Terms and Conditions
The Sync Co. — Wedding Planning & Event Management
1. Client Responsibilities
The Client agrees to provide timely approvals, accurate information, necessary documents, decisions, and payments required for the smooth planning and execution of the event.
Any delay in approvals, information, decisions, or other requirements from the Client may affect planning timelines, vendor availability, and event execution. The Sync Co. shall not be held responsible for delays directly resulting from the Client’s failure to fulfil these responsibilities.
2. Payment Terms
The management fee shall be payable according to the following schedule:
- 50% Advance Payment: Payable at the time of booking and confirmation of services.
- Remaining 50% Payment: Payable in full before the Client’s check-in at the event venue or before the commencement of the event, whichever occurs earlier.
All payments must be cleared within the agreed timelines. The Sync Co. reserves the right to withhold or suspend the commencement of services if the required payment has not been received by the applicable due date, subject to the agreed contract and applicable law.
Any applicable taxes and additional expenses not included in the agreed management fee shall be charged separately, as specified in the proposal or invoice.
3. Travel & Accommodation
For meetings, venue recce visits, planning sessions, or other official requirements outside Mumbai, the Client shall bear the applicable travel, accommodation, and food and beverage expenses incurred by the Company’s team, unless otherwise agreed in writing.
Such arrangements shall be discussed with the Client in advance wherever reasonably practicable.
4. Team Logistics
The Client shall arrange a minimum of two accommodation rooms at the event hotel for the core planning team.
Meals for the planning team during event days shall be provided by the host. Any additional accommodation, transportation, or logistical requirements arising from the event shall be discussed and charged separately, where applicable.
5. Additional Staffing & Operational Expenses
Any additional staffing requirements, including hotel manpower, porters, technical crew, production personnel, runners, security personnel, or other support staff, shall be charged separately on an actual-cost basis unless specifically included in the agreed proposal.
Additional requirements shall be communicated to the Client wherever reasonably practicable before the expenses are incurred.
6. Vendor Payments & Coordination Policy
- Vendors and artists may be selected directly by the Client or chosen from recommendations provided by The Sync Co.
- For effective coordination and operational control, The Sync Co. shall coordinate and supervise the vendor payment process, including payments to vendors selected directly by the Client, wherever agreed as part of the scope of services.
- Commercial negotiations, deliverables, timelines, technical requirements, and operational arrangements shall be coordinated through the management team wherever applicable.
- All vendor and artist payments must be cleared in full before the commencement of the first event, in accordance with the agreed payment schedules and vendor commitments.
- The Sync Co. shall not be responsible for delays, non-performance, or service interruptions arising from outstanding vendor payments that are the Client’s responsibility.
- Vendors independently appointed by the Client must coordinate with The Sync Co. regarding event timelines, technical requirements, access, setup schedules, and event flow.
- Vendor costs, artist fees, production expenses, and third-party charges shall remain separate from the Company’s management fee unless expressly included in the written proposal.
- The Client shall remain responsible for vendor commitments and expenses approved or incurred on their behalf.
7. Changes to Event Scope
Any significant change in the event scope, guest count, number of event days, venue, production requirements, staffing requirements, or agreed deliverables may result in a revision of the management fee and associated costs.
Any additional services or changes shall be discussed with the Client and, where applicable, confirmed in writing before implementation.
The Sync Co. shall make reasonable efforts to accommodate requested changes, subject to availability, feasibility, and any additional costs involved.
8. Force Majeure
Neither party shall be held liable for a failure or delay in performing its obligations to the extent caused by circumstances beyond its reasonable control, including natural disasters, government restrictions, strikes, epidemics, pandemics, public emergencies, or other unforeseen circumstances.
Both parties shall make reasonable efforts to minimise the impact of such circumstances and explore suitable alternatives wherever possible.
Any financial implications, rescheduling arrangements, or cancellation-related expenses shall be discussed in good faith, taking into account applicable law, the agreed contract, and third-party contractual obligations.
9. Cancellation & Non-Refundable Advance Policy
All advance payments made to The Sync Co. are strictly non-refundable. The 50% advance payment paid at the time of booking is non-refundable in the event of cancellation by the Client, as it secures the booking and covers initial planning, administrative work, resource allocation, and other commitments undertaken by the Company.
In the event of cancellation by the Client, the advance payment shall not be refunded, subject to applicable law. Any additional outstanding management fees, vendor cancellation charges, or non-recoverable third-party expenses shall be payable by the Client in accordance with the signed agreement and applicable contractual obligations.
The Client acknowledges and agrees to this policy at the time of booking and payment confirmation.
10. Postponement & Rescheduling
If an event is postponed, The Sync Co. shall make reasonable efforts to accommodate the revised dates, subject to the availability of the planning team, venues, vendors, and other service providers.
The agreed management fee shall remain unchanged unless the postponement results in a material change in the scope of work, event duration, staffing requirements, or agreed deliverables.
Additional expenses arising from rescheduling, including vendor charges, revised bookings, travel, accommodation, or other logistical arrangements, shall be borne by the Client where applicable.
Any revised dates and related financial arrangements shall be mutually confirmed in writing.
11. Confidentiality
Both parties agree to maintain the confidentiality of non-public personal information, financial details, commercial terms, and planning discussions shared during the engagement.
Such information shall not be disclosed to unauthorised third parties except where required by law or where disclosure is reasonably necessary for event planning and execution.
The use of event photographs, videos, client information, or event details for promotional, marketing, or portfolio purposes by The Sync Co. shall be subject to applicable privacy requirements and any necessary consent.
12. Limitation of Liability
The Sync Co. shall exercise reasonable professional care in planning, coordinating, and managing the services agreed upon with the Client.
However, the Company does not directly control the independent operations of third-party vendors, venues, artists, hotels, transportation providers, or external service providers.
The Company shall not be responsible for service failures, delays, omissions, or acts of third parties beyond its reasonable control, except to the extent that liability arises from the Company’s own breach of contract, negligence, or other liability that cannot lawfully be excluded.
The Sync Co. shall make reasonable efforts to coordinate with relevant service providers to resolve operational issues and minimise disruption to the event.
Nothing in these Terms & Conditions shall exclude or limit any liability that cannot be excluded or limited under applicable law.
13. Jurisdiction & Dispute Resolution
The parties shall endeavour to resolve any dispute arising from the engagement through mutual discussion and good-faith negotiation.
Where a dispute cannot be resolved amicably, it shall be subject to the jurisdiction of the competent courts in Mumbai, Maharashtra, subject to applicable law.
14. Acceptance of Terms
Confirmation of services, execution of a written proposal or agreement, or payment towards the engagement shall constitute acceptance of these Terms & Conditions to the extent applicable and legally enforceable.
Any specific terms agreed separately in a signed contract or written proposal shall prevail over these general terms in the event of an inconsistency.
The Sync Co. reserves the right to update its general website Terms & Conditions from time to time. Any changes to the terms governing an existing engagement shall be subject to the applicable signed agreement and applicable law.
The Sync Co.
Luxury Wedding Planning & Event Management