CANCELLATION POLICY

CLIENTS, CUSTOMER

“AREEM” EVENT MANAGEMENT
A Complete Event Management Company
Website: www.areem.in
Email: info@areem.in
Contact: 9830810742 / 7980801342
Office Location: Sonarpur, Kolkata – 700150

Effective Date: _15.02.2018

1. INTRODUCTION
AREEM Event Management provides professional event planning, management, entertainment, production, creative, administrative, and related services through skilled, qualified, and responsible staff and associated service providers.

This Cancellation, Refund & Postponement Policy explains the conditions under which a client or customer may cancel, postpone, or modify a booking and how payments, refunds, and expenses will be handled.

This policy applies to bookings made directly with AREEM Event Management, subject to the accepted quotation, booking confirmation, service agreement, and applicable law.

By confirming a booking or accepting a quotation or service agreement, the Client agrees to the cancellation terms applicable to that booking.

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2. SERVICES COVERED BY THIS POLICY

This policy applies to the following services, where included in the Client’s booking.

A. EVENT MANAGEMENT SERVICES

1. Pre-Wedding Events
2. Wedding Ceremonies
3. Bridal Showers
4. Baby Showers
5. Rice Ceremonies / Annaprashan
6. Birthday Celebrations
7. Marriage Anniversaries
8. Corporate Events
9. Shows and Entertainment
10. Orchestra
11. Dance Shows
12. DJ Parties
13. Other Shows and Special Events
14. Funeral and Memorial Services

B. EVENT & PRODUCTION SERVICES

1. Decoration
2. Catering
3. Food Services
4. Camera Services
5. Photography
6. Videography
7. Choreography
8. Shows and Entertainment
9. Makeup Services
10. Purohit / Priest Services
11. Audio-Visual Services
12. Office Services
13. Design and Printing
14. Recognition Items, Awards and Mementos
15. Equipment Rental and Supply
16. Transportation
17. Postage and Shipping
18. Miscellaneous Event Services

C. BUSINESS & PROFESSIONAL SERVICES

1. Company Development
2. Software Development
3. Office Administrative Services
4. Company Project Development
5. Bank-Related / Bank-Authorised Service Support, where applicable
6. RERA-Related Support, where applicable
7. Fire-Related Documentation or Coordination, where applicable

Different cancellation conditions may apply depending on the type of service, the stage of work, and any commitments made to third-party vendors.

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3. HOW TO CANCEL A BOOKING

Clients wishing to cancel a booking must notify AREEM Event Management in writing.

Cancellation requests may be sent through:

– Email: info@areem.in
– WhatsApp or another official written communication channel
– A signed cancellation letter submitted to AREEM

The cancellation notice should include:

– Client’s full name
– Booking or invoice number
– Event or project name
– Scheduled event date
– Services booked
– Reason for cancellation, if the Client wishes to provide it
– Payment details and refund information, where relevant

The cancellation date will generally be the date AREEM receives the written cancellation request.

AREEM will acknowledge the request and communicate any applicable cancellation charges, outstanding payments, and refund eligibility.

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4. CLIENT CANCELLATION OF EVENT BOOKINGS

When a Client cancels a confirmed event, the financial settlement will take into account the timing of cancellation, the work already completed, expenses already incurred, and commitments made to vendors and service providers.

The following schedule may be used for standard event-management bookings where no different cancellation schedule has been expressly agreed in writing.

Cancellation Notice Before Event| Proposed Cancellation Charge
More than 60 days| 10% of the agreed service fee, subject to actual commitments and applicable law
31–60 days| 25% of the agreed service fee
15–30 days| 50% of the agreed service fee
8–14 days| 75% of the agreed service fee
0–7 days| Up to 100% of the agreed service fee

Important conditions:

1. The percentages above are proposed standard cancellation charges, not an automatic entitlement to retain every amount paid.
2. The final amount will be determined according to the agreed contract, the work completed, reasonable cancellation losses, non-recoverable expenses, and applicable law.
3. If actual non-recoverable costs or completed work exceed the scheduled amount, any additional claim must be justified under the contract and applicable law.
4. If AREEM saves costs or recovers payments from vendors, those savings or recoveries will be considered where required by the agreement or applicable law.
5. A Client will not be charged twice for the same loss or expense.
6. Any refund or balance payable will be calculated after the applicable settlement.

The cancellation schedule should be disclosed to the Client before booking and accepted as part of the quotation or service agreement.

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5. ADVANCE PAYMENT & BOOKING DEPOSIT

AREEM may require an advance payment to reserve the event date and begin preparations.

Advance payments may be used for:

– Blocking the event date
– Booking artists and entertainment teams
– Reserving equipment
– Arranging decoration materials
– Booking caterers
– Booking photographers and videographers
– Arranging transportation
– Purchasing supplies
– Printing and design work
– Paying vendor deposits
– Allocating staff
– Other agreed preparation expenses

If the Client cancels the booking, the advance payment will be adjusted against the applicable cancellation charges, completed work, and recoverable or non-recoverable expenses, subject to the accepted agreement and applicable law.

An advance payment is not automatically non-refundable in every situation. Any amount refundable to the Client will be determined after the applicable settlement.

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6. REFUND POLICY

If a refund is due following cancellation, AREEM will calculate the refund after reviewing:

– Payments received
– Work already completed
– Services already delivered
– Vendor and artist cancellation charges
– Materials purchased
– Equipment or venue commitments
– Design and production expenses
– Other reasonable costs directly related to the booking

Where a refund is approved, AREEM will normally aim to process it within 15 business days after confirming the final settlement and receiving any necessary refund details.

If a refund is delayed because of a bank, payment provider, vendor reconciliation, or another circumstance outside AREEM’s reasonable control, AREEM will inform the Client.

Refunds will generally be made through the original payment method or another mutually agreed method, subject to verification and applicable law.

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7. CANCELLATION OF DECORATION SERVICES

If a Client cancels decoration services, cancellation charges may include the reasonable costs of:

– Design and planning
– Labour arrangements
– Floral or decorative materials
– Custom-built structures
– Printed backdrops
– Stage preparation
– Lighting arrangements
– Equipment reservations
– Transportation
– Vendor deposits

Custom-made or personalised materials that cannot reasonably be reused or returned may be treated as non-recoverable expenses where permitted by the agreement and applicable law.

If decoration work has already commenced, the Client may be required to pay for the completed work and justified cancellation costs.

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8. CANCELLATION OF CATERING & FOOD SERVICES

Catering bookings may require advance procurement of food ingredients, supplies, staff, and equipment.

If catering is cancelled, charges may include:

– Food ingredients already purchased
– Food preparation already completed
– Staff and kitchen arrangements
– Equipment bookings
– Transportation
– Supplier cancellation charges
– Other reasonable expenses already incurred

If the final guest count is reduced, the Client must notify AREEM within the period stated in the quotation.

Reductions made after the agreed deadline may not reduce the contracted catering price where ingredients, staffing, or supplies have already been committed.

Food already prepared or delivered cannot ordinarily be returned for a refund.

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9. CANCELLATION OF PHOTOGRAPHY & VIDEOGRAPHY

If photography or videography is cancelled, the settlement may include:

– Advance payments made to photographers
– Crew booking charges
– Equipment reservations
– Pre-production work
– Travel arrangements
– Editing already completed
– Albums or printed materials already ordered
– Other reasonable expenses

If the event has already taken place, the Client must pay for the photography/videography services actually provided and any agreed deliverables or costs that remain payable under the contract.

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10. CANCELLATION OF ENTERTAINMENT, ORCHESTRA, DJ & ARTIST BOOKINGS

Artist and entertainment bookings may require advance confirmation and payment.

Cancellation charges may include reasonable amounts payable to:

– Singers
– Dancers
– Orchestra teams
– DJs
– Choreographers
– Artists
– Technicians
– Entertainment agencies
– Travel and accommodation providers

If an artist or entertainment team cannot attend due to illness, an emergency, or another circumstance beyond reasonable control, AREEM will make reasonable efforts to arrange a suitable alternative or discuss postponement, where practicable.

Any alternative, refund, or rescheduling will be handled according to the booking agreement and applicable law.

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11. CANCELLATION OF CHOREOGRAPHY & MAKEUP SERVICES

For choreography and makeup bookings, cancellation charges may include:

– Sessions already completed
– Rehearsals already conducted
– Artist or professional booking charges
– Products and materials purchased
– Travel arrangements
– Preparation costs
– Non-refundable third-party commitments

Missed rehearsals or appointments caused by the Client may not qualify for a refund where the professional was available and the service was reserved, subject to the applicable agreement and law.

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12. CANCELLATION OF EQUIPMENT & TRANSPORTATION SERVICES

If equipment rental, transportation, or other logistical arrangements are cancelled, the Client may be responsible for:

– Equipment reservation charges
– Rental charges already incurred
– Vehicle booking charges
– Driver or crew commitments
– Transportation expenses already incurred
– Loading and unloading costs
– Supplier cancellation fees
– Damage or loss already caused

The amount charged will depend on the agreed booking terms, the timing of cancellation, and the expenses reasonably incurred.

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13. CANCELLATION OF DESIGN & PRINTING SERVICES

For design, printing, invitations, banners, brochures, certificates, recognition items, and other creative services:

– Completed design work may remain payable.
– Printing or production already started may be charged.
– Customised materials may not be eligible for a full refund.
– Third-party printing and delivery charges may be deducted where justified.
– Changes requested after approval may incur additional charges.

If the Client cancels before work begins, any refund will be determined according to the accepted quotation and any costs already incurred.

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14. CANCELLATION OF FUNERAL & MEMORIAL SERVICES

AREEM recognises that funeral and memorial arrangements can involve urgent and sensitive circumstances.

Where possible, cancellation requests will be handled promptly and respectfully.

The Client may be responsible for reasonable costs already incurred, including:

– Decoration materials
– Floral arrangements
– Transportation
– Equipment
– Staff allocation
– Printing
– Supplier commitments
– Services already delivered

AREEM will consider the circumstances sensitively while complying with the agreed terms and applicable law.

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15. POSTPONEMENT OR CHANGE OF EVENT DATE

If the Client wishes to postpone an event instead of cancelling it, the Client must notify AREEM in writing as soon as possible.

Postponement is subject to:

– Availability of AREEM’s staff
– Venue availability
– Artist availability
– Vendor availability
– Equipment availability
– Revised event requirements
– Applicable additional costs

If AREEM agrees to transfer the booking to a new date, amounts already paid may be adjusted against the rescheduled event, subject to the agreement and any non-recoverable expenses.

A date-change or rescheduling fee may apply if disclosed in the quotation or separately agreed.

If the original date cannot be accommodated, the parties may discuss an alternative date, a revised scope of service, or cancellation settlement.

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16. CANCELLATION OR POSTPONEMENT BY AREEM

AREEM may need to suspend, cancel, or modify a service in exceptional circumstances, including:

– Serious safety risks
– Non-payment
– Material breach of the service agreement
– Illegal activity
– Venue closure
– Government restrictions
– Unavailability of essential services
– Circumstances beyond reasonable control

Where AREEM cancels a service without Client fault and cannot provide an agreed alternative, AREEM will settle amounts received for the affected services, taking account of services already delivered, contractual entitlements, recoverable costs, and applicable law.

AREEM will communicate with the Client and make reasonable efforts to discuss alternative arrangements where practicable.

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17. FORCE MAJEURE & UNEXPECTED EVENTS

Neither party will be held responsible for a failure or delay to the extent it is caused by circumstances beyond reasonable control, such as:

– Natural disasters
– Floods or cyclones
– Earthquakes
– Fire
– Epidemics or pandemics
– Government orders or restrictions
– Curfews
– Riots or civil disturbances
– War or similar emergencies
– Major transport disruptions
– Unexpected venue closure
– Severe weather
– Other comparable events beyond reasonable control

The affected party should inform the other party as soon as reasonably possible.

AREEM and the Client will attempt to agree on a practical solution, such as postponement, modified arrangements, or cancellation.

Any refund or payment adjustment will be determined according to the agreement, costs reasonably incurred, insurance or vendor recoveries where relevant, and applicable law.

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18. CANCELLATION OF SOFTWARE DEVELOPMENT & PROJECT SERVICES

For software development, company development, office administration, and project development services, cancellation will depend on the agreed project milestones and scope.

The Client may be required to pay for:

– Work completed up to the cancellation date
– Approved milestones
– Design and development already performed
– Third-party licences or subscriptions
– Domain or hosting expenses
– Materials and resources purchased
– Approved project expenses
– Other contractual amounts properly due

Any advance payment exceeding the amounts properly due will be settled according to the contract and applicable law.

Access credentials, completed work, source files, and intellectual property will be handled according to the applicable project agreement.

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19. CANCELLATION OF BANK-RELATED, RERA & FIRE-RELATED SERVICES

For bank-related services, RERA-related support, and fire-related documentation or coordination, cancellation charges will depend on the agreed scope of work and the stage of processing.

The Client may be responsible for:

– Professional work already completed
– Documentation and application preparation
– Administrative work
– Official fees already paid
– Third-party professional charges
– Other authorised expenses already incurred

Fees paid directly to a bank, government authority, or other third party will be subject to that organisation’s refund rules.

AREEM cannot guarantee a refund from an external authority or institution.

Any refund of AREEM’s own service charges will be determined according to the agreed contract and applicable law.

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20. FAILURE TO ATTEND OR CLIENT NO-SHOW

If the Client or authorised representative fails to attend a scheduled meeting, appointment, rehearsal, or service without adequate notice, AREEM may charge for work or resources reserved, missed appointments, or expenses actually incurred, where provided for in the agreement.

For event-day no-shows, cancellation or refund eligibility will be determined according to the applicable booking terms and the services already arranged or delivered.

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21. NON-PAYMENT AND CANCELLATION

If the Client fails to make payments according to the agreed schedule, AREEM may issue a payment reminder and, where contractually permitted, suspend or cancel the booking.

The Client may remain liable for completed work, justified cancellation charges, and reasonable non-recoverable commitments.

Any outstanding amount will be calculated in accordance with the accepted agreement and applicable law.

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22. THIRD-PARTY VENDOR CANCELLATION CHARGES

AREEM may coordinate with independent vendors and suppliers to deliver a service.

If a Client cancels a booking, third-party cancellation charges may apply where the vendor has already accepted a booking or incurred expenses.

AREEM will communicate relevant charges where reasonably practicable.

Only properly applicable and supportable amounts will be included in the final settlement, subject to the contract and applicable law.

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23. REFUND PROCESSING TIME

Where a refund is payable, AREEM will normally aim to process it within 15 business days after the final refund amount is confirmed and all necessary information has been received.

This is an estimated processing period, not a guarantee of the time taken by banks or payment providers.

If additional verification or reconciliation is required, AREEM will inform the Client where reasonably practicable.

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24. EXCEPTIONS & SPECIAL CIRCUMSTANCES

AREEM may consider special circumstances on a case-by-case basis, including:

– Medical emergencies
– Death in the family
– Serious accidents
– Government restrictions
– Natural disasters
– Other exceptional circumstances

Any exception, waiver, credit, rescheduling, or refund must be confirmed in writing.

Considering an exception in one case does not automatically establish a right to the same exception in another case.

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25. DISPUTES & COMPLAINTS

If the Client disagrees with a cancellation charge or refund calculation, the Client should contact AREEM in writing with the relevant booking details and supporting information.

AREEM and the Client should attempt to resolve the issue through good-faith discussion.

If the matter cannot be resolved, either party may pursue remedies available under the applicable laws of India.

Nothing in this policy limits any consumer rights or other legal protections that cannot lawfully be excluded.

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26. POLICY ACCEPTANCE

This policy should be provided to the Client before the booking is confirmed.

By accepting the quotation, signing the service agreement, or otherwise confirming the booking, the Client acknowledges the cancellation conditions applicable to the services booked.

Any special cancellation or refund arrangement written into an accepted quotation or separately signed agreement will apply to that booking to the extent permitted by law.

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CLIENT BOOKING & CANCELLATION ACKNOWLEDGEMENT

Client Name: ______________

Mobile Number: ____________

Email Address: _____________

Event / Project Name: ___________

Event Date: ______________

Venue / Project Location: _________

Total Contract Value: ₹__________

Advance Paid: ₹_____________

Applicable Cancellation Schedule: ________

I confirm that I have received and read the AREEM Event Management Cancellation, Refund & Postponement Policy. I understand that cancellation charges and refunds depend on the accepted agreement, the stage of work, and the applicable circumstances.

“We Plan, We Manage and We Create Memories.”

CANCELLATION, REFUND & SERVICE TERMINATION POLICY
For VENDOR AND FACULTY, STAFF, ARTIST

AREEM EVENT MANAGEMENT

CANCELLATION, REFUND & SERVICE TERMINATION POLICY

Company: AREEM Event Management
Tagline: A Complete Event Management Company
Website: www.areem.in
Email: info@areem.in
Contact: 9830810742 / 7980801342
Location: Sonarpur, Kolkata – 700150, West Bengal, India

1. PURPOSE OF THIS POLICY

AREEM Event Management is committed to providing professional, reliable, and well-coordinated event management services through skilled, qualified, responsible, and experienced staff, faculty, vendors, artists, performers, and other service providers.

This Cancellation Policy establishes the rules and procedures for cancellations, postponements, refunds, staff or vendor withdrawals, artist cancellations, and termination of services.

This policy applies to all clients, customers, employees, temporary staff, faculty, contractors, vendors, artists, performers, employers, service partners, and other persons or organizations engaged by AREEM Event Management, subject to their applicable contracts and legal rights.

2. SERVICES COVERED

This policy applies to the following events and services:
A. Event Management

– Pre-wedding functions
– Weddings and wedding receptions
– Bridal showers
– Baby showers
– Rice ceremonies
– Birthday celebrations
– Marriage anniversaries
– Corporate events
– Entertainment shows
– Orchestra performances
– Dance shows
– DJ parties
– Private parties and other shows
– Funeral and memorial services

B. Event Production and Support Services

– Decoration and event setup
– Catering and food services
– Camera services, photography, and videography
– Choreography and dance training for events
– Entertainment and show management
– Makeup and styling
– Purohit or priest arrangements
– Audio-visual services
– Office services and administration
– Design, printing, and recognition items
– Equipment hire and related services
– Transportation, postage, and shipping
– Miscellaneous event-related services

C. Business and Project Services

– Company development
– Software development
– Office administration
– Company project development
– Bank-related facilitation or approved agency services, where authorized
– RERA-related assistance, where legally permitted
– Fire-safety-related coordination, where legally permitted

Separate contracts may apply to business, software, administrative, regulatory, or project-based services.

3. GENERAL CANCELLATION RULES

1. All cancellations must be communicated in writing by email, WhatsApp, or another communication channel officially accepted by AREEM Event Management.
2. The cancellation request must include the client’s or contracting party’s name, booking reference, event date, services booked, and reason for cancellation.
3. A cancellation will be treated as received when AREEM acknowledges it or when receipt can otherwise be reasonably established.
4. Verbal cancellations should be confirmed in writing.
5. Cancellation charges will be determined according to the signed agreement, the timing of cancellation, work completed, expenses incurred, non-refundable supplier commitments, and applicable law.
6. Any refund or cancellation charge must be calculated fairly and must not exceed what is contractually and legally permissible.
7. Cancellation of one service does not automatically cancel all other services included in the booking.
8. Any special cancellation terms agreed upon in writing will apply to the relevant booking, subject to applicable law.

4. CLIENT / CUSTOMER CANCELLATION POLICY

A client or customer may cancel a booking by submitting a written request to AREEM Event Management.

For standard event bookings, the following schedule may be used as a proposed cancellation-charge structure, provided it is disclosed and agreed upon in the booking agreement and is reasonable under the circumstances.

Time remaining before the event| Proposed cancellation charge
More than 60 days| Up to 10% of the agreed booking amount
31–60 days| Up to 25% of the agreed booking amount
15–30 days| Up to 50% of the agreed booking amount
8–14 days| Up to 75% of the agreed booking amount
0–7 days| Up to 100% of the agreed booking amount

Important: These percentages are proposed contractual terms, not automatic charges. The applicable amount must be supported by the agreement, reasonable losses or expenses, completed work, non-recoverable commitments, and applicable law. The parties should specify in the booking agreement whether the percentage is calculated on the total contracted fee or another clearly defined amount.

The following may be considered when calculating a cancellation settlement:

– Planning, consultation, design, and coordination work already completed.
– Advance payments or deposits paid to suppliers that cannot be recovered.
– Artist, performer, venue, decorator, caterer, equipment, or transport commitments.
– Printing, customized materials, purchased goods, and preparation costs.
– Other reasonable, documented, contractually recoverable expenses.

Any amount already paid must be adjusted against the final settlement. Where the recoverable amount is lower than the payment received, the remaining refundable balance should be returned in accordance with the agreement and applicable law.

5. ADVANCE PAYMENT AND REFUND POLICY

1. Advance payments may be used to confirm bookings and secure staff, vendors, venues, artists, equipment, and other services.
2. An advance payment is not automatically non-refundable in every circumstance.
3. The refund amount will depend on the signed agreement, work completed, costs incurred, supplier refund arrangements, and applicable law.
4. Where a vendor or artist refunds an amount to AREEM for a cancelled service, the corresponding amount will be included in the client’s settlement, subject to any lawful and agreed deductions.
5. Approved refunds will normally be processed within 15 business days after the final refund amount has been confirmed, unless the agreement or applicable law requires a different period.
6. If a refund is delayed by a bank, payment gateway, vendor, or other third party, AREEM will communicate the known reason and provide a reasonable update.
7. Any undisputed portion of a refund should not be withheld solely because another portion of the settlement remains under discussion.

6. POSTPONEMENT OR RESCHEDULING BY THE CLIENT

If a client wishes to postpone or reschedule an event, the client must notify AREEM in writing as early as possible.

1. A new date will be subject to the availability of AREEM staff, venues, artists, vendors, equipment, and other service providers.
2. Rescheduling is not guaranteed until the new date has been confirmed in writing.
3. Reasonable additional costs arising from the change may be charged if disclosed and contractually permitted.
4. Vendor deposits and artist fees may be transferred to the new date only if the relevant vendor or artist agrees.
5. If the new date is unavailable, the parties may agree to an alternative date, substitute service, or cancellation settlement.
6. Any credit or advance carried forward to a new date must be recorded in writing.

7. CANCELLATION OF INDIVIDUAL EVENT SERVICES

Different services may have different cancellation arrangements.

7.1 Decoration

Cancellation charges may include completed design work, customized materials, purchased supplies, transport, labour, and non-recoverable supplier commitments.

7.2 Catering and Food Services

The client must notify AREEM as early as possible of cancellation or changes in guest numbers. Charges may reflect ingredients purchased, food preparation, confirmed quantities, labour, transport, and commitments to the caterer.

7.3 Photography, Videography, and Camera Services

Cancellation charges may include booking fees, planning, pre-production work, equipment arrangements, travel commitments, and non-refundable payments to photographers or videographers.

7.4 Choreography and Dance Services

Charges may reflect rehearsals completed, classes delivered, choreography prepared, travel, and agreed artist or instructor commitments.

7.5 Artists, Orchestra, Dance Shows, and DJ Parties

Artist and performer bookings are subject to the applicable artist agreement. Any advance, cancellation fee, travel expense, or rescheduling charge must follow that agreement and applicable law.

7.6 Makeup and Styling

Charges may include completed consultations, trial sessions, purchased or prepared materials, travel, and confirmed professional bookings.

7.7 Purohit or Priest Services

Cancellation or rescheduling will be handled respectfully and in accordance with the agreed booking terms, preparation already completed, travel commitments, and any advance payments that are lawfully recoverable.

7.8 Audio-Visual Equipment and Transportation

Charges may include equipment reservation, preparation, delivery, transport, installation, labour, and return costs.

7.9 Design, Printing, and Recognition Items

Customised designs, printed materials, personalised gifts, trophies, certificates, and recognition items may not be reusable or returnable. Charges will reflect completed work and actual, contractually recoverable costs.

7.10 Funeral and Memorial Services

AREEM will handle cancellations and changes to funeral or memorial arrangements with sensitivity and urgency. Charges will reflect services already delivered, supplier commitments, transport, equipment, and other reasonable expenses that cannot be recovered.

8. CANCELLATION BY AREEM EVENT MANAGEMENT

AREEM will make reasonable efforts to fulfil confirmed bookings. However, cancellation may become necessary in exceptional circumstances, including:

– Non-payment of an amount due under the agreement.
– Material breach of contractual terms.
– Failure to provide essential information, permissions, access, or cooperation.
– Unsafe working conditions or a serious risk to staff, artists, vendors, guests, or the public.
– Unlawful activities or a request to perform an unlawful service.
– Serious misconduct, threats, harassment, or abuse toward staff or service partners.
– Circumstances beyond reasonable control that prevent performance.

Where reasonably possible, AREEM will provide written notice, explain the reason, and offer an opportunity to resolve the issue.

If AREEM cancels a confirmed booking for reasons attributable to AREEM and not caused by the client or an external event, AREEM will work with the client to arrange an appropriate remedy, which may include a replacement service, rescheduling, or a refund of the amount due under the agreement and applicable law.

Any deduction from a refund must be contractually and legally justified. AREEM will not charge a client for services that were neither provided nor reasonably incurred, except where a lawful and agreed cancellation provision applies.

9. STAFF / FACULTY CANCELLATION AND WITHDRAWAL POLICY

This section applies to employees, temporary event staff, coordinators, choreographers, makeup professionals, photographers, videographers, technicians, office personnel, and other personnel engaged by AREEM.

1. Staff must notify their authorised supervisor as early as reasonably possible if they cannot attend an assigned event or shift.
2. Where practicable, staff should provide written notice and explain whether the absence is due to illness, emergency, personal circumstances, or another reason.
3. Staff must not abandon an event assignment without reasonable communication, except where an emergency, safety concern, or other legally protected circumstance prevents notice.
4. AREEM may arrange a suitably qualified replacement to protect the client’s event and service quality.
5. Staff must hand over relevant schedules, equipment, documents, client information, and outstanding work where reasonably possible.
6. Repeated unauthorised absences, misconduct, or failure to fulfil agreed responsibilities may lead to action in accordance with the employment contract and applicable labour law.
7. Staff must not be subjected to unlawful wage deductions, penalties, or withholding of earned wages because of a cancellation or absence.
8. Genuine illness, emergencies, statutory leave, and other legally protected situations will be handled according to applicable law and the relevant employment terms.

10. VENDOR / SUPPLIER CANCELLATION POLICY

This section applies to decorators, caterers, transport providers, equipment suppliers, printers, venues, security providers, production teams, and other external vendors.

1. Vendors must comply with the agreed service schedule, specifications, delivery times, safety requirements, and contractual responsibilities.
2. A vendor who needs to cancel must notify AREEM in writing as soon as reasonably possible.
3. Vendors should provide a replacement service provider of equivalent suitability only with AREEM’s approval.
4. Vendors must return client or company property, documents, equipment, and confidential information as required by the agreement.
5. Refunds of advances, deposits, or other payments will be handled according to the vendor agreement and applicable law.
6. Any cancellation charge imposed on a vendor must be supported by the relevant agreement and applicable law.
7. AREEM may suspend new assignments or terminate a vendor relationship for material breach, repeated failure, fraud, serious safety violations, or other grounds permitted by the contract and law.
8. AREEM will make reasonable efforts to arrange a replacement vendor if a vendor’s cancellation threatens the event.

11. ARTIST / PERFORMER / ENTERTAINER CANCELLATION POLICY

This section applies to singers, dancers, DJs, orchestras, anchors, actors, performers, and other entertainment professionals.

1. Artists must attend and perform according to the confirmed schedule and written engagement terms.
2. Artists must inform AREEM promptly if illness, emergency, travel disruption, or another circumstance prevents attendance.
3. Where appropriate and mutually agreed, a replacement artist or alternative performance may be arranged.
4. Artist advances, travel expenses, accommodation, rehearsal charges, and cancellation fees will be settled according to the artist agreement and applicable law.
5. No party may impose an undisclosed or unlawful penalty.
6. If the artist fails to attend without a valid contractual excuse, AREEM may pursue the remedies provided in the artist agreement, including a refund or other lawful compensation where applicable.
7. If an artist is unable to perform because of a genuine emergency or an event beyond reasonable control, the parties will attempt to agree on rescheduling, a replacement, or a fair settlement.

12. EMPLOYER / CORPORATE CLIENT CANCELLATION POLICY

Where AREEM is engaged by a company, institution, agency, employer, or other organisation:

1. The authorised representative must submit cancellation or postponement requests in writing.
2. The organisation remains responsible for charges properly due under the signed contract, including completed work and approved, non-recoverable commitments.
3. A change of management, budget, internal approval, employee, or project priority does not automatically cancel existing contractual obligations.
4. Any reduction in event size, guest numbers, scope, venue, or services must be documented and may affect the price.
5. Any dispute concerning invoices, deliverables, or cancellation charges will be handled under the applicable service agreement and law.

13. SOFTWARE, OFFICE, AND PROJECT SERVICES

For software development, company development, office administration, design, printing, and other project-based services:

1. Cancellation must be communicated in writing.
2. The client must pay for work completed and other amounts properly due under the agreement.
3. Third-party licence fees, domain or hosting charges, purchased software, custom materials, and approved external expenses may be non-refundable where the relevant terms and law permit.
4. Deliverables, source files, credentials, and intellectual property will be handed over according to the project contract and applicable payment terms.
5. If AREEM or the client terminates a project, the parties should record the completed work, outstanding payments, deliverables, and any refund or settlement in writing.

14. BANK, RERA, AND FIRE-RELATED SERVICES

Any bank-related facilitation, RERA-related assistance, or fire-safety coordination is subject to the relevant authority’s requirements and the scope of AREEM’s actual authorisation.

1. AREEM does not guarantee the approval, registration, licence, loan, certificate, or other decision of a bank, regulator, government authority, or third party.
2. Official fees paid to an authority or third party may be non-refundable under that authority’s rules.
3. Professional or administrative fees will be handled according to the signed agreement and applicable law.
4. No cancellation arrangement permits an unlawful payment, misrepresentation, or bypassing of statutory requirements.
5. Any refund will be calculated after accounting for completed work, official charges, and other legally recoverable amounts.

15. FORCE MAJEURE AND UNFORESEEN EVENTS

A force majeure event means an extraordinary circumstance beyond a party’s reasonable control that materially prevents or delays the agreed services. Examples may include natural disasters, severe weather, fire, government restrictions, public emergencies, transport shutdowns, or other comparable events.

In such circumstances:

1. The affected party must notify the other party as soon as reasonably practicable.
2. Both parties will try to minimize losses and consider rescheduling or alternative arrangements.
3. Any refund or cancellation settlement will account for services already provided, recoverable expenses, supplier commitments, and applicable law.
4. Neither party will be required to perform an obligation that has become unlawful or genuinely impossible, subject to the agreement and applicable law.
5. A force majeure event will not automatically entitle either party to keep all payments or demand a full refund in every situation.

16. NO-SHOW, LATE ARRIVAL, AND FAILURE TO COOPERATE

If a client, staff member, vendor, artist, or other contracted party fails to appear, arrives substantially late, or does not provide required cooperation:

– The affected party must notify the other party as soon as possible.
– The parties should make reasonable efforts to reduce disruption.
– Any replacement, waiting-time charge, additional transport expense, or other cost must be supported by the agreement and applicable law.
– Remedies will depend on the cause, seriousness, actual impact, and contractual responsibilities of the parties involved.

17. SAFETY, MISCONDUCT, AND UNLAWFUL ACTIVITIES

AREEM reserves the right to suspend or terminate services when there is a serious and reasonable concern involving safety, violence, harassment, illegal activity, fire hazards, or significant property damage.

Where reasonably practicable, AREEM will inform the relevant contracting party and explain the issue. Emergency action may be taken immediately where necessary to protect people or property.

Any resulting charges, refunds, or claims will be determined according to the agreement and applicable law.

18. COMPLAINTS AND DISPUTE RESOLUTION

A person who disagrees with a cancellation decision, deduction, refund, or termination should submit a written complaint to AREEM Event Management.

The complaint should include:

– Name and contact details.
– Booking or contract reference.
– Relevant event or project date.
– Details of the cancellation or dispute.
– Supporting documents, receipts, or correspondence.
– The proposed resolution.

AREEM will review the matter fairly and aim to respond within a reasonable period. The parties should attempt to resolve disputes through discussion and written settlement before pursuing other remedies.

Nothing in this policy removes any statutory right or remedy available under applicable law.19. PRIVACY AND CONFIDENTIALITY Clients, staff, faculty, vendors, artists, and service partners must handle personal information, photographs, videos, payment details, event plans, and confidential business information responsibly. Personal information must not be disclosed or used for unrelated purposes without an appropriate lawful basis. Upon cancellation or termination, relevant records will be retained, returned, or securely deleted as required by applicable law, contractual obligations, and legitimate recordkeeping requirements.20. POLICY AMENDMENTSAREEM may update this policy when business requirements or applicable laws change. The version applicable to an existing booking or contract will be determined by the agreement and applicable law. Material changes to an existing contract must be communicated and agreed upon where required.21. ACCEPTANCE AND ACKNOWLEDGEMENT By signing a booking form, service agreement, staff contract, vendor agreement, artist engagement agreement, or other applicable contract that incorporates this policy, the relevant party acknowledges that they have had the opportunity to read and understand the cancellation terms.The applicable terms must be clearly identified in the relevant contract before they are relied upon.For AREEM Event ManagementAuthorised
Representative: _________
Designation: _____________
Signature: _______________
Date: _______________
Client / Customer / Vendor / Artist / Staff / EmployerName: ________________
Organisation (if applicable): ________
Agreement / Booking Reference: _______
Signature: _______________
Date: ________________