Terms & Conditions

These Terms and Conditions (the “Terms”) govern your use of the website empireevent.org and every event planning, design and execution service provided by Empire Events (“Empire Events”, “we”, “us” or “our”), a business operating from Someshwar Square, Opp. Someshwar Enclave, Near Aagam Bungalow, Vesu, Surat – 395007, Gujarat, India. The registered particulars of the entity are [Registered entity name — to be inserted] and [GSTIN — to be inserted].

Acceptance of Terms

By browsing this website, submitting an enquiry, accepting a proposal or paying a booking retainer, you confirm that you have read, understood and agreed to these Terms. Under the Indian Contract Act, 1872, a binding contract requires a lawful offer, unqualified acceptance, lawful consideration and parties competent to contract. Our written proposal is the offer; your written acceptance together with the retainer payment is the acceptance and consideration.

You confirm that you are at least 18 years of age and legally competent to contract. If you are engaging us on behalf of a family, company, partnership, trust or association, you confirm that you are authorised to bind that person or organisation to these Terms.

Where a signed Event Agreement, work order or purchase order is executed between us, that document and these Terms are to be read together. If there is a direct conflict, the signed Event Agreement prevails for that engagement only.

About Our Services

Empire Events is a full-service event design and management studio. Our engagements typically include one or more of the following:

• Weddings and multi-day wedding functions
• Destination weddings across India and internationally, including Dubai, Bali and Thailand
• Corporate events, conferences, award nights and offsites
• Birthdays, anniversaries and engagement celebrations
• Decoration, stage decoration and floral installations
• Theme events and concept-led celebrations
• Celebrity events and artist management
• Product launches, exhibitions and concerts

We serve Surat and all of Gujarat — including Ahmedabad, Vadodara, Rajkot, Bharuch and Navsari — as well as clients across India and selected international destinations. Availability for any given date is confirmed only in writing.

We act as an event planner, designer and coordinator. We are not a venue, a caterer, a travel agent or a licensing authority, and we do not hold client funds in trust for third parties unless expressly agreed in writing.

Quotations and Proposals

Every proposal we issue is prepared for a specific date, guest count, venue and scope of work. Unless the document states otherwise, a quotation is valid for fifteen (15) days from the date of issue. After that period, prices may be revised to reflect current vendor, material and logistics costs.

Figures shown on this website, in brochures or in early concept decks are indicative estimates intended to help you plan a budget. They are not binding offers. The final contracted value is the amount set out in the proposal you accept in writing, adjusted for any approved variations under the section on scope changes below.

Renders, mood boards, floor plans and 3D visualisations are artistic interpretations. Natural variation in flowers, fabric dye lots, timber, lighting temperature and venue conditions means the delivered setup will closely resemble — but may not be pixel-identical to — the approved render.

Booking and Confirmation

A date is held only once we receive your written confirmation (email or signed proposal is sufficient) and the agreed booking retainer. Verbal assurances, provisional holds and enquiries do not reserve a date, and we may accept another engagement for the same date until the retainer is received.

Wedding planning engagements begin at ₹2,50,000. Actual investment depends on scale, city, number of functions, décor volume and vendor selection.

The booking retainer is a commitment fee that secures your date, blocks our team’s calendar and funds the initial design and planning work. It is adjusted against the final invoice. Its treatment on cancellation is governed by our Cancellation and Refund Policy.

Payment Terms

Unless your Event Agreement specifies a different schedule, payments are made in milestones:

• Booking retainer — payable on confirmation, to reserve the date
• Design and procurement milestone — payable on approval of the final design, when vendor and material orders are placed
• Pre-event milestone — the balance, payable before setup begins on site
• Reconciliation — any approved additions or on-site variations, invoiced after the event

All amounts are exclusive of Goods and Services Tax and other statutory levies, which are charged additionally at the rates applicable on the date of invoice under the Central Goods and Services Tax Act, 2017 and the Gujarat Goods and Services Tax Act, 2017. A valid tax invoice is issued for every payment received. If you require input tax credit, please share your GSTIN and correct legal name before the first invoice is raised; we cannot revise invoices after the statutory return for that period is filed.

Payments are accepted by NEFT, RTGS, IMPS, UPI or bank transfer to the account named on our invoice. We do not accept cash beyond limits permitted by law, and we never request payment to an account other than the one printed on our invoice — please verify bank details by phone before transferring funds.

Undisputed invoices not paid by the due date may attract interest at 1.5% per month (18% per annum) from the due date until realisation. Where a milestone remains unpaid, we may pause procurement, withhold vendor confirmations or decline to commence setup, and we are not responsible for consequences arising from that delay. Bank charges, currency conversion costs and payment gateway fees, where applicable, are borne by the client.

Client Responsibilities

A flawless event is a partnership. You agree to:

• Provide accurate, complete and timely information — guest numbers, ritual timings, dietary requirements, accessibility needs, family contacts and any restrictions imposed by the venue or community
• Secure the venue booking, entry permissions, society or municipal approvals, sound and late-night permissions, police intimation and liquor permits where these are in your name or the venue’s name, and share copies with us in advance
• Approve designs, samples, menus, guest lists and running orders within the timelines set out in the planning schedule, since late approvals compress production time and may attract expediting charges
• Nominate a single point of contact authorised to make decisions and approve on-site variations on your behalf
• Ensure that your guests, family members and their invitees behave lawfully and respectfully towards our team, our vendors and venue property, and comply with venue rules and safety instructions
• Take responsibility for your own valuables, gifts, cash envelopes, jewellery and personal belongings at the venue

We reserve the right to suspend work at any event where our team faces abuse, intimidation, harassment or unsafe conditions, without refund and without prejudice to our other rights.

Changes to Scope

Celebrations evolve, and we plan for that. Any change to the agreed scope — additional functions, increased guest count, extended hours, upgraded décor, a change of venue or city, or added vendor categories — is treated as a variation.

Variations are chargeable at the rates then applicable and take effect only when approved in writing by your nominated point of contact. Email or a WhatsApp message from the nominated contact is accepted as written approval for on-site variations, which will be summarised in the final reconciliation invoice.

Requests made close to the event date may attract expediting, overtime or premium procurement charges, and some requests may not be feasible within the remaining time. We will always tell you honestly what can and cannot be delivered rather than promise and disappoint.

Reductions in scope requested after materials have been ordered or vendors confirmed may not result in a proportionate reduction in price, because those commitments are usually non-refundable to us.

Venue and Third-Party Vendors

Delivering an event requires specialist partners — caterers, photographers, florists, lighting and sound crews, artists, hotels and transport providers. Depending on the engagement, these vendors are either contracted by us as our subcontractors, or contracted directly by you on our recommendation.

Where a vendor is engaged directly by you, our role is limited to coordination. The contract, payment and performance obligations sit between you and that vendor, and we are not liable for their acts, omissions, delays or quality of service.

Where we subcontract a vendor, we select carefully and supervise delivery, but we cannot guarantee outcomes that depend on factors outside reasonable control — such as artist illness, traffic, power failure at the venue, or venue-imposed restrictions notified late.

Venues frequently impose their own rules on access hours, rigging, open flame, fireworks, sound limits, outside catering and vendor entry fees. These rules bind the event, and any resulting cost or design adjustment is to your account.

Force Majeure

Neither party is liable for failure or delay in performing its obligations where that failure results from an event beyond its reasonable control. Such events include, without limitation: heavy rain, flooding, cyclone, storm or other adverse weather; earthquake, fire or other natural calamity; epidemic or pandemic and related public health orders; war, terrorism, riot, civil unrest or bandh; strikes or industrial action; failure of public utilities, transport or telecommunications; and any order, restriction, prohibition or cancellation of permissions by a government, municipal, police or judicial authority.

If a force majeure event prevents the event from taking place, we will work with you in good faith to reschedule to a mutually acceptable date within twelve months, subject to team and vendor availability. Amounts already paid are, wherever possible, carried forward to the rescheduled date, less costs already incurred and sums already committed to vendors that cannot be recovered.

Force majeure suspends obligations; it does not extinguish amounts genuinely spent on your behalf before the event occurred.

Liability and Indemnity

We take our craft seriously and carry out every engagement with reasonable skill and care. Nothing in these Terms limits our liability for death or personal injury caused by our negligence, for fraud, or for any liability that cannot be excluded under the Consumer Protection Act, 2019 or other applicable Indian law.

Subject to that, our total aggregate liability arising out of or in connection with an engagement — whether in contract, tort, statute or otherwise — is limited to the total professional fees actually received by us for that engagement.

We are not liable for indirect, incidental, special or consequential loss, including loss of profit, loss of business opportunity, loss of goodwill or emotional distress, nor for loss or damage to guest property, gifts, cash or valuables at the venue.

You agree to indemnify and hold us harmless against claims, damages and reasonable costs arising from your breach of these Terms, from inaccurate information supplied by you, from the conduct of your guests, or from any failure to obtain a permission that was your responsibility.

Intellectual Property

All concepts, design schemes, mood boards, 3D renders, floor plans, production drawings, vendor briefs, written copy, photographs, films and the contents of this website are original works protected under the Copyright Act, 1957. Ownership vests in Empire Events or its licensors, and creating them for a specific client does not transfer that ownership.

On full payment of all sums due, you receive a non-exclusive, non-transferable licence to use the designs prepared for your event for that event and for your personal, non-commercial use. You may not reproduce, resell or share our designs, renders or costings with another planner, decorator or vendor for execution, nor use them to obtain competing quotations.

Concept presentations shared before booking remain confidential and remain our property. If you do not proceed with the engagement, the concepts may not be executed by you or by any third party.

Our name, logo, wordmark and visual identity are our trade marks and may not be used without written permission.

Photography and Publicity

We routinely photograph and film our own setups, décor, floral work and production detailing for our portfolio, website, social media, exhibitions and award submissions. By engaging us, you grant us the right to capture and feature this work.

We are careful and discreet. We do not publish images that we believe would embarrass a family, and we do not tag or name guests without permission. Where a photographer engaged directly by you owns the images, we will request your permission before using them and will credit the photographer.

If you prefer complete privacy, you may opt out. Write to hello@empireevent.org before the event date and we will record your event as private, exclude it from all publicity, and instruct our team accordingly. You may also ask us to remove a specific image already published, and we will do so within a reasonable period.

Cancellation and Refunds

Cancellation, postponement and refund entitlements — including the treatment of the booking retainer, sums already committed to vendors, and the sliding scale applicable as the event date approaches — are set out in detail in a separate document.

Please read our Cancellation and Refund Policy, which forms part of these Terms and should be read together with them.

Website Use and Conduct

This website is provided for information and enquiry. In using it, you agree not to attempt unauthorised access, introduce malicious code, scrape or copy our images and text for republication, misrepresent your identity, or submit false enquiries. Such conduct may constitute an offence under the Information Technology Act, 2000 and the rules made under it.

We publish honest descriptions of our services and do not use unfair trade practices, misleading advertisements or fake reviews, consistent with the Consumer Protection Act, 2019 and the Consumer Protection (E-Commerce) Rules, 2020. Ratings and testimonials shown on this site reflect feedback from real clients and public review platforms.

The website is provided on an “as available” basis. We work to keep information current, but we do not warrant that every page will be uninterrupted or free of error, and links to third-party sites are provided for convenience without endorsement.

Personal information you submit through this website is handled in accordance with our Privacy Policy.

Governing Law and Jurisdiction

These Terms and every engagement under them are governed by and construed in accordance with the laws of India.

If a dispute arises, we ask that you first raise it with our Grievance Officer so that it can be resolved amicably. Most concerns are settled this way, quickly and without cost to either side.

If a dispute is not resolved amicably within thirty (30) days of written notice, it shall be referred to arbitration by a sole arbitrator appointed by mutual consent, under the Arbitration and Conciliation Act, 1996. The seat and venue of arbitration shall be Surat, Gujarat, the proceedings shall be conducted in English, and the award shall be final and binding on both parties.

Subject to the arbitration clause above, the courts at Surat, Gujarat shall have exclusive jurisdiction. Nothing here affects a consumer’s statutory right to approach the appropriate consumer commission under the Consumer Protection Act, 2019.

Grievance Officer

In accordance with the Information Technology Act, 2000 and the Consumer Protection (E-Commerce) Rules, 2020, the following officer may be contacted regarding these Terms, our services or any content on this website:

• Name: Komal Patel, Founder & Creative Director (Grievance Officer)
• Email: hello@empireevent.org
• Phone: +91 92650 08264
• Address: Empire Events, Someshwar Square, Opp. Someshwar Enclave, Near Aagam Bungalow, Vesu, Surat – 395007, Gujarat, India

Complaints are acknowledged within twenty-four hours and resolved within fifteen days of receipt, as required by law.

Changes to These Terms

We may update these Terms from time to time to reflect changes in law, in our services or in the way we work. The revised version takes effect when published on this page, and the “last updated” date above will change.

The version of these Terms in force on the date your booking is confirmed continues to govern that engagement. Changes do not apply retrospectively to events already contracted, unless required by law or agreed in writing.

If any provision of these Terms is held invalid or unenforceable, the remaining provisions continue in full force, and the invalid provision will be read down to the minimum extent necessary to make it valid.

These Terms are published for transparency, so you always know exactly where you stand with us. If any clause is unclear, or you would like a point explained before you book, please contact our Grievance Officer — we would much rather answer a question early than have it become a concern later.