Terms of Service

Last updated: January 1, 2025

These Terms of Service ("Terms") govern your engagement of San Francisco Event Factory ("SF Event Factory," "we," "us," or "our") for event management, production, marketing, and consulting services. By engaging our services, you ("Client") agree to be bound by these Terms in addition to any individual service agreement or statement of work.

1. Services

SF Event Factory provides boutique event management services including event strategy and concept development, venue sourcing and logistics, speaker curation and management, branding and creative direction, audience curation and marketing, Luma listing and registration management, on-site production and technical support, and post-event analytics and reporting. The specific scope of services for each engagement is defined in an individual service agreement or statement of work (SOW) executed between the parties.

2. Engagement Process

All engagements begin with a discovery consultation, after which we provide a detailed proposal outlining scope, timeline, deliverables, and pricing. Upon agreement, both parties execute a statement of work (SOW) that serves as the binding service agreement. The SOW takes precedence over these general Terms in the event of any conflict. No work commences until the SOW is signed and the initial deposit is received.

3. Client Responsibilities

The Client is responsible for providing accurate and complete event requirements in a timely manner; granting timely approvals on designs, copy, speaker selections, and venue choices as outlined in the project timeline; ensuring all content provided for event materials does not infringe on third-party intellectual property rights; designating a primary point of contact authorized to make decisions on the Client's behalf; and ensuring adequate attendance from the Client's team for day-of event execution as agreed. Delays in Client approvals or information may result in corresponding delays to the event timeline and may incur additional fees.

4. Payment Terms

Unless otherwise specified in the SOW, standard payment terms are as follows: a non-refundable deposit of 50% of the total project fee is due upon signing the SOW; the remaining balance is due no later than 7 calendar days before the event date; expenses pre-approved in writing are billed at cost plus a 15% management fee. Late payments are subject to a late fee of 1.5% per month on the outstanding balance. We accept payment via wire transfer, ACH, and major credit cards. All fees are quoted and payable in US dollars unless otherwise agreed.

5. Cancellation & Rescheduling

Cancellations by the Client are subject to the following fee schedule based on notice provided before the event date: 60+ days notice — 25% of total project fee; 30-60 days notice — 50% of total project fee; fewer than 30 days notice — 75% of total project fee. Non-recoverable third-party costs, including venue deposits and vendor commitments, are the Client's responsibility regardless of cancellation timing. Rescheduling requests are accommodated on a best-effort basis and may incur additional fees depending on vendor and venue availability. Force majeure events that make the event impossible to hold will be handled through good-faith negotiation.

6. Intellectual Property

Event materials, designs, and creative assets produced by SF Event Factory remain our intellectual property until full payment is received, at which point a perpetual, non-exclusive license is granted to the Client for use in connection with the event. Photographs and video recordings of events may be used by SF Event Factory for portfolio, marketing, and promotional purposes unless otherwise agreed in writing. The Client retains all rights to their pre-existing intellectual property, trade names, trademarks, and proprietary content provided to us for event production.

7. Confidentiality

Both parties agree to treat as confidential any proprietary or non-public information received from the other party during the engagement, including business strategies, financial information, product roadmaps, attendee data, and event plans. Confidential information will not be disclosed to third parties without prior written consent, except as required by law. This obligation survives the termination of the engagement for a period of two years.

8. Limitation of Liability

SF Event Factory's total liability arising out of or relating to any engagement is limited to the total fees actually paid by the Client under the applicable SOW. In no event shall either party be liable for indirect, incidental, special, consequential, or punitive damages, including lost profits, lost revenue, or loss of business opportunity. Neither party shall be liable for delays or failures in performance resulting from force majeure events, including natural disasters, pandemics, acts of terrorism, government orders, or utility failures.

9. Indemnification

Each party agrees to indemnify, defend, and hold harmless the other party and its officers, directors, employees, and agents from and against any third-party claims, damages, losses, and expenses, including reasonable attorneys' fees, arising from a breach of these Terms or the applicable SOW, negligence or willful misconduct, or infringement of third-party intellectual property rights in materials provided by the indemnifying party.

10. Insurance

SF Event Factory maintains comprehensive general liability insurance with coverage of not less than $2,000,000 per occurrence and $5,000,000 aggregate, as well as professional liability insurance. Upon request and at no additional cost, we will name the Client as an additional insured on our general liability policy for the duration of the event. Certificates of insurance are available upon request.

11. Governing Law

These Terms and any SOW shall be governed by and construed in accordance with the laws of the State of California, without regard to conflict of law principles. Any dispute arising out of or relating to these Terms or an engagement shall first be submitted to good-faith mediation in San Francisco County. If mediation is unsuccessful, the dispute shall be resolved by binding arbitration administered by JAMS in San Francisco, California. Nothing in this section prevents either party from seeking injunctive relief in a court of competent jurisdiction.

12. Contact

For questions about these Terms, contact us at legal@sfeventfactory.com or use the contact form on this site. We operate from San Francisco, CA, United States. These Terms constitute the entire agreement between the parties regarding the subject matter herein, except as supplemented by individual SOWs. We reserve the right to update these Terms at any time. Material changes will be communicated via email to active clients.