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Terms and Conditions

1. Booking and Payment Policy:

  • Deposit: A non-refundable deposit of 25% is required to secure your event date and book our event planning services. This deposit becomes due upon accepting a price quote.

  • Payment Schedule: The remaining balance for your event must be settled by 12:00 AM (midnight) on the day of your event. This allows us to finalize vendor payments and ensure all details are in place for your special occasion. A late payment fee of 5% of the outstanding balance will be applied to payments received after 12:00 AM (midnight) and up to the event start time. Payments received more than 24 hours after the event deadline will incur a late fee of 10% of the outstanding balance.

  • For Full-Service Event Planning Service: Day of Coordination is billed at an hourly rate, excluding 2 complimentary hours. Payment is due upon the event's conclusion.

  • Expense Management and Reimbursement: To ensure smooth execution and timely payments to vendors, clients will establish an advance payment with 8K Events to cover anticipated event-related expenses, including but not limited to venue rental, catering, rentals, entertainment, permits, and taxes. 8K Events will manage these funds responsibly and provide detailed receipts for all purchases. Client will be responsible for reimbursing Planner for any additional event-related expenses. Following the event, any remaining funds will be promptly returned to the client. 
     

2. Cancellation Policy:

  • More than 30 days prior to the event:

    • A full refund of the deposit (25% of the total planning fee) will be issued.

  • Between 15 and 30 days prior to the event:

    • Client forfeits the deposit (25% of the total planning fee) upon cancellation.

  • Between 15 days and 48 hours prior to the event:

    • Client forfeits the deposit (25% of the total planning fee) and 25% of the remaining balance will become immediately due upon cancellation.

  • Less than 48 hours prior to the event:

    • Client forfeits the deposit (25% of the total planning fee) and 50% of the remaining balance will become immediately due upon cancellation.

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3. Scope of Services:

8K Events offers comprehensive event planning services, from concept development and design to seamless execution, for a variety of events, including (but not limited to):

  • Birthdays

  • Celebrations

  • Set-ups (e.g., romantic)

  • Pop-up events

  • Recreational activities

  • Sporting events

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4. Change Requests:

We encourage open communication and are happy to accommodate reasonable changes to your event plan throughout the planning process. However, significant changes (e.g., venue change, major vendor changes) made within 15 days of the event may incur additional fees to cover the cost of revisions and potential vendor re-contracting. Minor changes (e.g., dress code adjustments, décor tweaks) can typically be accommodated without additional fees. Clients should submit all change requests  in writing via email to ensure clear communication.

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5. Budget Revisions:

  • The initial planning fee is based on the approved budget outlined in the planning proposal.

  • The client may propose adjustments to the budget up to 15 days before the Event Date. Any proposed budget changes must be submitted in writing (e.g., email) and detail the specific changes and their impact on the overall budget.

  • Reduced Budget & Fee Adjustments:

    • If the proposed budget changes result in a reduction that lowers the planning fee below the originally quoted amount, 8K Events reserves the right to:

      • Negotiate a revised planning fee based on the revised budget and the additional work required to accommodate the changes.

      • Maintain the original planning fee as agreed upon, but may need to adjust the services provided to fit the revised budget. 8K Events will clearly outline the service adjustments in writing to the Client for approval.

  • Increased Budget & Fee Adjustments:

    • If the budget increase allows for additional services, 8K Events may offer the Client revised proposals for the expanded services with corresponding fees.

  • The Client will be notified in writing of any fee adjustments resulting from budget changes, and their approval is required before proceeding.

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6. Refund Policy:

In the case of unforeseen circumstances beyond your control (e.g., natural disaster), a full or partial refund (depending on the situation) may be offered on a case-by-case basis for both the deposit and the remaining balance. Clients must provide written documentation supporting the extenuating circumstances. If the client cancels due to dissatisfaction with 8K Events' services, a partial refund may be considered after a review of the situation and services rendered. However, due to the customized nature of event planning, full refunds for dissatisfaction will be rare.

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7. Liability and Insurance:

8K Events accepts no liability for unforeseen circumstances beyond our control. Clients are encouraged to secure event insurance for potential mishaps.

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8. Termination of Services:

We reserve the right to terminate our services if clients violate the terms and conditions outlined in this policy, including but not limited to the violation of the following company values:

  • Creativity: We foster an environment that promotes young creative mindsets, exploring fresh and forward-thinking approaches to event planning and multimedia services, ensuring each event is a work of art.

  • Integrity and Respect: We uphold the highest standards of integrity, respect, and transparency in our interactions with clients, staff, vendors, and partners, building trust and long-lasting relationships.

  • Inclusivity: We celebrate diversity and inclusivity, ensuring that all our staff and clients feel valued and represented in the events we curate.

Any fees paid may be forfeited.

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9. Communication and Feedback:

We prioritize transparent communication and encourage clients to reach out through email or phone. Our response times are typically within 24 hours.

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10. Data Privacy:

Client information is kept confidential and in compliance with data protection regulations. We do not share client data without consent.

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11. Force Majeure:

In the event of "force majeure" situations such as natural disasters or unforeseen emergencies, the terms of our agreement may be adjusted, and clients will be promptly informed.

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12. Contract Agreement:

All clients are required to sign a formal event planning agreement that outlines these policies and their acceptance of our services.

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