Our Pricing policy

Introduction and Purpose

This document outlines the standard pricing policy for Spade Event Management Services Private Limited (hereinafter referred to as "Spade"). The purpose of this policy is to ensure transparency, fairness, and consistency in our pricing structure, providing clarity to both our clients and our internal teams. This policy aims to define how project costs are determined, payment terms, and procedures for adjustments or cancellations.

Pricing Models

Spade offers flexible pricing models designed to suit various event types, scales, and client preferences. The chosen model will be clearly defined in the client's proposal and contract.

Fixed Fee Model

For projects with clearly defined scopes, Spade may propose a single, all-inclusive fixed fee. This model is suitable for clients who prefer budget certainty from the outset.

Applicability: Best for events with predictable requirements (e.g., standard corporate meetings, small private parties).

Scope Changes: Any changes to the scope of work after the agreement is signed may result in a revised fixed fee.

Percentage of Total Event Cost Model

Under this model, Spade charges a pre-agreed percentage of the total verifiable third-party costs associated with the event.

Applicability: Common for larger, more complex events where the exact scope and vendor costs may evolve (e.g., large-scale conferences, weddings, festivals).

Transparency: All third-party invoices will be made available to the client for verification.

2.3. Management Fee + Expenses Model (Cost-Plus) This model involves a fixed or percentage-based management fee for Spade's services, in addition to direct reimbursement for all event-related expenses (e.g., venue, catering, decor, entertainment).

Applicability: Suitable for highly customized events where detailed cost breakdowns and direct expense control are desired. Reporting: Detailed expense reports and original invoices will be provided. 2.4. Consulting/Hourly Rate For advisory services, brainstorming sessions, or specific project components without full event management, Spade may charge an hourly rate. Applicability: Ideal for clients seeking expert guidance without requiring comprehensive event execution. Billing: Billed based on actual hours worked, typically in increments (e.g., 15-minute or 30-minute blocks).

Factors Influencing Pricing

The final cost of Spade's services is influenced by several factors: Event Type and Complexity: Corporate events, weddings, product launches, conferences, and private parties each have unique requirements and associated costs. Scope of Services: The extent of Spade's involvement (full-service planning, partial planning, day-of coordination, consulting). Event Scale: Number of attendees, duration, and number of concurrent sessions or activities. Venue & Location: Rental costs, accessibility, and associated logistics. Vendor Requirements: Quality and quantity of third-party services (catering, entertainment, AV, decor, security). Timeline: Shorter lead times for planning may incur rush fees due to expedited resource allocation. Customization: Highly customized or unique elements requiring extensive creative development or specialized sourcing. Travel and Accommodation: If Spade personnel are required to travel outside their standard operating radius, related expenses will be billed.

Payment Terms

4.1. Deposit A non-refundable deposit (typically between 25 to 50 of the estimated total project cost or fixed fee, depending on the event scale and model) is required upon signing the service agreement. This secures Spade's services and allows for initial vendor bookings and planning. 4.2. Payment Schedule The remaining balance will be divided into scheduled installments, typically tied to project milestones or a specific timeline (e.g., 30 three months prior, 20 one month prior, final 20 one week prior to the event). The exact schedule will be detailed in the service agreement. 4.3. Final Payment The final payment, including any outstanding balances or additional expenses incurred, is due prior to the event date, as specified in the contract. No services will be rendered beyond the event if outstanding balances remain. 4.4. Payment Methods Spade accepts payments via bank transfer, credit card (subject to a processing fee, if applicable), or cheque. 4.5. Late Payment Policy Payments not received by the due date will be subject to a late fee of 1.5 per month or the maximum permissible by law, whichever is lower, calculated on the outstanding balance. Spade reserves the right to suspend services until all outstanding payments are cleared.

Estimated Pricing Ranges (Illustrative)

Please note that the following ranges are illustrative estimates only and are subject to significant variation based on the specific factors outlined in Section 3, the chosen pricing model, and the unique requirements of each event. A detailed proposal will be provided after a thorough consultation. Full-Service Event Planning (Management Fee): Typically 10 to 20 of the total event budget. Minimum project fees may apply for smaller events. Corporate Events (Conferences, Seminars, Product Launches): Small (up to 100 attendees, half-day): INR 50,000 - INR 2,00,000+ Medium (100-500 attendees, full-day/multi-day): INR 2,00,000 - INR 10,00,000+ Large (500+ attendees, multi-day, complex): INR 10,00,000 - INR 50,00,000+ (or higher, depending on scale) Social Events (Weddings, Anniversaries, Private Parties): Intimate Parties (up to 50 guests): INR 30,000 - INR 1,50,000+ Weddings (full planning & execution): INR 1,00,000 - INR 10,00,000+ (or a percentage of the total wedding budget, typically 10−15) Large-scale Social Gatherings: INR 2,00,000 - INR 15,00,000+ Consulting/Hourly Rate: INR 1,500 - INR 5,000 per hour, depending on the nature and complexity of the consultation. Disclaimer: These ranges do not include direct event expenses (e.g., venue rental, catering, decor, entertainment, AV, specific permits, artist fees) unless explicitly stated in a fixed-fee package. They primarily reflect Spade's service charges.

Revisions and Scope Changes

Any changes to the agreed-upon scope of work, event date, venue, or significant alterations to requirements after the contract is signed may necessitate a revision to the service agreement and an adjustment to the pricing. All such changes will be documented via a Change Order, which must be signed by both parties before additional work commences.

Cancellation Policy

In the unfortunate event of a client cancellation, the following policy applies: Deposit: The initial deposit is non-refundable. Cancellation Fees: Depending on the timing of the cancellation relative to the event date, additional cancellation fees may apply to cover work already performed, non-refundable vendor deposits, and lost business opportunities. 90 days or more prior: Deposit forfeited. 60-89 days prior: Deposit plus 25 of the remaining agreed-upon fee. 30-59 days prior: Deposit plus 50 of the remaining agreed-upon fee. Less than 30 days prior: 100 of the total agreed-upon fee. Force Majeure: In cases of events beyond the reasonable control of either party (e.g., natural disasters, government mandates), Spade will work with the client to reschedule or apply credits, subject to vendor policies.

Discounts and Bundling

Spade may offer special promotional discounts or bundled packages for specific services or multi-event contracts. These will be communicated explicitly and are subject to specific terms and conditions.

9. Inclusions and Exclusions

Each proposal will clearly outline the specific services included in Spade's fee.

Inclusions: Generally cover Spade's professional fees for planning, coordination, creative direction, vendor management, and on-site execution as per the scope. Exclusions: Typically include, but are not limited to, third-party vendor costs (unless specified as part of a fixed fee), travel expenses for Spade personnel beyond a defined radius, specific permits/licenses, significant out-of-pocket expenses not pre-approved, and applicable taxes (GST, etc.).

Proposal and Service Agreement

All pricing will be formally presented in a detailed proposal following an initial consultation. Once the pricing and scope are mutually agreed upon, a comprehensive Service Agreement (contract) will be prepared for signature by both parties. This agreement will legally bind the terms and conditions, including pricing, payment schedules, and cancellation policies.

Policy Review and Updates

This pricing policy is subject to periodic review and may be updated by Spade Event Management Services Private Limited as business needs, market conditions, or regulatory requirements evolve. Clients will be provided with the current policy at the time of their proposal request.