Terms of Service

1. Introduction

These Terms of Service govern the relationship between Ltr Event Corp. and any person or organisation that engages the company for event planning, production or coordination. The company operates from 431 Cullen Ave, Mississauga - L5B 2X9, Canada (CA) and is known to clients as LTR Events.

By requesting a proposal, signing a booking confirmation, paying a deposit or otherwise instructing the company to begin work, the client accepts these terms. A client who does not accept these terms should not engage the company.

These terms are written in plain English so that they can be read without legal training. Where a separate written agreement has been signed by both parties, that agreement takes precedence over these terms to the extent of any conflict.

The company applies the same discipline to its contracts that it applies to a run of show: clear responsibilities, clear deadlines and clear consequences, so that the production can proceed without surprises.

2. Definitions

In these terms, the following meanings apply.

• The Company means Ltr Event Corp., its employees, contractors and appointed representatives.
• The Client means the person or organisation that engages the company, including any authorised representative of that organisation.
• The Event means the gala, festival, conference, summit or other gathering that the company is engaged to plan, produce or coordinate.
• Deliverables means the documents, designs, schedules and outputs prepared by the company for the client.
• Vendor means a third party supplier engaged in connection with the event, including venues, caterers, audiovisual suppliers and performers.
• Fee means the total amount payable to the company as set out in the accepted proposal or booking confirmation.
• Force Majeure Event means an event outside the reasonable control of the company as described in these terms.

Headings are for convenience only and do not affect interpretation. Words in the singular include the plural and the reverse also applies.

3. Scope of Services

The company provides six core services: full-service event planning, corporate gala production, festival and community events, conference and summit staging, venue scouting and contracts, and day-of coordination. The precise scope for any engagement is set out in the accepted proposal.

Where the client engages only part of the service range, the company is responsible only for the elements expressly listed in the proposal. The client remains responsible for all other elements unless a separate written instruction is agreed.

The company may recommend vendors, venues and creative partners, but unless expressly stated it does not guarantee their performance. The company does, however, manage vendor relationships on the client behalf as part of the engagement.

Any advice given before a proposal is accepted is provided in good faith and does not create a binding obligation to deliver services.

4. Booking and Engagement

A booking is confirmed when the client accepts a written proposal and pays the required deposit, or when both parties sign a booking confirmation. Until then, dates and resources are held only on a provisional basis.

The company may hold a provisional date for a limited period, usually fourteen days. After that period the date may be released to another enquiry without further notice.

The client warrants that the person signing the booking has authority to bind the organisation named in the proposal. The client is responsible for ensuring that internal approvals are obtained before booking.

Booking confirmation records the event date, the venue if known, the agreed scope, the fee and the payment schedule. It should be reviewed carefully before signature.

5. Quotations and Pricing

Quotations are valid for thirty days from the date of issue unless a different period is stated. Prices are quoted in the currency shown on the proposal.

Third party costs, such as venue hire, catering, equipment rental and permits, may change before they are contracted. Where a third party cost changes materially, the company will inform the client and seek written approval before committing the expense.

Unless stated otherwise, fees exclude applicable taxes, which will be added at the prevailing rate. Travel and accommodation costs for out of area engagements are billed separately at cost or at an agreed rate.

Where a proposal is based on an estimated guest count, the final invoice may be adjusted to reflect the confirmed count, subject to the deadlines set by the venue and caterer.

6. Deposits and Payment

Unless otherwise agreed, the company requires a non-refundable deposit of thirty percent of the estimated fee to secure the event date and begin work.

A second instalment is generally due before the rehearsal period, and the balance is due within fourteen days of the event or upon final invoice, whichever is stated in the booking confirmation.

Invoices are payable by the methods stated on the invoice. Late payments may attract interest at the rate stated in the booking confirmation or, if none is stated, at a reasonable commercial rate.

The company may suspend work if an invoice remains unpaid beyond the agreed period. Suspension does not relieve the client of the obligation to pay amounts already due.

Any dispute about an invoice line should be raised in writing within fourteen days of receipt so that it can be reviewed against the production records.

7. Client Responsibilities

The client agrees to provide accurate and timely information, including guest counts, venue details, brand assets, speaker requirements and any legal or regulatory constraints that apply to the event.

The client agrees to nominate a single point of contact with authority to approve decisions and to respond to requests within agreed deadlines. Delays in approvals may affect the schedule and may increase costs.

The client agrees to obtain any internal approvals, licences or permissions that are required for the event and that rest with the client, including approvals from its own board, sponsors or regulators.

The client agrees to ensure that any guest data or contact list shared with the company has been collected lawfully and may be used for the purpose of the event.

The client agrees to treat company staff, vendors and venue personnel with respect. The company reserves the right to withdraw staff from a situation that is abusive or unsafe.

8. Changes and Variations

Requests to change the scope, date, venue or format of an event must be made in writing. The company will assess the impact on cost and feasibility and will confirm the variation in writing before it takes effect.

Changes made close to the event date may not be possible, may attract expedited supplier charges, or may require the cancellation of already contracted items. Where cancellation fees arise from a change, those fees are payable by the client.

A reduction in guest numbers may not reduce the fee proportionally, because many costs are fixed once contracts are placed. The company will explain which costs are variable and which are not.

The company may make minor adjustments to the production plan without a formal variation where those adjustments do not materially change the agreed scope, timing or cost.

9. Cancellation and Postponement

If the client cancels an event, the deposit is not refunded. The client remains liable for costs already committed to vendors and for work completed up to the date of cancellation.

In addition to committed costs, a cancellation fee may apply on the following scale: twenty percent of the fee where cancellation occurs more than ninety days before the event, fifty percent where it occurs between ninety and thirty days, and the full fee where it occurs within thirty days.

If the client postpones rather than cancels, the company will make reasonable efforts to transfer bookings and deposits to the new date, subject to vendor availability and any transfer fees charged by those vendors.

All cancellations and postponements must be confirmed in writing. The date of receipt of that written notice determines which cancellation band applies.

10. Vendors and Subcontractors

The company engages vendors and subcontractors on behalf of the client unless the client has contracted the vendor directly. Where the company contracts a vendor, it will select the vendor with reasonable care and manage the relationship through to the event.

Vendors are independent businesses. The company is not responsible for a vendor failure that could not reasonably have been foreseen or prevented, but it will work to mitigate the impact and to find a suitable alternative.

Where a vendor requires a direct contract with the client, the client is responsible for the terms of that contract and for payments made under it.

Any vendor introduced by the company remains subject to the client approval unless the client has delegated that approval in writing.

11. Venue and Permit Obligations

The client is responsible for ensuring that the venue is suitable, licensed and available for the event. Where the company scouts or negotiates a venue, it will report on the suitability of the site based on the information available at the time of survey.

The client is responsible for obtaining any permits, licences or approvals required by a municipality, a landlord or a regulator, unless the company has expressly agreed in writing to obtain them.

The client is responsible for any damage caused to a venue by the client, its guests, its vendors or its contractors, except where the damage is caused by the company or a vendor contracted by the company.

The company will comply with venue rules, including load in windows, noise limits, curfews and union labour requirements, and will inform the client of any constraint that affects the production plan.

12. Intellectual Property

All concepts, designs, schedules, floor plans, run of show documents and other deliverables prepared by the company remain the intellectual property of the company until the fee is paid in full.

Once the fee is paid in full, the client receives a licence to use the deliverables for the event for which they were prepared. The licence does not permit resale or redistribution to unrelated third parties without written consent.

The company retains the right to describe its role in a completed event and to include the event in a portfolio, subject to the confidentiality obligations described below.

The client grants the company a licence to use the client name and logo for the limited purpose of identifying the engagement in proposals and portfolio materials, unless the client requests otherwise in writing.

13. Confidentiality

Each party agrees to keep confidential any non-public information received from the other in connection with an engagement. This includes pricing, guest lists, internal schedules, security arrangements and business plans.

Confidential information may be shared with employees, contractors and vendors who need it to deliver the event, provided they are bound by equivalent confidentiality duties.

Confidentiality obligations do not apply to information that is already public, that is independently developed, or that must be disclosed by law or by a court order.

Confidentiality obligations survive the end of an engagement for a period of three years, or longer where the information remains commercially sensitive.

14. Event Photography and Media

The company or its appointed media partner may photograph or record an event. Where footage is intended for promotional use, the company will seek consent from identifiable individuals or provide clear notice at the venue.

The client is responsible for informing guests that photography and recording will take place and for obtaining any consent required at the venue or under applicable law.

Where the client supplies its own photographer or videographer, the client is responsible for that supplier and for any usage rights arising from the resulting media.

The company will comply with a reasonable request from a guest who does not wish to appear in promotional footage, although it cannot guarantee exclusion from incidental background coverage.

15. Health Safety and Accessibility

The company plans events with safety and accessibility in mind. The client agrees to provide accurate information about anticipated attendance and any known accessibility needs so that the plan can account for them.

The company will work within the safety rules of the venue and will coordinate with emergency services where the scale of the event requires it.

Where an event involves special risks, such as outdoor staging, pyrotechnics or large crowd movement, the company will prepare a specific safety plan and may require the client to engage additional qualified personnel.

Neither party is responsible for a medical condition of a guest that was not disclosed, but both parties agree to act reasonably to protect the wellbeing of attendees.

16. Liability and Indemnity

The company provides its services with reasonable skill and care. Subject to the limits below, the company is liable for direct loss caused by its own negligence or breach of these terms.

The company is not liable for indirect or consequential loss, including loss of profit, loss of reputation or loss of opportunity, whether arising in contract, tort or otherwise.

To the extent permitted by law, the total liability of the company arising from an engagement is limited to the total fee paid by the client for that engagement.

The client agrees to indemnify the company against claims arising from the client content, the client guest list, the client venue, or the acts of the client vendors, except where the claim results from the negligence of the company.

Nothing in these terms limits liability that cannot lawfully be limited, including liability for fraud or for death or personal injury caused by negligence.

17. Insurance

The company maintains commercial general liability insurance appropriate to the events it produces and will provide a certificate of insurance on request.

Where a venue or client requires additional insured status or higher limits, the company will make reasonable efforts to arrange it, and any additional premium may be charged to the client.

The client agrees to maintain any insurance required for its own activities, including event cancellation insurance where the scale of the event warrants it.

Each party will promptly notify the other of any incident that may give rise to an insurance claim connected with the event.

18. Force Majeure

Neither party is liable for a failure to perform caused by an event outside its reasonable control. Such events include natural disasters, severe weather, epidemic or pandemic restrictions, government orders, utility failure, civil unrest and labour disputes.

Where a force majeure event occurs, the affected party will notify the other promptly and the parties will discuss how to proceed, including postponement, relocation or a scaled alternative format.

Costs already committed to vendors remain payable where a force majeure event prevents the event, unless the vendor or insurer reimburses those costs.

If a force majeure event continues for more than ninety days, either party may end the engagement in writing, and the company will account for work completed and costs committed up to that date.

19. Termination

Either party may terminate an engagement immediately if the other commits a material breach that is not remedied within fourteen days of written notice, or if the other becomes insolvent or ceases to trade.

Either party may terminate for convenience with thirty days written notice. On termination for convenience, the client remains liable for work completed and costs committed up to the termination date.

On termination, the company will deliver any completed deliverables for which the fee has been paid and will return or delete confidential information as instructed.

Termination does not affect any right or obligation that arose before the termination date, including payment of amounts already due.

20. Governing Law and Disputes

These terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable there.

The parties agree to attempt to resolve any dispute through good faith discussion before commencing formal proceedings. A written notice of dispute should be sent to the contact address below and will be answered within fourteen days.

Where discussion does not resolve the matter, the parties may agree to mediation or to another form of alternative dispute resolution before resorting to litigation.

Subject to the above, the courts of the Province of Ontario have exclusive jurisdiction over any dispute arising from these terms.

21. General Provisions

These terms, together with any accepted proposal or signed agreement, form the entire agreement between the parties and replace all earlier discussions on the subject.

If any provision is found to be invalid or unenforceable, the remaining provisions continue in full force, and the invalid provision is replaced by one that achieves the intended purpose as closely as possible.

A failure by either party to enforce a provision on one occasion does not waive the right to enforce it later.

The client may not assign or transfer an engagement without the written consent of the company. The company may assign its rights to a successor organisation on notice to the client.

Notices must be in writing and sent to the addresses of the parties. Notice by email is effective on the next working day after sending.

These terms may be updated from time to time. The version in force is the version published on this website at the time the engagement is booked.

22. Contact Information

Questions about these terms should be directed to Ltr Event Corp. using the details below.