension without refund.

13. Force Majeure

We are not liable for delay/failure due to Force Majeure (including but not limited to acts of God, pandemic restrictions, strikes, governmental orders). We will use reasonable efforts to reschedule; additional costs may apply.

14. Warranties & Disclaimers

• Services are provided using reasonable skill and care. Except as expressly stated, we disclaim all other warranties, express or implied.
• We do not guarantee specific outcomes such as sales volume, footfall, or lead conversions unless explicitly agreed in writing.

15. Limitation of Liability

• To the maximum extent permitted by law, our aggregate liability arising out of or related to the services shall not exceed the total fees paid by the Client for the specific Event giving rise to the claim.
• We are not liable for indirect, incidental, special, consequential, exemplary, or punitive damages, including loss of profit or data.

16. Indemnity

The Client shall indemnify and hold harmless the Company, its directors, and employees from any claims, damages, penalties, and expenses arising from (a) Client breach of these Terms, (b) infringement of third-party rights by Client materials, (c) damage caused by Client guests, agents, or vendors.

17. Confidentiality & Data Protection

Both parties will keep confidential information secret except where disclosure is required by law. Personal data will be handled per our Privacy Policy.

18. Non-Solicitation

During the project and for 12 months thereafter, the Client shall not solicit or hire Company employees/crew engaged on the Event without prior written consent. If breached, a fee equal to three months of the employee’s gross remuneration is payable as liquidated damages.

19. Feedback & Testimonials

With consent, Client feedback/testimonials may be used in our marketing materials. Minor edits may be made for clarity without altering the meaning.

20. Governing Law & Dispute Resolution

• These Terms are governed by the laws of India.
• Subject to the arbitration clause below, courts at Ahmedabad, Gujarat shall have exclusive jurisdiction.
• Arbitration: Disputes shall be referred to a sole arbitrator appointed mutually, under the Arbitration and Conciliation Act, 1996. Venue: Ahmedabad. Language: English.

21. Notices

Official notices must be sent by email and followed by registered post/courier to the addresses in Section 25 unless updated in writing.

22. Severability

If any provision is found unenforceable, the remaining provisions will remain in effect.

23. No Waiver

Failure to enforce any right shall not constitute a waiver of that right.

24. Updates to Terms

We may modify these Terms from time to time. The updated version will be posted on our website with a revised Effective Date. Continued engagement indicates acceptance.

25. Contact Details