Terms & Conditions

Please review our terms and conditions for event planning and management services.

Introduction

These Terms and Conditions ("Terms") govern your use of services provided by MapleWave Events ("we," "our," or "us"), a Canadian event planning and management agency. By engaging our services, you agree to be bound by these Terms. Please read them carefully.

Services Agreement

MapleWave Events provides event planning, coordination, and management services as outlined in a separate Service Agreement with each client. The Service Agreement will detail the specific services to be provided, timelines, deliverables, and fees. These Terms should be read in conjunction with the Service Agreement.

Bookings and Deposits

A booking is confirmed only when:

  • A signed Service Agreement has been received by MapleWave Events
  • The non-refundable deposit (typically 25% of the total fee) has been paid
  • Written confirmation of the booking has been provided by MapleWave Events

Until these conditions are met, all dates, venues, and services remain available to other clients.

Payment Terms

Payment schedules will be outlined in your Service Agreement and typically follow this structure:

  • 25% non-refundable deposit due upon signing the Service Agreement
  • 50% of the remaining balance due 90 days prior to the event
  • Final balance due 14 days prior to the event

For events booked with less than 90 days' notice, an adjusted payment schedule will be provided.

Payments can be made by e-transfer, credit card, or bank draft. Credit card payments may incur a processing fee of 2.9%.

Cancellation Policy

Cancellations must be made in writing. The following cancellation fees apply:

  • Cancellation more than 180 days before the event: Forfeit of initial deposit
  • Cancellation between 90-180 days before the event: 50% of the total fee
  • Cancellation less than 90 days before the event: 100% of the total fee

In case of force majeure or circumstances beyond reasonable control (including but not limited to natural disasters, pandemics, or government restrictions), we will work with you to reschedule the event without additional planning fees, subject to vendor availability.

Changes and Amendments

Any changes to the agreed services must be requested in writing and may result in adjustments to fees. MapleWave Events will make reasonable efforts to accommodate changes but cannot guarantee availability or unchanged pricing for modifications made after the Service Agreement is signed.

Vendor Services

MapleWave Events will recommend and coordinate with third-party vendors (such as caterers, photographers, entertainers, etc.) as part of our services. While we carefully select our vendor partners, we are not responsible for the performance of services provided by these third parties. Clients will typically enter into separate agreements with these vendors, and any disputes must be resolved directly with the vendor in question.

Liability

MapleWave Events shall not be liable for any loss, damage, or injury sustained by clients or their guests during an event, except in cases of gross negligence or willful misconduct by our staff. We strongly recommend that clients obtain appropriate event insurance coverage.

Our total liability shall not exceed the total fees paid for our services.

Intellectual Property

MapleWave Events retains the right to use photographs, videos, and descriptions of events for portfolio, marketing, and promotional purposes unless otherwise agreed in writing. We will respect client privacy and not use identifying information without permission.

Confidentiality

We respect the confidentiality of our clients and will not disclose sensitive information to third parties except as required to fulfill our services or as required by law.

Governing Law

These Terms shall be governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein. Any disputes arising under these Terms shall be subject to the exclusive jurisdiction of the courts of Ontario.

Changes to Terms

MapleWave Events reserves the right to modify these Terms at any time. Changes will be effective upon posting to our website. For existing clients, the Terms in effect at the time of signing the Service Agreement will apply.

Contact Information

If you have any questions about these Terms, please contact us at:

MapleWave Events
120 King Street West, Suite 3000
Toronto, ON M5X 1C9
Email: [email protected]
Phone: +1 (416) 555-9876

Last Updated: March 15, 2025