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Terms and Conditions

Effective 2026  |  Registration number: 2010/103386/23

These Terms and Conditions (“T&Cs”) govern the provision of services by Event Options CC (“Event Options”) to the Client. By signing these T&Cs, accepting a quote, or engaging Event Options to deliver services, the Client agrees to be bound by these terms.

These T&Cs apply to all projects and engagements unless superseded by a signed Annual Service and Support Agreement. Where a signed Annual Service and Support Agreement is in place, that Agreement takes precedence in the event of any conflict.

Introduction

These Terms and Conditions (“T&Cs”) govern the provision of services by Event Options CC (“Event Options”) to the Client. By signing these T&Cs, accepting a quote, or engaging Event Options to deliver services, the Client agrees to be bound by these terms.

These T&Cs apply to all projects and engagements unless superseded by a signed Annual Service and Support Agreement. Where a signed Annual Service and Support Agreement is in place, that Agreement takes precedence in the event of any conflict.

Scope of services

Event Options provides services including, but not limited to:

• Online RSVP and registration management
• Onsite check-in and badge printing
• Hardware, software, and event technology hire and setup
• Reporting and data management
• eCommerce and delegate fee collection

The specific scope of work for each event is defined in the relevant quote or invoice. Only services listed in the approved quote will be delivered.

Payment terms

Payment terms for each engagement are set out in the approved quote or, where applicable, in Schedule A of the Annual Service and Support Agreement. Those documents govern the deposit structure, payment dates, and any client-specific arrangements.

The following general conditions apply to all clients regardless of payment tier:

• All amounts exclude VAT.
• Interest at repo rate + 2% accrues monthly on overdue amounts.
• Payment to Event Options is not contingent on the Client receiving payment from any third party, including end clients, agencies, or sponsors.
• Final reports and data are released only once all invoices are settled.
• Event Options reserves the right to suspend services, deactivate the registration platform, withhold equipment, or withdraw onsite deployment if payment terms are not met.

Note on credit terms

Credit terms are granted at the sole discretion of Event Options and may be withdrawn at any time.

“Pay when paid” arrangements are not recognised as a payment term.

Payment to Event Options is never contingent on the Client receiving funds from a third party.

Registration build and timelines

Build types

• Simple event: up to 7 fields, 1–2 working days.
• Standard event: up to 4 pages and up to 20 fields, 5 working days, including testing.
• Advanced event: multi-page, ticketing, or complex flows, 10 working days, including testing.

Changes

• 3 rounds of structural changes are included.
• Additional structural changes are billable.
• Standard turnaround per change is 24–48 hours.

All timelines are dependent on receipt of complete, approved content. Delays caused by late or incomplete client input will extend all timelines accordingly.

Client responsibilities

The Client agrees to:

• Provide accurate and complete data in the required format and within agreed timelines.
• Supply approved content and signed-off artwork on time.
• Nominate a single point of contact for each event.
• Review and approve work promptly within stipulated timelines.

Event Options is not liable for delays caused by late or incomplete client input, third-party suppliers, or venues.

RSVP and guest management

Services may include:

• Invite distribution and resend management.
• Manual delegate updates.
• Reminder and confirmation communications.
• Reporting and dashboard access.

Event inbox and sending domains

• Event Options can provision a dedicated event inbox for delegate communications, monitoring, and query management.
• Alternatively, the Client may provide an active, authorised email address.
• Where the Client does not provide a suitable sending domain or inbox, Event Options may use its preferred sending domain and infrastructure, which may incur additional setup and usage fees.
• The Client is responsible for granting necessary permissions, including DNS, SPF and DKIM, where their domain is used. Delays in providing access may impact timelines and deliverability.

Clients may elect to manage their own RSVP process following training.

Data, reporting and access

• Reporting is based on data collected during registration.
• Access may be provided via system login or secure download links.
• Final reports will only be released once all invoices are settled.

The Client remains responsible for:

• The accuracy of all submitted data.
• Lawful use of personal information.

Database and invite management

• One formatted guest list is included.
• Additional lists are billable.

Data must be provided:

• In Excel format.
• In line with Event Options templates.

Data cleaning or reformatting may be charged separately.

HTML conversion and invite hosting

Where the Client supplies artwork:

• Final approved files must be provided before work commences.
• Conversion to HTML requires 24–48 hours for setup and testing.

eCommerce and payment handling

Where applicable:

• Setup fees apply for the eCommerce module.
• Bank and transaction fees of 5% apply to payments processed through Event Options’ merchant account.

Funds collected on behalf of the Client will be reconciled, reported, and transferred as agreed. Payouts are typically made monthly.

Payouts are strictly subject to the Client adhering to their agreed payment obligations to Event Options. Event Options reserves the right to withhold or delay payouts if invoices issued by Event Options have not been settled.

Onsite services and equipment

The Client agrees to:

• Provide suitable venue access and infrastructure.
• Ensure safe working conditions for Event Options staff and equipment.
• Ensure all registration infrastructure and electronic equipment is positioned under adequate cover at all times. Exposure to sun, rain, or environmental elements is not permitted and may result in equipment failure or damage.

The Client may be held responsible for equipment loss or damage caused by the venue, venue staff, or other third parties under the Client’s control.

Changes, cancellations and postponements

• Scope changes may impact cost and timelines and must be agreed in writing before implementation.
• In the event of cancellation or postponement, all work completed to date will be invoiced.
• Additional costs may apply depending on timing, resources committed, and third-party obligations.

Intellectual property

All software, systems, processes, and proprietary technology used to deliver services remain the exclusive property of Event Options. The Client is granted a limited, non-transferable licence to use these for the duration of each event only. No rights are transferred under these T&Cs.

Confidentiality and POPIA compliance

Both parties agree to maintain the confidentiality of all proprietary and commercially sensitive information, both during and after the term of any engagement. This obligation survives termination.

Event Options complies with the Protection of Personal Information Act, 2013 (POPIA). The Client remains responsible for:

• The accuracy of all data submitted to Event Options.
• Lawful collection and use of personal information.
• Obtaining any necessary consents from delegates prior to submission.

General

• These T&Cs form part of the overall commercial framework with Event Options.
• They apply to all projects unless superseded by a signed Annual Service and Support Agreement.
• Event Options reserves the right to update these T&Cs from time to time. Clients will be notified of material changes.
• These T&Cs are governed by the laws of the Republic of South Africa.

Alignment with Annual Service and Support Agreement

Where an Annual Service and Support Agreement is in place between Event Options and the Client:

• The payment terms, service delivery standards, and legal provisions in the Annual Service and Support Agreement take precedence.
• These T&Cs operate as the standard operational framework and are incorporated by reference into that Agreement.
• In the event of any conflict, the Annual Service and Support Agreement prevails.

Acceptance

These T&Cs constitute a binding agreement between the Client and Event Options. The Client confirms they have read, understood, and agree to be bound by these T&Cs upon:

• Signing this document in handwriting or via an electronic signature platform, including DigiSign or equivalent.
• Accepting a quote issued by Event Options, whether verbally, in writing, or by making payment.
• Engaging Event Options to commence work on any project.

Electronic signatures are accepted as legally valid under the Electronic Communications and Transactions Act, 2002 (ECT Act). A DigiSign acceptance carries the same legal weight as a handwritten signature.

These T&Cs apply to all current and future projects undertaken by Event Options for the Client, unless replaced or superseded by a signed Annual Service and Support Agreement.

Contacting us

If you have any questions, concerns, or complaints regarding these T&Cs, please contact us using the details below:

info@eventoptions.co. za

This document was last updated on June 24, 2026.