Event Sphere Solutions – Terms of Service
Last Updated: [30/12/2025]
These Terms of Service (“Terms”) govern your access to and use of the Event Sphere Solutions platform, including our websites, web applications, mobile applications, software-as-a-service tools, and related services (collectively, the “Platform” or “Services”).
By creating an account, accessing, or using the Services in any manner, you agree to be bound by these Terms. If you do not agree, you may not use the Services.
1. Parties & Scope
These Terms are a legal agreement between:
Event Sphere Solutions (“EventSphere”, “we”, “us”, or “our”), operated by [Event Sphere Solutions Legal Name], and
Any individual or entity that accesses or uses the Services (“you” or “User”).
Users may interact with the Platform in several roles:
Listing Users / Venues – restaurants, bars, event venues, or other spaces that list and manage private event opportunities through the Platform.
Customers – individuals or organizations searching for, inquiring about, or booking events at Venues through the Platform.
Admin Users / Authorized Users – your employees, agents, or contractors to whom you grant access to manage your account and use the Platform on your behalf.
You may act in more than one role (for example, a Venue may also book other spaces as a Customer).
Use of the Services by anyone under the age of 13 is prohibited. If you are between 13 and 18 (or the age of majority in your jurisdiction), you may use the Services only with the consent of a parent or legal guardian who agrees to these Terms on your behalf.
Our Privacy Policy, available at [Privacy Policy URL], describes how we collect, use, and disclose personal data. It is incorporated into these Terms by reference.
2. Key Definitions
In addition to terms defined elsewhere in these Terms:
Account – A registered profile for accessing and using the Services.
Admin User – An individual authorized by you to administer your account (e.g., managing Authorized Users, settings, billing).
Authorized User – Any person you authorize to use the Services under your Account, including Admin Users.
Customer Content / Customer Data – Any information, data, or content you or your Authorized Users provide, upload, import, or generate through the Services, including:
Files, documents, and media
Event and lead information
Project settings, workflows & configurations
Messages, notes, forms, and logs
Venue – Any event space, restaurant, bar, or other physical location listed on the Platform by a Listing User.
Listing – A Venue or event opportunity published or made available via the Platform.
Venue Agreement – A contract between a Listing User and Customer regarding an event (e.g., proposal, BEO, signed agreement), including any house rules, minimums, insurance requirements, or additional terms.
Order Form – Any online or offline ordering document, agreed quote, checkout flow, or other instrument referencing these Terms and describing paid subscriptions, add-ons, onboarding, or other services.
Subscription – Time-limited, paid or free access to certain features or tiers of the Services.
Third-Party Tools / Payment Processors – Third-party products, services, APIs, or payment platforms (e.g., Stripe, Square, others) that integrate or interact with the Services.
Malicious Code – Viruses, worms, time bombs, trojans, or other code intended to cause harm.
3. Description of the Services
EventSphere provides, among other things:
Event sales and lead management tools
Document processing and template management (e.g., proposals, contracts, BEOs)
Automated task and workflow generation
Workflow execution and scheduling
Project and team management features
CRM-style contact and pipeline management
Venue and event listing tools
Communication tools between Venues and Customers
API integrations with third-party systems and payment processors
Subscription-based SaaS access to the Platform
We may continuously improve, modify, or expand the Services, add or remove features, and roll out beta or experimental functionality. Unless otherwise stated, any new features are subject to these Terms.
4. Account Registration & User Responsibilities
4.1 Registration & Accuracy
You agree to:
Provide true, accurate, and complete information when creating your Account;
Keep your contact, billing, and business information up to date; and
Ensure that individuals creating or managing an Account on behalf of an organization have authority to bind that organization.
4.2 Credentials & Security
You are responsible for:
Maintaining the confidentiality of usernames, passwords, API keys, and other credentials;
Ensuring Authorized Users follow best practices for security;
Not sharing login credentials between different individuals; and
Immediately notifying us at [Support Email] of any suspected unauthorized access or security breach.
All actions taken through your Account are deemed authorized by you.
4.3 Lawful Use
You agree to use the Services only:
For lawful purposes;
In accordance with these Terms and all applicable laws, rules, and regulations; and
In accordance with any applicable Venue policies or house rules when attending events.
5. Role-Specific Terms
5.1 Listing Users / Venues
If you use the Services as a Listing User or Venue, you agree that:
Accuracy of Listings
You will provide accurate and non-misleading descriptions of your Venue, including capacity, pricing, availability, policies, and any mandatory fees or minimums.
You will promptly update availability, blackout dates, or material changes.
Quality & Fulfillment
You are solely responsible for the quality, safety, and suitability of your Venue and services.
You will use commercially reasonable efforts to honor accepted proposals and Venue Agreements and deliver services in a professional manner.
Compliance & Permissions
You are solely responsible for ensuring that you have all licenses, permits, approvals, and insurance required to operate your Venue and host events.
You are responsible for complying with fire, health, safety, alcohol, and occupancy laws and regulations.
Insurance
We strongly recommend that Venues maintain appropriate commercial general liability and other insurance suitable for hosting events.
You may require Customers to carry and provide proof of insurance in your Venue Agreements.
Independent Business
EventSphere is not your employer, representative, or joint venture partner. You operate independently and set your own policies, pricing, and service standards.
5.2 Customers (Event Organizers / Planners)
If you use the Services as a Customer, you agree that:
Use of Reservations / Proposals
You will use the Services to inquire, request proposals, and book events in good faith.
You will not resell or attempt to resell event bookings or reservations made through the Platform.
Event Attendance & Conduct
You and your guests will comply with the Venue’s policies, minimums, rules, and any Venue Agreement terms.
You will arrive on time and comply with check-in / setup instructions and end times.
Payment Obligations
You are responsible for paying all amounts due to the Venue under the applicable Venue Agreement, including deposits, minimums, overages, service charges, taxes, and cancellation fees.
Failure to pay may result in cancellation, collection efforts, or additional fees pursuant to the Venue’s policies.
Due Diligence
You are solely responsible for evaluating the suitability, safety, and characteristics of any Venue; EventSphere does not inspect or certify Venues.
5.3 Venue Agreements & Transactions
Any Venue Agreement, proposal, or booking confirmation is between the Customer and the Listing User only.
EventSphere is not a party to Venue Agreements and does not:
Guarantee that any event will be successfully held;
Guarantee that either party will perform its obligations;
Provide legal advice regarding your contracts.
You are solely responsible for understanding and complying with your contractual, legal, and tax obligations relating to events, bookings, and Venue Agreements.
6. Subscriptions, Plans, Billing & Taxes
6.1 Plans & Access
Some features are available free of charge; others require a paid Subscription.
Details of Subscription tiers, features, and pricing are specified in the Platform or in an applicable Order Form.
Unless stated otherwise:
Subscriptions are purchased per Venue, per location, or per account type as described at signup;
A “location” is a distinct physical address;
All Authorized Users under a Venue share the same underlying Subscription.
6.2 Auto-Renewal
Subscriptions auto-renew at the end of each term (monthly or annually, as selected) at our then-current pricing, unless you cancel in accordance with the Platform’s cancellation procedure or your Order Form.
You authorize us (or our Payment Processor) to automatically charge your payment method at each renewal.
6.3 Billing & Payment
You agree to:
Provide a valid and authorized payment method (e.g., credit card, ACH) and keep it current;
Pay all fees for the Subscription, onboarding, implementation, or other services indicated in the Platform or Order Form;
Allow us to charge your payment method in advance of the applicable service period.
If a payment fails or your Account becomes overdue:
We may charge interest on unpaid amounts at the lower of 1.5% per month or the maximum permitted by law;
We may suspend or downgrade your access until payment is made;
We may require shorter payment terms or prepayment of future Subscriptions;
You may be responsible for reasonable collection costs.
6.4 Refunds
Unless otherwise expressly stated in an Order Form or required by law, payments are non-refundable.
Where required by law, we will comply with applicable refund or cooling-off obligations.
6.5 Disputed Charges
If you believe a charge is incorrect:
You must notify us in writing at [Billing Email] within 30 days of the charge;
The parties will work in good faith to resolve the dispute;
You must pay any undisputed amounts when due.
6.6 Taxes
Our prices are exclusive of taxes. You are responsible for:
Any sales, use, value-added, or similar taxes, duties, or governmental assessments (collectively, “Taxes”) that apply to amounts you pay us, except for taxes based on our income.
If we are required to collect Taxes, these will be added to your invoices and must be paid by you, unless you provide a valid exemption certificate.
7. Payment Processing for Event Transactions
EventSphere may integrate with third-party Payment Processors (for example, Stripe, Square, or others) to enable electronic payments related to Venue bookings.
You may be required to create or connect an account with a Payment Processor.
Your use of any Payment Processor is subject to that provider’s terms and privacy policy, which are solely between you and that provider.
EventSphere is not a party to those terms and is not responsible for any errors, fees, chargebacks, or disputes between you and the Payment Processor.
By connecting your Payment Processor account:
You authorize EventSphere to transmit transaction, booking, and customer data to and from the Payment Processor as needed to facilitate payments, refunds, and reconciliation.
You acknowledge that EventSphere does not store full payment card numbers or bank account details used via the Payment Processor.
EventSphere does not guarantee:
That any Customer will pay amounts owed; or
That a Venue will issue refunds or credits.
Any disputes over charges or refunds are between Customer, Venue, and the Payment Processor.
8. User Content, Media & Intellectual Property
8.1 Ownership of Your Content
You retain all rights, title, and interest in and to your Customer Content / Customer Data, including:
Files, documents, and media you upload;
Prompt text and configuration;
Project, workflow, and automation settings;
Event, lead, and customer records;
Logs and metadata generated from your use of the Services, to the extent it relates to your Account.
We do not claim ownership of your Customer Content.
8.2 License to EventSphere (Service Delivery)
You grant EventSphere and our affiliates a non-exclusive, worldwide, royalty-free license to:
Use, host, store, reproduce, process, modify, display, and transmit your Customer Content only as reasonably necessary to:
Provide, maintain, secure, and support the Services;
Prevent or address service, security, or technical issues;
Comply with law, legal process, or enforceable governmental requests.
We will not use your Customer Content for marketing or external training of unrelated models in a way that identifies you or your customers, except as permitted by you in writing.
8.3 Aggregated & De-Identified Data
We may:
Derive anonymized or aggregated data from your use of the Services (e.g., aggregate conversion rates, pipeline metrics, product analytics); and
Use and disclose such data for analytics, benchmarking, product improvement, and industry insights, provided it does not identify you, your customers, or your Venues.
8.4 Reviews, Feedback & “Feedback Content”
The Services may allow you to submit:
Reviews, comments, ratings, suggestions, ideas, and other content about Venues, events, or the Services (“Feedback Content”).
You agree that Feedback Content:
Must not be illegal, defamatory, obscene, harassing, hateful, invasive of privacy, or otherwise objectionable;
Must not include malware, spam, commercial solicitations, political campaigning, or false statements;
Must be objective and unbiased (e.g., you will not review your own Venue, employer, close relatives, or direct competitors).
By submitting Feedback Content, you grant EventSphere a perpetual, irrevocable, worldwide, royalty-free, fully sublicensable license to:
Use, reproduce, modify, adapt, translate, publish, display, distribute, and create derivative works from such Feedback Content in any media for any lawful purpose, including improving the Services and marketing (subject to applicable laws).
You represent that you own or have the necessary rights to provide such Feedback Content.
8.5 Media Uploaded by Users
You are responsible for all images, videos, and other media (“Media”) you upload. You agree that:
You have the necessary permissions to use and upload the Media;
You will not upload Media that is unlawful, pornographic, defamatory, infringing, hateful, or otherwise prohibited;
We may, in our sole discretion, remove Media that we believe violates these Terms or applicable law.
8.6 EventSphere IP & License to Use the Services
As between you and EventSphere, we own all rights, title, and interest in and to:
The Platform and Services;
Software, APIs, mobile apps, documentation, designs, and underlying technology;
Usage data and analytics (excluding your Customer Content);
Our trademarks, logos, and branding.
Subject to your compliance with these Terms and any applicable Order Form, we grant you a limited, non-exclusive, non-transferable, non-sublicensable license to:
Access and use the Services during your Subscription Term for your internal business purposes;
Install and use our mobile apps on devices you own or control;
Use our APIs in accordance with any API documentation and usage limits.
You may not:
Copy, modify, or create derivative works of the Platform or Services;
Reverse engineer, decompile, or attempt to extract source code (except to the limited extent allowed by applicable law);
Remove or alter proprietary notices;
Use the Services to build a competing product.
9. Acceptable Use & Prohibited Activities
You agree that you and your Authorized Users will not:
Abuse or Misuse the Platform
Use the Services to harass, threaten, or abuse others;
Use the Services to send spam or unsolicited communications;
Interfere with or disrupt the integrity or performance of the Platform.
Introduce Malicious Code
Upload, transmit, or otherwise make available any viruses, worms, trojans, or other Malicious Code.
Access Without Authorization
Attempt to gain unauthorized access to other accounts, systems, or networks;
Circumvent usage limits or access controls.
Scrape or Data Mine
Use automated tools (e.g., bots, scrapers) to harvest or index the Platform or data, except as expressly permitted in writing or via documented APIs.
Infringe Rights
Upload or use content that infringes or misappropriates another’s intellectual property, privacy, or publicity rights.
Illegal or Sensitive Use
Use the Platform to process illegal content or engage in illegal activity;
Handle highly sensitive personal data (e.g., payment card details without PCI-compliant tools, protected health information under HIPAA) unless the Services and your configuration are explicitly designed for such use.
We may suspend or terminate access immediately if we believe a violation of this Section has occurred or poses a risk to the Platform or others.
10. Data Protection, Privacy & Security
10.1 Roles Under Data Protection Laws
Depending on the data and context:
For customer content that you control (e.g., event leads, guest lists, uploaded documents), you are typically the “controller” / “business” and EventSphere is your “processor” / “service provider”.
For account-level data (e.g., your login, billing, high-level usage), EventSphere is typically the controller.
10.2 Data Processing Addendum (DPA)
For customers subject to GDPR or similar frameworks:
Our Data Processing Addendum (DPA) forms part of these Terms where applicable and governs our processing of personal data on your behalf.
The DPA includes Standard Contractual Clauses (SCCs), and may provide a right to audit subject to reasonable conditions.
10.3 Security
We implement commercially reasonable technical and organizational measures designed to protect Customer Content against unauthorized access, use, or disclosure.
However, you remain responsible for:
The security of your own devices, networks, and systems;
Managing Authorized Users and their access rights;
Choosing appropriate configurations, retention policies, and integrations.
10.4 Customer Control & Export
Admin Users can:
Export certain Customer Content via built-in export tools, subject to plan limits;
Manage users, roles, and permissions within your Account.
After termination, we may retain certain data for a limited period or as required by law, as described in Section 13 (Termination).
11. Service Availability, Changes & Beta Features
11.1 Availability
We aim for high availability (e.g., >99% uptime), but we do not guarantee:
Uninterrupted or error-free operation;
That the Services will always meet your performance requirements;
That all data will be available in real time.
Downtime may occur due to maintenance, updates, third-party outages, or events beyond our reasonable control.
11.2 Changes to the Services
We may modify, update, or discontinue features or functionality at any time, including:
Adding or removing integrations;
Adjusting user interface, workflows, or APIs;
Introducing new or changed pricing or plan structures (effective on renewal or as permitted by law / your Order Form).
11.3 Free Trials & Beta
From time to time, we may offer:
Free trials – temporary access to paid features at no charge;
Beta or experimental features – marked as “beta,” “preview,” or similar.
Such features are provided as-is, may be changed or discontinued at any time, and may not be suitable for production use.
12. Mobile Services, SMS & Communications
The Services may include:
Mobile applications;
Email, in-app notifications, and SMS messages (e.g., reminders, booking updates, alerts).
By using the Services, you consent to receiving such communications. You can adjust some notification preferences in your account settings or by using opt-out mechanisms included in the messages (where required by law).
You are responsible for any data or messaging charges from your carrier.
13. Suspension & Termination
13.1 By You
You may terminate your Account by:
Following the in-app cancellation process; or
Contacting us at [Support Email].
Termination will:
Stop future renewals (subject to any minimum commitment);
Not entitle you to refunds for past or current billing periods unless required by law or expressly agreed.
13.2 By EventSphere
We may suspend or terminate your access (in whole or in part) if:
You violate these Terms or applicable law;
You fail to pay fees when due and do not cure after notice;
We reasonably believe your use poses a security or legal risk;
We cease providing the Services in your region.
We will use reasonable efforts to notify you, but we are not obligated to do so if immediate action is required to protect the Platform or others.
13.3 Effect of Termination
Upon termination:
Your right to access the Services immediately ceases, except for any limited post-termination access we may provide.
We may delete or anonymize Customer Content, subject to:
Our data retention practices;
Legal obligations to retain data;
A reasonable period (e.g., ~30 days) in which you may export data if your subscription was paid and in good standing.
You may request permanent deletion of certain data; we will comply to the extent required and feasible, subject to legal and operational constraints.
14. Disclaimers
To the maximum extent permitted by law:
Services “As Is”
The Services, including all software, content, and features, are provided “as is” and “as available” without warranties of any kind, whether express, implied, or statutory.
No Warranties
We specifically disclaim all implied warranties, including:
Merchantability;
Fitness for a particular purpose;
Non-infringement;
Quiet enjoyment;
Any warranties arising from course of dealing or usage of trade.
No Guarantee of Results
We do not guarantee that the Services (including AI-generated content, workflows, or automations) will be accurate, error-free, or suitable for your particular use case.
AI or automated outputs are suggestions only and should not substitute your professional judgment or manual review.
No Endorsement of Venues or Users
We do not inspect or endorse any Venue or User and make no warranties regarding:
Safety, cleanliness, or compliance of Venues;
Quality of any event, food, beverage, or service;
That any event will occur without incident;
That any Customer will pay or Venue will perform.
Third-Party Tools & Payment Processors
We are not responsible for Third-Party Tools or Payment Processors; they are provided by independent third parties.
Your use of them is at your own risk and subject to their own terms.
Some jurisdictions do not allow the exclusion of certain warranties, so some of the above exclusions may not apply to you.
15. Indemnification
15.1 Your Indemnity to EventSphere
You agree to indemnify, defend, and hold harmless EventSphere, our affiliates, and our respective officers, directors, employees, and agents from and against any claims, demands, actions, damages, losses, liabilities, costs, and expenses (including reasonable attorneys’ fees) arising out of or relating to:
Your or your Authorized Users’ misuse of the Services;
Your Customer Content or Media, including alleged infringement of third-party rights;
Your breach of these Terms, any Venue Agreement, or applicable law;
Any dispute between you (as Customer or Listing User) and another User, Venue, or guest;
Your interactions with third-party Payment Processors or Third-Party Tools.
15.2 EventSphere’s IP Indemnity (Limited)
Subject to these Terms, we will defend you against third-party claims that your permitted use of the core, paid Services (excluding Third-Party Tools and your own content) infringes a U.S. patent, copyright, or registered trademark, and we will pay any damages and reasonable attorneys’ fees finally awarded against you (or agreed in settlement) to the extent attributable to such infringement.
This obligation does not apply to claims arising from:
Your misuse of the Services or use in violation of these Terms;
Your combination of the Services with other products, services, or data not provided by us;
Your modifications to the Services;
Third-Party Tools, payment processing services, or APIs.
If such a claim arises, we may, at our option:
Modify the Services so they are non-infringing;
Obtain a license so you can continue to use them; or
Terminate the affected portion of the Services and provide a pro-rated refund of prepaid fees for the unused period.
This Section states our sole and exclusive indemnification obligation for intellectual property claims.
16. Limitation of Liability
To the maximum extent permitted by law:
No Indirect Damages
EventSphere and its affiliates will not be liable for any:
Indirect, incidental, special, consequential, or punitive damages;
Loss of profits, revenue, goodwill, or business opportunities;
Loss of data or business interruption;
Claims relating to any Venue’s performance, non-performance, or policies;
Claims arising from Third-Party Tools or Payment Processors.
Cap on Direct Damages
Our total aggregate liability arising out of or relating to the Services or these Terms will not exceed the greater of:
The total fees you paid to EventSphere for the Services in the twelve (12) months immediately preceding the event giving rise to the claim; or
US $100 if you are using only free features.
Exclusions
The above limitations do not apply to:
Your payment obligations to us;
Your indemnification obligations; or
Liability that cannot be excluded or limited by applicable law.
Any claims must be brought within one (1) year after the cause of action accrues, or be forever barred, to the extent permitted by law.
17. Governing Law & Dispute Resolution
17.1 Governing Law
These Terms and any dispute arising out of or relating to them or the Services are governed by the laws of the State of Arizona, USA, without regard to its conflict-of-law rules.
17.2 Informal Resolution
Before initiating formal proceedings, the parties agree to use best efforts to resolve any dispute informally by contacting the other party at the contact information provided and allowing a reasonable opportunity (e.g., 30 days) to resolve the issue.
17.3 Agreement to Arbitrate & Class Action Waiver
To the fullest extent permitted by law:
Any dispute, claim, or controversy arising out of or relating to these Terms or the Services that cannot be resolved informally will be resolved by binding arbitration on an individual basis, rather than in court, except that either party may bring a claim in small-claims court if it qualifies.
You and EventSphere agree that each may bring claims only in your or our individual capacity, and not as a plaintiff or class member in any purported class or representative proceeding. The arbitrator may not consolidate claims of more than one person.
Arbitration will be conducted:
In Maricopa County, Arizona, or another mutually agreed location;
In English;
Under the rules of the American Arbitration Association (AAA) or another reputable arbitration provider agreed by the parties.
The arbitrator will:
Apply Arizona law;
Have the authority to award damages consistent with these Terms;
Issue a reasoned written decision.
If a court finds the class action waiver unenforceable, this arbitration provision will be void, and disputes will instead be resolved exclusively in the state or federal courts located in Arizona, USA, and you consent to their jurisdiction.
18. DMCA & Copyright Policy
EventSphere respects the intellectual property rights of others and expects users to do the same.
If you believe that content on the Services infringes your copyright, you may submit a DMCA notice to our designated agent with the following information:
A description of the copyrighted work you claim has been infringed;
The URL or specific location of the allegedly infringing material;
Your name, address, telephone number, and email address;
A statement that you have a good faith belief that the use is not authorized by the copyright owner, its agent, or law;
A statement, under penalty of perjury, that the information in your notice is accurate and that you are the copyright owner or authorized to act on their behalf;
Your physical or electronic signature.