Terms of Service

Client Service Agreement (Terms of Service)

This Client Service Agreement (the "Agreement") is entered into between Catalyst Events (Pty) Ltd ("Catalyst Events" or "The Company") and the individual or entity engaging Catalyst Events for services ("The Client"), as identified in the accompanying Event Proposal/Agreement. This Agreement outlines the terms and conditions governing the provision of event management services by Catalyst Events.

1. Scope of Services

Catalyst Events provides comprehensive, end-to-end event management services as detailed in the agreed-upon Event Proposal/Agreement. This typically includes strategic planning, design, venue sourcing, logistics, vendor curation, production oversight, guest management, and on-site execution. Catalyst Events acts as the Client's agent in sourcing and contracting third-party suppliers and vendors. The Client will pay Catalyst Events for all services, and Catalyst Events will be responsible for payments to the suppliers, ensuring the Client has no direct contact with suppliers unless explicitly agreed upon or deemed necessary by Catalyst Events.

Unless explicitly outlined in the agreed Event Proposal/Agreement or a separate addendum, the scope of services does not include: procurement of client-specific permits or licenses; securing public liability or event-specific insurance (which is the Client's responsibility unless specified); direct engagement with suppliers by the Client without Catalyst Events' prior consent; management of guest personal travel or accommodation arrangements outside of agreed incentive trip itineraries; or Client's direct advertising/marketing spend not related to event production.

2. Payment Terms

2.1. Fee Structure: Catalyst Events' service fee (the "Agency Fee") is calculated as a percentage of the total estimated event budget, ranging from 18% to 20%, dependent on the complexity and scope of work as outlined in the Event Proposal.

2.2. Deposit: Upon acceptance of the Event Proposal, a non-refundable deposit equal to 75% of the total estimated event quote (covering both Catalyst Events' Agency Fee and estimated third-party supplier costs) is due immediately. This deposit secures Catalyst Events' services and initiates the reservation of quoted items and suppliers.

2.3. Final Payment: The outstanding balance of the total event quote is due 1 week prior to the event start date.

2.4. Late Payments: In the event of late payment, Catalyst Events reserves the right to suspend all services without notice until full payment is received. Overdue amounts will incur interest at a rate of Prime + 2% per month, calculated daily from the due date. Catalyst Events will not be held liable for any delays, non-performance, or additional costs incurred due to Client's late payments.

3. Cancellation & Postponement

3.1. Cancellation by Client: Should the Client cancel the event, written notice is required. The Client will be liable for all non-refundable deposits, cancellation fees, and charges imposed by third-party vendors and venues already committed on the Client's behalf. Catalyst Events' Agency Fee will be subject to the following non-refundable percentages based on the date of cancellation relative to the event date: 90+ days prior: 25% non-refundable 60-89 days prior: 50% non-refundable * Less than 60 days prior: 100% non-refundable Any portion of the deposit paid that exceeds these liabilities will be refunded to the Client.

3.2. Postponement by Client: Should the Client postpone the event, written notice is required. The Client will be liable for any postponement fees or non-refundable charges imposed by third-party vendors for the original event date. The original Agency Fee will be subject to the cancellation percentages outlined in 3.1 (as if it were a cancellation). Catalyst Events will then issue a new proposal and Agency Fee for the postponed event. Postponement must occur within 6 months of the original event date; otherwise, it will be treated as a full cancellation.

3.3. Cancellation/Postponement by Catalyst Events: Catalyst Events may cancel or postpone services without liability for reasons beyond its reasonable control, including but not limited to acts of God, war, terrorism, civil unrest, natural disasters, epidemics, or government mandates (Force Majeure). In such cases, Catalyst Events will refund any unused portion of the Client's funds, less any non-recoverable vendor costs and accrued Agency Fees for work already performed. Catalyst Events may also cancel services immediately if the Client breaches any material terms of this Agreement, resulting in forfeiture of all funds paid by the Client.

4. Client Responsibilities

The Client agrees to: provide timely approvals, accurate and complete information, appoint a single point of contact for all event-related decisions, make timely payments as per the agreed schedule, and adhere to all agreed terms and conditions. Client understands that delays in fulfilling their responsibilities (e.g., providing documents, approvals) may impact pricing, quality, and Catalyst Events' ability to guarantee specific deliverables or timelines, for which Catalyst Events will not be held liable.

5. Vendor Management

Catalyst Events acts solely as the Client's agent for the purpose of sourcing, selecting, and contracting third-party vendors and suppliers (e.g., venues, caterers, technical providers). Catalyst Events will manage all vendor contracts and facilitate all payments to vendors using funds provided by the Client. The Client acknowledges that direct contact with suppliers by the Client is generally not permitted unless explicitly agreed upon with Catalyst Events.

6. Liability and Insurance

Catalyst Events' liability for any claim arising from this Agreement is limited to the Agency Fee paid by the Client for the specific services that directly caused the claim. Catalyst Events shall not be liable for any indirect, incidental, special, punitive, or consequential damages, including but not limited to loss of profits, revenue, or business opportunities. Catalyst Events is not liable for failures due to Force Majeure, acts of attendees, or the performance of third-party vendors (though Catalyst Events will act diligently to rectify vendor issues).

Catalyst Events strongly recommends that the Client obtains comprehensive event insurance, including general liability, property damage, and event cancellation insurance, as deemed appropriate for the event. Procurement and cost of such insurance is the sole responsibility of the Client.

7. Confidentiality

Catalyst Events commits to keeping all Client proprietary and sensitive information confidential, including event details, guest lists, and financial data, not disclosing it to third parties without prior written consent, except as required for event execution.

8. Intellectual Property

All creative concepts, designs, proposals, strategies, and intellectual property developed by Catalyst Events for the event remain the sole property of Catalyst Events. Upon full payment of all fees, the Client is granted a non-exclusive, non-transferable license to use the final approved event design and materials solely for the specific event for which Catalyst Events was contracted. The Client may not reproduce, adapt, or use these designs for other events or purposes without Catalyst Events' express written consent.