Terms & Conditions

By engaging Xperiential Events & MICE ("XEM Events", "we", "us", or "our") for event management, MICE, or related services, or by using our website xem-events.com, you agree to be bound by these Terms and Conditions. If you do not agree with any part of these terms, please do not proceed with engaging our services.

These Terms and Conditions apply to all clients, prospective clients, website visitors, and any individual or organisation that interacts with XEM Events in a professional or commercial capacity.

XEM Events provides event planning, management, and execution services including but not limited to: corporate events, business conferences, product launches, media drives, team-building programmes, MICE (Meetings, Incentives, Conferences, and Exhibitions), venue curation, fashion shows, live shows, social events, and incentive travel programmes.

The specific scope of services, deliverables, timelines, and commercial terms for each engagement are defined in a written proposal and client agreement signed by both parties. These Terms and Conditions apply in conjunction with any such agreement.

All proposals and quotations provided by XEM Events are valid for 14 days from the date of issue unless otherwise stated. Prices quoted are subject to change if the client's requirements change materially after the quote is issued.

A proposal does not constitute a binding contract. A binding engagement commences only upon execution of a written client agreement and receipt of the agreed advance payment.

Standard payment terms for XEM Events engagements are as follows, unless otherwise agreed in writing:

• 50% advance payment upon signing of the client agreement
• 25% payment 30 days before the event date
• 25% balance payment within 7 days after the event

For international MICE programmes, full payment in advance may be required. Specific payment schedules are detailed in each client agreement.

All invoices are subject to applicable GST at the prevailing rate. Late payments may attract interest at 18% per annum on the outstanding amount.

By the Client: Cancellations must be notified in writing. The following cancellation charges apply:

• More than 60 days before event: 25% of total contracted value
• 30–60 days before event: 50% of total contracted value
• 15–30 days before event: 75% of total contracted value
• Less than 15 days before event: 100% of total contracted value

By XEM Events: In exceptional circumstances (force majeure, venue unavailability), XEM Events reserves the right to cancel or modify agreed arrangements. In such cases, we will provide a full refund of amounts paid for any cancelled elements or arrange suitable alternatives.

Material changes to the event scope, date, or venue requested by the client may result in additional charges and are subject to availability.

The client is responsible for:

• Providing accurate and timely information, approvals, and decisions required for event planning
• Obtaining all necessary permissions, licences, and approvals for the event (where applicable)
• Ensuring the safety and conduct of attendees at the event
• Timely payment of all agreed amounts
• Notifying XEM Events promptly of any changes to requirements

All creative concepts, event designs, proposals, and related materials produced by XEM Events remain our intellectual property until full payment has been received. Upon receipt of full payment, the client receives a non-exclusive licence to use the event concepts and materials developed specifically for their engagement.

XEM Events retains the right to use photographs, videos, and case studies of events managed by us for portfolio, marketing, and promotional purposes, unless the client specifically requests confidentiality in writing prior to the event.

XEM Events' liability to any client for any claim arising out of or related to an event management engagement shall not exceed the total fees paid by the client for the specific engagement giving rise to the claim.

We are not liable for any indirect, consequential, or incidental loss or damage, including loss of business, revenue, or reputation, arising from our services.

We are not responsible for circumstances beyond our reasonable control, including but not limited to: natural disasters, government actions, venue failures, vendor non-performance, or other force majeure events.

Both parties agree to maintain the confidentiality of any proprietary or sensitive information shared during the engagement. XEM Events will not disclose client-specific information to third parties without prior written consent, except as required to deliver the agreed services.

These Terms and Conditions are governed by and construed in accordance with the laws of India. Any disputes arising from these terms or our services shall be subject to the exclusive jurisdiction of the courts of Gurugram, Haryana.

For any questions regarding these Terms and Conditions, please contact us:

Xperiential Events & MICE
Landmark Cyber Park, 3rd Floor, Sector 67, Gurugram, Haryana 122101
Email: business@xem-events.com
Phone: +91-9910056168